New Artifacts General Schedule!

November 28, 2016 2 comments

A guest post by James Kichas.

While the Utah State Archives’ focus is on the management and preservation of government records, there are other forms that the State’s history can take. One of these is artifacts. Whether they are artifacts that help tell the story of a governmental entity, or artifacts given to the people of Utah (often through a chief executive) in trust, artifacts exist and require adequate documentation to ensure their ongoing preservation. Up to this point in time the Utah State Archives has lacked the formal tools, and processes, to effectively document and track the existence of the various artifacts that embody the history of Utah government.

artifact-1

An example of a historic artifact given to Governor Mike Leavitt that is currently on loan by the Archives to SUU.

A review of Utah’s Public Records Management Act (PRMA) provides a mandate for Utah State Archives to perform the function of scheduling and tracking historical artifacts. Section 63A-12-103(10) of PRMA states:

The chief administrative officer of each governmental entity shall:

(10) establish and report to the state archives retention schedules for objects that the governmental entity determines are not defined as a record under Section 63G-2-103, but that have historical or evidentiary value.

Based on this mandate, archivists and records analysts at the Utah State Archives have collaborated on the creation of a general schedule that can be applied to government artifacts. This general schedule reads:

SG 19-1 Artifacts
These artifacts are objects that have special historical significance because of their historic or evidentiary value and their association with the function and activity of a governmental entity. Governmental entities work with the Division of Archives to ensure that these historical objects are properly documented and preserved. (Utah Code 63A-12-103(10)(2016)
Retention: Permanent. May transfer to the Archives.

This schedule is currently open for public comment and will be presented to the State Records Committee (SRC) for review and approval at the next SRC meeting, held on December 8th, 2016.

artifact-2

An artifact given to Governor Mike Leavitt that is currently on loan by the Archives to SUU.

If approved by the SRC, the staff of the Archives will begin crafting internal policy focused on the specific application and use of this general schedule. With a general schedule and clear policy in place, the Utah State Archives will be in a position to both retroactively schedule artifacts that are known to exist, as well as ensure the preservation and protection of the State’s artifactual history in the future.

Records Access II: Focus Group Discussion-Dec. 1, 2016

November 23, 2016 3 comments

The State Archives is excited to offer the third Records Access II: Focus Group Discussion on December 1, 2016, from 9:00 a.m. to 11:00 a.m.  This is an informal class with the objective to discuss GRAMA questions, State Records Committee (SRC) rulings, and share best practices among fellow records officers.

Available to answer your GRAMA questions and concerns will be two very knowledgeable experts-Paul Tonks the Committee’s legal counsel, and Rosemary Cundiff, the government records ombudsman.

If you would like to participate and are unable to attend in person, we will have a conference line for you to connect telephonically.  Please contact Nova Dubovik, ndubovik@utah.gov, 801-531-3834, for instructions on how to connect.

To Sign Up: http://axaem.archives.utah.gov/cgi-bin/traininglist.cgi

Dec 1, 2016, 9:00 am-11:00 am
Utah State Archives Courtyard Training Room
346 S Rio Grande St
Salt Lake City, UT 84101

Are you Puzzled about Long-term Preservation of Electronic Records?

November 18, 2016 Leave a comment

Free Practical Digital Preservation Training

 

We know many of our record officers are looking for more information about managing electronic records. The Council of State Archives (CoSA) and Preservica have come together to provide even more training webinars for managers, information officers, and records officers.  CoSA’s Press Release defines their Online Briefings Program as follows:

“How‐To” Webinar Series

For Practitioners at State Archives and Agencies
These webinars furnish practical information for archivists and records managers who work with electronic records and will include speakers from state archives or other government organizations who have direct experience with the topic at hand.

Digital Preservation Storage Choices (Dec. 13: 2‐3pm EST)
Connecting Digital Preservation with Catalog Systems (Jan. 10: 2‐3pm EST)
Preserving and Protecting Audio‐visual Files (April 11: 2‐3pm EST)
Preserving Digitized State Government Records (May 9: 2‐3pm EST)
Best Practices in Digital Preservation: International Perspectives  (June 13:               10am‐12pm EST)

Protecting and Preserving Long‐Term Digital Information

For IT Professionals & Practitioners (Jan. 24: 2‐3pm EST)
A guest speaker from the National Association of State Chief Information Officers (NASCIO) will discuss the importance of making this a priority for state agencies in today’s information‐driven world

The Governance of Long‐Term Digital Information

For Senior Managers, Decision Makers & Practitioners (May 23: 2‐3pm EST)
The briefing will include speakers from institutions that have implemented a digital preservation strategy and will highlight the importance of making this a collaborative relationship between IT, records managers and state archives.

Digital Preservation 101: Putting Digital Preservation into Action

For Practitioners and Records Officers at State Archives and Agencies
Focusing on the needs and concerns of state government records officers, this online workshop is divided into three, one‐hour sessions that will be delivered in consecutive weeks.

Part 1: Practical training in the key concepts (Feb. 14: 2‐3pm EST)
Part 2: Practical training in the key concepts (Feb. 28: 2‐3pm EST)
Part 3: Case Studies (March 14: 2‐3pm)

More information about the webinars and registration can be found on the CoSA website.

New Financial General Schedules for Your Input

November 16, 2016 4 comments

We would like to propose the following general schedule to the State Records Committee at their next meeting on December 8th. This will be listed in the state general schedule, but may be used by any governmental entity to schedule their records. If you have any changes you would like to see to this general schedule, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

AUDITED FINANCIAL STATEMENTS (State Schedule 7-68)
The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
Retention:  Retain for 4 years then transfer to Archives.

BUDGET RECORDS (State Schedule 7-67)
These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
Retention: Retain for 4 years and then destroy.

TRUST FINANCIAL RECORDS (State Schedule 7-69)
These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.
Retention: Retain for 7 years after final action and then destroy.

GRANT RECORDS (State Schedule 7-70)
These records document grants received by governmental entities, which may contain applications , notice of award, reports, correspondence, and related records.
Retention: Retain for 7 years after final action and then destroy.

STATE GOVERNMENT ACCOUNTS PAYABLE RECORDS (State Schedule 7-66)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: Retain for 7 years and then destroy.

LOCAL GOVERNMENT ACCOUNTS PAYABLE RECORDS (Local Schedule 5-35)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: 4 years and then destroy.

STATE GOVERNMENT ACCOUNTS RECEIVABLE RECORDS (State Schedule 7-65)
These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Trust records are not included.
Retention: Retain for 7 years and then destroy.

LOCAL GOVERNMENT ACCOUNTS RECEIVABLE RECORDS (Local Schedule 5-34)
These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Trust records are not included.
Retention: 4 years and then destroy.

 

Morning Records Management Class Rescheduled

November 14, 2016 Leave a comment

The Records Management II: Managing Electronic Correspondence Records, course scheduled for November 15, 2016, 9:00 a.m. to Noon has been rescheduled for December 13, 2016.

The afternoon Records Access II: Focus Group is still scheduled to be held tomorrow afternoon, November 15, 2016, 1:00 p.m. to 3:00 p.m. at the Utah State Archives.

Questions may be directed to Lorianne Ouderkirk, louderkirk@utah.gov, 801-531-3860

Categories: Records Management

Upcoming Training Events

November 14, 2016 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, chief administrative officers, information technology specialists, and legal advisors. Utah State Archives’ training events are free of charge.

Instructions on how to register for Archives’ events can be found here. Questions regarding training events may be directed to recordstraining@utah.gov or 801-531-3863.

Conferences
Conference events include unique presentations on specialized topics related to records access and management.

Education Records Conference, 9:00 a.m. to 3:30 p.m.
Thursday, February 9, 2016
Presentations will focus on managing and providing access to education records.

In-person:
Miller Free Enterprise Center (MFEC)
9750 South 300 West
Room 101, Auditorium
Sandy, UT 84070
Online: Instructions to connect online will be provided closer to the conference date.

Records Access II: Focus Group Discussion
This workshop will be an open forum to discuss questions about GRAMA. Rather than a formal presentation, this class will be an opportunity for records officers to bring questions to discuss in a group setting.

Salt Lake City, UT. 1:00 p.m. to 3:00 p.m.

      • November 15, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

Records Management I: Records Management Essentials [Available online and by request]
This class educates participants about legal responsibilities of government agencies in managing records and information. The legally assigned roles of records officers, chief administrative officers, and the State Archives will be discussed. The class will include references to the Public Records Management Act and other relevant laws.

Salt Lake City, UT. 1:00 p.m. to 3:00 p.m.

      • December 14, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

Records Management II: Managing Electronic Correspondence Records (Email, Texts, Social Media, etc.)
This class builds on basic records management principles with a focus on managing e-correspondence records. Objectives for this course are:
1) Articulate the fundamental concepts of e-correspondence records management. 2) Understand different methods of scheduling e-correspondence records, and be able to evaluate differences among the approaches.
3) Understand challenges of long-term preservation of e-correspondence records and identify appropriate solutions for ensuring access.
4) Understand different methods of accessing e-correspondence records.

Participants are encouraged to complete the online training for Records Management I: Records Management Essentials prior to attending class.

Salt Lake City, UT. 9:00 a.m. to 12:00 p.m.

      • November 15, 2016
      • December 13, 2016

Utah State Archives
345 S. Rio Grande Street
Salt Lake City, UT 84101

The following courses are currently not scheduled for an in-person session. Inquiries to host or participate in an in-person session for a course below, may be directed to Nova Dubovik, ndubovik@utah.gov or 801-531-3834.

Records Access I: Public Records Requests [Available online and by request]
Records Access I will consider records classification, records sharing, handling GRAMA requests, and the appeals process. This training is very similar to the online training required for appointed records officers. The certification exam is not administered during the in-person training.

Records Access I: Public Records Requests for Law Enforcement Records [Available by request]
Public Records Requests for Law Enforcement Records digs deeper into classification and access issues including the appeals process. In addition to records classified under GRAMA, expunged records and accident reports are covered.

Records Access II: Classification Workshop
This workshop will focus on classification. Participants will review the classification categories in Section Three of GRAMA and participate in exercises that will help them to determine classification upon receipt of a records request.

The following events are not hosted by the Utah State Archives. Registration and fee requirements are at the discretion of the hosting party. 

Practical Digital Preservation by Council of State Archives
The CoSA-Preservica Practical Digital Preservation Program for 2016-2017 will build on the success of the initial webinar series last year, to include webinars not only for archives staff, but for staff in state agencies, as well. Webinars for senior managers, budget officials, chief information officers, and records officers will help broaden awareness of the importance of electronic records in state government, and the need for increased emphasis on digital preservation. Webinars for state archives staff will continue to provide information on successful methods to preserve digital information, particularly in state government. Additional information is available here.

Categories: Records Management

Updating County Contract Billings Schedule

November 10, 2016 Leave a comment

County schedule 20-7 is being overwritten by state schedule 13-18. If you go to the county schedule on our website, it will be hyperlinked to the new schedule. Retention is now four years longer. Don’t worry if you have already destroyed records per the old schedule. Please update your records so the updated retention will be followed from this point going forward. If you wish to keep the previous retention for your record series, please contact your analyst.  Below is the old schedule, then the new one. If you have any questions, please call us at 801-531-3863.

CONTRACT BILLINGS (CO 20-7)

These are monthly bills sent to cities with contractual agreements with county to provide animal control services. They are used to collect fees for services provided. The bills may include date, invoice number, name and address of city, description of services provided, amount due, contract-agreement number, account number, amount, and a statement certifying billing accuracy.
RetentionRetain for 3 years and then destroy.
Suggested Primary DesignationPublic.
(Approved 09/1993)

CONTRACT PURCHASING FILES (SG 13-18)

These records document contractual agreements for products or services. Records may include preliminary requirements, contractor payroll records, bids, and the signed contract.
Retention: Retain for 7 years after the project completed and warranties expire, and then destroy.
(Approved 08/2015)