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Marion County commission OKs notices to destroy records; IPS consolidates destruction requests with state archives' approval
Summary
The Marion County Public Records Commission accepted destruction notices from seven agencies, including a consolidated submission method from Indianapolis Public Schools that requires state archives approval, approved minutes and set its next meeting for Dec. 4.
Faith Kimbrell, Marion County recorder and chairwoman of the Marion County Public Records Commission, opened the commission's June 25 meeting and said the commission accepted notices of destruction from multiple county agencies and affiliated bodies.
The commission voted to accept a set of notices of destruction and to approve the minutes of the December 2024 meeting. Commissioners also set the next MCPRC meeting for Thursday, Dec. 4. Jordan Ryan, serving as a proxy for the controller's office, said Indianapolis Public Schools consolidated a large number of notice-of-destruction forms into a single, state-archives–approved letter and that agencies must seek approval from the state archives before proceeding with destruction.
Why it matters: Notices of destruction remove records from custody and are governed by retention rules and state-archives oversight; the commission's acceptance is a formal step agencies must clear before destroying public records.
At the meeting, Kimbrell read a list of agencies that submitted notices. The commission recorded that seven agencies had submitted notices of destruction. The list included Central Indiana Education Services (2 notices), Health and Hospital Corporation (2 notices), Marion County Assessor's Office (2 notices, later withdrawn because the forms were predated), Marion County Public Health Department, Marion County Recorder's Office, MSD Lawrence Township (4 notices), and a letter from Indianapolis Public Schools (IPS) that consolidates multiple notices.
Jordan Ryan said the IPS approach was developed last year after IPS representative Zach Mulholland contacted the state archives and city archives seeking guidance. "You do need to seek approval from the state archives first," Ryan said, describing the consolidation as a way to avoid spending hours processing many separate forms and noting that IPS, counsel and the archives had reviewed the consolidated approach.
The commission approved the December 2024 minutes and then voted to accept the submitted notices of destruction by voice vote; members indicated "aye" and the chair declared the motions carried. The commission later moved and approved a date for the next meeting: Thursday, Dec. 4.
For questions about destroying records, retention schedules or the Marion County Public Records Commission, meeting materials provided a contact in the recorder's office at the email address listed during the meeting: JR.Ryder@NDgov.com.
The meeting was brief and included introductions, approval of routine minutes, acceptance of destruction notices (including the IPS consolidation letter), and scheduling of the next meeting before adjourning.
