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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.

Adhering to GRAMA Changes

August 7, 2012 1 comment

The Utah State Archives’ staff is busy preparing to implement the online training which was mandated in legislative changes to the Government Records Access and Management Act (GRAMA) during the 2012 Utah State Legislature General Session and which will become effective on January 1, 2013. The changes to Title 63G, Chapter 2 of GRAMA includes the following: “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 63A-12-110.” (Utah Code § 63G-2-108). A records officer is defined as “the individual appointed by the chief administrative officer of each governmental entity, or the political subdivision to work with State Archives in the care, maintenance, scheduling, designation, classification, disposal, and preservation of records” (Utah Code § 63G-2-103).

This means that soon every state, county, municipal, school district, and special service district records officer will be required to annually participate in online training provided by the State Archives (Utah Code § 63A-12-110). Also in accordance with the law, for every agency, the name and date of certification of each records officer must be posted on the State Archives’ website.

The online training will train records officers on GRAMA and other legal and policy matters relating to records management and access (Utah Code § 63A-12-110). Mindy Spring, a State Archives records analyst and training specialist, is in charge of developing the new online training. The online training is intended to answer questions records officers encounter during their daily responsibilities. Records officers are welcome to complete an online survey to provide feedback about their training needs. Training content suggestions can also be sent directly to Mindy at mspring@utah.gov. Additionally, Mindy is looking for volunteers to participate in a pilot online training program. Requests to be part of the pilot program can be sent to her via email.

The State Archives is currently in the process of gathering the names and contact information on all records officers who will be required to participate in annual online training. Since it is the responsibility of the chief administrative officer to appoint records officers, the State Archives is looking to that person to provide this information. The State Archives will be requesting that chief administrative officers from county, municipal, school districts, special service districts, and state agencies provide the following information regarding the appointed records officer:

  1. records officer’s name and contact information (phone number, email, mailing address, and physical address if different from mailing address)
  2. name of governmental entity or department for which that records officer provides service
  3. areas of responsibility (e.g., records management, GRAMA, etc.) if more than one records officer is assigned to the same governmental entity or department.

Lorianne Ouderkirk, a new records analyst at the State Archives, will be compiling the records officers’ names and information for municipalities. Chief administrative officers from a municipal agency can send the above information in an email to louderkirk@utah.gov or by mail or FAX to:
Lorianne Ouderkirk

Utah State Archives

346 South Rio Grande Street

Salt Lake City, Utah 84101-1106

FAX: (801)531-3867

Glen Fairclough, a State Archives records analyst, will be compiling the records officers’ names and information for state agencies. Chief administrative officers from a state agency can send the requested information regarding records officers in an email to gfairclough@utah.gov or by mail or FAX to:

Glen Fairclough

UtahState Archives

346 South Rio Grande Street

Salt Lake City, Utah84101-1106

FAX: (801)531-3867

The State Archives will use the information provided by the chief administrative officer of each agency to contact the records officer and further inform them of the online training requirements. Any questions regarding the online training can be directed to Mindy Spring at (801) 531–3842 or mspring@utah.gov. Questions regarding the submission of records officers’ information from a municipality can be directed to Lorianne Ouderkirk at (801) 531–3860 or louderkirk@utah.gov. Questions regarding the submission of records officers’ information for a state agency can be directed to Glen Fairclough at (801) 531–3841 or gfairclough@utah.gov.

Understanding the 2012 GRAMA Updates

June 13, 2012 Comments off

Each year, the Government Records Access and Management Act (GRAMA) is updated. In Spring, the Division of Archives and Records Service provides a consolidated copy of the GRAMA law on our website. In 2012, fourteen minor changes were made to GRAMA. These changes include amendments to the existing law and two newly enacted sections.

Newly Enacted GRAMA Sections

63G-2-108. Certification of Records Officer

Pursuant to 63A-12-110, the Division of Archives and Records Service will develop, in accordance with the Attorney General’s Office, an online training course to certify records officers in GRAMA. Records officers for state and local governmental entities are required under 63G-2-108 to successfully complete and receive official certification from the Division of Archives and Records Service each year that they are the officially designated records officer. GRAMA defines a records officer as:

The individual appointed by the chief administrative officer [CAO] of each governmental entity, or the political subdivision to work with state archives in the care, maintenance, scheduling, designation, classification, disposal, and preservation of records.

Records officers are required to begin the annual certification process in January 2013.

63G-2-406. Evidentiary standards for release of certain enforcement and litigation records.

The following records, protected under GRAMA, are subject to disclosure by a governmental entity’s CAO, the state records committee (SRC), or by court order if the conditions of GRAMA’s weighing provision are satisfied and “if the person or party seeking disclosure of the record has established by a preponderance of evidence” to the governmental entity, that the public interest in providing access is, in fact, greater than or equal to the conditions favoring restriction of access.

Under this section of GRAMA, and only for the records listed below, the law now places the burden of providing sufficient evidence favoring disclosure of a record on the person or party requesting disclosure of the record.

Records covered by 63G-2-406:

  1. Records maintained for civil, criminal, or administrative enforcement purposes or audit purposes, for discipline, licensing, certification, or registration purposes. (63G-2-305(9))
  2. Records that would jeopardize the life or safety of an individual (63G-2-305(10))
  3. Records that are subject to the attorney client privilege (63G-2-305(16))
  4. Records prepared for or by an attorney, consultant, surety, indemnitor, insurer, employee, or agent of a governmental entity… in anticipation of, litigation, judicial, …or administrative proceeding. (63G-2-305(17))
  5. Records revealing a governmental entity’s strategy about: (63G-2-305)(22))
    1. collective bargaining
    2. imminent or pending litigation
  6. Records of investigations of loss occurrences and analyses of loss occurrences …covered by: (63G-2-305)(23))
    1. Risk Management Fund
    2. Employers’ Reinsurance Fund
    3. Uninsured Employers’ Fund
  7. Settlement negotiations but not including final settlements or empirical data. (63G-2-305)(32))

Amended Sections

63G-2-103. Definitions

The definition of what a record is not has been updated to include two new qualifying provisions for personal notes and communications created by employees or officers of a governmental entity. First, the personal note or communication must be created in a capacity other than the employee’s or governmental officer’s official capacity as a representative of state or local government. Second, the content of the personal note or communication must be unrelated to the duties and conduct of the public’s business.

Unless otherwise specified below, the primary amendments to GRAMA for 2012 are language changes that clarify how to apply the weighing provision. Prior to 2012, the weighing provision stated “the interests favoring access outweighs the interest favoring restriction of access.” For 2012, the weighing provision has been updated to read, “the interests favoring access are greater than or equal to the interest favoring restriction of access.”  Each section of GRAMA that refers to the weighing provision has been updated with the new language.

63G-2-305. Protected records

Subsections 16-18 have been updated for 2012. In previous years, these sections referred to records created in anticipation of litigation, attorney work product, and attorney-client privileged communication records. For 2012, these subsections have been reworded for clarity and have been reduced from three subsections (16-18) to two subsections (16-17). The remaining subsections have been renumbered accordingly.

Subsection (22)(b) has been reworded and now reads, “imminent or pending litigation” instead of “pending litigation”.

63G-2-403. Appeals to the records committee

Several changes were made to 63G-2-403 in 2012. Subsection (1)(a) now reads “30 days after the day on which the chief administrative officer of the governmental entity grants or denies….” Subsection (1)(b) now reads “45 days after the day on which the original request for a record is made if….”

Subsection (3)(a) is new in 2012. Subsection (3)(a) requires the person or party requesting a record to notify the state or local governmental entity that has custody of the record with a notice of intent to appeal the entity’s decision to deny a records request. This notice must be submitted to the entity on the same day that the person or party requests an official appeal from the SRC. Under subsection (3)(b) the notice may include a statement of facts, reasons, and legal authority to support the request for an appeal.

Subsection (11)(a) extends the time period for the SRC to issue the official order following a hearing for appeal. The time period has been extended from five business days to seven business days after the hearing.

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