Agency Records Coordinators

For Coordinators: Notifying IARA of Changes

To register a change of Records Coordinator, please complete State Form 42035 (Notice of Change of Agency Records Coordinator) and e-mail it to rmd@iara.in.gov.

Submission Notes:

• Updates or corrections to contact information for current Coordinators may simply be e-mailed to the correct address above; a new form isn't required for those.
• IARA no longer tracks facility/division coordinators, or lists them here. Selecting, training, and and keeping track of agency records managers who are not the official Agency Coordinator is a matter of internal policy and process for each individual agency.
  • However, all facility/division records managers (and any other state employee with an interest or job duty in agency records management) are always welcome to join our Records Manager Mailing List and monthly Records Manager Teams Chat. Just send an email to rmd@iara.in.gov for yourself and/or colleagues, listing anyone you'd like to have added.

For Agency Heads:  Assigning a New Agency Records Coordinator

Elements to look for:

• Familiarity with the business of the agency
• Familiarity with records management
• Attention to detail and ability to follow written procedures
• Strong communication skills
• Dedicated time to work on record keeping as part of regular tasks
• Able to provide a record inventory and comfortably fill out records transfer and disposition forms

Tying the duties to a specific role in your agency might seem like the simplest and most consistent solution, but you will have the most success if you focus on the demonstrable skills of the person in the role, opposed to the role itself.