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Registration Openings Still Available for Upcoming Conferences

August 3, 2015 Leave a comment

Be sure to take advantage of these 2 free learning opportunities!

To register visit: archives.utah.gov

5LEConferenceFlyer_2015

Utah State Archives’ Records Management for Law Enforcement Conference

Records Management for Law Enforcement Agencies

The Utah State Archives has finalized the schedule for the law enforcement records management conference to be held on Thursday, September 3, 2015 from 9:00 a.m. to 3:30 p.m. The event will be hosted at the State Archives facility located at 346 S. Rio Grande Street, Salt Lake City, UT. Registration is available online at www.archives.utah.gov.

Please share this training opportunity with your colleagues. We want to have as many people participate as possible!

Presentation topics are as follows:

  • Opening Keynote Address: Records Officers Supporting Law Enforcement Officersby Lieutenant John Laursen (9:00 a.m. – 10:00 a.m.)
  • Updated Law Enforcement General Retention Schedules by Rebekkah Shaw, Utah State Archives (10:15 a.m. – 10:45 a.m.)
  • Agencies’ experience in using vendor databases for managing record information:(10:45 a.m. – Noon)
    • Spillman by Sherri Atwood and MaryAnn Bullock, Pleasant Grove Police Department
    • Versadex by TBD
    • FATPOT by Lt. Harley Watkins, Utah Highway Patrol
  • Records Sharing as Addressed by the Government Records Access Management Act (GRAMA) by Paul Tonks, Assistant Attorney General (Noon – 12:30 p.m.)
  • Discussion panel on body cameras monitored by Rosemary Cundiff, Utah State Archives (1:30 p.m. – 2:30 p.m.)
    • Paul Burnett, Saratoga Springs Police
    • Captain Brett Haycock, Weber County Sheriff
    • Lieutenant Alex Blauer, Utah Transit Authority Police
    • Representative Daniel McCay, House of Representatives
  • Closing Keynote Address: Knowing Where the Bodies Are Buried by Robert Kirby, a former police officer and author of End of Watch: Utah’s Murdered Police.  (9:00 a.m. – 10:00 a.m.)

Register here: www.archives.gov

A map to the Utah State Archives building is available here: http://archives.utah.gov/archives-building-map.html

Questions may be directed to Lorianne Ouderkirk at louderkirk@utah.gov or 801-531-3860.

Law Enforcement Conference Flyer_2015

Electronic Records Management for All Governmental Agencies

Most of the presentation topics and speakers have been finalized for the electronic records conference to be held on Thursday, October 22nd and the Capitol Hill State Office Building Auditorium. Program details are below.

11ElectronicRecordsConference_2015

Register here: www.archives.gov

A map to the State Office Building Auditorium is available here: Capitol Hill Complex

Electronic Records Conference Flyer_2015

Questions may be directed to Lorianne Ouderkirk at louderkirk@utah.gov or 801-531-3860.

Categories: Records Management

General Schedule for Your Input

July 30, 2015 1 comment

As part of the General Schedule Update Project, the Utah State Archives is proposing eight new schedules for your consideration. We would like these to be submitted to the State Records Committee’s August 13th meeting. Remember, there is no designation or classification of general schedules because that needs to be determined by the record series. Four of these schedules are meant for county sheriff, city police, as well as law enforcement records found in state government, including colleges and universities.

Schedule & Description Retention Existing Schedules Comments/Citations
-Special Education Records-
“All students with disabilities, who are between the ages of 3 and 22 and have not graduated from high school with a regular diploma, are entitled to a free, appropriate public education.” (Utah Code 53A-15-301(1)(a)(2015)) These records document the progress and participation of students or clients enrolled in special education programs. Information includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related records.
3 -5 years after graduation or services end. SD 16-1 34 CFR 300.562 (Access) 34 CFR 99 (parents rights)34 CFR 300.561(3) summary of policies/procedures regarding retention and destruction. Notice given to parents.34 CFR 300.537 (information can be destroyed at parents request provided the information is not needed to provide educational services to the child)IEP, assessment plans/reports, communication to/from parents, transition plans, behavior support plans, psycho-educational reports,
-Purchasing Records-
-Contract Purchasing Records-
These records document contractual agreements for products or services. Records may include preliminary requirements, contractor payroll records, bids, and the signed contract.
Retention:7 years after project completed and warranties expire.Disposition:
Destroy
MUN 10-6, 10-7, 10-12CNT 9-2, 9-12, SG 13-4, 13-5, 13-6, 13-8 Statute of Limitations for contracts applies: Utah Code 78B-2-309(2)
-Law Enforcement Schedules-  
-Dispatch and Patrol Records-Records document the actions of dispatch and law officers on duty. Information may include reviewed video or audio recordings not part of a larger case file. Incidents requiring further evaluation are not included. Retention:
1-90 days
Disposition:
Destroy
CNT 16-15 Questionable recordings: 2 years. MUN 21-60See also Daily Activity Records SG 17-3
-Criminal History Records-
These are complete histories of arrested individuals which provide complete name, alias, nickname, residence, complete physical description, date of arrest, offense committed, and occupation. They are used for department investigations, statistics and information.
Retain 75 years and then destroy MUN 21-7, 21-12,
CNT 16-4, 16-12, 16-22, 16-57
Case files/case reports. PC statement (what some call the initial report, part of booking records) 85 years unless expunged, bookings. Criminal history packets, ‘booking file’-Expungement is an access issue, not retention.-This schedule does not include the State Prison
If BCI or the court has the record copy, retain for administrative need? (MUN 21-12 & CNT 16-57)
-Arrest Records-
These are records of prisoners confined in jail. They include the prisoner’s name, alias, sheriff’s office number, booking number, offense, address, arresting officer’s name, date committed, term of sentence, and discharge date.
Retain 10 years after last release and then destroy MUN 21-3CNT 16-2 These are not part of case files/case reports/booking files (each office calls the file something different).-Expungement is an access issue, not retention.-Includes initial report, arrest report-This schedule does not include the State Prison

Most current schedules say “if not part of case file, but everything is part of a case file”

-Mug Shot Records-
These are photographs and descriptions of arrested individuals which provide complete name, alias, physical description, date of arrest, and offense committed. Booking information may be included.
Permanent.
Retain 75 years and then transfer to Archives.
MUN 21-36CNT 16-32, 16-38 Mug shots/booking
-Expungement is an access issue, not retention.
-These records have genealogical research value

Submit Nominations for The Utah State Archives’ Excellence in Information Governance Award

July 29, 2015 Leave a comment

Announcement: Electronic Records Conference Scheduled for October 22, 2015

July 27, 2015 Leave a comment

The Utah State Archives will be hosting its annual Electronic Records Conference on Thursday, October 22, 2015. The theme for this year’s conference is Managing Electronic Records: From Ideas to Action. Program details are below. Registration is available online at http://axaem.archives.utah.gov/cgi-bin/traininglist.cgi.

11ElectronicRecordsConference_201511ElectronicRecordsConference_2015

Questions can be directed to Lorianne Ouderkirk at louderkirk@utah.gov or 801-531-3860.

Categories: Records Management

Update: Law Enforcement Records Management Conference Schedule Finalized

July 22, 2015 Leave a comment

The Utah State Archives has finalized the schedule for the law enforcement records management conference to be held on Thursday, September 3, 2015 from 9:00 a.m. to 3:30 p.m. The event will be hosted at the State Archives facility located at 346 S. Rio Grande Street, Salt Lake City, UT. Registration is available online at www.archives.utah.gov.

Please share this training opportunity with your colleagues. We want to have as many people participate as possible!

Presentation topics are as follows:

  • Opening Keynote Address: Records Officers Supporting Law Enforcement Officers by Lieutenant John Laursen (9:00 a.m. – 10:00 a.m.)
  • Updated Law Enforcement General Retention Schedules by Rebekkah Shaw, Utah State Archives (10:15 a.m. – 10:45 a.m.)
  • Agencies’ experience in using vendor databases for managing record information: (10:45 a.m. – Noon)
    • Spillman by Sherri Atwood and MaryAnn Bullock, Pleasant Grove Police Department
    • Versadex by TBD
    • FATPOT by Lt. Harley Watkins, Utah Highway Patrol
  • Records Sharing as Addressed by the Government Records Access Management Act (GRAMA) by Paul Tonks, Assistant Attorney General (Noon – 12:30 p.m.)
  • Discussion panel on body cameras monitored by Rosemary Cundiff, Utah State Archives (1:30 p.m. – 2:30 p.m.)
    • Paul Burnett, Saratoga Springs Police
    • Captain Brett Haycock, Weber County Sheriff
    • Lieutenant Alex Blauer, Utah Transit Authority Police
    • Representative Daniel McCay, House of Representatives
  • Closing Keynote Address: Knowing Where the Bodies Are Buried by Robert Kirby, a former police officer and author of End of Watch: Utah’s Murdered Police.  (9:00 a.m. – 10:00 a.m.)

A map to the Utah State Archives building is available here: http://archives.utah.gov/archives-building-map.html

Questions may be directed to Lorianne Ouderkirk at louderkirk@utah.gov or 801-531-3860.

Law Enforcement Conference Flyer_2015

5LEConferenceFlyer_2015

Categories: Records Management

SRC Retention Schedule Report

Six proposed general retention schedules were heard by the State Records Committee today and approved. 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.

Upcoming Training Events: July through December 2015

July 2, 2015 Leave a comment

Upcoming Events

July through December 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.

Archives Hosted Conferences

Law Enforcement Records Management Conference
Conference that focuses specifically on managing law enforcement records. The theme for this year’s conference is Law Enforcement Information Governance: Leading the Way in a Changing World. Key note address by Lt. John Laursen of the Uintah County Sheriff department, and Robert Kirby author of End of the Watch: Utah’s Murdered Police. Additional presentation topics include retention schedules, records management databases, and body cameras. Additional information is available here on this flyer. Register for the conference on the Archives’ website.

  • September 3, 2015

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

Electronic Records 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. Register for the conference on the Archives’ website.

  • 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.

  • August 6, 2015
  • November 3, 2015
  • December 3, 2015

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

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

  • August 27, 2015

Castle Dale City Hall
65 E. 100 N.
Castle Dale, UT 84513

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.

  • November 3, 2015
  • December 3, 2015

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

Castle Dale, UT. 1:00 p.m. to 4:00 p.m.

  • August 27,2015

Castle Dale City Hall
65 E. 100 N.
Castle Dale, UT 84513

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

Categories: Records Management
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