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Spotlight on Records Officers

December 18, 2014 2 comments

YvonneChristensen_SPOTLIGHTYvonneChristensen_SPOTLIGHT_002YvonneChristensen_SPOTLIGHT_003

Three New Schedules for Your Consideration

November 19, 2014 2 comments

As part of the General Schedule Update Project, the Utah State Archives is proposing three new schedules for your consideration. We would like these to be submitted to the State Records Committee’s December 11th meeting.

First is Animal Control. There are currently 11 county and 11 municipal schedules related to animal control. Can they all be combined into one? The tricky part is the records have different triggers (the event that starts the clock on retention). It has made the retention a little wordy. Your thoughts on this would be greatly appreciated!

-Animal Control Records-
These records are created during the conduct of animal control and shelter programs. Records include biting incidents, licenses, euthanasia, adoptions, investigations, citations, complaints and related records.
MUN 14-1 through 14-9; 4-11, 4-12
CNT
20-1 through 20-11
Retain 5 years after last incident, expiration of license, or event

The next schedule has a historical appraisal, so the retention is still permanent.

-Public Relations Records-These records, regardless of format or mode of transmission, are created for distribution to the news media or public. Records may include things such as speeches, press releases, public announcements or similar records. MUN 1-19, 1-20,
CNT 1-20,
SD 1-22,
SG 15-8
Retention:
PermanentDisposition:

May Transfer to Archives

Lastly, this schedule is to condense duplicate schedules into one. The retention for this one is also unchanged.

-Government Records Access and Management Act (GRAMA) Appeals Case Files-These case files document the appeals to denials relating to records requests. These case files include the request, denial, the appeal, decisions and any other documentation concerning the appeal process. SD 1-10, 1-11CNT 1-40MUN 1-30 Retention:
PermanentDisposition:

May Transfer to Archives

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 .

Change to Personnel Schedule

November 13, 2014 3 comments

A change to the proposed general retention schedule for Grievance and Discipline Records requires your input. This schedule is meant to include unsubstantiated cases. The Attorney General’s office requests that the retention be changed from 7 years after case closed to 7 years after end of employment. Changing the trigger significantly changes the retention.

-3- Grievance and Discipline Records
Initial documentation responding to complaints that result in any type of investigation for possible disciplinary action.
SD 14-27
MUN 9-9, 9-11, 9-16, 9-19
CNT 8-1, 8-7, 8-14, 8-19
Retention: 7 years after
end of employment
Disposition: Destroy

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 .

General Schedule Updates to Website

November 12, 2014 Leave a comment

There are four General Schedule types: State, County, Municipality and School District. You can view these schedule in HTML and PDF.  As general schedules get updated, changes are reflected on these pages.
When a new schedule is approved, there are usually older schedules updated into the new schedule. For example, this Bond Records schedule posted for your review on October 30th and shown below. The second column lists existing schedules which will be obsolete if the proposed schedule is approved by the State Records Committee.

-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, 7-14CNT 2-3, 2-4, 2-5, 2-6 Retain 3 years after final maturity and then destroy.

 

After a schedule is approved by the State Records Committee, the the overwritten schedules will still be listed on our website, but provide a link to the updated schedule.

Obsoletelink_example

 

 

 

Crosswalk

 

 

 

To capture this same information on the PDF version, we have added a graphic prefacing each general schedule type (state, municipal, school district or county). These visuals will be updated as the general schedule gets updated. The top diamond will have the schedule number and title of the new schedule. Boxes linked underneath it will be schedules of that type (state, municipal, school district or county) which were overwritten by the new schedule.  The example here is a visual created for the newly updated publications schedule.

 

 

Upcoming Training Events

November 3, 2014 Leave a comment

To register for a training event, please click here.

Logan, UT

  • November 21, 2014

Management and Care of Historic Records 9:00 am to 12:00 pm

This training will cover topics such as appraisal, retention, preservation, and access to historic records.

Utah State University Library
Conference Room 101

Salt Lake City, UT

  • November 7, 2014
  • December 5, 2014

Basic Records Management I: Records Management 9:00 am to 12:00 pm

This class educates participants about legal responsibilities of government agencies in managing records and information. The legally assigned roles of records officers, chief administrative officers, and the State Archives will be discussed.

Utah State Archives Courtyard Training Room
346 S Rio Grande St

ARMA, Salt Lake City Chapter

Essential Elements of an IG/Electronic RIM Program 11:45 am to 1:00 pm

  • November 20, 2014

Speaker: Howard Loos, CRM

BYU Harold B Lee Library “Friends Room”, Provo

RSVP: Susan Mumford

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 4 comments

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 .

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