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Correspondence General Schedule Changes

April 9, 2014

As part of the General Schedule Update Project, the Utah State Archives has posted three schedules for public comment. The schedules are for the retention of correspondence and would replace the current general schedules for Policy and Program Correspondence and Transitory Correspondence.

In an age where so much correspondence is conducted by email, a clearer definition of what constitutes permanent correspondence, transitory correspondence, and how to handle correspondence that falls in-between is required. The Utah State Archives is proposing the following changes to the general retention schedule for correspondence. We appreciate your input. Please comment below or send your proposed changes to Rebekkah Shaw (rshaw@utah.gov, 801-531-3851).

 

-Executive Correspondence-
Incoming and outgoing business-related correspondence, regardless of format, that provides unique information relating to the functions, policies, procedures or programs of an agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators.
Permanent. May be transferred to the State Archives. Utah Code   9-7-101(8)(b)(2010) – not a publicationUtah Code 63G-2-301 (3)(h)(2013)- PUBLIC

 

-Administrative Correspondence-
Incoming and outgoing business-related correspondence, regardless of format, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.
3 years and then destroy. Utah Code 63G-2-301 (3)(h)(2013)- PUBLIC
-Transitory Correspondence-
Incoming and outgoing correspondence, regardless of format, related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no substantive contractual, financial or policy information. When resolved, there is no further use or purpose.
Until administrative need ends and then destroy. Utah Code 63G-2-301 (3)(h)(2013)- PUBLIC

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