Schedule Update for State Archives’ Fall Conference

August 11, 2016 2 comments
Instructions to register are available here: http://grama.utah.gov/aro/training-registration.htmlAdvertisement_Blog_Fall2016
Instructions to register are available here: http://grama.utah.gov/aro/training-registration.html

Printable flyer: Advertisement_Blog_Fall2016

Categories: Records Management

Finding Changed General Schedules

August 2, 2016 Leave a comment

You may have noticed the General Schedules have been changing. If you are looking for a schedule, but cannot find it, be sure to click the link at the top so the inactive schedules are listed.

find schedules

obsolete schedules

If the schedule was overwritten, the obsolete schedule has a hyperlink to the schedule it is now attached to.

linked

If you still cannot find the schedule, please call us at 801-531-3863.

 

Upcoming Training Events

August 1, 2016 Leave a 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.

Everyone Wins: Records Management Teamwork!
Thursday, October 6, 2016
9:30 a.m. to 2:30 p.m.
Attend in-person or online!
Registration instructions are available here.

Presentation topics include:

    • Establishing a records management committee
    • Conducting an agency-wide inventory
    • Using general retention schedules
    • Tips on how to work with your IT specialist
    • Transferring permanent electronic records to the State Archives
    • Expectations of a constantly connected generation

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.
Thursday, February 9, 2016
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

 

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

New HR General Retention Schedule

July 28, 2016 2 comments

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,whichever is later 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 4 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
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