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Correspondence Webinar

July 2, 2014

The Utah State Archives is hosting a webinar on Friday, July 11th at noon. The topic to be discussed is “Using the New Correspondence Schedules”. All records officers, and their supervisors, will benefit from this training. We will review briefly the process by which the new schedules were created, review the new general schedules and discuss how they apply to email.

The Utah State Archives is in the process of updating all general records retention schedules in order to have meaningful, relevant retention schedules that reflect current practices of governmental entities regardless of agency type. The end goal of the general schedule updates is to have everything under one state-wide general schedule. For this reason, all new schedules are posted under the state general schedule rather than creating duplicates under all four agency type schedules. This means that new general retention schedules apply to state, county, municipal, school district, and special service district entities. To reduce confusion and to assist records officers in finding the new schedules, when new state schedules are created we will add a hyperlink under former municipal, county, and school district schedules to the newly approved schedules.

The webinar on Friday, July 11th will be live using the online join.me screen share. To register for the event, please register on the Archives’ website under Lunch ‘n’ Learn, “Correspondence Retention Schedules”, http://archives.state.ut.us/cgi-bin/traininglist.cgi. A link to the webinar will be sent to registrants one day prior to the event. Only an Internet connection is required to participate, a phone line is not required.

Bring your questions and concerns and we’ll cover as much as we can!

  1. Ron D.
    July 2, 2014 at 3:27 pm

    Since I don’t ordinarily work on Fridays, I won’t be able to participate. Please consider an alternate day in the week for future scheduling. Thanks.

  2. Molly Spira
    July 3, 2014 at 8:04 am

    Will you be sending out a transcript of this?

  3. July 3, 2014 at 1:35 pm

    You can access an archived version of our Lunch ‘N’ Learn webinars from our web page at http://www.archives.utah.gov/recordsmanagement/lunchnlearnrecordings.html.

  4. July 3, 2014 at 1:41 pm

    I’m sorry that you won’t be able to participate; we will have to consider alternating days of the week for our webinars in future. In the meantime, if you have questions or concerns that you would like posed during this webinar, just let me know and I will make sure they are addressed.

  5. Donna Weaver
    July 7, 2014 at 8:05 am

    What I want to know is if this applies to municipalities.

  6. rebekkahshaw
    July 7, 2014 at 8:59 am

    Donna,
    It is the goal of the State Archives to have all administrative records under one state-wide general schedule. Therefore, new general schedules apply to all entity types. In the webinar we will go into adopted municipal ordinances that can supersede the general schedule. Essentially, Utah Code Section 63G-2-701(1) says that a municipality can adopt its own ordinances about how it will apply GRAMA, including retention schedules. A copy of the ordinance is to be filed with the State Archives within 30 days after its effective date. If a municipality has not adopted its own ordinance or policy then it must abide by the law as written in GRAMA.

  7. rebekkahshaw
    July 7, 2014 at 9:07 am

    Molly,
    I’m afraid we won’t have a transcript, however, the webinar will be available on the Archives website afterwards. http://archives.utah.gov/recordsmanagement/lunchnlearnrecordings.html

  8. rebekkahshaw
    July 7, 2014 at 9:08 am

    Ron,
    The webinar will be available on our website afterwards at http://archives.utah.gov/recordsmanagement/lunchnlearnrecordings.html

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