Upcoming Training Events

October 17, 2016 2 comments

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, chief administrative officers, information technology specialists, and legal advisors. Utah State Archives’ training events are free of charge.

Instructions on how to register for Archives’ events can be found here. Questions regarding training events may be directed to recordstraining@utah.gov or 801-531-3863.

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

Education Records Conference, 9:00 a.m. to 3:30 p.m.
Thursday, February 9, 2016
Presentations will focus on managing and providing access to education records.

Miller Free Enterprise Center (MFEC)
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 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

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.

      • 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.

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

      • December 14, 2016

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

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 are encouraged to 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.

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

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

The following courses are currently not scheduled for an in-person session. Inquiries to host or participate in an in-person session for a course below, may be directed to Nova Dubovik, ndubovik@utah.gov or 801-531-3834.

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.

Categories: Records Management

Columbus E-Records Day

October 10, 2016 5 comments

It’s Columbus Day AND Electronic Records Day.

In fourteen hundred ninety-two Columbus sailed the ocean blue. After that it’s best guess. The log of Christopher Columbus’s first voyage has not survived the journey of time. When he returned to Spain in 1543 he gave his log to his patrons Ferdinand of Aragon and Isabella of Castile in Barcelona. The queen ordered the log to be copied to create what is now referred to as the Barcelona Copy. Today no one knows what happened to the original. Columbus kept the Barcelona Copy until his death. It then passed to his son, Fernando, who used it to write a biography on his father.

Around 1530, the Barcelona Copy was abstracted by Bartolome de las Casas as part of his work on the history of the “Indians.” Shortly thereafter, around 1555, the Barcelona Copy went missing. The Las Casas abstract, known as the Diario, survives today as what is considered the best historical records of the Nina, Pinta and Santa Maria, though some believe the distance conversion from leagues to miles is unreliable. This means that our best record of that famous voyage is three degrees away from the original log!

The original biography Fernando wrote also has not survived. However, there is an old translation of the biography into Italian known as the Historie, which has since been translated to English and can be purchased under the title of “The Life of the Admiral Christopher Columbus.”


Do you have multiple copies of your records? What do you define as the original? Have you lost original work and been left to interpret what was done or decided based on second- or third-hand accounts? As part of your records management plan, be sure to identify which copy is the record copy. If it’s a permanent record, be sure to create a preservation copy that will not be used so your original record is not lost in the journey of time!

Photo: Pickering, Keith A. Nina, Pinta, Santa Maria. Digital image. Land of Legends. Data Wales, n.d. Web. 4 Oct. 2016.

Municipal GRS Linked to County GRS

October 7, 2016 Leave a comment

Municipal Schedule 21-56 “Evidence Disposition Records” was moved to County Schedule 16-58 “Evidence Tracking Records”. If a municipality scheduled a series with us under the old municipal schedule, please expect an email from us about updating the schedule next week.

The MUN 21-56 said “These records document the use and location of items in evidence. They include tags on property and file card and may also include evidence release authorization cards.” The retention was 5 years and then destroy.

The new schedule, approved by the State Records Committee in January of this year has a retention of “10 years after final action and then destroy.” Evidence is part of a case file and only destroyed when the city/county attorney give the ‘ok’. Final action means after adjudication to cover evidence that has no statute of limitations as well as those that get resolved.

If you have any questions, please contact Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

Fall Conference Presentation Materials Online

October 6, 2016 1 comment

Most of the conference material is available for viewing at the links listed below. This information can also be found on our website at archives.utah.gov/recordsmanagement/event_materials/20161006-fall-conference.html. We plan to post more material over the next week, including any additional reference files (such as spreadsheets, etc.), and cleaned up videos of presentations (with audio fixed as best as possible).


Thanks to everyone for participating in the conference!


Materials available online:


Event Program
Event Recording, Part 1 (Use Bookmarks on left to navigate directly to presentations)
Event Recording, Part 2 (Use Bookmarks on left to navigate directly to presentations)


Kami Ball, Utah Valley University
Establishing a Records Management Committee
Presentation slides


Brett McKeachnie, Utah Valley University
UVU Email Retention Ideas
Presentation slides


Jim Kichas, Utah State Archives
Preservation Team: Understanding Formats
Presentation slides


Michael Hakkarinen, Utah Education Network
Expectations of a Constantly Connected Generation
EdTecHakk website
Presentation slides, part 1
Presentation slides, part 2



Categories: Records Management

Everyone Wins! Records Management Teamwork

October 6, 2016 Leave a comment

Today is the day!! Our fall conference is here!

Registration: If you haven’t registered (or had a last minute change and are unable to attend in person) but still want to participate online, the event is FREE! To register visit our website, and select “Training and Events” under the “Quick Links Section.” Registration instructions are also available on the Open Records Portal’s “Help Center.”

Online Viewing: To view the conference online, we have a user friendly Adobe Connect session that can be accessed in 2 easy steps:

  1. Visit https://utahstatearchives.adobeconnect.com/conference/
  2. Enter your name.

The screen should open up directly to the conference session.

Day-of-event phone number: If you need assistance during the conference, you may call 385-831-1531.

Our Conference Schedule can be seen below. For a more detailed schedule, including the author biographical information, check out the Fall Program (in PDF format for easy downloading)!



SRC September Round-up

October 5, 2016 Leave a comment

By Nova Dubovik on October 5, 2016.

The State Records Committee heard an unprecedented seven appeals on September 8, 2016.  You can locate the Decisions and Orders on the State Records Committee website and the meeting minutes and public handouts on the Utah Public Notice Website.

Clára v. Utah Transit Authority, Case No. 16-33,

Description: The Petitioner requested email correspondences between specified UTA employees. Granted in part, denied in part.

Sullivan v. Utah Department of Corrections, Case No. 16-34,

Description: The Petitioner appealed Corrections’ claim of extraordinary circumstances related to records requested. Denied.

Seamons v. Ticaboo Utility Improvement District, Case No. 16-35,

Description: The Petitioner  appealed district’s claim that it does not have records related to billing on lots that the requester owns in Ticaboo, Utah. Denied.

Salt Lake Tribune v. Provo City and Orem City Police Departments, Case No. 16-36,

Description: The Petitioner requested copies of the Spillman Case Access Logs showing BYU’s access to Provo City and Orem City Police Departments records.  Granted in part, denied in part.

Redd v. Utah Attorney General’s Office, Case No. 16-37,

Description: The Petitioner appealed the claim of extraordinary circumstances related to records requested. Denied.

Bryner v.Clearfield City, Case No. 16-38, Description:  Continuance.

If you have any questions on these cases or others, please submit them to grama@utah.gov

It’s almost here! Only 1 day away!

October 5, 2016 Leave a comment

It’s almost here! Only 1 day until Everybody Wins! Records Management Teamwork. This is a conference that your team does not want to miss! Come together, learn together, and [possibly] win together!

Share the excitement with your team—the more the merrier! Registration is still open for in-person and online attendance, the event is free to attend. We look forward to seeing all of you tomorrow!

Preservation Team: Understanding Formats

jim-headshotJim Kichas is the program manager over the Archives and Patron Services section of the Utah State Archives. He is a certified archivist and certified digital archives specialist with over thirteen years of experience. He holds masters degrees in the Environmental Humanities from the University of Utah and Library and Information Science from Drexel University. Presentation time: 1:00 p.m. to 1:30 p.m.

Expectations Of A Constantly Connected Generation

profile-mikeh-bwsquareMichael Hakkarinen is an instructional technology teacher specialist with UEN helping teachers engage students in the classroom with Technology. He earned a Bachelor’s in English from the University of Maryland at College Park and a Master’s in Elementary Education at Mount Saint Mary’s University. Presentation time: 1:30 p.m. to 2:30 p.m.



Attend in-person or participate online, the event is free! The conference will be held at the Miller Free Enterprise Center, 9750 S. 300 W. in Sandy, UT in an auditorium with stadium seating. Online participants will join using Adobe Connect, instructions will be sent out closer to the event.

To register visit our website, and select “Training and Events” under the “Quick Links Section”. Registration instructions are also available on the Open Records Portal’s “Help Center”.EverbodyWins_RecordsManagementTeamwork_StateArchivesConference

Categories: Records Management