Monroe County, Indiana

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County Commission on Public Records

PURPOSE

IC 5-15-5.1-14  A public official or agency may not mutilate, destroy, sell, loan, or otherwise dispose of any government record, except under a record retention schedule or with the written consent of the commission.

Every local office (county and city) is responsible for keeping their own office’s records according to the retention schedules and laws.  This includes the library and our two school systems as well.

The County Commission on Public Records (CCPR) in each county helps the local offices (county and city) with their records management needs. The CCPR can approve and document what happens to the office’s records and share news/updates with them from the Indiana Archives and Records Administration (IARA).  Mainly, the CCPR is responsible for collecting the completed NOD/44905 forms, approving the PR-1A and PR-1B forms, forwarding any updates or changes from IARA to the offices, and being available for record management questions.

PLEASE NOTE:  local policy differs from the state in that we still require you to submit your 44905 Notice of Destruction to the Local Records Commission and wait 30 days for us to review and get back to you with any issues before destroying any documents.

Forms (30505 NEW, 57236 NEW, 44905) can be found HERE.

2023 MEETING SCHEDULE:

Time - 3:00-4:00 pm

Dates - second Thursdays, quarterly


Feb 9 (Thursday)
May 11 (Thursday)
August 10 (Thursday)
November 16 (Thursday)    NOTE: date change

Public Records Commission 3 PM Hybrid

In-Person: County Council/HR: Courthouse

Zoom: Please click the link below to join the webinar:

https://monroecounty-in.zoom.us/j/86517880242?pwd=WU9Gd0JIK3NNUDh6TStaV3ZnMzVHdz09

Passcode: 176897
Webinar ID: 865 1788 0242
Dial by location +1-301-715-8592

COMMISSION MEMBERS:

MEMBER
SEAT
TERM
Amy Swain
812-349-2520
Monroe County Recorder Statutory
Eric Schmitz
812-349-2520
Proxy for Recorder & Staff 1 Year
Nicole Browne
812-349-2071
Monroe County Clerk Statutory
Nathan Stonecipher
812-335-7279
Proxy for County Clerk  1 Year
Penny Githens
812-349-2550
Monroe County Commissioners, President Statutory
Angie Purdie
812-349-2550
Proxy for Commissioners 1 Year
Catherine Smith
812-349-2509
Monroe County Auditor Statutory
Emma Williams
812-349-2574
Proxy for Auditor 1 Year
Honorable Mary Ellen Diekhoff
812-349-2635
Judge of Circuit Court Statutory
Lisa Abraham
812-349-2617
Proxy for the Courts 1 Year
Dr. Jeff Hauswald
812-333-7700
Superintendent of MCCSC Statutory
Adam Terwilliger
812-330-7700 ext 50293
Proxy for Superintendent  1 Year
Jeff Underwood
812-349-3412
City of Bloomington Controller Statutory
Christopher J. Wheeler
812-349-3426
Proxy for Controller 1 Year

LOCAL GOVERNMENT RECORDS MANAGEMENT: DESTRUCTION SCHEDULE

A quick reference for use with your records retention schedule

IC 5-15-5.1-14

"A public official or agency may not mutilate, destroy, sell, loan, or otherwise dispose of any government record, except under a record retention schedule or with the written consent of the commission."

INSTRUCTIONS

  1. In the left column, find the year your records were created.
  2. In the top row, find the retention period for your records, based on what is listed in the appropriate county/local records retention schedule.
  3. A year will be listed at the spot where the two overlap; your records will be eligible for destruction in January of that year. 
     
Year Created
3 Years
4 Years
5 Years
6 Years
10 Years

2012

2016

2017

2018

2019 2023

2013

2017

2018

2019 2020 2024
2014

2018

2019

2020 2021 2025
2015

2019

2020

2021 2022 2026
2016

2020

2021

2022 2023 2027
2017

2021

2022

2023 2024 2028
2018

2022

2023

2024 2025 2029
2019

2023

2024

2025 2026 2030
2020

2024

2025

2026 2027 2031
2021

2025

2026

2027 2028 2032
2022

2026

2027

2028 2029 2033
2023

2027

2028

2029 2030 2034

Contact Us

100 W Kirkwood Ave
Room 122
Bloomington, IN 47404
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  • Staff Directory
  • M-F 8-4 (Eastern Std Time) Room 122

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