Transferring records to the Records Center is an easy three step process. For more information on these steps, and additional options, please read through the tabs below.
- Begin by verifying that the records are eligible for transfer on a records retention schedule. For assistance with retention schedules please email rmd@iara.in.gov.
- Submit a completed State Form 23268: State Records Center Record Transmittal and Receipt to recordscenter@iara.in.gov. and box up your records. Ensure you correctly fill out the box label (see below for more information).
- The Records Center will schedule a pick-up time and transfer the records to the Records Center.
Once your records' retention period has been met, they will either be transferred to the State Archives or destroyed, in accordance with the records retention schedule on which they fall.
State Form 23628 must be filled out prior to transferring records to the Records Center. This form documents the transfer of your records and is entered into a program called AXAEM which tracks all records sent to the Records Center. If you need assistance filling it out, please reach out to recordscenter@iara.in.gov.
Box labels (State Form 46634) are used to help Records Center staff and your agency identify the contents of the box. It is crucial that it is correctly filled out in a legible hand. Please review the following video tutorial to learn how to correctly fill out a box label!
Once you have submitted a State Form 23268 and it has been processed, Records Center staff will reach out to schedule a pickup. Please note, the Records Center only picks up within Marion County. For pickups outside of Marion County you will need to either transport the records to the Records Center yourself or you will need contact a transportation company such as Planes. Before you transport boxes to the Record Center, please submit your State Form 23268 and make sure it has been approved and that boxes match the information on the form. If this step is not followed your boxes may be refused by the Record Center at delivery.
To learn more about State Form 23268 and box labels, please select the appropriate tab on this page.
Once the Records Center has picked up your boxes, they will be stored at the Records Center for the duration of their retention. We use a program called AXAEM to keep tabs on all boxes in our warehouse. AXAEM will give us the accession number, box number, location, file dates by box (first and last), and retention is automatically calculated by the last date of record.
Please note, that you cannot request another agency's records from the Records Center.
If you need to retrieve your agency's records from the Records Center, please submit a completed State Form 24019: Request for Record to recordscenter@iara.in.gov. Staff will retrieve your record(s) and deliver them to you. Please allow 3-5 business days for delivery.
If you do not have enough information to fill out the request form, we will need a record series and box number as the bare minimum information. We can not guarantee that will be enough to find a record/box, but it is the least amount of information we can use to attempt to find said record/box.
If you have many records to pull, please reach out to the Records Center before submitting a State Form 24019.
Disposition is a records management term and means the final stage of your records lifecycle. At the Records Center, records will have one of two dispositions.
Transfer from the Records Center to the State Archives
Once your records reach their disposition of destruction our team will send out an email with a State Form 57611 attached. From there you have two options.
- Option 1 – You approve your records to transfer to the State Archives. On the State Form 57611, section 3: Agency Approval of Transfer you will denote that the records are approved for transfer and sign. Send back to arc@iara.in.gov. Your agency no longer has custody of those records.
- Option 2 – You do not approve your records to transfer to the State Archives. On the State Form 57611, section 4: Agency Denial of Transfer you will denote that the records are denied for transfer. You will then input a new disposition date, denote reason of denial, and sign. Send back to arc@iara.in.gov. Your agency will maintain ownership until the new disposition date.
You have six weeks to fill out and send back the State Form 57611. If we do not receive any communication by the six week mark, we will transfer the records to the State Archives.
It is the Record Coordinator's responsibility to retain a copy of the completed State Form 57611 under Record Series GRREC-2.
Destroy
Once your records reach their disposition of destruction our team will send out an email with a State Form 16 attached. From there you have three options.
- Option 1 – You do not wish for your records to be destroyed. On the State Form 16, section 4 you can denote which reason for your records to not be destroyed. You will sign off and input a new destruction date. Send back to recordscenter@iara.in.gov and our team will input this selection into AXAEM to hold off destruction until such time.
- Option 2 – You want your records destroyed but not shredded. On the State Form16, section 3 you will choose Option 1: Destruction of records located in the Records Center. Sign off and send back to recordscenter@iara.in.gov. From there our team will pull and place your records on a destruction truck. The truck then goes to an offsite facility where they shred and destroy the records.
- Option 3 - You want your records destroyed but shredded. On the State Form16, section 3 you will pick Option 3: Shredding of records located in the Records Center. Fill in the billing information, sign off and send back to recordscenter@iara.in.gov. From there our team will pull your records. We will then have Shredding Unlimited come out and shred your records onsite. Once we receive Shredding Unlimited’s invoice your agency will be billed.
You have six weeks to fill out and send back the State Form 16. If we do not receive any communication by the six week mark, we will destroy the records.
It is the Record Coordinator's responsibility to retain a copy of the completed State Form 16 under Record Series GRREC-2.
Indiana Archives and Records Administration