RIM TAKEOVER!
Celebrating Records and Information Management Month with IARA's RIM Team
At the Indiana Archives and Records Administration (IARA), the Records and Information Management (RIM) Team is at the heart of preserving Indiana’s government records. As a division of the IARA , the RIM team provides essential guidance to government agencies at the state and local levels, ensuring that public records are properly managed throughout their lifecycle—from creation and active use to long-term preservation or lawful disposition.
We ensure that agencies across the state can effectively manage, retain, preserve, transfer, and dispose of public records—so they remain accessible, legally compliant, and historically valuable.
Records are the foundation of governmental transparency, accountability, and institutional memory. They document the decisions, policies, and actions that shape public administration, ensuring government operations remain efficient, compliant, and historically preserved. However, the effective management of these records is not incidental—there is a whole team dedicated to the management of Indiana’s State records.
What Does RIM Do?
The RIM team works directly with state agencies and county/local offices to develop and update records retention schedules—guidelines that help balance:
- Storage needs of government offices
- State, federal, and programmatic retention requirements
- Long-term preservation of records with historical value
By following records retention schedules, agencies can stay compliant with Indiana and federal laws, manage costs, and maintain accessible public records.
Why Does Records Management Matter?
RIM is not needless rules and policies—it’s responsible governance! Here’s just a few reasons why records management is essential:
📜 Legal Responsibility – Ensuring agencies meet their mandates and obligations.
💰 Cost Efficiency – Reducing the physical and digital storage burden.
🔍 Public Access – Preserving government transparency and accountability.
Effective records management is not just another administrative function; it is a legal and ethical obligation. Properly maintained records support government efficiency, reduce operational costs, and safeguard the public’s right to information.
The Importance of Records and Information Management
Why does this matter? Effective records management ensures that government operations remain efficient, compliant, and transparent. It helps preserve valuable records, optimize resources, and maintain public trust.
Legal Compliance: Government agencies are bound by both state and federal regulations governing the retention and disposition of public records. Adherence to these policies mitigates legal risks and ensures institutional accountability.
Resource Optimization: Maintaining unnecessary records incurs substantial financial and spatial costs. A well-structured records management system allows agencies to systematically retain only what is necessary while securely disposing of obsolete materials.
Public Accessibility and Transparency: Many government records serve as primary sources of information for the public, journalists, researchers, and policymakers. Ensuring their availability enhances civic engagement and supports democratic governance.
Meet the RIM Team! – Ensuring Comprehensive Support
The RIM team operates through three specialized program areas, each addressing distinct aspects of records management:
State Records Management
State agencies generate an extensive array of public records - from annual reports to policy documents. The State Records Management program works in collaboration with Indiana State agencies to:
📂 Develop and maintain records retention schedules that align with legal and operational requirements.
📑 Ensure compliance with state and federal records laws and best practices.
🏛 Facilitate the transfer of historically significant materials to the Indiana State Archives, ensuring their long-term preservation.
County/Local Records Management
At the county and local levels, government offices handle diverse records that document property transactions, legal proceedings, public safety, and municipal governance. The County/Local Records Management team provides:
🛣 We travel! Offering onsite and virtual consultations to support compliance with retention policies.
📚Educational programs and training workshops on best practices in records management.
📜 Assistance in identifying and preserving records of enduring historical and administrative value.
Electronic Records Program
In an era of digital transformation, government records increasingly exist in electronic formats, presenting unique challenges in storage, access, and preservation. The Electronic Records Program is dedicated to:
💾 Developing policies, standards, and guidance for managing digital records.
📤 Managing the transfer of state archival electronic records to the Indiana State Archives.
🎓 Providing outreach, education, and workshops on electronic records management.
Records Management as a Bridge to Archival Preservation
Records management is the first step toward building a strong archive. While records management ensures that public records are systematically organized and retained in accordance with legal mandates, archival processes guarantee that records of lasting historical significance are preserved for future generations. It ensures that historically valuable records are properly identified, preserved, and transferred at the right time.
A comprehensive Records and Information Management Program serves several crucial functions within a State Archives:
Identification of Historically Significant Records: Not all government records are archival, but a structured records management process ensures those with enduring value are properly identified and preserved.
Organizational Integrity: A well-maintained records system ensures that archives receive structured, cataloged, and well-documented collections, facilitating research and historical analysis.
Regulatory Compliance: State and federal laws govern the retention periods and disposition of public records . Proper records management prevents the inadvertent destruction of historically or legally significant materials.
Efficient Transfer Processes: The transition of active government records to archival holdings must be systematic and secure. Effective records management minimizes the risk of loss or degradation during this transition.
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Records may be our business, but history is our legacy! Join us in celebrating RIM Month, and let’s continue preserving Indiana’s history—one record at a time!
Written by Kalita López, Electronic Records Archivist
Edited by Ann Young, State Records Management Liaison