Records and Information Management Month (RIMM) 2019 is here! To celebrate we are hosting a webinar each week in April. General Retention Schedules by Rebekkah Shaw and Heidi Steed, RIM Specialists at the Utah State Archives Wednesday, April 3, Noon-1:00 p.m. Rebekkah and Heidi will have a discussion about the general retention schedules–how they have changed, why they’re changing, and …
Utah State Archives and Historical Records
Does the Utah State Archives destroy historical records? There seems to be a pervasive rumor among governmental entities that the Utah State Archives and Records Service is in the business of microfilming and destroying permanent historic records. Let us set the record straight. According to Utah State Archives Assistant Director, Jim Kichas: in the latter half of the 20th century, …
Got Questions about Managing Email?
Start looking for answers here: we’ve published a new Email Management Guideline! The guideline was written by the Division of Archives and Records Service for Utah’s local and state government agencies. Find tips on: Creating an email management policy Applying the updated retention schedules to email Exporting emails from your system Using your system’s records management tools Complying with legal …
The Nuts and Bolts of Records Management
The class materials for the Records and Information Management (RIM) Conference on September 11, 2018, are now available on the Utah State Archives website: https://archives.utah.gov/recordsmanagement/event_materials/20180911-rim-conference.html The following are highlights from this year’s RIM Conference: Practical tips and solutions for your RIM program Implementing the General Retention Schedules (GRS) and your agency policy Email management practices Managing electronic records and ungoverned data Information …
Classification and the Purpose of General Retention Schedules: RIM v. GRAMA
There is something unique about records management in Utah, and it might be causing confusion. We have two meanings for the term classification. One comes from the Government Records Access and Management Act (GRAMA), the other from the records management profession. In GRAMA Most of the records officers we work with refer to classification as defined in GRAMA, which states …
New General Retention Schedule Interface!
We are live! The new general retention schedule search page is here! Please explore the filters and search features. Here’s what’s new: Disposition Authority. This is the new number assigned to the schedule. Comment on individual general retention schedules Suggest search terms for individual general retention schedules Search by keyword, title, general schedule number, retention Search all general retention schedules …
In one week: New General Retention Schedule Interface
In one week, the new general retention schedule interface will launch! On the new interface you’ll be able to: Search all general retention schedules at once Search by keyword, title, general schedule number Comment on individual general retention schedules Suggest search terms for individual general retention schedules We hope these new features will make it easier for you to find …
Big changes to General Retention Schedules
Big changes are coming for the general retention schedules! The Utah Division of Archives and Records Service has been working with stakeholders to update and consolidate general retention schedules since 2013. The next stage is to help record officers find general retention schedules more easily. Currently, general retention schedules are divided by categories under four government types: state, county, municipality, …
2018 Records Management Training Schedule
Utah’s Division of Archives and Records Service offers free records access and management training classes, webinars, and conferences to all governmental employees. Most classes are held in Salt Lake City, but we will have two regional trainings this year–one in Vernal and one in Richfield. We may also be able to provide training in your region upon request if you …
Municipal Schedules to be Removed in Update 4/4
Listed here are municipal financial retention schedules to be overwritten by the new financial schedules 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. …