Upcoming Training

Rebekkah Shaw Records Management, Training

The following is a list of August training events offered at the Utah State Archives located downtown Salt Lake City. All employees of a governmental entity are invited to participate, especially records officers, chief administrative officers, information technology specialists, and legal advisors. Instructions on how to register for Archives’ events can be found here. Utah State Archives’ training events are free of …

New General Retention Schedule Approved

Rebekkah Shaw General Retention Schedules, Records Management

The State Records Committee approved a new general retention schedule this month: Substance Use Disorder Records These records document the planning and treatment of substance use disorder clients. Information includes assessments, evaluations, clinical and physician notes, employment records, visiting arrangements, and related records. Retention & Disposition is 10 years after case is closed and then destroy. To hear the discussion …

Spotlight On: Alison Merchant

Rebekkah Shaw Records Management, Records Officer Spotlights

This month we are spotlighting Alison Merchant, a receptionist and records officer at Sevier School District. Alison has been a record officer for three years, in addition to her full-time job. She works on records management whenever she can. The most challenging part of her job is finding records for Downwinder claims. If an individual graduated from high school, there …

Today’s Online Training: Records Management Essentials and Public Records Requests

Rebekkah Shaw Records Management, Training

9 AM-12 PM: Records Management Essentials: http://bit.ly/2sByEUI This class covers best practices and legal responsibilities of government agencies in managing records, as well as practical steps for implementing a records management program and resources that are available through the State Archives. 1 PM-4 PM: Records Access: Public Records Requests: http://bit.ly/2tOsvEe This class focuses on the basics of GRAMA, including records classification, records …

How to retrieve records from the State Records Center

Rebekkah Shaw Records Management

Although government records stored at the State Records Center in Clearfield are no longer actively referenced within your office (meaning they are used less than once a month), you may recall them whenever needed. This happens for a variety of reasons: There may be a GRAMA request for records that are housed in the State Records Center, a student may …

How to send records to the State Records Center

Rebekkah Shaw Records Management

Government records may be stored at the State Records Center in Clearfield when they are no longer actively referenced within your office (used less than once a month). This allows your agency to maintain ownership while using free off-site storage. Once you’ve completed a Records Transfer Sheet (RTS) online, you can coordinate with the Record Center staff to deliver your …

April SRC Retention Schedule Report

Rebekkah Shaw General Retention Schedules, Records Management

The previously posted general schedule was heard by the State Records Committee today and approved. This general schedule was 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 …

Spotlight On: Zane Woolstenhulme

Rebekkah Shaw Records Management, Records Officer Spotlights

Zane Woolstenhulme is the Business Administrator for the Ogden City School District. In his position he responds to GRAMA and HIPAA requests. Zane has been a records officer for 29 years. He served in South Summit School District and Logan School District before working for Ogden School District. Among the statutory responsibilities of the business administrator is the responsibility to have …

What is the State Records Center?

Rebekkah Shaw Records Management

As a records officer, you have probably heard about or used the State Records Center (Records Center) in Clearfield. Often the Records Center is mistaken for the State Archives and Records Service (Archives) building in downtown Salt Lake City. The Records Center is part of the Utah Division of Archives and Records Service, meaning it is managed by Archives staff, …

State General Retention Schedule Updates

Rebekkah Shaw General Retention Schedules, Records Management

Listed here are six state financial retention schedules to be overwritten by the new financial schedule approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website. The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. …