Live Streaming and Records Management

Indiana Code 5-14-1.5-2.9 went into effect on July 1, 2025. Guidance from the office of the Public Access Counselor and the Indiana Office of Technology is also available.

Any recording of a live streamed meeting along with any supporting documents such as the agenda, minutes, and memoranda, may be considered a public record. When you begin recording your meeting be aware that you may be creating a public record and ensure you understand your records retention responsibilities.

Pre/During meeting records management checks

• If you turn on chat, allow attendees to enter unmuted, or allow attachments via chat, be prepared to retain any resulting records in accordance with records retention schedule requirements.
• If you turn on transcription and plan to make the transcript available publicly or use it to take minutes, ensure you have a “human in the loop” - someone who can review it for accuracy after the meeting.
• If you turn on translation services, ensure you have tested the program's accuracy prior to the meeting.
• Agencies should only use AI note-taking bots to create a record of the meeting if 1) your agency/office has turned it on and 2) your agency/office is committed to reviewing the notes the AI bot creates for accuracy and retaining them in accordance with records retention schedule requirements.

Post-meeting records management checks

Records from meetings that are subject to IC 5-14-5.1-2.9 will likely fall on the general retention schedule. State: Record series GRADM-1 and GRADM-2. County/Local: Record series GEN 10-01 and GEN 10-02.

• Determine what record series any records created during the meeting fall under. The most common records will be:
  • a recording of the meeting and
  • minutes taken during the meeting
• While many public meeting records that are subject to IC 5-14-5.1-2.9 may fall on the general retention schedule, be sure to review your agency/office specific retention schedule as well to make sure you are following any additional retention requirements. As always, follow the retention with the longest period.
• Always make sure any records created during the meeting that are subject to IC 5-14-1.5-2.9 are accessible for the duration of their retention period and in accordance with IC 5-14-1.5-2.9.

Archiving and IC 5-14-1.5-2.9

IC 5-14-1.5-2.9 does not require state agencies or county/local offices to transfer any records from public meetings to the Indiana Archives. State agencies and county/local offices should continue to use relevant retention schedules to guide them on retention and archival responsibilities.

Records retention schedules and IC 5-14-1.5-2.9

If you review the general retention schedule and your agency/office specific retention schedule and feel a new record series or revision to an existing record series would help you better comply with IC 5-14-1.5-2.9, please reach out to rmd@iara.in.gov for State assistance, or cty@iara.in.gov for County/Local assistance.