[IARA - State Agency Records Managers] June 2024 Monthly Bulletin and Chat Invitation

💃🏻 🕺🏻 June Is Bustin' Out All Over... 🕺🏻 💃🏻

The feelin' is getting so intense
That the young Virginia creepers
Have been huggin’ the bejeepers
Out of all the morning-glories on the fence.

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A Pleasant and Not Too Muggy June to You, Records Managers! It's Brain Health Awareness Month, National Safety Month, Pride Month, the month of Father's Day, Juneteenth and Midsummer,  and the month that tricks people in Indiana every year into believing that it's going to be the hottest one all summer. (Which, granted, it is.) (Until July.) (And then August.) It's also not Records and Information Management Month, which you're all probably overjo--- GOTCHA! Every month is Records and Information Management Month.

Last Month on As The Record Turns...  On MS Teams, we had our May State Records Managers Chat on the 30th.  We met with 31 Records Managers from 24 agencies.  Attending from IARA were Amy Robinson (State Records Analyst) and Kalita López (Electronic Records Archivist).
We discussed May's bulletin topics, which were May is New IARA Babies Month! OCPR:  April updates, including the State General Retention Schedule Responsible Destruction webinar now online  Government Information Day and MPH Data Day RIM Topic of the Month: Data and Records I've posted a link to the YouTube video of the May chat in our RM Bulletins and Chat Archive, where you can also find all of the previous bulletins we've sent out.

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News You Can Use

Oversight Committee on Public Records Update

While there was no OCPR meeting in May, June made up for that by going early: June 19th at 10 a.m. For state agencies on the agenda, it was just the Public Access Counselor this month, which was approved as submitted.

In July, there will once again be no OCPR meeting, because most of the Records and Information Management team will be in Atlanta at the NAGARA Annual Conference 2025!

 

IARA's Data Day Game "Is It Eligible for Destruction?" is Now Online!

If you visited our booth at MPH's Data Day on May 25th, you may have had the chance to play game of 8-bit joy created for us by Electronic Records Archivist Kalita López.

The game is now playable on IARA's website, for the enjoyment those who liked it and those who missed it, and the education of anyone who might not yet realize that 

 

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News You Can't Use...Okay, You Can Sort-Of Use It

No RM Chat in July

In July, there will no State RM Chat, again because most of the Records and Information Management team will be in Atlanta at the NAGARA Annual Conference 2025!

There will be a July bulletin, but it likely won't be as long as usual, because it'll be going out early due to see above!

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RIM Topic of the Month: Records of Agency Records Management

Yup, like everything else in government, Records and Information Management is redundant. It sort of has to be, because how do we best manage records? We document - by creating a record - that we did it legally and correctly! Who Usually Maintains These Records? Your agency Records Coordinator is responsible for maintaining the documentation of agency records management. This can be shared or delegated, though, as long as the Records Coordinator and the people who work with them know who does have that responsibility.

Which Records Are We Talking About Here?

Those Record Series on page 6 of the General Retention Schedule for All State Agencies that are listed below, aka the "GRREC" series. 

Some of these have relatively short required retention periods, but we also have some best practice advice to offer for when and how long those records might be valuable for you or your office.

Record Series	Title and Description	Retention Requirements	Best Practice
GRREC-1	RECORDS RETENTION AND DISPOSITION SCHEDULE Contains a description of all records maintained by an agency, and specifies when and how an agency's records are to be disposed of.	DESTROY agency copy when replaced by a new approved schedule from the Archives and Records Administration.	IARA maintains a copy of all previously-approved versions of retention schedules. However, it's useful for your own filing and research purposes for the agency Records Coordinator to keep a copy of each version along with any notes on agency decisions that caused the various updates to be made. Not a retention requirement, just some advice, especially if you find yourself needing this information at short notice and might not wish to, or be able to, wait for IARA RIM staff to be available to help.
GRREC-2	RECORDS DISPOSITION NOTIFICATIONS Used by state agencies and by the Records Center to document approved records destruction, and by the Records Center to document transfer of records from Records Center custody to the Indiana Archives. Records consist of State Form 16 or equivalent reports generated by the Records Center. Retention based on IC 34-11-2-6.	DESTROY five (5) years after the end of the fiscal year of records disposition, and after receipt of STATE BOARD OF ACCOUNTS Audit Report and satisfaction of unsettled charges.	This refers to the agency's copy of an SF 16, whether destroyed by the agency, a  vendor, or the Records Center, or transferred from the Records Center to the State Archives. You can destroy your own copy five years after the year of disposition of the records.
GRREC-3	RECORD TRANSMITTAL AND RECEIPT, SF 23628   Used to document the transfer of records to the State Records Center. Also used as a reference guide to retrieve records.	DESTROY after all records listed on the form have been destroyed.	The agency can destroy the SF 23628 after all of the boxes listed on it have been destroyed or transferred to the Archives by the Records Center. If you think this is the case, but aren't sure, contact the Records Center to verify that all boxes from that transmittal have been disposed of. Use the Accession Number, added to the transmittal by the RC staff, to identify it to them.
GRREC-4	REQUEST FOR RECORD, SF 24019 Used by agencies to request records stored at the State Records Center.	DESTROY after the record or records are returned to the State Records Center.	Your own copy: You can destroy any copies you kept of the original request as soon as you have the actual record from the Records Center. The copy that comes attached to the record: leave it attached to the record, including when you send it back to the Records Center. This is the only way for the RC staff to know which box to put the file back into.
GRREC-5	ACCESSION REGISTER, SF 29649 OR EQUIVALENT, AND STATE ARCHIVES RECORD TRANSMITTAL AND RECEIPT, SF 48883 The State Archives Record Transmittal and Receipt is the receipt given to the agency when transferred records are accepted in the State Archives. An Accession Register is a listing of those materials retained by the Indiana Archives once the records have been processed into the archival collections, provided on request as a reference guide for agency staff.	MAINTAIN permanently in agency for reference purposes.	It's worth maintaining as accurate a history of State Archives transfers as you can. The State Archives can locate a copy of a transmittal after some research, but it may be computer generated and not look exactly like what you originally sent. Accession registers, meanwhile, are your best short-notice source for checking whether the Archives still has a specific record from a transfer, or it's been weeded out of the collection.

 

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June Records Managers Chat

Meeting Information

Date: 2024-06-27
Time: 11 a.m. to 11:30 a.m. EST
Place: Microsoft Teams

This 30-minute meetup is an informal setting in which to ask questions or talk about records management concerns; normally I'll begin by introducing any IARA colleagues attending, talk a bit about the topic of the monthly bulletin and make any announcements, then open things up for questions and discussion.

I've included an agenda to help keep me us all on topic, so there'll be plenty of time for your questions and records management discussion once Amy (the me one, not the other Amy) remembers to click Mute!

Adding Yourself to the Meeting Invite List

✉ Desktop Outlook

Save the attached Monthly State Records Managers Chat.ics file to your desktop.

Make sure Outlook is open.

Double-click the .ics file.

Outlook will open it up as a traditional meeting invitation.

Click "Accept" to add it to your calendar.

Because this meeting is recurring, you should never have to add yourself again.

✉ Outlook on the Web

Save the attached Monthly State Records Managers Chat.ics file to your desktop.

In your web version of Outlook, go to the Calendar page.

Choose "Add Calendar," then in the left pane, "Upload from file."

Click "Browse" and find the .ics file, then click "Open."

Choose a preferred calendar from the dropdown list. (Even if you only have one.)

Click "Import."

Outlook will add the meeting to your calendar.

Because this meeting is recurring, you should never have to add yourself again.

Are you new to using Microsoft Teams? No worries, IARA can help you navigate.

MS Teams is a collaboration app that many state agencies are now using to stay organized and have conversations with colleagues inside and outside of the agency.

But if your agency doesn't use Teams? No worries. You don't need to have the software installed on your computer to participate in a Teams call.

 

To Join the Meeting By Phone

1. Dial 1-317-552-1674 at the designated meeting time, then enter this PIN when prompted:
   707 553 068#
   
   
2. We'll let you into the meeting.

 

To Join the Meeting by Computer

1. Click here at the designated meeting time.
   
   
2. A new tab or window will open in your default web browser. From there:
   
   
   • Choose the option to join on the web if you don't normally use Teams, then click "Join now."
     
     
   • Join through your desktop or mobile application if you're familiar with using Teams and would prefer that to the web version.

 

If you have other questions about how to use Teams, or about the meetup, just contact me and we'll figure things out together!

. . .

Looking forward to seeing you,

Amy A. Robinson (CIP) | (she/her)
State Government Records Analyst
Indiana Archives and Records Administration

o: 317-232-3285 | f: 317-233-1713
e: arobinson@iara.in.gov w: www.in.gov/iara
a: 402 W. Washington St., Room W472, Indianapolis, IN 46204

 

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• StateRMChat-agenda-2024-06.pdf
• Monthly State Records Managers Chat.ics