Bond Records General Schedule Amended

October 30, 2014 Leave a comment

The General Schedule Update Project has updated a schedule which was approved by the State Records Committee November 2013. This schedule’s description has been amended to capture related records which must be kept for the life of the bond. The broader description is meant to include other records that may not be maintained or created by trustee or paying agent.

-Bonds Records-
These are critical bond documents that are used for the life of bills, notes, debt securities, debt obligations, or bonds. Included are book entries, statements and payment confirmations, application and certificate for eligibility, and related records.
SG 7-12, 7-14

CNT 2-3, 2-4, 2-5, 2-6

Retain 3 years after final maturity and then destroy.

This general retention schedule will be presented to the State Records Committee at their next meeting on November 13th. We welcome your feedback on this update by either commenting to this blog post, calling Rebekkah Shaw at 801-531-3851 or emailing recordsmanagement@utah.gov .

Personnel Schedules for Your Review

October 29, 2014 Leave a comment

As part of the General Schedule Update Project, the Utah State Archives is proposing the following changes to the general retention schedules for personnel records. Since May last year, several meetings and discussions have been held with human resource representatives and records officers to clearly define the contents of a personnel file. The seven year retention listed below is based on the statute of limitations for contracts.

-1- Employment History Records
Employment history documents a person’s application, hiring, and employment with a governmental entity, including all records necessary to calculate benefits. Actions taken as a result of disciplinary action or grievances are included in this schedule.
SD 14-7, 14-11;CNT 8-34MUN 9-1, 9-12, 9-34, Retention: 65 years or
7 years after
retirement or death
Disposition: Destroy
-2- Performance Plans & Evaluations
This information documents an employee’s performance, including awards, performance plans, and evaluations.
SD 14-30;MUN 9-7, 9-27, 9-39CNT 8-18, 8-33 Retention: 7 years after
end of employment
Disposition: Destroy
-3- Grievance and Discipline Records
Initial documentation responding to complaints that result in any type of investigation for possible disciplinary action.
SD 14-27MUN 9-9, 9-11, 9-16, 9-19,CNT 8-1, 8-7, 8-14, 8-19 Retention: 7 years after
case closed
Disposition: Destroy
-4- Employee Health and Medical Records
These records document an employee’s fitness for duty. Documentation for health-related leave is included.
SD 8-3, 8-7, 14-5,MUN 9-37 Retention: 7 years after
end of employment
Disposition: Destroy

These general retention schedules will be presented to the State Records Committee at their next meeting on November 13th. We welcome your feedback on this update by either commenting to this blog post, calling Rebekkah Shaw at 801-531-3851 or emailing recordsmanagement@utah.gov .

Electronic Records Day

October 10, 2014 Leave a comment

October 10 is Electronic Records Day and this year the Utah State Archives is featuring several projects from archival institutions that are advancing the preservation and management of electronic records.

The North Carolina State Archives has been capturing web content since 2004. However, in 2012 they expanded into the realm of social media. In a partnership with ArchiveSocial, North Carolina State Archives is developing a searchable database of social media content created by state agencies. Facebook, Instagram, Twitter and YouTube videos produced by North Carolina government agencies are available for public access. Although the searching function is still in beta testing, it is worth taking the time to explore their social media archive.

The State Library of Virginia is publishing the email of the 70th governor Timothy M. Kaine 2006-2010. Although the library is still processing the 167 gigabytes containing 1.3 million emails, they are being in batches for public access. All of the emails are searchable by text and organized by mailbox owner. The library’s goal is to create an experience where the user can assume the role of one of Kaine’s administrative officials and “approximate what they saw when they logged into their email accounts.”

The Texas State Library and Archives Commission(TSLAC) recently completed a project in which 26,000 audio tapes of Texas State Senate hearings from 1972-2006 were digitized and placed online for public access. These tapes were often the only record copy of the meetings and as such, reference use and duplication requests were frequent. Furthermore, regular patron usage and age deterioration threatened the future access and preservation efforts. Fortunately, an LSTA grant provided TSLAC with the resources to digitize the audio cassettes. The project resulted in a high quality record copy with easily reproducible copies for research use.

The Utah State Archives is integrating the locally developed new M-Disc in some of its electronic records projects. Unlike Compact Discs that use an organic polycarbonate layer, the M-Discs have an inorganic mineral composite layer on which to record information. Since they can last up to 1000 years, the M-Disc is an excellent medium for long term electronic records storage. Utah State Archives has begun to replace aging diazo microfilm with M-Disc copies as well as storing master images for projects in the digital archives. Furthermore, by storing those master images on M-Disc rather than a server, the archives is saving IT money and resources for other projects. Since adopting them, Utah State Archives has created over 700 M-Discs for record and reference copies for electronic records as well as storing master images.

A year ago, we here at Utah State Archives did an experiment. Could we store electronic records on microfilm? You may well ask how an electronic record could be stored on microfilm and still keep all of its digital attributes. The answer lies in the QR code. Yes, that same little black and white square symbol you can scan with your phone also contains digital information, and the symbol can be microfilmed. Our experiment was to transform an electronic data file into a QR Code, convert that QR Code to an analog storage medium such as microfilm, and then scan it back into an electronic format without losing data integrity.

We began by turning an electronic record into a binary file, uploading it to our server, and calculating its checksum. Then, we had our software convert the binary file to base64, which is a long string of alphanumeric characters. Once the file was in base64, we could chop that single data string into smaller strings and produce a QR code from each of the smaller string. Since the amount of data a QR code can hold is finite, a series of QR codes were needed to hold all the strings together. Once those strings were in a series of QR Codes, our software wrote the codes a PDF document, which was then microfilmed without being printed. After microfilming, we took the finished roll and scanned the frames to convert the QR codes back into digital form again. Since nine QR codes were captured per frame, the resulting image required some editing to make each QR code individually recognizable. Subsequently, we uploaded the QR codes back to our server and concatenated all the Base64 data strings contained within each QR Code back into one base64 string. This base64 string was then converted back into binary form. Finally we ran a checksum to ensure file integrity had not been compromised from all the data manipulation.

The experiment was both a success and a failure. We were able to create QR codes from binary data and transfer them to a PDF file. We were also able to extract data from QR code images and transform it back to binary. However, the project failed in the microfilming process. Our equipment was unable to film the QR codes with clearly defined edges, resulting in the inability to extract data from individual codes. The problem lay with how many QR codes per frame we were trying to microfilm and the inability of the filming equipment to zoom in on certain sections of the PDF document. We did not try to microfilm only a single QR code per frame, although that would likely have eliminated the fuzzy-edge problem. Although many were involved, Elizabeth Perkes was the mastermind behind our experiment.


 

Categories: Records Management

Electronic Records Conference Materials

October 3, 2014 1 comment

Thank you to everyone who attended the Electronic Records Conference. We had a great turnout and fantastic presenters! Thank you to Terry, Howard, Ron and Amy for sharing their experiences and expertise with us! You can now view the slides as well as Terry’s Technical Bulletin  on our website at: http://archives.utah.gov/recordsmanagement/training.html

Spotlight on Records Officers

October 2, 2014 3 comments

JerrianneKolby_AnnaBoynton_SPOTLIGHT

Jerrianne_Anna_1

Jerrianne Kolby (left) and Anna Boynton (right) share feedback received from program directors in the Department of Public Safety, Division of Emergency Management.

JerrianneKolby_AnnaBoynton_SPOTLIGHT

Good work Jerrianne and Anna! We salute you.

Categories: Records Management

User Testing Slots Are Filled

October 1, 2014 Leave a comment

We had a great response to our request for volunteers for user testing! Our slots are now filled, so we are no longer accepting volunteers. We will be doing another round of user testing later this year.

Thank you, everyone, for your interest!

Categories: Records Management

New Employees

September 26, 2014 Leave a comment

The Utah State Archives is pleased to welcome two new employees.  Cameron Mansen is the new local government records analyst and Nova Dubovik is the new administrator of the Open Records Website Administrator and executive secretary for the State Records Committee.

Nova Dubovik grew up in Wisconsin and has recently settled in Utah, with her family, after retiring with 23 years of active duty military service.  She has been stationed in Louisiana, Arizona, Nevada, Alaska, Virginia, Utah, Italy and back to Utah.   She ended her career as the Air Force Advanced Composite Office liaison to the field and commercial entities.  She holds degrees from the Community College of the Air Force and Wayland Baptist University and will graduate with her Masters in Library and Information Science from San Jose State University in December. As a new member of the Utah State Archives, Nova is the Open Records Website Administrator and State Records Committee executive secretary. 

Nova was hired to be part of the Transparency Website team that is building the infrastructure for the new Open Records Website, which is under development.  This website is being designed to provide the public with a one-stop shop to request access to public records using the Government Records Access and Management Act (GRAMA). Her responsibility, as the Open Records Website Administrator, is to ensure that the public can easily obtain both the appropriate information and forms. In addition to being the Open Records Website Administrator, Nova provides staff support to the State Records Committee (SRC) as the executive secretary. 

            Cameron Mansen grew up in Utah.  After graduating from high school, Cameron attended the University of Utah where he received a Bachelor’s degree in Classical Studies with a Latin major.  While studying at the U, he worked for Salt Lake County Library Services as a shelver and clerk in the Holladay branch.   In 2011 he left Utah to pursue a Masters of Library and Information Science degree at Kent State University in Ohio where he found his passion for archives.  After returning to Utah, Cameron interned at the Division of State History, next door to State Archives in the Rio Grande building. He, with several other interns and staff members, inventoried and re-housed the Division’s artifacts collection which, has over 24,000 objects.  His final task, before coming to the Archives, was to help create the exhibit on Utah and Technology currently on display, which everyone should take time to visit.

            Here at the State Archives, Cameron is the new local government records analyst.  He works with local agencies understand the function and content of their records as well as help them to identify an appropriate retention schedule for them.   Cameron also assists local agencies in transferring records to the Archives and the records center.  Cameron supports local records officers by offering in-agency training, telephone and email consultation, as well as visits. Finally, Cameron will continue to foster healthy working relationships between State Archives and local agencies and help to identify and maintain contact information of chief administrative officers and appointed records officers

Cameron Mansen
State Archives Records Analyst
346 South Rio Grande St.
Salt Lake City UT 84101
801-531-3836
cmansen@utah.gov

Categories: Records Management
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