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Posts Tagged ‘GRAMA training’

Spotlight on Records Officer

March 31, 2015 1 comment

Spotlight

Gina Proctor has worked for the Department of Corrections for 10 years and is responsible for managing all GRAMA requests coming into the Department. This is a big job as the Department of Corrections handled 5,499 GRAMA requests last year alone!

It was a rough start and her office of two was overwhelmed with the volume, expectation, and requirements of GRAMA. To meet the challenge, Gina went back to school and earned her paralegal degree.Gina_Proctor

As the GRAMA officer Gina is responsible for training contacts in each division in regard to the GRAMA statute, department policies, administrative rules, records management and how to write GRAMA responses. Now there are about twelve GRAMA contacts throughout the department whom she contacts daily. She praised the work they do in addition to their other duties, saying they are “incredibly organized, patient, and diligent”. Gina recalled the Department typically handles “between 80-100 Inmate requests per week and have done so for several years.  This doesn’t account for the Utah government agency requests, former offender, current probationer and parolee requests or private citizens, students needing research, private company requests for data, or media requests or the Appeals.“

When asked what advice she’d offer other GRAMA officers, Gina said, “I don’t think GRAMA is something one person can do alone.  For us, it takes a team of well trained, self-motivated, organized, and diligent people.  One more thing…be patient with yourself.  You learn as you go and it gets easier and makes more sense. When you have the opportunity to have a hearing before the State Records Committee listen to their discussions as they make their decisions.  You learn a lot that helps guide you on future requests for similar types of records.  Treat your experience before the Committee as a learning experience.  Also, read their previous decisions on their website too.  I’d recommend calling Ombudsman Rosemary Cundiff with questions as well.  She’s a great resource!“

You do great work, Gina! We salute you.

Upcoming Events

December 3, 2014 2 comments

To register for a training event, please click here.

Salt Lake City, UT

  • December 5, 2014

Basic Records Management I: Records Management 9:00 am to 12:00 pm

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.

Utah State Archives Courtyard Training Room
346 S Rio Grande St

Records Access I: Public Records Requests 1:00 pm to 4:00 pm

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 will not be administered during the in-person training.

Utah State Archives Courtyard Training Room
346 S Rio Grande St

ARMA, Salt Lake City Chapter

Holiday Party

  • December 18, 2014

Contact Susan Mumford at susan.mumford@gmail.com for details.

Categories: Training Tags: , ,

Spotlight on Records Officers

October 2, 2014 3 comments

JerrianneKolby_AnnaBoynton_SPOTLIGHT

Jerrianne_Anna_1

Jerrianne Kolby (left) and Anna Boynton (right) share feedback received from program directors in the Department of Public Safety, Division of Emergency Management.

JerrianneKolby_AnnaBoynton_SPOTLIGHT

Good work Jerrianne and Anna! We salute you.

Upcoming Events: October – December

August 29, 2014 Leave a comment

Upcoming Events

October to December 2014

October 2014

Electronic Records Conference
Annual fall conference with presentation focusing on care and management of electronic records.
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
October 3, 2014, 9:30 a.m.-3:00 p.m. Theme: Technology Working for You
The schedule is currently as follows:
9:30-10:30: Terry B. Nelson, Former Director, Salt Lake County Records Management & Archives Division
Topic: Managing Electronic Records
10:40-11:40: Howard Loos, Brigham Young University Records Manager
Topic: Electronic Records Management as Technology Changes
11:50-1:00: lunch
1:00-2:00: Ron Bowmaster, Director, IT Division at Utah State Courts
Topic: Developing an Electronic Record System In House, CORIS
2:00-2:30: Sandy Baxter, Health Information Manager, Department of Human Services
Topic: Using eFile Cabinet
2:30-3:00: TBA

November 2014

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
November 7, 2014, 9:00 a.m.-Noon. Topic: Basic Records Management I: Records Management
November 7, 2014 1:00 p.m.-4:00 p.m.: Records Access I: Public Records Requests

December 2014

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
December 5, 2014, 9:00 a.m.-Noon. Topic: Basic Records Management I: Records Management

Correspondence Webinar

July 2, 2014 8 comments

The Utah State Archives is hosting a webinar on Friday, July 11th at noon. The topic to be discussed is “Using the New Correspondence Schedules”. All records officers, and their supervisors, will benefit from this training. We will review briefly the process by which the new schedules were created, review the new general schedules and discuss how they apply to email.

The Utah State Archives is in the process of updating all general records retention schedules in order to have meaningful, relevant retention schedules that reflect current practices of governmental entities regardless of agency type. The end goal of the general schedule updates is to have everything under one state-wide general schedule. For this reason, all new schedules are posted under the state general schedule rather than creating duplicates under all four agency type schedules. This means that new general retention schedules apply to state, county, municipal, school district, and special service district entities. To reduce confusion and to assist records officers in finding the new schedules, when new state schedules are created we will add a hyperlink under former municipal, county, and school district schedules to the newly approved schedules.

The webinar on Friday, July 11th will be live using the online join.me screen share. To register for the event, please register on the Archives’ website under Lunch ‘n’ Learn, “Correspondence Retention Schedules”, http://archives.state.ut.us/cgi-bin/traininglist.cgi. A link to the webinar will be sent to registrants one day prior to the event. Only an Internet connection is required to participate, a phone line is not required.

Bring your questions and concerns and we’ll cover as much as we can!

Quarterly Events: October to December 2013

October 9, 2013 Comments off

Quarterly Events

October to December 2013

October 2013

Lunch ‘n’ Learn
Lunch ‘n’ Learn sessions are live, online sessions. A link to the session will be sent to participants two days prior to the event. To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Oct 18, 2013, 12:00 p.m.-1:00 p.m. Topic: Meet the Government Records Ombudsman
Rosemary Cundiff is the government records ombudsman. In that role, she is responsible to assist anyone who is either making or responding to a records request or who is filing an appeal related to a records request. She can also mediate disputes.

Oct 23, 2013, 2:00 p.m.-3:00 p.m. Topic: Student Retention Schedules
Student records general retention schedules were updated in August 2013. This training will review changes made to the schedules and how to use the new schedules. This training session is mainly for school record officers but anyone is welcome to participate.

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi
Oct 22, 2013, 9:00 a.m.-12:00 p.m. Topic: Basic Records Management I: Records Management

Oct 23, 2013, 9:00 a.m.-11:00 a.m. Topic: Basic Records Managment III: Gmail Training for State Employees

Archives Month Presentations (utaharchivesmonth.org)
Utah Archives Month is an annual celebration held during the month of October that showcases public and private archival collections throughout Utah. All events are free and open to the public. For more information please visit our website at http://www.utaharchivesmonth.org. No registration required to attend events.

October 21, Noon-1:00 p.m. Val Holley:25th Street Confidential

October 24, Noon-1:00 p.m. Ann Torrence:U.S. Highway 89

October 28, Noon-1:00 p.m. Robert Keiter:To Conserve Unimpaired

November 2013

Lunch ‘n’ Learn
Lunch ‘n’ Learn sessions are live, online sessions. A link to the session will be sent to participants two days prior to the event. To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Nov 22, 2013, 12:00 p.m.-1:00 p.m. Topic: Utah State Archives’ Micrographic Services

In-Person Training Events
To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Nov 8, 2013, 9:00 a.m.-12:00 p.m. Topic: Management and Care of Historic Records (Held at Snow College)
Nov 19, 2013, 9:00 a.m.-12:00 p.m. Topic: Basic Records Management I: Records Management
Nov 19, 2013, 1:00 p.m.-4:00 p.m. Topic: Records Access I: Public Records Request

Best Practices Exchange
The Best Practices Exchange is a national conference that is being hosted by the Utah State Archives, November 13-15, 2013. Register now at http://www.bpexchange.org/ for this outstanding program. Plus, independent filmmakers, students, and instructors may also sign up for the special seminar from digital film preservation expert Milt Shefter. Also see the program with session topics and speakers for an idea of what is planned.

Visiting Salt Lake City from afar? Hotel registration with the conference rate (recently reduced!) at the Radisson ends October 19. Make your reservations now at http://www.radisson.com/saltlakecity/BPE.

December 2013

Lunch ‘n’ Learn
Lunch ‘n’ Learn sessions are live, online sessions. A link to the session will be sent to participants two days prior to the event. To register visit: http://archives.state.ut.us/cgi-bin/traininglist.cgi

Dec 13, 2013, 12:00 p.m.-1:00 p.m. Topic: How to Use the General Retention Schedules

Webinar for Student General Schedules

October 2, 2013 Comments off

The Utah State Archives is hosting a webinar on Wednesday October 23th at 2:00pm. The topic to be discussed is “Using the New Student General Schedules”. All school district and charter school records officers, and their supervisors, will benefit from this training. We will review the new general schedules for student records and how to reconcile the new schedules with the old schedules. There will also be a brief training of how to use the Archives website to find the general schedules and your own record series.

This webinar will be live using the online join.me screen share. To register for the event, please register on the Archives’ website under Lunch n’ Learn, “Student Retention Schedules”, http://archives.state.ut.us/cgi-bin/traininglist.cgi. A link to the webinar will be sent to registrants one day prior to the event. Only an Internet connection is required to participate, a phone line is not required.

We hope that by making this meeting available online more school districts and charter schools from across the state will be able to participate. Bring your questions and concerns and we’ll cover as much as we can!

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