How was it? Take 3 minutes to tell us!

February 27, 2017 Leave a comment
Categories: Records Management

Spotlight On: Anna Owen, DHS

February 24, 2017 Leave a comment

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Anna Owen is a Program Specialist for the Department of Human Services, Division of Services for People with Disabilities (DSPD), though she is often referred to as the Records Compliance Officer. In her position she responds to GRAMA and HIPAA requests, as well as maintains the electronic records within the Division’s system, which can include both electronic and paper records management.

Anna has been managing DSPD’s records since 2009 and added the GRAMA component to her job in 2012. Her position shift in 2012 had two main components: Anna began to manage the GRAMA requests for the entire Division state-wide, rather than a single region; she also began the conversion of DSPD’s records to electronic format. She states that the latter was her biggest hurdle so far. She has guided her team to convert the files of over 6,700 clients (housed in large hard binders) to their electronic system. By December of 2013, the project was mostly completed, with a few exceptions that she is working on. We can all agree that is an amazing accomplishment for any records officer.

Anna has also taken on the Role of DSPD’s Assistant HIPAA Privacy Officer, as the Division was recently classified as a HIPAA-covered agency. Anna has been a leader in ensuring that DSPD’s policies and procedures are compliant with both HIPAA and GRAMA. She sees this as her current challenge, and is working to implement the added tracking and evaluation processes that come with this new role.

Anna’s work ethic has been recognized by her co-workers, who tell us that she takes her job very seriously and is profoundly respectful of the privacy of the individuals receiving services through DSPD. She goes out of her way to attend training classes on records management, GRAMA, and HIPAA and then trains the Division’s workforce on the importance of properly handling their records. She goes out of her way to ensure that DSPD personnel understand records management best practices and is always looking for ways to improve their systems, policies,  and procedures. Anna is innovative and a creative problem solver.

We asked Anna what tools and advice she would like to share with other records officers and she said she loves using Adobe Acrobat X Pro.

She also says: Breathe!

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Anna Owen

Take your time (the time allowed by GRAMA, LOL!), be thorough – review, review, review – and ask for help if you need it. Make sure you understand the documents you will be working with. Keep in mind there’s no black and white but grey areas that need evaluating.

 

Thanks for all your hard work Anna! We are glad to have you as one of our GREAT records officers!

Categories: Records Management

Updating School District Budget Records

February 23, 2017 Leave a comment

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)
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Budget Apportionment Records (SD 3-2)
These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.
Retention: Retain for 5 years after close of the fiscal year and then destroy. (Approved 12/1996)

Budget Background Records (SD 3-3)
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 2 years and then destroy. (Approved 12/1996)

Budget Information Files (SD 3-4)
These files document the adoption of the district’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 the budget.
Retention: Retain for 1 year after budget has been adopted and then destroy. (Approved 12/1996)

Budget Working Files (SD 3-5)
These files contain working papers used to assist in the preparation of district’s budgets and to justify budget requests presented to the school board. 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 and then destroy. (Approved 12/1996)

Uniform School Budget Report (F-16) (SD 3-8)
This is the district’s annual budget report submitted to the State Office of Education. It is used to create the annual budget on funding levels and expenditures for education in Utah. It includes a summary statement of revenues, expenditures, and changes in unappropriated fund balances, unrestricted grants-in-aid, minimum school programs, uniform school district budget reports broken down by expenditures, revenues, funds, and sources, as well as information concerning property tax.
Retention: Retain for 5 years and then destroy. (Approved 12/1996)

Tune in now! We are just a click away!

February 22, 2017 Leave a comment

Tune in now! We are just a click away!

The Education Records Conference 2017 is underway! Join us:

Ask questions via:
text: 385-831-1531
tweet:#Archives2017
email: recordsmanagement@utah.gov

Today’s agenda is available here: educationconference2017_agenda

Categories: Records Management

Education Records Conference 2017!

February 22, 2017 Leave a comment

Today is the day!! Our Education Records Conference is here!

Registration: If you haven’t registered but still want to participate, the event is FREE and there is still space available at the venue. Bring your colleagues or friends, even if they haven’t registered. Join us at the Miller Free Enterprise Center, 9750 S. 300 W. Sandy, UT. We will be in the auditorium (room 101).

Online Viewing: If you are unable to attend in person, you can view the conference online at http://bit.ly/UTArchivesLive. There is no login required, the link will take you directly to the live feed.

Notes for online Viewers:

  1. Be sure to take our Education Records Survey to help us understand how our schools manage their records: https://goo.gl/forms/me29Vq8HmdMX8lRp1.
  2. We want to make sure our online attendees are able to interact with our presenters. We have multiple ways to get your questions to our presenters, all of which will be staffed throughout the conference to relay your questions:Email us at recordsmanagement@utah.gov.

    Text us at 385-831-1531.

    Send a tweet with #Archives2017

Day-of-event phone number: If you need assistance during the conference, you may call 385-831-1531.

Our Conference Schedule can be seen below. For a more detailed schedule, including the author biographical information, check out our program (in PDF format for easy downloading)!2flyer_times_educationconference2017

Categories: Records Management

Who can look at your student records?

February 21, 2017 Leave a comment

Who can look at your student records? What laws do you need to know about? Join us
tomorrow to find out!

Dr. Whitney Pillips, Utah State Board of Education, will explain the rights and restrictions that HB 358 (2016) places on student records. Her presentation will be from 10:45 a.m. to 11:15 a.m.

Chris A. Lacombe, Assistant Attorney General, will explain the rights and restrictions that FERPA, HIPPA, and GRAMA place on student records. His presentation will be from 11:15 a.m. to 11:45 p.m.

Registration is available here, instructions for how to register are available here.

Join us in person or tune in online!

The conference will be held at the SLCC Sandy campus in the Miller Free Enterprise Center, 9750 S. 300 W., Room 101 (auditorium), Sandy, UT 84070. A map of the venue is available here: ERC 2017 venue map

Please do not hesitate to contact us: recordstraining@utah.gov or 801-531-3863.

We look forward to seeing you tomorrow!

Records Analyst Team
Utah State Archives

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Categories: Records Management

FERPA, HIPPA, GRAMA, and your records—what should you know?

February 17, 2017 Leave a comment

Do you have questions about FERPA, HIPPA, and GRAMA?

  • What are FERPA, HIPAA, and GRAMA?
  • What do FERPA, HIPPA, and GRAMA have to do with records management and access?
  • What should you do if you get a GRAMA request for records that falls under FERPA or HIPAA?

Come find out! For free! Chris A. Lacombe, Assistant Attorney General, will be presenting on this topic, and answering questions at our Education Records Conference 2017. He will be presenting on Wednesday, February 22nd, from 11:15 a.m. to 11:45 a.m.

Listen to his presentation in-person or online. Registration is available here, instructions for how to register are available here . The full conference schedule is below.

The conference will be held at 9750 S. 300 W., Room 101 (auditorium), Sandy, UT 84070. If you have any questions, please do not hesitate to contact us: recordstraining@utah.gov or 801-531-3863.

We look forward to seeing you on Wednesday!

Records Analyst Team
Utah State Archives

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Categories: Records Management