Spotlight on Tonya Smith, Utah State Hospital Records Officer

Kendra Yates Records Management, Records Officer Spotlights Leave a Comment

This month’s spotlight features Tonya Smith, the Medical Records Department Manager, Privacy Officer, and Records Officer for the Utah State Hospital, an inpatient psychiatric facility in Provo administered by the Department of Human Services. Tonya manages both paper and electronic patient medical records, as well as agency administrative documents. Tonya has been in this position for 17 of her 32 years working …

Do You Need Help Figuring Out Where Your Electronic Records Live?

Kendra Yates Electronic Records, Records Management Leave a Comment

Where do your electronic records live? Payroll and accounting systems, personnel records, building and permitting systems, and many other applications all play a role in the lifecycle of your records.  How do you manage those records in systems that were never designed to serve as long-term repositories? How do you keep the records secure, provide access to them appropriately, and …

Can I Send Records Stored on Non-Paper Media to the State Records Center?

Kendra Yates Records Management Leave a Comment

We received the following question from a records officer, and thought it might be helpful for all records managers to hear the answer. So here it is in ‘Dear Abby’ form: Dear Records Analyst, I am in the process of preparing boxes to send to the Records Center, but heard that I should not send cassette tapes, VHS, DVDs, CDs, …

Columbus E-Records Day

Rebekkah Shaw Records Management 5 Comments

It’s Columbus Day AND Electronic Records Day. In fourteen hundred ninety-two Columbus sailed the ocean blue. After that it’s best guess. The log of Christopher Columbus’s first voyage has not survived the journey of time. When he returned to Spain in 1543 he gave his log to his patrons Ferdinand of Aragon and Isabella of Castile in Barcelona. The queen …

Wondering what to do with your social media accounts? Texts? Emails?

Kendra Yates Electronic Records Leave a Comment

Happy Electronic Records Day! Are you wondering what to do with your social media accounts, texts, or emails? On this Electronic Records Day, consider these points to help keep your agency out of legal trouble and to ensure that critical records are preserved. Tips for Managing Electronic Communications in Government Content, not format is important. Just as you wouldn’t keep …

Upcoming Training Events

Rebekkah Shaw Records Management, Training Leave a Comment

To register for a training event, please click here. Logan, UT November 21, 2014 Management and Care of Historic Records 9:00 am to 12:00 pm This training will cover topics such as appraisal, retention, preservation, and access to historic records. Utah State University Library Conference Room 101 Salt Lake City, UT November 7, 2014 December 5, 2014 Basic Records Management …

Electronic Records Conference Materials

Rebekkah Shaw Records Management Leave a Comment

Thank you to everyone who attended the Electronic Records Conference. We had a great turnout and fantastic presenters! Thank you to Terry, Howard, Ron and Amy for sharing their experiences and expertise with us! You can now view the slides as well as Terry’s Technical Bulletin  on our website at: http://archives.utah.gov/recordsmanagement/training.html