Our History: The Next 50 Years

Jim Kichas

This is the final post in our series celebrating our 50th anniversary as a distinct division in Utah government. While previous entries have explored the early years (and people) of the Utah State Archives and Records Service, today’s post will attempt to look ahead and project what the Utah State Archives and Records Service of 2069 might look like. Obviously …

ARO Spotlight: Student Data Privacy Team’s Records Retention Group

Rebekkah Shaw

It’s time to spotlight another team that is making records management part of their office culture. It’s a daunting goal, but they’re excited to meet the challenge! The Utah State Board of Education (USBE) takes its obligation to protect student information very seriously. The Student Data Privacy program’s focus is (among other things) to ensure that student data are protected, …

Team Work Makes a Project Work!: Spotlight on Virgin Town

Heidi Steed

Even small towns have a good amount of government business to record, and just like their larger municipal counterparts, finding space to store all of those records is a never ending challenge. In the Virgin Town Hall, a historic school house, managing limited storage space is especially important. Just over a year ago the upstairs storage room in the Virgin …

Gavel resting on table

Will the SRC approve your retention schedule?

Renée Wilson

Ever wonder if the Utah State Records Committee (SRC) will approve a retention schedule for your record series? Here are some ideas on the types of update requests that tend to be successful, and those that don’t.

The Utah State Records Center Security

Lisa Catano

The Utah Division of Archives and Records Service understands that an entirely paperless office is nearly impossible. Therefore, 6 years ago we moved and renovated the Utah State Records Center in order to provide a secure, offsite records storage facility for state and local government agencies. The Records Center can store 139,254 cubic feet of records for multiple agencies.   With …

Classification and Big Bucket Retention

Rebekkah Shaw

Co-authored by Archives and Records Service RIM Specialist Rebekkah Shaw and Chief Records Officer Kendra Yates.   We received feedback that record officers are confused about why we are consolidating the General Retention Schedules (GRS) and what a big bucket approach is. Why are the General Retention Schedules being consolidated? Back in July, we discussed what classification means in records and information management: …

Retention Talk- A few thoughts about updating your retention schedules

Rebekkah Shaw

When it comes time to update or create retention schedules, it can be overwhelming as you think about all the records your agency creates and maintains. Here are three tips (in no particular order) from our experience with records officers around the state! 1- Learn who actually deals with the records, and form a team in your office to discuss …

The Nuts and Bolts of Records Management

Sonny Dulfo

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 …

Spotlight on Kathy James, American Leadership Academy’s Records Officer

Rebekkah Shaw

Meet Kathy James, Records Manager, and registrar for American Leadership Academy. Carol has been managing the school’s records for 8 years. Jordan said “I am the registrar here at the academy. Part of my job is to collect, record, and store official documents for each of our 1,800 students. I also am responsible to make sure that there are multiple …