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Three New Schedules for Your Consideration

November 19, 2014

As part of the General Schedule Update Project, the Utah State Archives is proposing three new schedules for your consideration. We would like these to be submitted to the State Records Committee’s December 11th meeting.

First is Animal Control. There are currently 11 county and 11 municipal schedules related to animal control. Can they all be combined into one? The tricky part is the records have different triggers (the event that starts the clock on retention). It has made the retention a little wordy. Your thoughts on this would be greatly appreciated!

-Animal Control Records-
These records are created during the conduct of animal control and shelter programs. Records include biting incidents, licenses, euthanasia, adoptions, investigations, citations, complaints and related records.
MUN 14-1 through 14-9; 4-11, 4-12
CNT
20-1 through 20-11
Retain 5 years after last incident, expiration of license, or event

The next schedule has a historical appraisal, so the retention is still permanent.

-Public Relations Records-These records, regardless of format or mode of transmission, are created for distribution to the news media or public. Records may include things such as speeches, press releases, public announcements or similar records. MUN 1-19, 1-20,
CNT 1-20,
SD 1-22,
SG 15-8
Retention:
PermanentDisposition:

May Transfer to Archives

Lastly, this schedule is to condense duplicate schedules into one. The retention for this one is also unchanged.

-Government Records Access and Management Act (GRAMA) Appeals Case Files-These case files document the appeals to denials relating to records requests. These case files include the request, denial, the appeal, decisions and any other documentation concerning the appeal process. SD 1-10, 1-11CNT 1-40MUN 1-30 Retention:
PermanentDisposition:

May Transfer to Archives

We welcome your feedback on this update by either commenting to this blog post, calling Rebekkah Shaw at 801-531-3851 or emailing recordsmanagement@utah.gov .

  1. November 20, 2014 at 10:40 am

    1. As I have already created several years ago, a unique agency specific records retention schedule for our Special Service District I won’t have to change anything on our records retention schedule will I?
    2. As for other agencies who don’t already have one, it looks fine.
    Tina Williams
    Uintah Animal Control and Shelter SSD

  2. rebekkahshaw
    November 20, 2014 at 11:15 am

    Tina,
    You are correct. If you have a record series which was uniquely approved by the State Records Committee, that is the schedule you will follow. A great question. Thanks!
    ~~Rebekkah H. Shaw
    State Archives Records Analyst – General Schedules
    Phone: (801) 531-3851

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