New GRAMA PDF on Archives Website

We’ve created a new PDF of the complete GRAMA law (Utah Code 63G-2), which PDF is available at http://archives.utah.gov/recordsmanagement/CSS/grama.pdf (refresh the page if you see the old PDF).

The new version contains:

  • Updates with new legislation
  • Links added for quick access to other laws, and between sections in the document
  • Table of Contents added
  • Indentation standardized for better visual comprehension
  • Pages numbered
  • Date added to header

Have a suggestion for the GRAMA PDF? Let us know!

SRC Retention Schedule Report

Four 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.

Records officer certification test will be down for maintenance on Tuesday, May 12th.

The records officer certification test will be down for maintenance on Tuesday, May 12th. If you are taking the test between now and then, please complete it before the end of the day on Monday. Any partially-completed tests will not be saved after that time.

To read the newest legislation impacting Utah records laws, visit http://le.utah.gov/~2015/bills/static/SB0157.html

If you have any questions, please contact your records analyst:

Cameron Mansen

801-531-3836

cmansen@utah.gov

  • State agencies and education
  • School districts
  • Charter schools

Lorianne Ouderkirk

801-531-3860

louderkirk@utah.gov

  • Counties
  • Municipalities
  • Special Districts
  • Department of Health
  • Utah Highway Patrol

Kendra Yates

801-531-3866

kendrayates@utah.gov

  • Governor’s Office
  • Governor’s Independent Boards and Commissions
  • Attorney General’s Office
  • State Treasurer
  • State Auditor
Categories: Records Management

Utah State Archives: Upcoming Training Events

Upcoming Events

May through October 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.

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

Annual Fall 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.

  • 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.

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

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

Ivins, UT.  9:00 a.m. to Noon.

  • May 7, 2015

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

Vernal, UT. 1:00 p.m. to 4:00 p.m.

  • June 18, 2015

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

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

  • August 27,2015

City Hall
65 East 100 North
Castle Dale, UT

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.

  • June 4, 2015
  • August 27, 2015

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

Ivins, UT. 1:00 p.m. to 4:00 p.m.

  • May 7, 2015

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

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

St. George, UT. 8:00 a.m. to Noon
This training session will also include a demonstration of the Open Records Portal and its features. This is also an opportunity to provide feedback about current features and features you would like to see in the future.

  • May 8, 2015

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

Vernal, UT. 9:00 a.m. to 3:00 p.m.

  • June 19, 2015

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

Professional Organizations

ARMA International Utah-Salt Lake Chapter, http://www.armautah.org/
Building a RIM Program: Successful Approaches and Challenges by Todd Johnson, CRM

“During his nine-year career in Records & Information Management (RIM), Todd has implemented RIM programs at a global consumer products company and two energy companies, including his current employer, Questar. Each company has presented different challenges and opportunities. Todd will discuss what approaches have been successful and where obstacles had to be overcome in order to continue progress with the program. If you are currently struggling to show progress with your own RIM program, come prepared to learn techniques that will help you remove the log jam and get the support and resources you need.”

  • May 21, 2015

Questar

333 South State Street

Salt Lake City, UT 84111

 
RSVP: Susan Mumford, Susan.Mumford@gmail.com, $10 charge for lunch.

Categories: Records Management

New General Schedules for Your Input

May 4, 2015 2 comments

As part of the General Schedule Update Project, the Utah State Archives is proposing new schedules for your consideration. We would like these to be submitted to the State Records Committee’s May 14th meeting.

Remember, there is no designation or classification of general schedules because that needs to be determined by the record series. These schedules are meant for county sheriff, city police, as well as law enforcement records found in state government, including colleges and universities.

-Misdemeanor & Felony Investigation Files-

These case files are created as a result of an investigation by law enforcement. These files may include the investigative report, original arrest report, supplemental reports, photographs, correspondence, officer’s notes, and pertinent laboratory tests and related records.

5 years after case closed

MUN 21-57, 21-6
CNT 16-20, 16-37
Petty misdemeanor statute of limitations is 1 year.
These are only permanent in court custody.
Unless “Habitual” (Utah Code 76-3-203.5 (2013) These “violent felonies” are all permanent under the next schedule).

Utah Code 76-1-302(1)(a) has 4 year statute of limitations for felonies
Utah Code 76-1-302(1)(b) has 2 years for misdemeanors. 5 years will cover both and make for simpler records management

-Homicide, Sex Crime, and Violent Felonies Investigation Files-

These case files are created as a result of an investigation by law enforcement. These files may include the investigative report, original arrest report, supplemental reports, photographs, correspondence, officer’s notes, and pertinent laboratory tests and related records. Violent felonies are included in this schedule.

Permanent, may be transferred to State Archives MUN 21-58

CNT 16-26

Violent felonies, homicides and sex crimes as listed in Utah Code 76-1-301 and 76-3-203.5 (2013) are permanent because they have no statute of limitations and fall under this schedule.
-Daily Activity Records-

These records document the actions of officers on duty. Information includes dash cams or body cams not part of a larger case file, officer, vehicle, and other work shift related records are included.

Retain 3 to 6 months. CNT 16-13

MUN 21-2, 21-64

Daily activity records are currently 2 year retention.

Recordings: Retain 30 days provided questionable recordings are retained until resolved.

Three/Six months should be time for questionable video to be flagged and pulled. Those videos will then follow a different schedule than this one.

-Suicide Investigation Files-

These case files are created as a result of an investigation by law enforcement. These files may include the investigative report, supplemental reports, photographs, correspondence, officer’s notes, and pertinent laboratory tests and related records.

Permanent, may be transferred to State Archives   Description copied from Homicide schedule above with ‘original arrest report’ removed.

Now Available: Certificates of Participation for Utah State Archives’ Spring Conference

Certificates of participation for the Utah State Archives’ spring conference, A Records’ Officers Toolkit: Resources and Strategies for Success, are available on our website. Certificates will be available until June 1, 2015.

There is still time to provide feedback about your experience at the conference, and tell us what you want to see at future conferences, by completing this short survey: http://goo.gl/forms/Hf4goECxZR .

Also, remember to save the date for our electronic records conference to be held on Thursday, October 22, 2015. The program is in the works, but registration is open!

We look forward to seeing you all at a future Archives’ event!

MayDay! MayDay!

April 30, 2015 1 comment

Not all disasters happen naturally.

According to the National Fire Protection Association, most fires in libraries, archives, and related cultural institutions are deliberately set.

On November 17, 2012, arsonists set fires in the library of San Juan High School in Blanding, Utah, which resulted in more than $2 million of damage. Computers and over 20,000 books were destroyed, including irreplaceable historical collections, according to the San Juan Record.

F7S9_47_San_Juan_HS_Fire

San Juan High School’s library in the aftermath of a deliberately-set fire. Photo courtesy of The Moab Times – Independent.

How can you recover or protect records that are essential to keep business functioning, or vital to the mission of preserving your cultural heritage?

In honor of Heritage Preservation’s MayDay initiative, we encourage administrators and records managers to educate themselves and their agencies regarding their disaster response and recovery plans.

Take a look at this amazing visual case study by Susan Page, at the National Archives and Records Administration (NARA), which details how archiving professionals responded following a fire at the Washington National Records Center in Suitland, MD.

NARA provides disaster response and recovery information for state, tribal, and local governments on its website. Records managers can access an emergency assessment checklist, a list of records recovery vendors, and guidelines for topics such as mold and mildew prevention, fire recovery, salvaging water-damaged materials, and nuclear or biological contamination of records. NARA also provides blog posts about disaster recovery efforts, like the one that took place after the Military Personal Records Center (MPR—now known as the National Personnel Records Center) burned for five days in July of 1973.

1973-Fire-NARA

Remains of the fire that swept through the sixth floor of the Military Personal Records Center (MPR—now known as the National Personnel Records Center) in St. Louis on July 12, 1973.

The National Association of Government Archives and Records Administrators (NAGARA) has published a short technical bulletin, entitled “Protecting Vital Records,” which guides agencies through the process of establishing a vital records program. By identifying, properly managing, and storing backup copies of records, you can increase your agency’s ability to resume business after a disaster—natural or otherwise—and better ensure the preservation of our heritage.

Staff members at the Utah State Archives provide consultation about organizing and scheduling records, as well as historical record preservation; we also provide in-agency training. Contact us at recordsmanagement@utah.gov or 801-531-3863 with questions or to schedule an appointment.

Categories: Records Management
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