Kick back and enjoy the show! RIMM webinar series is coming up!

March 22, 2017 Leave a comment

Records and Information Management Month (RIMM) is just around the corner! To celebrate we are hosting a webinar each week. The presentations will highlight topics that are not covered in our standard training classes. A brief description for each session is below and additional information is available on our website. Watch as a team or on your own!

Instructions on how to register for Archives events can be found here. Utah State Archives webinars are free of charge. Questions may be directed to recordstraining@utah.gov or 801-531-3863. The recordings will be posted online within a week of the webinar.

KendraYates

Wednesday, April 5, 2017. Noon-1:00 p.m.
Can We Destroy the Paper After We Scan It? What you need to know to answer this question! by Kendra Yates, Utah State Archives
Kendra will address one of our most frequently asked questions, “Can I destroy the paper after I scan it?” Kendra is the manager of the Archives’ records analyst section. Additionally, she is a records analyst for elected state agencies. Kendra completed a Bachelor of Arts in history from the University of Utah, and a Master of Library and Information Science from Clarion University. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

RosemaryCundiffWednesday, April 12, 2017. Noon-1:00 p.m.
GRAMA Legislative Updates by Rosemary Cundiff, Government Records Ombudsman
Rosemary will cover the 2017 legislative updates that affect the Government Records Access and Management Act (GRAMA). Rosemary is the government records ombudsman at the Utah State Archives. In that role, she is required to be familiar with GRAMA so that she can assist government employees as well as the general public with issues related to GRAMA records requests. Rosemary has worked for the Utah State Archives for nearly 17 years and has been the ombudsman for five years. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

Archives Training TeamWednesday, April 19, 2017. Noon-1:00 p.m.
State Records Committee (SRC) Decisions and Orders by Nova Dubovik, State Records Committee Executive Secretary
Nova will provide a broad overview of the State Records Committee and share interesting decisions and orders from the past year that have generated public interest. Nova Dubovik is the State Records Committee executive secretary. She enjoys the challenges of working and teaching the governmental agencies and the public about the Government Records Access and Management Act (GRAMA). Nova retired from the United States Air Force after 23 years of active duty service, and is a recent graduate of San Jose State University, where she received her Master of Library and Information Science degree. She has been with the Utah State Archives since 2014. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

ESJames2EditTuesday, April 25, 2017. Noon-1:00 p.m. 
The Proper Care and Feeding of Your IT Employees by James Duckett, City of St. George
James will share his experience and insights on how to build a team effort between records managers and IT. James has been the Technology Division Manager for the City of St. George for nine years, where he has combined two of his lifelong passions: working (playing) with technology and building the best IT team possible. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

GoogleImage

Thursday, May 4, 2017. Noon-1:00 p.m.
Using Google to Manage Electronic Messages by Corona Ngatuvai, Utah   State Department of Technology Corona will cover functions and features in Gmail that can help you to better manage your electronic correspondence. Corona is the IT Manager over Desktop Services Engineering in the Department of Technology Services. His educational background is in Electrical Engineering and Mathematics. A link to join the event will be sent out prior to the event date.

Categories: Records Management

A Portal to Sunshine

March 16, 2017 Leave a comment

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Utah holds a distinguished reputation as the new Silicon Valley or, more fondly, is referred to as the Silicon Slopes. Thus, it is not surprising that in 2014 the Utah Legislature enacted the Open Records Portal, a website designed to encourage government transparency and accountability.  Since its infancy, the public has submitted over 2000 records requests through the portal to state and local government agencies.  Citizens are able to use the portal to shine light into the dark corners of government and we are reminded that transparency is crucial to a thriving democracy.

One such citizen, an early adopter of the portal, is Mark Allen, founder of Protect and Preserve American Fork Canyon (PPAFC).  Mark can attest that the portal has enabled PPAFC to “work hard and shed light on issues” concerning the water quality in American Fork Canyon that otherwise would remain unnoticed by the public.  In his opinion, “[t]he website has been a breath of fresh air and a powerful tool for discovering truth and stopping inappropriate governance or lack thereof in this canyon.”  Mark also pointed out that the portal is easy to use and, although not a perfect system, he has found that those in charge of maintaining and improving the system are very responsive and helpful to the public’s needs.

A similar sentiment is echoed by Michelle Gregory, who is the Adult Protective Services records officer for the Utah Department of Human Services.  Michelle has been using the Open Records Portal in her position since 2015.  In her assessment of the system, “[b]eing a regular user has made it very convenient, practical, and easy for me when it comes to helping and servicing our constituents.”  The portal has become an essential tool in her workplace to respond to citizens, attorneys, and insurance companies’ records requests.

It is clear that the Open Records Portal is “A Portal to Sunshine” no matter if you happen to be a private citizen requesting records to improve public awareness on an important matter, or a government employee responding to request and promoting transparency.  The state of Utah is a proponent of government transparency and accountability and it will continue to improve capabilities and provide records access on the portal for the public’s convenience.  On behalf of the Utah State Archives and Michelle, we “invite you to navigate it if you haven’t already!”

If you have any questions, please submit them to grama@utah.gov

Webinar Learning Series Added to Training Calendar

March 15, 2017 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.

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

Level 1 courses cover basic concepts and principles, and are designed for records officers and chief administrative officers new to records management and records access.

Level 2 courses cover basic concepts in greater depth. These courses are designed for records officers and chief administrative officers new to records management and records access, as well as those with experience who want more in-depth training.

Level 3 courses cover advanced records management and records access topics. These courses are designed for records officers and chief administrative officers who have a foundational knowledge of records management and records access. We recommend registrants complete the related level 1 course, either online or in-person, prior to attending a level 3 course.

RIMM Webinar Series

Records and Information Management Month (RIMM) is just around the corner! To celebrate we are hosting a webinar each week. The presentation topics are unique from our standard classes. A brief description for each session is below and additional information is available on our website. Watch as a team or on your own! The recordings will be posted online within a week of the webinar.

Online. Noon to 1:00 p.m.

  • April 5, 2017. Can We Destroy the Paper After We Scan It? What you need to know to answer this question!” by Kendra Yates, Utah State Archives
  • April 12, 2017. “GRAMA Legislative Updates” by Rosemary Cundiff, Government Records Ombudsman
  • April 19, 2017. “State Records Committee (SRC) Decisions and Orders” by Nova Dubovik, State Records Committee Executive Secretary
  • April 25, 2017. “The Proper Care and Feeding of Your IT Employees” by James Duckett, City of St. George
  • May 4, 2017. “Using Google to Manage Electronic Messages” by Corona Ngatuvai, Utah State Department of Technology

 

Records Access 1: Public Records Requests 

This class focuses on the basics of GRAMA, including records classification, records sharing, handling GRAMA requests, and the appeals process. The online course can be accessed here.

Salt Lake City, UT. 1:00 p.m. to 4:00 p.m.

  • December 6, 2017

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

Logan, UT. 1:00 p.m. to 3:30 p.m.

  • May 3, 2017

City Hall
290 North 100 West
Logan, UT 84321

St. George, UT. 1:00 p.m. to 3:30 p.m.

  • October 25, 2017

City Council Chambers
175 North 200 East
St. George, UT 84770

Online. 1:00 p.m. to 4:00 p.m.

  • June 23, 2017

Instructions on how to join the online session will be emailed to registrants.

Records Access 1: Public Records Requests for Law Enforcement Records

This class 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.

Salt Lake City, UT. 9:00 a.m. to 3:00 p.m.

  • April 26, 2017
  • November 15, 2017

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

Records Management 1: Records Management Essentials 

This class covers best practices and legal responsibilities of government agencies in managing records, as well as practical steps for implementing a records management program and resources that are available through the State Archives. The online course can be accessed here.

Salt Lake City, UT. 9:00 a.m. to Noon

  • August 15, 2017
  • December 6, 2017

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

Logan, UT. 9:00 a.m. to Noon

  • May 3, 2017

City Hall
290 North 100 West
Logan, UT 84321

St. George, UT. 9:00 a.m. to Noon

  • October 25, 2017

City Council Chambers
175 North 200 East
St. George, UT 84770

Online. 9:00 a.m. to Noon

  • June 23, 2017

Instructions on how to join the online session will be emailed to registrants.

Records Management 2: General Retention Schedules

This class explains what the general retention schedules are and provides practice in using them. Participants will learn about their roles in creating and updating the general schedules, and will hear about future plans for updates.

Salt Lake City, UT. 9:00 a.m. to Noon

  • April 4, 2017
  • June 29, 2017
  • August 3, 2017
  • October 17, 2017
  • November 14, 2017
  • December 12, 2017

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

St. George, UT. 9:00 a.m. to Noon

  • May 25, 2017

City Council Chambers
175 North 200 East
St. George, UT 84770

Cedar City, UT. 9:00 a.m. to Noon

  • July 19, 2017

City Hall
10 North Main Street
Cedar City, UT 84720

Logan, UT. 9:00 a.m. to Noon

  • August 24, 2017

City Hall
290 North 100 West
Logan, UT 84321

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

AIIM 

Free webinar: Developing a Successful Data Retention Policy. Registration is available here. AIIM is an organization focused on developing information management professionals.

ARMA International, Utah Chapter

The Utah-Salt Lake Chapter holds monthly meetings which provide educational and professional leadership in the Records and Information Management field. For a calendar of upcoming meetings, visit the chapter’s website.

Webinar Series by National Association of Government Archives and Records Administration (NAGARA)

Webinars will be once a month, January through June 2017. Details on topics, presenters, and dates can be found on NAGARA’s website.

Practical Digital Preservation by Council of State Archives (COSA)

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

GRAMA Updates – 2017

  

The Legislative session ended March 9th and as has been the case every year since its enactment in 1992, the state has a new iteration of the Government Records Access and Management Act (GRAMA). On the side of more sunshine, the definition of a governmental entity is expanded to include a governmental non-profit corporation (House Bill 55). Affected non-profit corporations are those that are wholly controlled by one or more governmental entities or those in which governmental entities exercise a controlling interest. Municipally controlled library foundations, arts councils, or building foundations are examples of non-profit corporations. The definition of a governmental entity is also expanded to include public school membership associations (House Bill 413). A public school membership association is an organization that governs or regulates a student’s participation in athletic interscholastic activity. Inclusions of these entities in the definition of a governmental entity clarifies that they are subject to GRAMA, and that their records are subject to request.

On the last day of the session, the Legislature passed a bill that specifically amends GRAMA (Senate Bill 242). The primary update is the provision that governmental entities are not required to provide records or respond to a records request from an individual who is incarcerated following his/her conviction. The provision extends to requests from anyone requesting on behalf of a convicted and incarcerated individual. However, the provision does not apply to the first five requests made during each calendar year when the requested record makes specific reference to the incarcerated individual. Nor does it apply to requests made by an attorney on behalf of an incarcerated individual. This legislation attempts to curtail abuse of the process of obtaining government records, while still affording incarcerated individuals with an avenue to obtain records relevant to their personal rights. It is noted that while governmental entities are not required to respond, they still have the option to do so. The new law does not curtail incarcerated individuals’ right to appeal government’s denial or failure to respond.

Senate Bill 242 also makes adjustments or clarifications to the appeals process as follows: 1) The time allowed for a chief administrative officer to respond to an appeal is extended from five to ten days, with the exception that the response should be in five days if the requester or interested party demonstrates that an expedited decision benefits the public; 2) once an appeal has been made to the district court, it cannot be remanded back to the State Records Committee; and 3) citizen members of a local appeals board cannot also be government employees.

Other legislation impacted GRAMA. House Bill 149 added to the list of private records information about an offender who is required to be on the Child Abuse Offender Registry but that is not required to be posted on that registry.

The Legislature made two additions to the list of protected records. Records related to the search process for a president of an institution of higher education are protected, except not an application for a publicly announced finalist (Senate Bill 238). Body-worn camera images or recordings taken inside a hospital or health care facility are protected to the extent that they do not include images of an alleged crime, critical incident, or certain other activities involving law enforcement.

All iterations of GRAMA since 1992 are posted on the State Archives website.

Categories: Records Management

Updating Municipal Budget Records 1/2

March 13, 2017 Leave a comment

Listed here are four financial retention schedules to be overwritten by the new financial schedule 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. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the  general retention schedule. If you have any questions, please call us at 801-531-3863.

Budget Records (SG 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: 4 years and then destroy.  (Approved 12/2016)
_________________________________________________________________

Budget Apportionment Records (MUN 3-2)
These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.
Retention: 5 years after the close of the fiscal year and then destroy. (Approved 3/1989)

Budget Background Records (MUN 3-3)
These records are used to assist in the preparation of department budget requests presented to the county commission.
Retention: Retain for 2 years and then destroy. (Approved 09/1989)

Budget Estimates and Justification Files (MUN 3-4)
These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.
Retention: Retain for 5 years and then destroy. (Approved 03/1989)

Budget Information Files (MUN 3-5)
These files document the adoption of the county’s annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.
Retention: Retain for 2 year after budget has been adopted and then destroy. (Approved 11/1996)

Updating County Budget Records 2 of 2

Listed here are five financial retention schedules to be overwritten by the new financial schedule 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. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the  general retention schedule. If you have any questions, please call us at 801-531-3863.

Budget Records (SG 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: 4 years and then destroy.  (Approved 12/2016)
_________________________________________________________________

Budget Working Files (CO 3-6)
These files contain working papers used to assist in the preparation of county budgets and to justify budget requests presented to the county commission. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.
Retention: Retain for 1 year after the close of the calendar year covered by the budget. (Approved 06/1991)

Periodic Budget Reports (CO 3-8)
These are routine budget reports prepared monthly or quarterly. They document the status of county appropriation accounts and apportionment and are only used for reference purposes.
Retention: Retain for 1 year or until administrative need ends and then destroy. (Approved 09/1995)

Regular Budget Reports (CO 3-9)
These regular reports are prepared monthly and quarterly. They document the status of county accounts and apportionment comparing budgets and actual expenditures. They are used for audit purposes.
Retention: Retain for 3 years and then destroy. (Approved 09/1995)

Tentative Budget Files (CO 3-7)
These files contain tentative budget requests. “On or before the first day of the next to last month of every fiscal year, the budget officer shall prepare for the next budget year and file with the governing body a tentative budget for each fund for which a budget is required” (Utah Code 17-36-10 (1995)).
Retention: Retain for 5 years and then destroy. (Approved 06/1991)

Budget Authorization Reference Files (CO 7-2)
These are copies of budget authorizations in operating payroll units. They are used to control personnel ceilings and personnel actions.
Retention:  Retain until superseded and then destroy. (Approved 06/1991)

Conference Materials Available for Education Records Conference 2017      

March 3, 2017 Leave a comment

Conference handouts and recordings for the Education Records Conference 2017 are now available on the State Archives’ website . You can also access the videos from our YouTube channel. We are still working on posting the recording for the panel discussion and hope to have that available later today.

We hope that you will find these education materials useful for your own review, as well as to help with your agency’s internal training. If you have plans or ideas on how you will use the materials—for yourself, or for staff—we would love to hear from you!  Also, if you have suggestions for presentation topics for a future conference, please send them to us!

You can submit your ideas and suggestions as a comment below or by email to recordstraining@utah.gov .

We look forward to seeing you at a future training event!

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Categories: Records Management