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September SRC Retention Report

September 15, 2017 Comments off

The previously posted general schedules were heard by the State Records Committee yesterday and approved. The general schedules were previously posted on this blog for your input.

To hear the discussion regarding these schedules, please go to the State Records Committee’s page on the Public Notice Website. All are welcome to attend the State Records Committee and provide input on retention schedules being discussed. Meetings are held on the second Thursday of each month at the Utah State Archives.

Attorney Records Retention Schedule for Your Input

August 30, 2017 Comments off

We would like to propose new general retention schedules for criminal and civil case files to the State Records Committee at their next meeting on September 14th. You can see them all on our website here. If you have any questions, or changes you would like to see to these general retention schedules, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

Higher Education Retention Schedules for Your Input

August 25, 2017 Comments off

We would like to propose new general retention schedules for higher education records to the State Records Committee at their next meeting on September 14th. You can see them all on our website here. If you have any questions, or changes you would like to see to these general retention schedules, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

Upcoming Training

July 27, 2017 Comments off

The following is a list of August training events offered at the Utah State Archives located downtown Salt Lake City. All employees of a governmental entity are invited to participate, especially records officers, chief administrative officers, information technology specialists, and legal advisors.

Instructions on how to register for Archives’ events can be found hereUtah State Archives’ training events are free of charge. Questions regarding training events may be directed to recordstraining@utah.gov or 801-531-3863.

Next week, August 3rd from 9:00 a.m. to noon:

Records Management 2: General Retention Schedules

This class explains what the general retention schedules are and provides practice in using them. Participants will learn about their roles in creating and updating the general schedules, and will hear about future plans for updates.

Two weeks later on August 15th from 9:00 a.m. to noon:

Records Management 1: Records Management Essentials 

This class covers best practices and legal responsibilities of government agencies in managing records, as well as practical steps for implementing a records management program and resources that are available through the State Archives. The online course can be accessed here.

New General Retention Schedule Approved

July 25, 2017 Comments off

The State Records Committee approved a new general retention schedule this month:

Substance Use Disorder Records
These records document the planning and treatment of substance use disorder clients. Information includes assessments, evaluations, clinical and physician notes, employment records, visiting arrangements, and related records.

Retention & Disposition is 10 years after case is closed and then destroy.

To hear the discussion regarding these schedules, please go to the State Records Committee’s page on the Public Notice Website. All are welcome to attend the State Records Committee and provide input on retention schedules being discussed. Meetings are held on the second Thursday of each month at the Utah State Archives.

Spotlight On: Alison Merchant

July 6, 2017 Comments off

Merchant

This month we are spotlighting Alison Merchant, a receptionist and records officer at Sevier School District.

Alison has been a record officer for three years, in addition to her full-time job. She works on records management whenever she can. The most challenging part of her job is finding records for Downwinder claims. If an individual graduated from high school, there will be transcripts, but if they were younger or never graduated in Utah, then they rely on roll books to prove student enrollment. She helps them scroll through page by page, think of any nicknames/middle names they would have gone by (to match to given names), look at the birth date and parent names (if they’re included in the books), to try to find a match.

Alison is working to organize and preserve their records so the next Records Officer can start with a clean slate. She is working with the school district to digitize the roll books. Alison said it feels great to be able to help people find themselves or a parent or older sibling in the records.

We asked Alison what advice she’d give to other record officers. She said:

“Organization is probably the most helpful part of my job. Without organization it would take me a lot longer to locate the records being requested. In some cases it may be impossible to find them without organization.”

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

Today’s Online Training: Records Management Essentials and Public Records Requests

June 23, 2017 4 comments

9 AM-12 PM: Records Management Essentialshttp://bit.ly/2sByEUI
This class covers best practices and legal responsibilities of government agencies in managing records, as well as practical steps for implementing a records management program and resources that are available through the State Archives.

1 PM-4 PM: Records Access: Public Records Requestshttp://bit.ly/2tOsvEe
This class focuses on the basics of GRAMA, including records classification, records sharing, handling GRAMA requests, and the appeals process.

To ask a question during the webinar, email your question to recordstraining@utah.gov .

The recording for today’s training will be on our website within a week.