Notarized vs. Certified Records

Rebekkah Shaw Records Management Leave a 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, …

Death Certificates for 1965 Indexed by Name

Gina Strack Digital Archives, News and Events Leave a Comment

Researchers may now search for death certificates by name for 1965. Thanks to our volunteers and staff, one may look for a death record by name, date, or county. Utah Death Certificate Index, 1904-1965 The death certificate collection was first released online in December 2006, covering 1904-1956 through a partnership with FamilySearch.  Since then, the Utah State Archives has added …

Updated GRAMA Law Posted

Renée Wilson Records Management Leave a Comment

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: with adjusted margins so you can print it out and hole-punch it, or with equal margins all around. The following sections of the law were updated (links are to the official legislative webpages): 63G-2-107. …

Newly Processed: April 2016

Gina Strack Finding Aids Leave a Comment

All public records at the Utah State Archives are accessible through the Research Center. However, once processed the records are easier to use with proper storage and fuller descriptions, including online series inventories. The following list includes record series that were processed during the month of April 2016: Bingham Canyon (Utah) Photographs, 1923-1978. District Court (Fourth District : Utah County) …

Upcoming Training Events

lorianneo Records Management Leave a Comment

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 …

New Financial General Schedules

Rebekkah Shaw General Retention Schedules, Records Management Leave a Comment

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 …

Defining Policy and Procedures Part 4

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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 …

New General Schedules for Your Input

Rebekkah Shaw General Retention Schedules, Records Management Leave a Comment

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 …

Defining Policy and Procedures Part 3

Rebekkah Shaw Records Management Leave a Comment

Today is part 3 of our Defining Policy and Procedures which will discuss procedures and processes.  Procedures, often confused with processes, work instruction, or guidelines, address the HOW.  These can be long and reviewed and updated regularly. The International Standards Organization defines Procedures as “a way of carrying out a process or activity”. Since process is in the definition, ‘process’ …