General Schedule Now Obsolete

September 27, 2016 Leave a comment

County general schedule 1-25 Routine Activity Schedules will be removed from the website next week. As part of the General Schedule Update Project, we are gradually removing general schedules describing items which are not records according to GRAMA. This schedule is also too vague for use. Here is the schedule:

Routine Activity Schedules (CO 1-25)

These records are routine materials containing no substantive information, regarding daily activities such as meeting appointments, telephone calls, and other employee activities. Utah Code 63G-2-103 (18)(b) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.
Retention: Retain for 5 years and then destroy.
(Approved 06/1991)

If you are wondering if something is a record, please refer to Utah Code 63G-2-103(22)(b)(2015). Your analyst is also available to help. If you are wondering if a draft is a record, there is a great resource on the Utah Records Ombudsman page.

If you have concerns about this schedule being removed, please contact Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

Is your records officer amazing?

September 15, 2016 2 comments
Categories: Records Management

Can my email do that? Come find out!

September 13, 2016 Leave a comment

Image resultCan my email do that? Join us on October 6th to find out! Get some tips and tricks on how to keep your Gmail or Outlook inbox better organized and managed.

 

Image result for gmailCorona Ngatuvai from the Department of Technology Services will share his expertise with Gmail. Brett McKeachnie from Utah Valley University will share his expertise with Outlook.

Come in-person or join online! See the full conference schedule below.

Join us on October 6th! Attend in-person or participate online! 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”. Step-by-step registration instructions are available on the Open Records Portal’s “Help Center”.

Questions may be directed to recordstraining@utah.gov or 801-531-3863.

EverbodyWins_RecordsManagementTeamwork_StateArchivesConference

Categories: Records Management

You won’t believe what we’re doing to the GRS! Hear all about it…..

September 7, 2016 Leave a comment

You won’t believe what we’re doing to the General Retention Schedules!

 

Hear all about it at our fall conference!

Rebekkah Shaw from the Utah State Archives will discuss her work in updating the General Retention Schedule, the vision going forward, and why her team needs your team! Rebekkah will be part of a panel discussion on managing electronic records. Check-out the flyer below for additional details, and stay tuned for more conference highlights!

Join us on October 6th! Attend in-person or participate online! 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

What is the difference between GRAMA and Discovery?

September 6, 2016 Leave a comment

What are the differences and how does a records officer respond to a Government Records Access and Management Act (GRAMA) request versus a Subpoena (U.C. 63G-2-207).  This question consistently comes up at every GRAMA training and draws a lot of class discussion.  Recently, at the Records Access II: Focus Group Discussion, we had the pleasure of inviting Mr. Paul Tonks, the Committee’s legal counsel, and Rosemary Cundiff, the government records ombudsman, as our guest GRAMA experts.  Together they were able to dissect and explain the two completely separate processes to the audience, starting with an explanation of the Committee’s ruling in Phillips v. West Jordan, Case No. 14-04. http://archives.utah.gov/src/srcappeal-2014-04.html

Rosemary Cundiff’s Response: It is common practice for some law enforcement agencies to deny a GRAMA request if the same records have already been provided to the same person through Discovery.  Agencies have also denied a GRAMA request if they know that person is requesting records for  Discovery.  In 2014, the law firm Schatz/Anderson & Associates challenged that practice by West Jordan Police Department and appealed to the State Records Committee in Phillips v. West Jordan, Case No. 14-04.

In this particular case, Jessica Phillips requested a copy of “any video and audio recording” from the West Jordan Police Department.  The point of the appeal was whether the request should be responded as a GRAMA request or through Discovery because of a current litigation.  The punch line of the order, is that the Committee concluded that the requested records were part of the initial contact report that is classified “normally public” under U.C. 63G-2-301(g).  Unfortunately, the agency did not expressly exempt the records from disclosure under one of the other subsections provided in GRAMA.  Essentially, the City argued that GRAMA does not trump the rules of criminal procedures and since South Jordan failed to restrict the records under GRAMA, therefore the records were deemed public and were ordered to be provided in response of the GRAMA request.  Discovery or litigation does not negate a person’s right to request and receive records through GRAMA.

Paul Tonks’ Response: GRAMA requests and Discovery are two separate processes and just because discovery is occurring, does not negate the GRAMA request.  The agency has to treat GRAMA and Discovery as two separate processes even though they are duplicative.  The best way to think of the two: when a person makes a GRAMA request, they are trying to access public records, in general.  In general, the GRAMA request will get the requester public records.  If the records are requested through Discovery only the relevant records pertaining to the court case will be provided.

Under the appeals process, if there are denials under GRAMA it goes through the chief administrative officer, state records committee, and maybe to court. If there is a denial under Discovery, it is under the authority of the court rules, objections are filed with court, the judge rules on those objections and makes the access determination.

GRAMA:

A requester is generally trying to access public records.

-It is an administrative matter governed by state statute.

-GRAMA has an appeals procedure for records access and fee denial.

Discovery:

-A person may receive nonpublic records that are relevant to a case that is pending in court.

-It is a judicial matter conducted completely by the courts.

-The appeals process for Discovery is through the judge.

We hope this explanation clears up the confusion, or at the very least, has created new questions and discussions for future GRAMA classes.  Please submit questions to Nova Dubovik at ndubovik@utah.gov and they will be forward to the government records ombudsman.

Categories: GRAMA

Updating County Vehicle Maintenance General Schedule

September 1, 2016 Leave a comment

County schedule 6-10 is being overwritten by state schedule 9-14. If you go to the county schedule on our website, it will be hyperlinked to the new schedule. Retention is now two years longer. Don’t worry if you have already destroyed records per the old schedule. Please update your records so the updated retention will be followed from this point going forward. If you wish to keep the previous retention for your record series, please contact your analyst.  Below is the old schedule, then the new one. If you have any questions, please call us at 801-531-3863.

VEHICLE MAINTENANCE RECORDS (CO 6-10)

These are daily maintenance records on all county vehicles. They are used to provide a maintenance history of all county vehicles. Includes work order number, dates, maintenance performed, mileage of vehicle, problem type, driver’s name, and action taken.
Retention: Retain for 1 year after disposition of vehicle and then destroy.

Suggested Primary Designation: Public.

(Approved 06/1991)

Vehicle Maintenance Records (SG 9-14)

These records document the inspection, repair and maintenance of government-owned vehicles. Information includes vehicle identification, usage, and related records.

Retention: Retain 3 years after disposition of asset and then destroy.

(Approved 01/2016)

Dreaming of your dream team? Find out how to bring key players together at our annual fall conference!

August 31, 2016 Leave a comment

Dreaming of your dream team? Find out how to bring key players together at our annual fall conference! This year’s theme is “Everyone Wins! Records Management Teamwork”. We chose this theme because we have received a lot of records management questions about how to:

  • get started managing records
  • build a records management team
  • train coworkers
  • use retention schedules
  • build a relationship with IT
  • transferring electronic records to the State Archives

All of these questions are about working as a team! Whether it is your chief administrative officer, records officer, or IT support, or office staff, everyone in your agency has a team role in records management. You cannot do it alone!

Bring your team on October 6th to get ideas on how to win more as a team! Attend in-person or participate online! 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“.

The conference will be held in an auditorium with stadium seating at the Miller Free Enterprise Center, 9750 S. 300 W. in Sandy, UT.

EverbodyWins_RecordsManagementTeamwork_StateArchivesConference

Dreaming of your dream team? Find out how to bring key players together at our annual fall conference! This year’s theme is “Everyone Wins! Records Management Teamwork”.