Records Laws Webpage Updates
The dictionary defines ‘laws’ as “a body of rules and principles governing the affairs of a community and enforced by a political authority.” In keeping with that definition, records laws are the body of rules and principles governing records, including all aspects of their creation, identification, use, and maintenance or destruction. Deciding who has access to government records has been a topic of debate in Utah of late. Records laws help answer that question. Last year a GRAMA working group studied Utah’s records laws, looking for ways to improve them. If recent Legislative updates reflect the findings of the GRAMA working group, then what Utahans need is better understanding of records laws.
In keeping with this idea, the Archives has revised the Records Laws page on the Archives website to create a convenient point of access for records laws. Links from this site include:
- State records laws. The Government Records Access and Management Act (GRAMA), the Public Records Management Act (PRMA), and the Open and Public Meetings Act, are sometimes referred to as sunshine laws. Variations of these laws exist in every state. Additionally, records are mentioned in numerous places throughout Utah code.
- Local government records ordinances and policies. GRAMA allows local governments to adopt records policies or ordinances. (see Utah Code 63G-2-701(1). This ability provides the opportunity to be more specific, to fill in gaps, or make adaptations to GRAMA. For example, specific fee schedules can be adopted or an appeals process separate from the State Records Committee can be put in place. However, local ordinances and policies must be consistent with state laws. Local governments that have adopted records ordinances or policies are required to file them with the state archives. (Utah Code 63G-2-701(1)(e).
- Federal laws. Common examples of federal laws that affect Utah government records are HIPAA (Health Insurance Portability and Accountability Act) and the Family Educational Rights and Privacy Act (FERPA). Other federal laws could affect specific kinds of records.
Governmental entities with records ordinances should verify that the links provided are attached to the most recent records ordinance. If the ordinance listed for your governmental entity is incorrect, or missing, please contact Glen Fairclough.
To visit our newly updated records laws page, click here.
2012 Summer Training Events
To register for a training event, please click here.
Salt Lake City, UT
Providing Public Access to Government Records (parts 1 &2) 9:00 am to 3:00 pm
- May 23, 2012
- August 22, 2012
Manti, UT
Handling Office Overload: Basic Records Management (parts 1 &2) 9:00 am to 3:00 pm
- August 1, 2012
Providing Public Access to Government Records (parts 1 &2) 9:00 am to 3:00 pm
- August 2, 2012
Moab, UT
Controlling and Managing Law Enforcement Records, 9:00 am to 12:00 pm
- August 16, 2012
- Please email Mindy Spring to register for this training
Kanab, UT
Handling Office Overload: Basic Records Management (parts 1 &2) 9:00 am to 3:00 pm
- September 26 , 2012
Providing Public Access to Government Records (parts 1 &2) 9:00 am to 3:00 pm
- September 27, 2012
To register for a training event, please click here.
Records Management Conference Wrap-up
Utah State Archives celebrated Records and Information Management Month on April 26th with a successful electronic records management conference. The Archives staff thanks those who participated: speakers, vendors, and attendees. A special thanks goes to Mindy Spring and Joshua Bullough who organized the conference. Following is a recap of some ideas expressed along with links to presentations.
Kenneth Thibodeau, who recently retired from a career at the National Archives, said that nothing is constant except change. He began his career when computers were mainframes and records management was managing forms and correspondence. Ken believes that understanding where we have been as a profession can instruct where we are going. The objective of records managers should be to add value as we ride the waves of change. Ken compared the changing functions of records managers to commercial advertising. Audio advertisements that were very effective on radio were not effective as TV commercials. In turn, television commercials are not effective for internet where tailoring ads to the interests of specific individuals is possible. Likewise, records management approaches must change. Electronic records have replaced file cabinets, and the process is not only changing the way we do things, but changing what we do and who is doing it. As electronic records bring about new capabilities, it behooves records managers to consider their organization’s business purposes and implement technology to support key functions. While there is a tendency to shift records management functions to IT, the records management role is critically important. Records managers understand the organization’s business purposes. They must ensure that the right information gets to the right people at the right time, and only that information. Records managers need the ability to evaluate business needs and then evaluate how technology can be used for solutions. Define the business. Specify the requirements. Analyze the possibilities and then work with technologists to accomplish the organization’s goals. Records managers are well positioned to contribute to the management of digital information and to make sure that technology accomplishes the best mission. Kenneth Thibodeau’s presentation.
James Seeley said that according to a study the electronic data organizations typically maintain, 80% is information that should be deleted, 15% is information that would be good to keep, and 5% must be kept. Duplication of files is part of this challenge. As electronic storage costs drop and the amount of data being stored increases, it is becoming more and more difficult for organizations to manage files saved on shared drives and desktops. Referring to these files as unstructured data, James introduced software that will manage these files regardless of where they are stored. Using metadata that is added when files are created, the software tracks where and when the files are saved, and sends prompts when files meet retention. James’s remarks speak to the point that agencies should be concerned about managing all files and not just the “record copy.” James Seeley’s presentation.
Tad Howington emphasized that records managers must work together with IT, business managers, and legal council to be effective. New technology brings new opportunities and challenges. For example, it may be more effective to think about managing electronic information than records. Technology should add value. For example, it enables instant transactions and efficient processes and makes actions more transparent. However, the current trend, ‘maintaining everything,’ has led to uncontrolled growth of electronic information. Information needs to be managed. Tad referred to two sources of guidance for electronic record management: GARP Generally Accepted Recordkeeping Principles www.arma.org/GARP, and ISO 15489 which is International Standards for records management. Tad suggested several steps to good records management. Begin with a vision. What can you imagine? Solicit input from other stakeholders and come up with a mission. Create a governing council and initiate policies. Records or information must be created, held, discovered, stored, secured, disposed of, and archived, but no one profession has all of the answers to accomplish all this. Records managers are the leaders who can bring everyone together to make it happen.
Tad Howington’s presentation.
Philip Favro lightened the end of the day with a discussion of data security and e-discovery. The explosion of electronically stored information is bringing records management, e-discovery, and data security together. The courts expect information to be managed. Additionally, government is required to provide records in response to GRAMA requests. Consistently following a policy of document destruction that meets legal requirements as well as business needs is good practice. Philip discussed some records management challenges: email management, data security and privacy, e-discovery, data storage, and compliance. Implementing best practices means developing processes, assigning ownership, securing funding, and applying the right technologies. Philip Favro’s presentation.
Happy MayDay!
Historically, MayDay has two traditions; first, as a spring festival celebrated around the world. Many MayDay traditions are rooted in folklore and some celebrate by filling small baskets with goodies to leave on someone’s doorstep. Modern MayDay observances often recognize International Worker’s Day.
For professionals who deal with records and historic documents, a third tradition has sprung up as part of the MayDay celebrations—a grassroots effort to save our archives. Government records managers and professionals, as the custodians of permanent and historic records, have a duty to participate as well. The goal behind the archival MayDay celebration is for each individual and office to do something simple to protect the records in their custody.
This year, the Society of American Archivists is emphasizing our ability to protect our records in response to an emergency or disaster. On April 17, 2012, Utah governmental entities participated in the Great Utah Shakeout, an initiative to test our emergency preparedness plans in response to a devastating earthquake. I encourage all state and local government records professionals to evaluate your Great Utah Shakeout response and commit to doing one simple thing in your office today that will preserve the records in your custody in the event of an emergency or disaster.
- Move boxes off of the ground to shelving at least four inches above the ground.
- Look for loose and unboxed materials – and make a plan to get the boxing done.
- Identify the most critical, essential, and/or important records.
- Read your Emergency/Disaster plan—does it have provisions for how to preserve your records?
- Complete a short survey expressing your interest in attending a two day workshop on disaster response planning.
The most important thing is to do something. Our information assets are a large part of our cultural heritage and are necessary to preserve a functioning government.
How do you plan to celebrate MayDay? Let us know in the comments!
Records and Information Management month (RIM)
April is Records and Information Management (RIM) month. Every year, records management professionals around the world raise awareness about records and information management by promoting records related events. The RIM initiative was developed by ARMA International. Records managers interested in hosting their own RIM events can find promotional materials and ideas by visiting the ARMA International web site.
This year, the Utah State Archives and Records Service is sponsoring three events as part of RIM month. We hope you will join us for one or all of these events.
Official Utah State Archives and Records Service RIM events:
April 11, 2012
April 25, 2012
April 26, 2012
Other events:
April 17, 2012
April 19, 2012
- ARMA Utah-Salt Lake chapter meeting
Topic: Tour of BYU Library
Date: THURSDAY, April 19, 2012
Time: 11:30 a.m. – 1:00 p.m. (lunch available free to members and also first-time visitors. $5.00 for returning non-members)
Place: Harold B. Lee Library, Brigham Young University — information/directions
RSVP: Tracy Hansen
Records managers looking to promote in-office RIM events may consider scheduling an office-wide training day to update all office personnel on retention policies and GRAMA request procedures. Records managers might also speak with their directors to schedule an in-office records clean-up day where employees dress in jeans and everyone pitches in to address office backlog. For ideas on how to implement a records clean-up day, contact a records analyst. We would love to help you plan a clean-up day!
We’re Back!
The Records Center (RC) completed its relocation to the new Freeport Center location in Clearfield. Effective Wednesday, March 28, 2012 the RC will begin accepting records retrieval requests and records transfer requests. The process for requesting and transferring records remains the same. You can view an informative training video on how to transfer records to the RC on the Archives’ website.
The Records Center’s new telephone number is: (801) 525-3045; and our new fax number is: (801) 825-3293.
The Records Center’s mailing address has not changed. It is:
Utah State Records Center
PO Box 141029
Salt Lake City, UT 84114-1029
The new street address is:
Utah State Records Center
Building C-6
5th St &C St
Clearfield, Utah
Thank you for your patience and understanding during the transition. Our staff looks forward to working with you and continuing to provide quality records management and offsite storage services.
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2012 RIMM Event- registration, parking, and hotel accommodations.
Tomorrow is the last day to register for the 2012 Utah State Archives Electronic Records Conference on April 26, 2012. This year’s agenda includes four speakers representing federal and private records management strategies, legal issues in records management, and an industry professional speaking about managing unstructured data (Word documents, spreadsheets, etc). Additionally, several local companies are sponsoring this year’s event. Be sure to visit the sponsor booths!
For attendees traveling from out of town, a list of Salt Lake City hotel accommodations can be found here. If you need additional assistance locating hotel accommodations please contact Mindy Spring or Joshua Bullough.
Please note that the event will be held in the State Office Building Auditorium located just North of the State Capitol building. The Auditorium is located on the first floor. From the main entrance, attendees should take the elevators down one floor.
Parking at the State Capitol campus is LIMITED and available on a first come first served basis. Parking is available on the east side of the campus. Additional parking can be found on local side streets. Please note that residential parking has a two hour limit. Please carpool if possible.
Public transportation is available to the State Office building. Attendees using Frontrunner can take the 500 bus from the Salt Lake Central station to the State Office building. Other buses stopping at the State Capitol include bus 461 from Bountiful.
Our finalized agenda has been posted to the 2012 RIMM Event page.
Register today! Registration closes at midnight on March 23, 2012.
2012 RIMM Sponsors
