What is the purpose of the State Form 44905?
The State Form 44905 serves as a formal notification of the destruction of local government public records in Indiana. Its primary aim is to document the obliteration of records in accordance with an approved retention schedule crafted and sanctioned by the Oversight Committee on Public Records and the Indiana Commission on Public Records. The form ensures that the process of disposing records is transparent, legally compliant, and traceable.
Who needs to fill out the State Form 44905?
Any office within the local government of Indiana that plans to dispose of public records must fill out the State Form 44905. This includes municipal, county, and state agencies that are managing records scheduled for destruction. It is the responsibility of the official in charge of records management within these entities to complete, submit, and retain a copy of this form as part of their records maintenance protocol.
What steps are required to correctly complete and submit the State Form 44905?
To properly handle the State Form 44905, the following steps should be taken:
- Fill in the form with details of the records to be destroyed, including the title of records, dates, record series authority, and volume in cubic feet.
- Send the original form to the Clerk of the Circuit Court in your county, ensuring legal oversight and compliance.
- Forward a copy of the completed form to the Indiana Commission on Public Records to notify the state-level body of the destruction.
- Retain a copy of the form within your office for record-keeping purposes, to reference the documentation of destroyed records if needed.
This process ensures that all necessary parties are informed and that the destruction is carried out transparently and lawfully.
What measurements are used to calculate the volume of records on the State Form 44905?
The State Form 44905 utilizes specific measurements to assist in calculating the volume of records set to be destroyed, ensuring a standardized reporting approach. These measurements include:
- 1 Archives box (10" x 12" x 15") equates to 1 cubic foot of records.
- 1 Linear foot of 8 1/2" x 14" documents is equivalent to 1 cubic foot.
- 1 Letter size file drawer represents 1 1/2 cubic feet of records.
- 1 Linear foot of 8 1/2" x 11" documents equals 4/5 cubic feet.
- 1 Legal size file drawer stands for 1 1/2 cubic feet of records.
- 1 Linear foot of tab cards and 3" x 5" cards account for 1/6 cubic feet and 1/9 cubic feet, respectively.
Understanding these measurements is crucial for accurately filling out the form and ensuring record destruction complies with state regulations.
Do I need to keep a copy of the completed State Form 44905?
Yes, retaining a copy of the completed State Form 44905 within your office is crucial. This copy serves as proof of your compliance with the approved retention schedule and the lawfully conducted destruction of records. It is an essential part of your audit trail, providing tangible evidence of your adherence to state policies regarding records management and destruction.
What happens if I do not complete the State Form 44905 for the destruction of records?
Failing to complete and submit the State Form 44905 when destroying public records can lead to a lack of documentation and transparency in the process, potentially violating Indiana’s regulations on records management. Such oversight could result in legal implications for individuals and offices, including penalties for non-compliance with state law. It underscores the importance of accurately and promptly managing the destruction of public records in accordance with established guidelines.