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Posts Tagged ‘GRAMA training’

Upcoming Events

December 3, 2014 2 comments

To register for a training event, please click here.

Salt Lake City, UT

  • 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

Records Access I: Public Records Requests 1:00 pm to 4:00 pm

Records Access I, will consider records classification, records sharing, handling GRAMA requests, and the appeals process. This training is very similar to the online training required for appointed records officers. The certification exam will not be administered during the in-person training.

Utah State Archives Courtyard Training Room
346 S Rio Grande St

ARMA, Salt Lake City Chapter

Holiday Party

  • December 18, 2014

Contact Susan Mumford at susan.mumford@gmail.com for details.

Categories: Training Tags: , ,

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.

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

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 join.me screen share. To register for the event, please register on the Archives’ website under Lunch ‘n’ Learn, “Correspondence Retention Schedules”, http://archives.state.ut.us/cgi-bin/traininglist.cgi. 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!

Quarterly Events: October to December 2013

October 9, 2013 Comments off

Quarterly Events

October to December 2013

October 2013

Lunch ‘n’ Learn
Lunch ‘n’ Learn sessions are live, online sessions. A link to the session will be sent to participants two days prior to the event. To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Oct 18, 2013, 12:00 p.m.-1:00 p.m. Topic: Meet the Government Records Ombudsman
Rosemary Cundiff is the government records ombudsman. In that role, she is responsible to assist anyone who is either making or responding to a records request or who is filing an appeal related to a records request. She can also mediate disputes.

Oct 23, 2013, 2:00 p.m.-3:00 p.m. Topic: Student Retention Schedules
Student records general retention schedules were updated in August 2013. This training will review changes made to the schedules and how to use the new schedules. This training session is mainly for school record officers but anyone is welcome to participate.

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
Oct 22, 2013, 9:00 a.m.-12:00 p.m. Topic: Basic Records Management I: Records Management

Oct 23, 2013, 9:00 a.m.-11:00 a.m. Topic: Basic Records Managment III: Gmail Training for State Employees

Archives Month Presentations (utaharchivesmonth.org)
Utah Archives Month is an annual celebration held during the month of October that showcases public and private archival collections throughout Utah. All events are free and open to the public. For more information please visit our website at http://www.utaharchivesmonth.org. No registration required to attend events.

October 21, Noon-1:00 p.m. Val Holley:25th Street Confidential

October 24, Noon-1:00 p.m. Ann Torrence:U.S. Highway 89

October 28, Noon-1:00 p.m. Robert Keiter:To Conserve Unimpaired

November 2013

Lunch ‘n’ Learn
Lunch ‘n’ Learn sessions are live, online sessions. A link to the session will be sent to participants two days prior to the event. To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Nov 22, 2013, 12:00 p.m.-1:00 p.m. Topic: Utah State Archives’ Micrographic Services

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Nov 8, 2013, 9:00 a.m.-12:00 p.m. Topic: Management and Care of Historic Records (Held at Snow College)
Nov 19, 2013, 9:00 a.m.-12:00 p.m. Topic: Basic Records Management I: Records Management
Nov 19, 2013, 1:00 p.m.-4:00 p.m. Topic: Records Access I: Public Records Request

Best Practices Exchange
The Best Practices Exchange is a national conference that is being hosted by the Utah State Archives, November 13-15, 2013. Register now at http://www.bpexchange.org/ for this outstanding program. Plus, independent filmmakers, students, and instructors may also sign up for the special seminar from digital film preservation expert Milt Shefter. Also see the program with session topics and speakers for an idea of what is planned.

Visiting Salt Lake City from afar? Hotel registration with the conference rate (recently reduced!) at the Radisson ends October 19. Make your reservations now at http://www.radisson.com/saltlakecity/BPE.

December 2013

Lunch ‘n’ Learn
Lunch ‘n’ Learn sessions are live, online sessions. A link to the session will be sent to participants two days prior to the event. To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Dec 13, 2013, 12:00 p.m.-1:00 p.m. Topic: How to Use the General Retention Schedules

Webinar for Student General Schedules

October 2, 2013 Comments off

The Utah State Archives is hosting a webinar on Wednesday October 23th at 2:00pm. The topic to be discussed is “Using the New Student General Schedules”. All school district and charter school records officers, and their supervisors, will benefit from this training. We will review the new general schedules for student records and how to reconcile the new schedules with the old schedules. There will also be a brief training of how to use the Archives website to find the general schedules and your own record series.

This webinar will be live using the online join.me screen share. To register for the event, please register on the Archives’ website under Lunch n’ Learn, “Student Retention Schedules”, http://archives.state.ut.us/cgi-bin/traininglist.cgi. 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.

We hope that by making this meeting available online more school districts and charter schools from across the state will be able to participate. Bring your questions and concerns and we’ll cover as much as we can!

Online Records Officer Certification Training is Now Available

January 2, 2013 Comments off

Effective January 1, 2013, all records officers for the state of Utah are required to take annual Government Records Access and Management Act (GRAMA) training. This training is to be completed online. The Utah State Archives has posted the required training to our website.

63G-2-108.   Certification of records officer.
Each records officer of a governmental entity or political subdivision shall, on an annual basis, successfully complete online training and obtain certification from state archives in accordance with Section 63A-12-110. (emphasis added)

Records Officers are invited to review the certification manual and complete the exam at their convenience, but not later than December 31, 2013.

Records officers will be receiving an email from the Archives this week with a link to the exam.

_____________________________________________________________________________________________

Frequently Asked Questions

_____________________________________________________________________________________________

Who is required to take this exam?

All records officers employed by a state agency, local government, special service district, school district, and/or any other publicly funded entity.

What is a records officer?

Records officers are government employees that have been appointed by their entity’s Chief Administrative Officer (CAO).

The chief administrative officer of each governmental entity shall:

(2) appoint one or more records officers who will be trained to work with the state archives in the care, maintenance, scheduling, disposal, classification, designation, access, and preservation of records;

(emphasis added)

What is a CAO?

A CAO is a government employee, such as an Executive Director, County Commissioner, City Manager or Mayor, etc, whose job is to oversee the proper and effective management of, and access to, government records.

  The chief administrative officer of each governmental entity shall:
(1) establish and maintain an active, continuing program for the economical and efficient management of the governmental entity’s records as provided by this chapter and Title 63G, Chapter 2, Government Records Access and Management Act;
(2) appoint one or more records officers who will be trained to work with the state archives in the care, maintenance, scheduling, disposal, classification, designation, access, and preservation of records;
(3) ensure that officers and employees of the governmental entity that receive or process records requests receive required training on the procedures and requirements of this chapter and Title 63G, Chapter 2, Government Records Access and Management Act;
(4) make and maintain adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the governmental entity designed to furnish information to protect the legal and financial rights of persons directly affected by the entity’s activities;
(5) submit to the state archivist proposed schedules of records for final approval by the records committee;
(6) cooperate with the state archivist in conducting surveys made by the state archivist;
(7) comply with rules issued by the Department of Administrative Services as provided by Section 63A-12-104;
(8) report to the state archives the designation of record series that it maintains;
(9) report to the state archives the classification of each record series that is classified; and

(10) establish and report to the state archives retention schedules for objects that the governmental entity determines are not defined as a record under Section 63G-2-103, but that have historical or evidentiary value.

When do I need to certify as a records officer?

Each records officer is required to take the training annually (Utah Code 63G-2-108). It is available now.

How often do I need to certify?

Records officers are required by law to certify annually. Records officers who pass the exam on January 3, 2013 will need to plan on taking the exam again on, or before, January 3, 2014. Records officers will receive a reminder email 30 days prior to the expiration of their certification.

Where can I find the Records Officer Certification Manual and Exam?

All of the required certification materials can be found on the Archives website:

1. Navigate to http://www.archives.utah.gov

2. Select “Records Management” from the main page.

3. Select “Training”

4. Click on the link “Online Records Officer Certification”

Can I complete the certification exam even if I am not the appointed records officer for my agency?

Yes, all State of Utah employees are invited to complete the certification exam process. Employees who are not the appointed records officer for their entity must select the following option when completing the registration form:

“I am an employee of a governmental entity, but not an official records officer.

I didn’t receive an email from the Archives with a link to the exam. How can I register for the exam?

1. Navigate to http://www.archives.utah.gov

2. Select “Records Management” from the main page.

3. Select “Training”

4. Click on the link “Online Records Officer Certification”

5. Click on the link “Register as a new records officer

6. Complete all of the fields on the form and submit the form for review.

7. You will receive a confirmation email with a link to the exam once your registration has been approved.

Is there a cost to take the certification exam?

No, the certification exam is free.

What happens if I don’t pass the exam?

Records officers who do not score a 75 percent or higher on the exam can retake the exam as many times as needed to receive a passing score.  To retake the exam, simply click on the link in your confirmation email. If you accidentally delete the confirmation email, please call the Archives and we will resend your link.

I started the exam but can’t finish it today, will I need to start the exam over?

No. The exam includes four parts. Each time you complete one part of the exam, your submissions are saved to our database. You can exit the exam after any one of the four parts. To reenter the exam, simply click on the link in your confirmation email.

***NOTE*** If you have completed only half of the questions for part two of the exam and need to exit, your answers for part two will not be saved.

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