Update: Correspondence General Schedules
Up for Public Comment for an Additional 30 Days
The proposed correspondence general retention schedules went before to the State Records Committee for approval on April 10, 2014, but were not approved. The Utah State Records Committee provided some clarity to the proposed description and moved to have the schedules up for review for another 30 days.
Below are the revised correspondence general retention schedules incorporating the guidance given by the State Records Committee. Changes are highlighted in blue. We welcome your input on these proposed schedules. Comments can be submitted through this post or by emailing email@example.com.
If you have questions regarding how to handle the retention of correspondence in the interim, please contact your records analyst at the State Archives:
Local Government Analyst: Renée Wilson, firstname.lastname@example.org or 801-531-3842
State Government Analyst: Kendra Yates, email@example.com or 801-531-3866
Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of an agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.
|Permanent. May be transferred to the State Archives.||Utah Code 9-7-101(8)(b)(2010) – not a publication. Utah Code 63G-2-301 (3)(h)(2013)- PUBLIC
Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.
|3 years and then destroy.||Utah Code 63G-2-301 (3)(h)(2013)- PUBLIC|
Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short-term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.
|Until administrative need ends and then destroy.||Utah Code 63G-2-301 (3)(h)(2013)- PUBLIC|