Upcoming Training Events

April 10, 2015 Leave a comment

Upcoming Events

April through August 2015

The following is a 5-month calendar of training events offered by the Utah State Archives and professional organizations.

To see the complete calendar for the Archives’ 2015 training events and to register, visit our website. All employees of a governmental entity are invited to participate, especially records officers and chief administrative officers. Utah State Archives’ training events are free of charge.

Registration links for events sponsored by an outside professional organization are included. The cost of participation is dependent on the organization.

Annual Spring Conference

A Records Officer’s Toolkit: Resources and Strategies for Success

  • April 23, 2015

Annual spring conference focusing on records management issues. Guest speakers are from government entities across the State and have professional experience on their presentation topic.
All employees of a governmental entity are invited to participate, especially records officers and chief administrative officersThe conference is free to attend, to register visit our website .

9:00a.m.–10:00a.m. Brant Hansen from Ephraim City, Chief Administrative Officers role in Records Management
10:00a.m.–11:00a.m. Shari Hunsaker from the Department of Health, Organizing Record Information
11:00a.m.–12:00p.m. Chris Calton from Central Utah Water Conservancy District, The Fun Side of Records Management: Making an Impact with Training
12:00p.m.–1:30p.m. Lunch on your own
1:30p.m. –2:30p.m. Paul Tonks from the Attorney General’s Office, Legislative Updates
2:30p.m. –3:30p.m. Renee Wilson from the State Archives, The Open Records Portal

Utah State Archives Courtyard Training Room
346 S Rio Grande St
Salt Lake City, UT 84101

Salt Lake City, UT

Basic Records Management I: Records Management, 9:00a.m. to 12:00p.m.

  • June 4, 2015
  • June 25, 2015
  • August 6, 2015
  • August 27, 2015

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. The class will include references to the Public Records Management Act and other relevant laws.

Utah State Archives Courtyard Training Room
346 S. Rio Grande St.
Salt Lake City, UT 84101

Records Access I: Public Records Requests, 1:00p.m. to 4:00p.m.

  • June 4, 2015
  • August 27, 2015

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 is not administered during the in-person training.

Utah State Archives Courtyard Training Room
346 S Rio Grande St
Salt Lake City, UT 84101

Records Access I: Public Records Requests for Law Enforcement Records, 9:00a.m. to 3:00p.m.

  • April 29, 2015

Public Records Requests for Law Enforcement Records digs deeper into classification and access issues including the appeals process. In addition to records classified under GRAMA, expunged records and accident reports are covered. Although the class focuses on law enforcement records, all records officers are welcome. A one-hour lunch break will be taken around Noon. Lunch is on your own. Many restaurants are in close proximity. This training is also available in-agency by request. Contact Lorianne Ouderkirk at louderkirk@utah.gov to schedule this training for your agency.

Utah State Archives Courtyard Training Room
346 S Rio Grande St
Salt Lake City, UT 84101

Regional Training

Basic Records Management I: Records Management, 9:00a.m. to 12:00p.m

  • May 7, 2015

Southern Utah Veterans Home-Ivins
160 N. 200 E.
Ivins, Utah 84738

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. The class will include references to the Public Records Management Act and other relevant laws.

Management and Care of Historic Records

  • April 17, 2015

Old Emery County Courthouse
75 East Main Street
Castle Dale, UT 84513

Management and Care of Historic Records is geared toward municipalities, although it is useful for any institution that houses historic records. The training focuses on how to care for historic records. Topics covered include records appraisal, retention, storage, and preservation.

Records Access I: Public Records Requests, 1:00p.m. to 4:00p.m.

  • May 7, 2015

Southern Utah Veterans Home-Ivins
160 N. 200 E.
Ivins, Utah 84738

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.

Records Access I: Public Records Requests for Law Enforcement Records

  • May 8, 2015. 8:00 a.m. – Noon

St. George Police Department
265 North 200 East
St. George, UT 84770

  • June 19, 2015. 9:00 a.m. – 3:00 p.m.

Uintah County Sheriff’s Department
641 E. 300 S.
Vernal, UT 84078

Public Records Requests for Law Enforcement Records digs deeper into classification and access issues including the appeals process. In addition to records classified under GRAMA, expunged records and accident reports are covered. Although the class focuses on law enforcement records, all records officers are welcome. This training is also available in-agency by request. Contact Lorianne Ouderkirk at louderkirk@utah.gov to schedule this training for your agency.

Open Records Portal Training, 1:00 p.m. to 3:00 p.m.

  • May 8, 2015

St. George Police Department
265 North 200 East
St. George, UT 84770

Professional Organizations

ARMA International Utah-Salt Lake Chapter, http://www.armautah.org/

  • April 16th

Ogden City Council Chambers
2549 Washington Boulevard
7th Floor Conference Room
Ogden, UT

Categories: Records Management

SRC Retention Schedule Report

Three proposed general retention schedules were heard by the State Records Committee today. Each of these general schedules were previously posted on this blog for your input.

The Cemetery Records schedule was approved, with the change in title to “Cemetery Management Records”. Burial Records was approved with no changes. Transitory Tracking Records was approved with the understanding that Appointed Records Officers are responsible for ensuring their agencies use the schedule correctly.

Grievance and Discipline Records, as well as Legal Counsel Records, will be presented to the State Records Committee on May 14th.

To hear the discussion regarding these schedules, please go to the State Records Committee’s page on the Public Notice Website. All are welcome to attend the State Records Committee and provide input on retention schedules being discussed. Meetings are held on the second Thursday of each month at the Utah State Archives.

Spotlight on Records Officer

March 31, 2015 1 comment

Spotlight

Gina Proctor has worked for the Department of Corrections for 10 years and is responsible for managing all GRAMA requests coming into the Department. This is a big job as the Department of Corrections handled 5,499 GRAMA requests last year alone!

It was a rough start and her office of two was overwhelmed with the volume, expectation, and requirements of GRAMA. To meet the challenge, Gina went back to school and earned her paralegal degree.Gina_Proctor

As the GRAMA officer Gina is responsible for training contacts in each division in regard to the GRAMA statute, department policies, administrative rules, records management and how to write GRAMA responses. Now there are about twelve GRAMA contacts throughout the department whom she contacts daily. She praised the work they do in addition to their other duties, saying they are “incredibly organized, patient, and diligent”. Gina recalled the Department typically handles “between 80-100 Inmate requests per week and have done so for several years.  This doesn’t account for the Utah government agency requests, former offender, current probationer and parolee requests or private citizens, students needing research, private company requests for data, or media requests or the Appeals.“

When asked what advice she’d offer other GRAMA officers, Gina said, “I don’t think GRAMA is something one person can do alone.  For us, it takes a team of well trained, self-motivated, organized, and diligent people.  One more thing…be patient with yourself.  You learn as you go and it gets easier and makes more sense. When you have the opportunity to have a hearing before the State Records Committee listen to their discussions as they make their decisions.  You learn a lot that helps guide you on future requests for similar types of records.  Treat your experience before the Committee as a learning experience.  Also, read their previous decisions on their website too.  I’d recommend calling Ombudsman Rosemary Cundiff with questions as well.  She’s a great resource!“

You do great work, Gina! We salute you.

New General Schedule for Your Input

March 25, 2015 1 comment

As part of the General Schedule Update Project, the Utah State Archives is proposing a new schedule for your consideration. This is in addition to the Legal Counsel Records, the Burial Records and Cemetery Records previously posted. We would like these to be submitted to the State Records Committee’s April 9th meeting.

This schedule is meant as a sister schedule to Transitory Correspondence. Anything which should be retained for longer than a year cannot follow this schedule. Your input on the schedules going before the State Records Committee in April would be greatly appreciated!

Schedule & Description Existing GRS Retention Comments/Citations
Administrative Records
-Transitory Tracking Records-

These records document transitory transactions. Information tracks services rendered, movement of people, materials, and includes internet website visitor information.

SD 1-4, 1-12, 1-18, 1-27?, 1-30, 1-31, 1-32, 1-35, 1-36,

SG 1-21

CO 1-17, 1-36, 1-37

MUN 1-35, 1-40, 1-41

Administrative need or one year, whichever is shorter This is meant as a sister schedule to transitory correspondence. If something you believe fits here should be kept longer than one year, it is not transitory.

Utah Code 63G-2-604(c)(2014)

Registration openings increased for Utah State Archives’ spring conference

March 24, 2015 Leave a comment

Registration openings increased for April 23rd conference!

Register yourself or a colleague!

Because of the tremendous response we received for this year’s spring conference, we are moving the event to a larger venue. The conference will be held at the Utah State Capitol, State Office Building Auditorium. The date and time will remain the same, Thursday, April 23rd from 9:30 a.m. to 3:30 p.m.

Please spread the word about this event, we want to include as many as are able to attend. To register visit our website.

The conference is free to attend. Details of the program and maps to the event are below.

RIM2015_AdvertisementFlyer_StateCapitol

capitolhillcomplexState Office Building 1st Floor

Training Events: March through July 2015

March 13, 2015 Leave a comment

Upcoming Events

March through July 2015

The following is a 5-month calendar of training events offered by the Utah State Archives and professional organizations.

To see the complete calendar for the Archives’ 2015 training events and to register, visit our website. All employees of a governmental entity are invited to participate, especially records officers and chief administrative officers. Utah State Archives’ training events are free of charge.

Registration links for events sponsored by an outside professional organization are included. The cost of participation is dependent on the organization.

 

Annual Spring Conference

Registration for this event is full, to have your name included on the waitlist email recordstraining@utah.gov, or call 801-531-3863.

A Records Officer’s Toolkit: Resources and Strategies for Success

  • April 23, 2015

Annual spring conference focusing on records management issues. Guest speakers are from government entities across the state and have professional experience on their presentation topic.

All employees of a governmental entity are invited to participate, especially records officers and chief administrative officersThe conference is free to attend. Registration for this event is full, to have your name included on the waitlist email recordstraining@utah.gov, or call 801-531-3863.

9:30a.m.–10:30a.m. Brant Hansen from Ephraim City, Chief Administrative Officers role in Records Management
10:30a.m.–11:30a.m. Shari Hunsaker from the Department of Health, Organizing Record Information
11:30a.m.–12:30a.m. Chris Calton from Central Utah Water Conservancy District, The Fun Side of Records Management: Making an Impact with Training
12:30p.m.–1:30p.m. Lunch on your own
1:30p.m. –2:30p.m. Paul Tonks from the Attorney General’s Office, Legislative Updates
2:30p.m. –3:30p.m. Renee Wilson from the State Archives, The Open Records Portal

Utah State Archives Courtyard Training Room
346 S Rio Grande St
Salt Lake City, UT 84101

 

Salt Lake City, UT

Basic Records Management I: Records Management, 9:00a.m. to 12:00p.m.

  • March 26, 2015
  • June 4, 2015
  • June 25, 2015

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. The class will include references to the Public Records Management Act and other relevant laws.

Utah State Archives Courtyard Training Room
346 S. Rio Grande St.
Salt Lake City, UT 84101

Records Access I: Public Records Requests, 1:00p.m. to 4:00p.m.

  • June 4, 2015

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 annual certification exam is not administered during the in-person training.

Utah State Archives Courtyard Training Room
346 S. Rio Grande St.
Salt Lake City, UT 84101

Records Access I: Public Records Requests for Law Enforcement Records, 9:00a.m. to 3:00p.m.

  • April 29, 2015

Public Records Requests for Law Enforcement Records digs deeper into classification and access issues including the appeals process. In addition to records classified under GRAMA, expunged records and accident reports are covered. Although the class focuses on law enforcement records, all records officers are welcome. A one-hour lunch break will be taken around noon. Lunch is on your own. Many restaurants are in close proximity. This training is also available in-agency by request. Contact Lorianne Ouderkirk at louderkirk@utah.gov to schedule this training for your agency.

Utah State Archives Courtyard Training Room
346 S. Rio Grande St.
Salt Lake City, UT 84101

 

Regional Training

Basic Records Management I: Records Management, 9:00a.m. to 12:00p.m.

  • May 7, 2015

Southern Utah Veterans Home-Ivins
160 N. 200 E.
Ivins, Utah 84738

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. The class will include references to the Public Records Management Act and other relevant laws.

Management and Care of Historical Records, 9:30a.m. to 12:30p.m.

  • April 10, 2015

Southern Utah University Library
Room 002
Cedar City, UT 84720

  • April 17, 2015

Old Emery County Courthouse
75 East Main Street
Castle Dale, UT 84513

Records Access I: Public Records Requests, 1:00p.m. to 4:00p.m.

  • May 7, 2015

Southern Utah Veterans Home-Ivins
160 N. 200 E.
Ivins, Utah 84738

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 annual certification exam will not be administered during the in-person training.

 

Professional Organizations

ARMA International Utah-Salt Lake Chapter

  • March 19, 2015

Salt Lake Community College Miller Campus
3-MFEC -203 Multi Purpose
9750 South 300 West
Sandy, Utah

Annual spring conference, “Information Governance: To RIM and Beyond”. For details and to register visit http://www.armautah.org/

ARMA International

Web seminars focusing on various aspects of records and information governance. Pricing varies depending on the webinar. To see a list of available and upcoming events visit https://members.arma.org/eweb/browse.aspx?site=ARMASTORE&type=WebSeminar

 

 

 

State Records Committee Meeting Date Correction

February 27, 2015 Leave a comment

Our previous posts regarding general schedules for your review stated the State Records Committee is meeting on March 12th. However, due to the legislative session, they will meet March 19th. There are four hearings scheduled, therefore the posted general schedules will not be presented to the SRC until April’s meeting.

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