Edit, Download, and Sign the Records Disposition Notification Form Instructions

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How do I fill this out?

To fill out the Records Disposition Notification form, start by typing or printing your answers legibly. Ensure that all required fields marked with an asterisk are completed accurately. Lastly, submit the form as indicated in the instructions provided.

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How to fill out the Records Disposition Notification Form Instructions?

  1. 1

    Read the instructions carefully before starting.

  2. 2

    Fill in all required fields, including agency information.

  3. 3

    Indicate the disposition of records clearly.

  4. 4

    Sign the form by hand to authorize the request.

  5. 5

    Submit the completed form to the provided address.

Who needs the Records Disposition Notification Form Instructions?

  1. 1

    Government agencies that handle public records.

  2. 2

    Records coordinators responsible for record management.

  3. 3

    Archivists needing to document record retention.

  4. 4

    Employees tasked with records destruction compliance.

  5. 5

    Legal departments ensuring proper record handling.

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    Add any necessary notes or annotations to clarify information.

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What are the instructions for submitting this form?

To submit the Records Disposition Notification form, complete all required fields, print the document legibly, and sign it by hand. You can forward the completed form to the Indiana State Records Center at the address provided on the file. For electronic submissions, please utilize email at recordscenter@iara.in.gov.

What are the important dates for this form in 2024 and 2025?

Important dates for the Records Disposition Notification form include the six-week response period after receiving the notification and any specific retention deadlines as per your agency’s records management policy.

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What is the purpose of this form?

The purpose of the Records Disposition Notification form is to manage the lifecycle of public records in compliance with state laws. This form helps agencies to formally document the destruction or transfer of records to archives. By following the guidelines, agencies can avoid legal issues related to improper record handling.

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Tell me about this form and its components and fields line-by-line.

The Records Disposition Notification form contains various fields to gather essential information about the records being disposed of or archived.
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  • 1. Agency Information: Details about the agency submitting the notification.
  • 2. Records Information: Information about the records series being disposed of, including titles and dates.
  • 3. Disposition Type: Options for how the records will be handled - destroyed, transferred, etc.
  • 4. Signatures: Fields for signatures of authorized personnel.

What happens if I fail to submit this form?

If the form is not submitted, the records will be automatically destroyed after a six-week period. This can lead to loss of important information and potential legal repercussions for the agency. It is crucial to adhere to the submission deadlines to avoid such outcomes.

  • Legal Compliance: Failure to submit may result in violations of state records laws.
  • Loss of Records: Records may be lost permanently without proper documentation.
  • Administrative Responsibility: Agencies may face administrative penalties for not following procedures.

How do I know when to use this form?

You should use this form when your agency has records ready for disposition or archiving. It is particularly necessary if you have received a notification from the Records Center regarding record destruction. The form ensures proper tracking and documentation of the records lifecycle.
fields
  • 1. Scheduled Disposition: When records reach the end of their retention period.
  • 2. Response to Notifications: To respond to notices sent by the Records Center.
  • 3. Records Transfers: For transferring records to the state archives.

Frequently Asked Questions

What is the Records Disposition Notification form?

It's a form used by Indiana agencies to notify about the disposition of records.

Who should fill out this form?

Government agencies and their records coordinators are required to fill it out.

How do I submit the form?

Completed forms should be submitted to the address indicated on the form.

Is the form available for editing?

Yes, you can edit the PDF form using PrintFriendly's editing tools.

Can I sign the form electronically?

Yes, PrintFriendly allows you to add your electronic signature.

What happens if the form is not submitted on time?

Failure to submit may result in records being destroyed.

Can I share the PDF with colleagues?

Yes, PrintFriendly has options for sharing your PDF easily.

Does the form have a deadline?

You have six weeks to respond if the form was sent to you by the Records Center.

What types of records does this apply to?

It applies to paper, film, and electronic records.

Can I save my changes on PrintFriendly?

You can edit and download your PDF, but saving on our site is not currently available.

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