New HR General Retention Schedule

We would like to propose the following general schedule to the State Records Committee at their next meeting on August 11th. This will be listed in the state general schedule, but may be used by any governmental entity to schedule their records.

Verification of Employment Eligibility (SG 11-67)

This employment documentation is required to comply with the Immigration Reform and Control Act. The resume and application of hired individuals are part of the Employee History Records.

Retention: 3 years or 1 year after separation and then destroy
The retention is provided by 8 CFR 274a.2(3)(1993), 8 CFR 274a.6(h)(3)(1993), and Utah Code 34-46-203(3)(2009).

If you have any changes you would like to see to this general schedule, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

Records Access II Focus Group Discussion-August 4th

July 27, 2016 2 comments

The State Archives is excited to offer the first ever Records Access II: Focus Group Discussion on August 4, 2016, from 1:00 p.m. to 3:00 p.m., at the Utah State Archives. This is an informal experimental class with the objective to discuss GRAMA questions, State Records Committee (SRC) rulings, and share best practices among fellow records officers.  Available to answer your GRAMA questions and concerns will be two very knowledgeable experts-Paul Tonks the Committee’s legal counsel, and Rosemary Cundiff, the government records ombudsman. Please bring questions to discuss.  If you would like to participate and are unable to attend in person, we will have a conference line for you to connect telephonically.  Please contact Nova Dubovik, ndubovik@utah.gov, 801-531-3834, for instructions on how to connect.

Records Access II: Focus Group Discussion
This workshop will be an open forum to discuss questions about GRAMA. Rather than a formal presentation, this class will be an opportunity for records officers to bring questions to discuss in a group setting.

Salt Lake City, UT. 1:00 p.m. to 3:00 p.m.

  • August 4, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

Categories: Training

Save the date! Utah State Archives’ Fall Conference

July 22, 2016 Leave a comment

2SaveTheDate_BlogPost

Instructions to register online are available here: http://grama.utah.gov/aro/training-registration.html

Categories: Records Management

Nominations Open for The Utah State Archives’ Excellence in Information Governance Award 2016

July 15, 2016 Leave a comment
Categories: Records Management

Upcoming Training Events

July 5, 2016 1 comment

Upcoming Training Events

The following is a list of upcoming training events offered by the Utah State Archives. 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.

Instructions on how to register for Archives’ events can be found here.

Conferences
Conference events include unique presentations on specialized topics related to records access and management.

Annual Fall Conference, 9:00 a.m. to 3:30 p.m.

  • October 6, 2016

Agenda TBA
In-person:
Karen Gail Miller Conference Center
9750 South 300 West
Room 101, Auditorium
Sandy, UT 84070
Online: Instructions to connect online will be provided closer to the conference date.

 

Education Records Conference, 9:00 a.m. to 3:30 p.m.

  • February 9, 2016

Topic: Education Records Conference
Presentations will focus on managing and providing access to education records.
In-person:
Karen Gail Miller Conference Center
9750 South 300 West
Room 101, Auditorium
Sandy, UT 84070
Online: Instructions to connect online will be provided closer to the conference date.

Records Access I: Public Records Requests [Available online and by request]
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.

Records Access I: Public Records Requests for Law Enforcement Records [Available by request]
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.

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

  • August 17, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

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

  • July 20, 2016

Cedar City Police Department
10 North Main Street
Cedar City, UT 84720

Records Access II: Classification Workshop
This workshop will focus on classification. Participants will review the classification categories in Section Three of GRAMA and participate in exercises that will help them to determine classification upon receipt of a records request.

Salt Lake City, UT. 1:00 p.m. to 3:00 p.m.

  • October 18, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

Logan, UT. 1:00 p.m. to 3:00 p.m.

  • August 25, 2016

Logan City Administration Building
290 North 100 West
Logan, UT 84321

Moab, UT. 1:00 p.m. to 3:00 p.m.

  • September 20, 2016

Grand Center
182 N. 500 W.
Moab, UT 84532

Records Access II: Focus Group Discussion
This workshop will be an open forum to discuss questions about GRAMA. Rather than a formal presentation, this class will be an opportunity for records officers to bring questions to discuss in a group setting.

Salt Lake City, UT. 1:00 p.m. to 3:00 p.m.

  • August 4, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

  • November 15, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

Records Management I: Records Management Essentials [Available online and by request]
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.

Records Management II: Managing Electronic Correspondence Records (Email, Texts, Social Media, etc.)
This class builds on basic records management principles with a focus on managing e-correspondence records. Objectives for this course are:
1) Articulate the fundamental concepts of e-correspondence records management. 2) Understand different methods of scheduling e-correspondence records, and be able to evaluate differences among the approaches.
3) Understand challenges of long-term preservation of e-correspondence records and identify appropriate solutions for ensuring access.
4) Understand different methods of accessing e-correspondence records.

Participants should complete the online training for Records Management I: Records Management Essentials prior to attending class.

Salt Lake City, UT. 9:00 a.m. to 12:00 p.m.

  • August 4, 2016
  • October 18, 2016
  • November 15, 2016
  • December 13, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

Logan, UT. 9:00 a.m. to Noon

  • August 25, 2016

Logan City Administration Building
290 North 100 West
Logan, UT 84321

Moab, UT. 9:00 a.m. to Noon

  • September 20, 2016

Grand Center
182 N. 500 W.
Moab, UT 84532

Categories: Records Management

GRAMA Certification Test Has Been Updated

June 29, 2016 3 comments

The GRAMA certification test has been updated. The following changes were implemented:

  • Questions were revised to be less “tricky”
  • Some questions were removed
  • Hyperlinks to the applicable portion of the law were added to each question

And here’s a tip: these tests are open book. That means you can access the law, the training materials, and whatever else you like when you take the test. You can do a search on a webpage or document (press CTRL + F) to find specific words mentioned in the question, and use that to help you find the answer. One purpose of the test is for you to know how to find the answer to your real-life questions, so using your resources is not cheating.

Do you have suggestions for the GRAMA or Records Management Essentials tests? Let us know! Email the analysts at recordstraining@utah.gov with feedback.

 


 

Certification Test Info and Links

  • Records officers need a 75% or higher to pass the test.
  • Records officers may take either the “GRAMA & Records Access” test OR the “Records Management Essentials” test to certify.
    • If you handle GRAMA requests, we recommend you take the GRAMA test first, then alternate between the two tests every other year.
    • If you don’t handle GRAMA requests, you don’t need to take the GRAMA test.
  • All appointed records officers are required to certify annually, but anyone is welcome to do so.
  • The link to the certification test (and other helpful links) can be found at archives.utah.gov/recordsmanagement/certification.html
  • Certification training materials may be found at archives.utah.gov/recordsmanagement/CSS/main.html
Categories: Records Management

Draft or Record?

June 28, 2016 1 comment

Do you get GRAMA requests for drafts? Do you wonder if your drafts are records or not? What about the classification of drafts? Look no further!

Our wonderful Records Ombudsman, Rosemary Cundiff, has added an article to the Government Records Ombudsman website to help you analyze and classify the drafts created by your office.

This guideline can help you understand when a draft is protected vs. public as well as decisions from the State Records Committee when drafts were the subject of the hearing.

Rosemary is a great resource for government records officers who are responding to records requests. She can be reached at (801) 531-3858 or rcundiff@utah.gov.

PDF: classifying-drafts

 

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