We are launching a new interface for chief administrative officers (CAOs) to review and edit their agency and records officer information. All chief administrative officers should receive an email with the subject line “Annual Review of Agency Information.” The email requests that they open the link, review their agency and records officer information, make corrections if necessary, and then acknowledge that their review is complete. Below are detailed instructions for navigating the new interface. 

 Instructions for Updating Records Officer Information

 

1      Click on the link provided in the e-mail

You will be taken to the Chief Administrative Officer Review main page where you will see a list of agencies that you are responsible for, and a corresponding list of records officers assigned to each agency for which you are responsible.

2      IF everything looks correct:

Select the “Review Complete” button at the bottom of the page.

You are done.

3      IF you need to edit records officer information (name spelling, phone number, etc.):

***Note: Do NOT use this procedure to change the person that is assigned to the agency. Each person has a unique profile ID that must remain their own. To remove the listed records officer and assign a new records officer, proceed to subsequent sections of these instructions.***

Select records officer’s name from the list.

Input updated information.

Select the “Submit Edits” button.

Select the “Proceed” button. You will be taken back to the main page.

Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

4      IF you need to remove a records officer or change the agencies to which he/she is assigned:

Select records officer’s name from the list.

Select the “Agency Assignments” button.
You may Add or Remove the records officer from any agency for which you are the chief administrative officer by selecting the appropriate link.

Then select the “Done with assignments” button at the top or bottom of the page.

Select the “Back” button when you have finished editing the individual’s assigned agencies. You will be taken back to the main page.

Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

5      IF you need to add a records officer that is not listed:

Select the “Designate Records Officers” button.

Select the desired individual from the drop-down list.

If the person is not listed in the drop-down list, choose “Add someone new to the list.”

Input the new person’s name, email address, telephone number, address, and assigned agency (from the drop-down menu).

Select the “Submit” button. You will be taken back to the main page.

Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

Instructions for Updating Agency Information

 

1      IF you need to change the agencies over which you are the CAO:

Contact a records analyst at the State Archives at 801-531-3863 or recordstraining@utah.gov.

 

2      IF you need to correct the name, address, website URL, or phone number of your agency:

Select the agency in question from the list of agencies on the main page.

Input the updated information.

Select the “Submit Edits” button. You will be taken back to the main page.

Agency name changes will not be immediately implemented in the database as they must first be reviewed by a records analyst at the State Archives.

Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

3      IF you need to correct the organizational hierarchy of your agency:

From the list of agencies on the main page, select the agency that is incorrectly placed.

Open the dropdown menu in the Parent Agency field.

Select the parent agency under which the agency should be situated.

Select the “Submit Edits” button.

Select the “Proceed” button. You will be taken back to the main page.

Hierarchy changes will not be immediately implemented in the database as they must first be reviewed by a records analyst at the State Archives.

Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

*      IF you have questions or concerns:

Please contact a records analyst at the State Archives at 801-531-3863 or recordsmanagement@utah.gov.