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.

New General Schedule for Your Input

February 26, 2015 Leave a comment

As part of the General Schedule Update Project, the Utah State Archives is proposing two new schedules for your consideration. We would like these to be submitted to the State Records Committee’s March 12th meeting.

This schedule is for legal counsel requested by governmental entities, not records which would be part of a specific case file.

Schedule & Description Retention Existing Schedules Comments/Citations
-Legal Counsel Records-

These are legal interpretations given by attorneys at the request of governmental entities asking for guidance in enforcing, obeying, and/or interpretation of the law.

Retain until administrative need ends and then destroy.

MUN 15-4, 15-11,
CNT 12-7,

SG 1-5,

Utah Code 17-18a-503 (2014) says “The civil counsel shall prepare a legal opinion in writing to a county officer on matters relating to the duties of the respective officer’s office.”

Utah Code 67-5-15 (2014) Client governmental entity has the record copy (if they have a copy at all), not the Attorney General’s Office.

What Would Be On Your Ideal Archives Website?

February 24, 2015 5 comments

If a magic fairy waved her wand and gave you a brand new Archives website where you could access any Archives information/services you wanted, what would be on that site?

For example, you may want to:

  • See and edit personal and agency information
  • See what records your agency has scheduled
  • See and edit retention schedules for your agency
  • See and edit records officers
  • Update your certification
  • Find a general retention schedule
  • Suggest a new general schedule
  • Schedule records to be sent to the Records Center or Archives
  • See and respond to GRAMA requests
  • Find information on what to do with the wall of boxes left from the last records officer
  • Figure out how the whole Archives thing works
  • etc.

We’re trying to improve the user experience, and want to know where to focus our efforts. What do you look for on the Archives website? What do you wish you could see or do?

Categories: Records Management

New General Schedules for Your Input

February 20, 2015 Leave a comment

As part of the General Schedule Update Project, the Utah State Archives is proposing two new schedules for your consideration. We would like these to be submitted to the State Records Committee’s March 12th meeting.

These are for cemetery records. The records kept to document historical information varies from cemetery to cemetery. The goal is to clearly define what information is historical and what information only has administrative value.

Schedule & Description Retention Existing Schedules Comments/Citations
-Burial Records-

These historical records document burials and interments. Information identifies burial rights, ownership of plots, layout, location of and information about deceased persons and related records.

 

Permanent
Transfer to Archives.

 

MUN 17-1, 17-2, 17-3, 17-6, 17-7, 17-8

CNT 25-27

Utah Code 10-8-62(2014)

Utah Code 8-3-1(2014)

These records may include perpetual care, burial rights, deeds, registers, disinterment permits and lot or map books. Burial-transit may be included if it is the record the cemetery uses to document where persons are buried.

-Cemetery Records-

These administrative records document the management and operation of cemeteries. Information includes property maintenance and transitory interment-related records.

1 year and then destroy MUN 17-4, 17-10

CNT 25-7, 25-60

Utah Code 26-2-18(2014), Utah Code 26-2-17(2014)

 

These records may include grave opening orders, burial-transit, & property management

Utah State Archives’ Spring Conference

February 19, 2015 2 comments

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Categories: Records Management

First Ever Live Web Stream: Open Records Portal Demonstration

February 13, 2015 Leave a comment

The Archives is hosting its first ever live web streaming event on Tuesday, February 17 at noon. Renée Wilson, Open Records Portal Administrator, will be giving a demonstration of the open records portal and will answer any questions you may have.

The webcast will be streamed live from the Utah Open Records YouTube channel. Participants do not need to log in to view the presentation, just visit https://www.youtube.com/watch?v=OJaw0hYUH7U

To add this event to your Google calendar, visit http://bit.ly/1E8AoUe

Categories: Records Management

SRC Retention Schedule Report

February 12, 2015 Leave a comment

Four 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 Official Policy and Procedure Records schedule was approved, but “official” was removed from the title. Operational Policy and Procedures was not approved. Vital Records was approved with no changes. Grievance and Discipline Records was tabled for the next meeting. 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 Tuesday of each month at the Utah State Archives.

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