Electronic Records Program
The Indiana Archives and Records Administration's Electronic Records Program provides guidelines and policy for State and local governments to aid in effective electronic records management in accordance with four core attributes as defined by the National Archives and Records Administration: Authenticity; Reliability; Integrity; Usability.
Please take a moment to browse through the resources below or contact us at firstname.lastname@example.org.
Electronic Records Guidance
- IARA Electronic Records Guidelines (New as of 9/2021!)
- Teams Types: IARA Microsoft Teams Records Management Guidance
- Recommended Capabilities for Electronic Recordkeeping Systems (SF 56882) - this is a useful, optional checklist that can help you assess an existing or new recordkeeping system against best practices and industry standards.
- Guidelines on the Use of PDF/A
Electronic Records Policies
- 20-01: Electronic Records Retention and Disposition (effective 1/15/2020, replaces Policies 06-01 and 12-01)
- 20-02: Electronic Records Technical Standards (effective 1/15/2020, replaces Policies 06-01 and 12-01)
- 22-01: Retention, Disposition, and Archival Responsibilities for State Staff Electronic Mailboxes (effective 5/25/2022)
How to Transfer Electronic Records
If you have electronic records that are scheduled for transfer to the Indiana Archives, please work with your agency's records coordinator to contact the Electronic Records Archivist by phone at 317-232-3380 or by email at email@example.com. The Electronic Records Archivist will explain the process, determine the extent of the materials, and discuss options for facilitating the transfer. The Electronic Records Archivist can also help if you have questions about transferring electronic records to the Indiana Archives and would like to learn more.
Destroying Electronic Storage Media
For state agency destruction of electronic media, please see the IARA Electronic Media Destruction Program page.
Agency E-Mail and Electronic Records Procedures
Agencies are encouraged to develop internal procedures regarding e-mail and other electronic records, to assist their employees in complying with Policies 20-01 and 20-02. Those listed below are provided as examples for agencies who wish to create similar documents based on their own work processes.