Classification and the Purpose of General Retention Schedules: RIM v. GRAMA

Rebekkah Shaw General Retention Schedules, GRAMA, Records Management Leave a Comment

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 …

The Sunshine Conference materials are now available on our website!

Rae Gifford Open Government, Records Management Leave a Comment

Did you miss our Sunshine Conference on March 13, 2018? Was there a session that you would really like to share with your co-workers? The materials and recordings from our Sunshine Conference are now available on the State Archives’ website. You can also access the videos from our YouTube channel. We hope that you will find these materials useful.   …

GRAMA Legislative Updates 2018

Rosemary Cundiff Legislative Updates, Open Government Leave a Comment

The 2018 Utah Legislature updated the Government Records Access and Management Act (GRAMA). These updates include additions to the list of items identified as not a record, specific additions to the list of protected records, and certain  procedural details. Not a record The Legislature modified the list of items that are not a record (Utah Code Section 63G-2-103(22)(b): child pornography is …

Spotlight on Tonya Smith, Utah State Hospital Records Officer

Kendra Yates Records Management, Records Officer Spotlights 1 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 …

2018 Records Management Training Schedule

Kendra Yates Electronic Records, General Retention Schedules, GRAMA, News and Events, Open Government, Records Access, Records Management, Training Leave a Comment

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 …

Endangered Data Week

Jim Kichas News and Events Leave a Comment

Endangered Data A healthy democracy relies on an active and informed citizenry, which in turn depends on transparent government and open access to information. Today, this reality is under constant threat, whether from the fragile nature of digital data or the ongoing risk that information can be easily removed from the public domain. Threats like these demand a greater awareness and accountability …

Transparency in the Archives

Rae Gifford News and Events Leave a Comment

Here at the Archives, we have a number of people that are focused on facilitating transparency in government. We took the time to speak with a few of them to see what they do. Rosemary Cundiff is our Government Records Ombudsman. Her days consist of helping the public understand how they can access current government records, helping government employees respond …

New GRAMA PDF on Archives Website

Renée Wilson Records Management Leave a Comment

We’ve created a new PDF of the complete GRAMA law (Utah Code 63G-2), which PDF is available at http://archives.utah.gov/recordsmanagement/CSS/grama.pdf (refresh the page if you see the old PDF). The new version contains: Updates with new legislation Links added for quick access to other laws, and between sections in the document Table of Contents added Indentation standardized for better visual comprehension Pages numbered Date …

Three New Schedules for Your Consideration

Rebekkah Shaw Records Management Leave a Comment

As part of the General Schedule Update Project, the Utah State Archives is proposing three new schedules for your consideration. We would like these to be submitted to the State Records Committee’s December 11th meeting. First is Animal Control. There are currently 11 county and 11 municipal schedules related to animal control. Can they all be combined into one? The …

Correspondence Webinar

Rebekkah Shaw Records Management Leave a Comment

The Utah State Archives is hosting a webinar on Friday, July 11th at noon. The topic to be discussed is “Using the New Correspondence Schedules”. All records officers, and their supervisors, will benefit from this training. We will review briefly the process by which the new schedules were created, review the new general schedules and discuss how they apply to …