Agency Records & Forms Coordinators

For Coordinators: Notifying IARA of Changes

If there has been a change in your agency Forms Coordinator, please complete State Form 57302 (Notice of Change of Agency Forms Coordinator) and e-mail it to fmd@iara.in.gov.

If there has been a change in your agency 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:

• If the same person has been assigned to both roles, please submit both forms, as they are processed by different departments.
• Updates or corrections to contact information for current Coordinators may simply be e-mailed to the correct address(es) above; a new form isn't required for those.
• As of August 2023, IARA is no longer tracking facility/division coordinators, or listing them here. Selecting, training, and and keeping track of agency records and forms managers who are not the official Agency Coordinator is a matter of internal policy and process for each individual agency.
  • However, all previously-listed facility/division records managers will remain on our Records Manager mailing list and monthly Records Manager Teams Chat invitation.
• Any state agency staff with an interest or job duty in agency records management will be added to the above mailing list and chat invitation upon request.  Just send an email to rmd@iara.in.gov for yourself or for colleagues, listing anyone you'd like to have added.

For Agency Heads:  Assigning a New Agency Coordinator

Elements to look for:

• Long-term familiarity with the business of the agency
• Background or some level of familiarity with records and/or forms management
• Attention to detail and ability to follow written procedures
• Strong communication skills
• Time to work on records keeping/forms design in addition to regular tasks
• Able to
  • provide a record inventory and comfortably fill out records transfer and disposition forms
    and/or
  • work with common file formats for agency forms (PDF, MS Word, MS Excel) and comfortably fill out form revision requests

Items to bear in mind:

1. Tying the duties to a specific position in your agency might seem like the simplest and most consistent solution, but the most successful Records and Forms Coordinators - and the most consistent experience for an agency - come from a selection based on knowledge of each  individual's demonstrated skillset.
2. Assigning Forms Coordinator and Records Coordinator duties to the same employee is permissible, but is not considered a best practice.