Archive for the ‘Records Management’ Category

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:
October 3, 2014, 9:30 a.m.-1:00 p.m. Theme: Technology Working for You
The schedule is currently as follows:
9:30-10:30: Terry B. Nelson, Director, Salt Lake County Records Management & Archives Division
Topic: Managing Electronic Records
10:30-11:30: Howard Loos, Brigham Young University Records Manager
Topic: Electronic Records Management as Technology Changes
11:30-12:30: lunch
12:30-1:30: Ron Bowmaster, Director, IT Division at Utah State Courts
Topic: Developing an Electronic Record System In House, CORIS
1:30-2:00: Sandy Baxter, Health Information Manager, Department of Human Services
Topic: Using eFile Cabinet
2:00-2:30: TBA

November 2014

In-Person Training Events
To register visit:
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:
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 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 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

Until superseded or life of the related records


-Records Destruction Files-

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

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



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 (, 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

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

Spotlight On Records Officers

July 17, 2014 2 comments






Categories: Records Management

Correspondence Webinar

July 2, 2014 8 comments

The Utah State Archives is hosting a webinar on Friday, July 11th at noon. The topic to be discussed is “Using the New Correspondence Schedules”. All records officers, and their supervisors, will benefit from this training. We will review briefly the process by which the new schedules were created, review the new general schedules and discuss how they apply to email.

The Utah State Archives is in the process of updating all general records retention schedules in order to have meaningful, relevant retention schedules that reflect current practices of governmental entities regardless of agency type. The end goal of the general schedule updates is to have everything under one state-wide general schedule. For this reason, all new schedules are posted under the state general schedule rather than creating duplicates under all four agency type schedules. This means that new general retention schedules apply to state, county, municipal, school district, and special service district entities. To reduce confusion and to assist records officers in finding the new schedules, when new state schedules are created we will add a hyperlink under former municipal, county, and school district schedules to the newly approved schedules.

The webinar on Friday, July 11th will be live using the online screen share. To register for the event, please register on the Archives’ website under Lunch ‘n’ Learn, “Correspondence Retention Schedules”, A link to the webinar will be sent to registrants one day prior to the event. Only an Internet connection is required to participate, a phone line is not required.

Bring your questions and concerns and we’ll cover as much as we can!


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