Upcoming Training Events: July through December 2015

July 2, 2015 Leave a comment

Upcoming Events

July through December 2015

The following is a 6-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.

Archives Hosted Conferences

Law Enforcement Records Management Conference
Conference that focuses specifically on managing law enforcement records. The theme for this year’s conference is Law Enforcement Information Governance: Leading the Way in a Changing World. Key note address by Lt. John Laursen of the Uintah County Sheriff department, and Robert Kirby author of End of the Watch: Utah’s Murdered Police. Additional presentation topics include retention schedules, records management databases, and body cameras. Additional information is available here on this flyer. Register for the conference on the Archives’ website.

  • September 3, 2015

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

Electronic Records Conference
Annual fall conference with presentations focusing on care and management of electronic records. The program is currently in the works. If you a suggestion for a topic or have a colleague who would be a good candidate to present, please submit suggestions here: http://goo.gl/forms/wiD3TDEUxc. Register for the conference on the Archives’ website.

  • October 22, 2015

Utah State Capitol
State Office Building Auditorium


Basic Records Management I: Records Management

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.

Salt Lake City, UT. 9:00 a.m. to Noon.

  • August 6, 2015
  • November 3, 2015
  • December 3, 2015

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

Castle Dale, UT. 9:00 a.m. to Noon

  • August 27, 2015

Castle Dale City Hall
65 E. 100 N.
Castle Dale, UT 84513

Records Access I: Public Records Requests

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.

Salt Lake City, UT. 1:00 p.m. to 4:00 p.m.

  • November 3, 2015
  • December 3, 2015

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

Castle Dale, UT. 1:00 p.m. to 4:00 p.m.

  • August 27,2015

Castle Dale City Hall
65 E. 100 N.
Castle Dale, UT 84513

Records Access I: Public Records Requests for Law Enforcement Records,
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. Contact Lorianne Ouderkirk at louderkirk@utah.gov to schedule this training for your agency.

Salt Lake City, UT. 9:00 a.m. to 3:00 p.m.

  • October 13, 2015

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

Categories: Records Management

Announcement: Law Enforcement Records Management Conference scheduled for September 3, 2015

July 1, 2015 Leave a comment

Register on the Utah State Archives’ website
3LEConferenceFlyer_2015Download the flyer here: 3LEConferenceFlyer_2015

Categories: Records Management

New Fee Schedule for Reformatting Services

We want to make you aware of a change in fees for our reformatting services.  Charges for the last fiscal year as well as this year are below and attached at the end for download.

Reformatting Charges

Copy of 2015-2016 charges

General Schedule for Your Input

As part of the General Schedule Update Project, the Utah State Archives is proposing six new schedules for your consideration. We would like these to be submitted to the State Records Committee’s July 9th meeting. Remember, there is no designation or classification of general schedules because that needs to be determined by the record series.

The first four are payroll records, the last two are personnel schedules.

– Timekeeping Records –
Information regarding hours worked, paid or unpaid permitted absence from work for family emergency, sickness, personal time, vacation, or other reasons as outlined by policy are included in this schedule. 
CNT 7-5, 7-10, 7-11, 7-12, 7-14, 7-15, 7-17,

MUN 8-9, 8-10, 8-11, 8-14, 8-17, 8-18, 8-19,

SG 10-10, 10-11, 10-25,

SD 6-13, 6-14, 6-15, 6-19, 6-20, 6-24,


3 years. 29 U.S.C. §211(c)(2011);
29 USC 2601 (1993) (FMLA)29 C.F.R. §§516.6(2012) and 1620.32(2012)
USC 49-11-602 (2010)

Employees funded by grants would make those timesheets grant records, not timekeeping records.

absence from work for reasons outlined by policy.

– Payroll Processing Records –
These records verify compensation data for each employee, including salary, hourly rate and type of pay. Deductions are confirmed in processing payroll before employees are paid.
CNT 7-3, 7-4, 7-6, 7-7, 7-8, 7-9, 7-16, 7-19, 7-20,

MUN 8-3, 8-5, 8-6, 8-7, 8-8, 8-11, 8-13, 8-20, 8-21, 8-22,
SG 10-3, 10-7, 10-9, 10-17, 10-19, 10-24, 10-28,
SD 6-3, 6-4, 6-5, 6-7, 6-9, 6-10, 6-11, 6-12, 6-16, 6-21, 6-23,

3 years. Type of pay: bonus, severance, reimbursement, retroactive pay, etc
Deductions: may include garnishments, taxes, union dues, retirement, insurance
– Payroll Post Processing Records –
This schedule is for payroll reporting. Each payroll period is closed out when disbursement information is verified using payroll reports.
CNT 7-1,

MUN 8-1,

SG 10-1, 10-13, 10-15,

SD 6-1, 6-6, 6-7, 6-8, 6-17, 6-18, 6-22, 6-26,

7 years
– Employee Wage History Records –
These records document employee cumulative salary for employees needed for retirement purposes. Information includes employee details, department and position information, earnings, deductions and related records.
MUN 8-4, 8-11, 8-12,

CNT 7-4, 7-13,

SD  6-7, 6-8,

65 years MUN 8-4. CNT 7-4 SD 6-7 & 6-8 Employee earnings as long as personnel file.

This one may include the payroll register. Other offices request this be 65 years with the personnel file.

-Grievance Records-

Initial documentation responding to working condition grievances that result in any type of investigation for possible personnel or administrative action.

Retain 3 years after resolution and then destroy. SD 14-27,
SG 11-1, 11-19,MUN 9-9, 9-16,

CNT 8-1, 8-14,

Utah Code 67-19a-303(4)(d)(2015)
grievances and complaints are different things. A grievance can be about working conditions, which may not involve another employee.
-Complaint Investigation Records-

Initial documentation of complaints that result in an investigation but do not result in disciplinary action.


7 years after end of employment or case closed, whichever is greater SG 11-6, 11-15

CNT 8-7

MUN 9-19, 9-36

Survey: Law Enforcement Records Managment

June 19, 2015 3 comments
Categories: Records Management

SRC Retention Schedule Report

Six proposed general retention schedules were heard by the State Records Committee yesterday and approved with no changes. Each of these general schedules were previously posted on this blog for your input.

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: Logan City’s Records Management Committee

June 9, 2015 1 comment





Logan City’s Records Management Committee

The Records Management Committee of Logan City is enthusiastic about records management!

The 17 member committee met in April at the prompting of Teresa Harris, City Recorder, to discuss the city’s records management program. Thirteen departments are represented on the city’s Records Management Committee, and all are committed to the efficiency and success of managing the city’s record information.

Together this team of records managers challenged each other to increase the efficiency of their work by compiling a complete records inventory for their department by June 30th. At least 2 departments have completed this challenge well in advance of the deadline.

After completing the city-wide inventory the Records Management Committee will work together to identify duplication in record keeping, updating retention schedules, and identifying record custodians. All of which will help them increase efficiency in operations and transparency to the public that they serve.

We at the Archives are impressed with Logan City and congratulate them on their forward-looking and energy!


Front row
Meredith Newsome—police, Kirsti Kjome—police, Kimberly Miller—police, Kim Nate—public works

Middle row
Dixie Swenson—light and power, Becky Youngberg—fire, Debbie Zilles—community development, Heather Knowles—human resources

Back row
Brooke Christiansen—public works, Maria Tena—community development, Jalayne Hatch—parks and recreation, Toni Barson—finance, Christine Willie—environmental, Stacy Christoffersen—community development, Sylvia Tibbitts—legal, Teresa Harris—administration



Categories: Records Management

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