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We’ve Moved!

October 2, 2017 Comments off

We have moved

On October 1, 2017, the Utah Division of Archives and Records Service combined our two blogs into a single, new blog: archivesnews.utah.gov.

The Utah State Archives serves a diverse audience, yet we are a single institution. Our new blog is an effort to provide a single voice at a single location for all of our audiences. From preserving and providing access to historical records, to administering the USHRAB (Utah State Historical Advisory Board); from registering for training or finding guidance regarding records management and GRAMA issues, to staying informed about Public Notice Website and Open Records Portal requirements; we are working to ensure that all audiences can easily find the information that they need.

WIth that in mind, we will no longer be posting at this web address. All new content will now be posted at archivesnews.utah.gov. Our older posts on the Records Keepers blog will remain available at this web address while our support team works to seamlessly transition them to the new website.

Our new blog will have a number of regular posts to highlight the different responsibilities of the Archives. Our records analysis and open government teams will continue to post about records management best practices, GRAMA issues, available training classes, and to spotlight our Records Officers (We LOVE our AROs!!). Our processing team (including the Digital Archives) will continue to post on interesting records, new finding aids and research guides, and archival best practices. We will be adding posts on re-grant projects for the USHRAB, as well as quarterly reports from our reformatting team, our records center, and a variety of transparency issues.

Finally, our new blog has a number of subscription options that allows you to follow the information that pertains to your interests. Our current subscribers were moved already with instructions on updating their new profiles. Find more information on subscriptions at archivesnews.utah.gov/subscribe/.

We hope to see all of you over at archivesnews.utah.gov!

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FREE Disaster Planning Workshop at the Archives

September 14, 2017 Comments off

Are you worried about your preservation or COOP plans?  If you lost your essential records would you still be able to get your work done?

As the devastating events of the recent hurricanes have shown us, we have little control over the disasters that affect our records. The way we respond to these disasters dictates the continuity of our operations and the preservation of our records.  Even “minor” disasters (such as a broken pipe) could grow to major catastrophes without immediate attention.

Understanding that these events can happen to any institution at any time, the Western States and Territories Preservation Assistance Services (WESTPAS), in cooperation with the Utah State Archives and Records Service, will provide a free, 2-part disaster planning workshop as part of Archives Month.

Randy Silverman, Preservation Librarian at the University of Utah, will be teaching Protecting Cultural Collections: Disaster Prevention, Preparedness, Response, and Recovery, which focuses on helping local and state agencies and other heritage institutions to:

  • Complete a disaster response & collection salvage plan
  • Learn how to train staff to implement your plan effectively
  • Set pre- and post-disaster action priorities for your collections
  • Understand practical decision-making skills needed during an emergency
  • Experience salvage procedures for books, documents, photos & objects

Workshop specifics:

Part 1 of the workshop includes 2.5 hours of online webinars about prevention and preparedness. Participants can view the webinars on their own or join with others at the State Archives to view the webinars as follows:

  • Friday, September 15, 2017 10:00 am – 11:30 am
  • Monday, October 16, 2017 10:00 am – 11:30 am

For those who wish to view the webinars at the State Archives please register on the Archives Website. For those that wish to view the webinars on their own, please move to Part 2.

Part 2 of the workshop includes a day-long seminar about response and recovery.

  • Monday, October 23, 2017 9:00 am – 4:00 pm

Participation in the in-person workshop requires viewing the online webinars BEFORE attending the Part 2 in-person workshop AND completing the workshop assignments given during the webinars.

Register Here for the in-person event. (This URL opens the WESTPAS calendar: register by clicking the month and day of the workshop desired.)

Who should attend?

Administrators and staff responsible for emergency preparedness and continuity of operations (COOP) planning, response, and decision-making should attend. This also includes local and state appointed records officers and chief administrative officers.
Participating institutions will be invited to join an informal network of WESTPAS trained personnel to provide mutual aid in the event of emergencies involving collections in your region.

Cost:

This event is FREE for all attendees. The funding is provided by the National Endowment for the Humanities.

Registration:

All individuals must register for the event.

For assistance with registering for the webinar viewings at the State Archives contact: Rae Gifford, rgifford@utah.gov, 801-531-3836.
For in-person seminar registration assistance contact: Wendy Cao, caow@plsinfo.org
For general & content information contact: Randy Silverman, randy.silverman@utah.edu, 801-585-6782

Public Service Recognition Week: Meet the Archives Management Team

May 12, 2017 Comments off

Meet the Archives Management Team

By Ken Williams

As part of Utah’s Public Service Recognition Week, we want to honor the men and women of the Utah State Archives and Records Service who work to ensure the management, preservation, and access to governmental records.

The State Archives management team provides leadership to the various sections and programs within the Archives. The sections and programs work together to assist governmental entities to manage their records efficiently, to preserve records of enduring value, and to provide quality access to public information.

 

Rosemary Cundiff began her state service in 2000 when she joined the records processing section. She currently works as the Government Records Ombudsman and Records Services Coordinator. In the ombudsman role she serves as a resource for people making government records requests or appealing denials of requests. She also mediates disputes between requesters and responders and works to facilitate a positive outcome. Rosemary’s knowledge and expertise with the Government Records Access and Management Act (GRAMA) often finds her conducting training on records issues, interacting with agency records officers, and overseeing all aspects of records services.

 

Jim Kichas started his state service in 2002 as a member of the Archives’ records processing team. Currently, as Patron Services Coordinator, he oversees all aspects of patron services including records processing and reformatting, reference services, management of the Archives Repository (which is powered by an automated storage and retrieval system), the digital archives and electronic records program, and the volunteer/intern program which supports archives activities and projects. Jim has also been active for several years in Archives Month and is president-elect for the Conference of Inter-Mountain Archivists.

 

Alan Barnett has been with the State Archives since 2003. He is the manager of the Research Center and also a records processing archivist. Alan’s expertise in records acquisition, records processing, and preservation often finds him advising state agencies engaged in preserving and making available the State’s historical records. He works closely with the Archives’ local government and regional repository programs to assist archivists in the preservation and care of their records.

 

 

Kendra Yates has been with the State Archives since 2014. She first came to the Archives as a records analyst and now serves as the Records Management section manager. Kendra recently completed her Certified Public Manager training and a year-long project creating the training “Records Management Essentials.” In addition to her management duties, Kendra serves as the records analyst for elected offices, legislative offices, and Utah’s district courts.

 

 

Lisa Catano came to the State Archives in 2016. She manages the State Records Center located at the Clearfield Freeport Center. The Records Center houses over 135,000 cubic feet of records and the permanent microfilm vault. As manager, Lisa oversees the transfer and storage of records to the center and the final disposition of records (either destroyed according to established retention schedules or transferred to the State Archives for permanent preservation). Recently, Lisa and her colleagues completed certification as forklift and equipment operators.

 

 

Brian Carpenter has been with the State Archives since 2001. Brian came to the Archives from Ithaca, New York, where he worked for Cornell University’s micrographics department. Prior to Cornell, Brian also served in the U. S. Air Force where he processed top-secret aerial photographs. Brian’s extensive background in microphotography serves him well as the manager of the Archives’ reformatting section where various types of reformatting can be provided to state agencies, local governmental entities, and the Archives itself.

 

You can meet more of our staff through out our blog posts, both here and on our Researching the Utah State Archives blog.

Thank you for joining us this week to recognize the hard work of our wonderful employees here at Utah’s Division of State Archives and Records Service. We are proud of all they do to ensure that Utah’s future generations will have access to the stories of yesterday, today, and tomorrow.

Public Service Recognition Week: Meet the Records Center Section

May 10, 2017 Comments off

Meet the Records Center Section

by Lisa Catano, Records Center Manager

As part of Utah’s Public Service Recognition Week, we want to honor the men and women of the Utah State Archives and Records Service who work to ensure the management and preservation of and access to our governmental records.

The Records Center is a secure warehouse in Clearfield currently housing 135,288 boxes for government agencies. Our team is responsible for sending files requested by the agency, keeping track of the records dispositions and accessioning boxes. I would like to introduce two records technicians here at the Records Center.

Moh Picture

 

Moh Miller has been an asset to our Records Center since 2015.  She is clear-sighted and knowledgeable in the tasks and operations of the Records Center. Moh is loved by our customers and those of us that have the privilege to work with her.  ​It is my honor and privilege to recognize Moh for her amazing public service.

 

Allen Picture

 

 

Allen Gugliemotto started as a volunteer with the Archives/Record Center in 2009. He lives to serve and brighten the days of all he comes in contact with. His attention to detail and excellent customer service makes it a pleasure to work with Allen​.He is an integral part of the success of the Records Center. It is my pleasure to recognize Allen for his public service.

 

 

Thank Moh and Allen for your dedication and hard work in assisting our governmental agencies in the management of their records.

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Join the State Archives in recognizing them along with other employees in blog posts throughout the week, both here and on our blog, Researching the Utah State Archives.

Public Service Recognition Week

May 8, 2017 Comments off

Governor Gary Herbert has declared May 7-13 to be “Public Service Recognition Week.” Here at the Utah State Archives and Records Service, we wanted to honor the men and women who work diligently to assist Utah governmental agencies in the efficient management of their records, to preserve those records of enduring value, and to provide quality access to public information.

This week, we will have a number of blog posts highlighting our employees and their contributions to our institution’s mission.

We truly appreciate those that dedicate their lives to assisting our governmental agencies in the management and preservation of our history for the generations to come.

Patricia Smith-Mansfield

State Archivist/Director

 

 

Spotlight On: Anna Owen, DHS

February 24, 2017 1 comment

annaowen
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!

annaowen_headshot

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!

Education Records Conference 2017!

February 22, 2017 Comments off

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