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New GRAMA Forms Online

September 10, 2014 Leave a comment

We have forms online that agencies can use for GRAMA requests and responses. The newly-updated forms can be found at: http://archives.utah.gov/recordsmanagement/forms/forms-grama.html

What’s new about the forms:

  • Updated wording to better reflect the text of the law;
  • Added headers to indicate where the document came from (“Office of the Government Records Ombudsman”, plus a URL to the ombudsman webpage);
  • Added footers to indicate which form it is, as well as page numbers; plus
  • Every form now contains a field for the date.

If you click on a link to a form and don’t see the new form, try reloading the page, or clear the cache in your browser and try again.

Electronic Records Conference on October 3rd, 2014

September 4, 2014 Leave a comment

Upcoming Events: October – December

August 29, 2014 Leave a comment

Upcoming Events

October to December 2014

October 2014

Electronic Records Conference
Annual fall conference with presentation focusing on care and management of electronic records.
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
October 3, 2014, 9:30 a.m.-3:00 p.m. Theme: Technology Working for You
The schedule is currently as follows:
9:30-10:30: Terry B. Nelson, Former Director, Salt Lake County Records Management & Archives Division
Topic: Managing Electronic Records
10:40-11:40: Howard Loos, Brigham Young University Records Manager
Topic: Electronic Records Management as Technology Changes
11:50-1:00: lunch
1:00-2:00: Ron Bowmaster, Director, IT Division at Utah State Courts
Topic: Developing an Electronic Record System In House, CORIS
2:00-2:30: Sandy Baxter, Health Information Manager, Department of Human Services
Topic: Using eFile Cabinet
2:30-3:00: TBA

November 2014

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
November 7, 2014, 9:00 a.m.-Noon. Topic: Basic Records Management I: Records Management
November 7, 2014 1:00 p.m.-4:00 p.m.: Records Access I: Public Records Requests

December 2014

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
December 5, 2014, 9:00 a.m.-Noon. Topic: Basic Records Management I: Records Management

Records Management Software Survey

August 12, 2014 9 comments

What software do you use for your records management? Do you use a content management system? Simple spreadsheet? Custom software to fit your needs?

We’re looking into software programs used by different agencies. We’d like to become more familiar with their strengths and weaknesses, and how easy they are to use. What do you use to track your records? Leave a comment below or join the discussion on our Twitter page.

Now on Twitter

August 11, 2014 Leave a comment

We are excited to announce that the Utah State Archives is now on Twitter! Follow us @RecordsKeepers to keep up with blog posts from your analysts, training opportunities, information management tips as well as fun history tidbits!

General Schedules for Your Input

August 6, 2014 1 comment

As part of the General Schedule Update Project, the Utah State Archives is proposing the following changes to the general retention schedules for records management related information as well as construction records. We appreciate your input.

-Information Governance Records-

Records used in establishing and implementing records management practices. Included are inventories, finding aids, records management procedures and related information.

SG 1-11, 1-26, 1-37, 1-38

CNT 1-10, 1-13, 1-38

MUN 1-5, 1-32, 1-38

Retention:
Until superseded or life of the related records

Disposition:
Destroy

-Records Destruction Files-

Records which document the destruction of a governmental entity’s records.

SG 1-38 Retention:
7 years after destruction of records.

Disposition:
Destroy

 

Records management inventories, plans and procedures should be regularly reviewed and updated. Finding aids are only useful for the life of the related record, giving the first schedule two retentions. Records destruction has been a general schedule since 2006. This updates the description and retention.

-Preliminary Plans and Specifications-

These records are related to the plans and specifications of approved and constructed facilities, roads or bridges. Information may include preliminary designs, specifications, planning, surveys, analysis, renovation, preservation and construction.

 

SG 6-5, 6-7, 6-10, 6-11

Retention: Retain until rejected or final working/as-built drawing has been produced
Disposition: Destroy

 

Utah Code 72-6-102 (2014)

Utah Code 72-6-103 (2014)

(The final is now the record and part of the next permanent schedule)

-As-Built Construction Plans and Specifications-

Final plans and specifications for approved and constructed buildings, facilities, roads and bridges. Records documenting construction of new buildings or facilities as well as renovation of owned buildings or rented buildings.

SG 6-2, 6-6
MUN 22-9, 7-14
CNT 27-3, 29-12
 

Retention: Retain until facility iscompleted.
Disposition: Permanent. May transfer to Archives for preservation

 

Utah Code 72-6-102 (2014)

Utah Code 72-6-103 (2014)

Construction records are intended to include road and bridges as well as construction or renovation to buildings either owned or rented by governmental entities. The second column are existing schedule numbers that will be obsolete when the new schedule is adopted. Your input on these submissions as well the schedule crossover are greatly appreciated! Please comment below or send your proposed changes to Rebekkah Shaw (rshaw@utah.gov, 801-531-3851).

New Personnel General Schedules For Your Input

Over the last year several meetings have been held with human resource representatives and record officers from school district, city, county and special district offices to clearly define the contents of a personnel file. An attorney, the Government Records Ombudsman, and record analysts have also been included in this creation process. The following schedules are for the retention of the personnel file contents and would replace the current general schedules for the Official Personnel File.

-1- Staff Acquisition RecordsRecords related to the recruiting and hiring of employees, including candidates not hired. The resume and application of hired individuals are part of the Employee History Records. SD 14-17, 14-18, 14-22, 14-23, 14-28, 14-29, 14-36

MUN
9-2, 9-4, 9-10, 9-13, 9-14?, 9-20, 9-25, 9-28, 9-30, 9-38CNT 8-4, 8-8, 8-15, 8-16, 8-21, 8-22, 8-25, 8-29
Retention: 3 years from applicationDisposition: Destroy
-2- Employment History RecordsEmployment history documents a person’s employment with a governmental entity, including all records necessary to calculate benefits. Hiring, qualifications, job descriptions and actions taken as a result of disciplinary action or grievances are included in this schedule. SD 14-7, 14-11CNT 8-34MUN 9-1, 9-12, 9-34 Retention: 65 years or 3 years after retirement or deathDisposition: Destroy
-3- Performance Plans & EvaluationsThis information documents an employee’s performance, including awards, performance plans and evaluations. SD 14-30MUN 9-7, 9-27, 9-39CNT 8-18, 8-33 Retention: 3 years after end of employmentDisposition: Destroy
-4- Grievance and Discipline RecordsInitial documentation responding to complaints that result in any type of investigation for possible disciplinary action. SD 14-27MUN 9-9, 9-11, 9-16, 9-19CNT 8-1, 8-7, 8-14, 8-19 Retention: 3 years after case closedDisposition: Destroy
-5- Employee Health and Medical RecordsThese records document an employee’s fitness for duty. Documentation related to health-related leave is included. SD 8-3, 8-7, 14-5MUN 9-37 Retention: 3 years after end of employmentDisposition: Destroy

These general retention schedules will be presented to the State Records Committee at their next meeting on August 21st. 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.

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