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Notarized vs. Certified Records

May 18, 2016 1 comment

Today, let’s look at the difference between a notarized and certified record.

A notarized record is simply a record signed in the presence of a notary.

Records are notarized to prevent fraud, as the notary ensures those signing a document have verified their identity. The notary then signs and attaches their seal to the record. After the record is signed, a notary certificate is attached to the record. Notaries do not authenticate the contents of the record.

A certified record is a copy of an original record verified to be a genuine copy and may be used as the original.

A record can be certified by a notary and other government officials. According to the Lieutenant Governor’s Office, only “[n]otaries, county recorders, custodians of vital records, and certain other public officers [such as court clerks] may officially certify copies as agents of the government.” (https://notary.utah.gov/faqs/ )  These would have some sort of official seal on the record, other than a notary seal. A certified copy does not ensure the original is genuine, only that it is a true copy of the primary document.

For example, a birth certificate could be notarized IF the doctor and parents signed the certificate in the presence of a notary. That would be a lot of work. It is more common to get a certified copy of a birth certificate. An original birth certificate would be copied by a vital records custodian.

We hope to assist record officers in the meaning of some commonly used, and commonly misused terms found in information management. Please comment below to give us suggestions for future posts!

Updated GRAMA Law Posted

We’ve updated our GRAMA PDF to reflect the latest changes to the law, and the new document is available on our website.  We created two versions this time:

The following sections of the law were updated (links are to the official legislative webpages):

 

GRAMA Law (for printing)

GRAMA Law (equal margins)

Categories: Records Management

Spotlight On: Richfield City

May 11, 2016 Leave a comment

SPOTLIGHT_Richfield

Categories: Records Management

Upcoming Training Events

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.

Registration links for events sponsored by an outside professional organization are included. The cost of participation is determined by the organization. Contact the organization directly for registration information.

 

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.

Parowan, UT. 9:00 a.m. to 3:00 p.m.

  • June 30, 2016

Parowan City Building
35 E. 100 S.
Parowan, UT 84761

Salt Lake City, UT. 9:00 p.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.

  • June 30, 2016

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

St. George, UT. 1:00 p.m. to 3:00 p.m.

  • May 26, 2016

City Council Chambers
175 E. 200 N.
St. George, UT 84770
Please park across the street in the parking lot for the City Commons Building.

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

Basic Records Management I: Records Management [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.

Basic Records Management II: Managing Electronic Correspondence Records
This class builds on basic records management principles with a focus on managing electronic correspondence records. Topics include identifying records, record retention, potential management and storage options, as well as best practices for establishing policy and training staff. 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.

  • June 30, 2016
  • August 4, 2016

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

St. George, UT. 9:00 a.m. to Noon

  • May 26, 2016

City Council Chambers
175 E. 200 N.
St. George, UT 84770
Please park across the street in the parking lot for the City Commons Building.

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

Non-Archives Sponsored Trainings

Utah ARMA Chapter
Tour of State History Department Collections
May 19, 2016
Visit our website at http://www.armautah.org to learn more and to register.

Symposium of the Old West
Uintah County Regional History Center
June 16-18, 2016
Vernal, UT
2016 Symposium of the Old West

Symposium of the Old West

Categories: Records Management

New Financial General Schedules

We’re going to try a new look to post general schedules on the blog. Instead of posting all of the schedule numbers, this post only has the new schedules, but each existing general schedule, with its retention, are attached if you want to review those.
These schedules have been previously posted, therefore they have already been added to the State Records Committee’s May 12th meeting agenda. Remember, there is no designation or classification of general schedules because you determine that by your own record series. You can submit comments on this blog, to Rebekkah Shaw at rshaw@utah.gov and at the meeting May 12th.

To see what existing general schedules will be overwritten by the general schedules listed, please check out the Financial Crosswalk. (Click the link to view the document.)


-Accounts Receivable Records-

These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Records related to trust and contracts are maintained under a separate schedule.

Retention: Between 4-7 years and then destroy.

 

-Accounts Payable Records-

These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Records related to trust and contracts are maintained under a separate schedule.

Retention: Between 4-7 years and then destroy.

 

-Budget Records-

These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.

Retention: Between 4-7 years and then destroy.

 

– Annual Financial Budget –

The budget is a plan for financial operations for a fiscal year. It may be certified by a budget officer and filed with the state auditor.

Retention: Permanent. Transfer to the Archives.

 

– Trust Financial Records –

These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.

Retention: Between 4-7 years after final action and then destroy.

 

– Grant and Other Federal Financial Assistance Records-

These records document grants received by governmental entities, which may contain applications, notice of award, program reports, correspondence, and related records.

Retention: Between 3-8 years after final action and then destroy.

 

– Grant Final Reports-

These records are reports prepared and submitted on grants received by governmental entities on grants received. Information may include statistics, narrative, activities, and accomplishments.

Retention: Until final action or disposition of asset and then destroy.

Defining Policy and Procedures Part 4

April 25, 2016 Leave a comment

Today is part 4 of our Defining Policy and Procedures which will discuss guidelines and work instructions.  Guidelines “are the steps that are taken to achieve objectives and implement policies. Guidelines clarify what should be done and how.” (ISO) While this may sound like a procedure, it’s not the same. Procedures are mandated and provide required consistency. Guidelines are not mandated. Rather, they can be recommendations, or tips for implementing procedures. They are interpretive, providing additional information.

For example, your guidelines for digitizing records may recommend certain settings. Your organization’s decision regarding which setting is to be used are the procedures.

A work instruction is most often used by IT departments. ISO says “a work instruction describes how to perform a task, which is a more detailed portion of [a] procedure.” It has a sequence of steps to execute a specific task. This is more detailed than procedures, and more specific than guidelines. These are often provided in training to reduce mistakes.

Guideline

New General Schedules for Your Input

April 19, 2016 5 comments

As part of the General Schedule Update Project, the Utah State Archives is proposing new financial schedules for your consideration. We would like to submit this schedule to the State Records Committee’s May 12th meeting. Remember, there is no designation or classification of general schedules because that needs to be determined by the record series.

Schedule & Description Existing GRS Retention
Financial Records
-Accounts Receivable Records-

These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Records related to trust and contracts are maintained under a separate schedule.

State Schedule (SG) 7-2, 7-9, 7-13, 7-14, 7-15,  7-25, 7-33,  7-36, 7-40, 7-41, 7-52, 7-54, 7-55, 10-19, 13-1, 13-2, 13-4, 13-5, 13-7, 13-8, 13-11, 13-12, 13-16,
School District Schedule (SD) 1-16,
County Schedule (CNT) 5-5, 5-6, 5-11, 5-10, 5-11, 5-12, 5-13, 5-14, 5-15, 5-17, 5-33,Municipal Schedule (MUN) 5-6, 5-7, 5-11,
Retention:

4-7 years

Disposition:
Destroy

-Accounts Payable Records-

These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Records related to trust and contracts are maintained under a separate schedule.

SG 7-19, 7-20, 7-25, 7-30, 7-33, 7-35, 7-38, 7-40, 7-43, 7-44, 7-47, 7-48, 7-50, 7-52, 7-53, 7-55, 10-19, 10-20, 13-1, 13-2, 13-4, 13-5, 13-7, 13-8, 13-11, 13-12, 13-16, CNT 5-7, 5-8, 5-9, 5-10, 5-12, 5-13, 5-14, 5-15, 5-16,  5-18, 5-25, 5-26, 5-27, 5-28, 5-29, 5-30, 5-33, 9-1, 9-4, 9-11, 9-14; MUN 5-9, 5-14, 5-15, 5-26, 5-34; SD 5-30, 5-31 Retention:

4-7 years

Disposition:
Destroy

-Budget Records-

These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.

SG 2-2, 2-5, 2-6, 2-7, 2-8, 7-16, 7-25, 7-33, 7-38, 7-52, 7-55, 10-2, 10-21, 10-22, CNT 3-2, 3-3, 3-4, 3-5, 3-6, 3-7, 3-8, 3-9, 7-2, MUN 3-2, 3-3, 3-4, 3-5, 3-6,  3-7, 3-8, 3-9, 3-10, 8-2,  SD 6-2  Retention:

4-7 years

Disposition:
Destroy

– Annual Financial Budget –

The budget is a plan for financial operations for a fiscal year. It may be certified by a budget officer and filed with the state auditor.

CNT 3-1, 5-3, 13-8
MUN 3-1,
Permanent
– Trust Financial Records –

These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.

New Retention:

4-7 years after final action

Disposition:
Destroy

– Grant and Other Federal Financial Assistance Records-

These records document grants received by governmental entities, which may contain applications, notice of award, program reports, correspondence, and related records.

SG 2-3, 2-9, 2-10, 2-12?
CNTY 1-45, 1-39?, 28-14? 28-15?, 30-7MUN 1-47, 1-43?, 20-14, 22-18, 24-13, 24-14, 25-10SD 1-33?
Retention:

3-8 years after final action or disposition of asset

Disposition:
Destroy

– Grant Final Reports-

These records are reports prepared and submitted on grants received by governmental entities on grants received. Information may include statistics, narrative, activities, and accomplishments.

SG 2-4

CNTY 28-15?, 30-8?

MUN 1-48, 1-9, 20-15, 24-4, 24-7, 24-8

Retention:
Until final action or disposition of asset
Disposition:
Transfer to Archives
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