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[IARA - State Agency Records Managers] Special Bulletin: Update to the General Retention Schedule for All State Agencies

Indiana Archives and Records Administration sent this bulletin at 04/30/2024 12:54 PM EDT

Records and Information Management
402 W. Washington St. Rm W472
Indianapolis, IN 46204
e-mail: rmd@iara.in.gov
phone: 317-232-3285
web: http://www.in.gov/iara

Hello, State Agency Records Managers!

IARA's Records and Information Management Division is pleased to let you know that the General Records Retention Schedule for all state administrative agencies has been revised as of April 24, 2024.

The link above is the same one it's always been, so there's no need to update any bookmarks, but if you have a saved or printed copy, you'll want to make a new one of those!

For quick reference, here are the changes, mostly minor, to the General Retention Schedule in this update:

GRADM-2: just a modernization of the retention to our new format-agnostic (neutral) language – no changes to the retention period.
GRACC-1: just a modernization of the retention to our new format-agnostic (neutral) language – no changes to the retention period.
GRPER-10: just a modernization of the retention to our new format-agnostic (neutral) language – no changes to the retention period.
GRFRM-1: In keeping with the changes which have been happening to the Forms Management program, there's been an update to the description for an agency's files on their own State Forms, and a reduction of the retention period.
- Previously the requirement was to maintain the entire agency file until the State Form was deactivated. The new retention is to hold the information on each revision only until it's outdated or replaced by a new one.
- You're free to maintain your form design information for as long as you need it; the only change is to the minimum amount of time you need to keep it.
GRVID-2: This has been deactivated, because the information is covered by GRADM-4.

These changes are also summed up in an Updates Guide at the end of the retention schedule. If you have any questions about the updates, or about the General Retention Schedule itself, please reach out to rmd@iara.in.gov and we'll be happy to help!

Your Records and Information Management Team at the
Indiana Archives and Records Administration

e: rmd@iara.in.gov w: www.in.gov/iara
a: 402 W. Washington St., Room W472, Indianapolis, IN 46204

This message was sent to you because you are the officially-designated Records Coordinator for your agency, or because you are an interested records manager who requested to be added to this list.

If you are no longer your agency's Records Coordinator or would like to be removed from this list because it no longer applies to your work, please let us know at rmd@iara.in.gov, and we'll take care of that for you!