Archive for the ‘Open Records Portal’ Category

A Portal to Sunshine

March 16, 2017 1 comment


Utah holds a distinguished reputation as the new Silicon Valley or, more fondly, is referred to as the Silicon Slopes. Thus, it is not surprising that in 2014 the Utah Legislature enacted the Open Records Portal, a website designed to encourage government transparency and accountability.  Since its infancy, the public has submitted over 2000 records requests through the portal to state and local government agencies.  Citizens are able to use the portal to shine light into the dark corners of government and we are reminded that transparency is crucial to a thriving democracy.

One such citizen, an early adopter of the portal, is Mark Allen, founder of Protect and Preserve American Fork Canyon (PPAFC).  Mark can attest that the portal has enabled PPAFC to “work hard and shed light on issues” concerning the water quality in American Fork Canyon that otherwise would remain unnoticed by the public.  In his opinion, “[t]he website has been a breath of fresh air and a powerful tool for discovering truth and stopping inappropriate governance or lack thereof in this canyon.”  Mark also pointed out that the portal is easy to use and, although not a perfect system, he has found that those in charge of maintaining and improving the system are very responsive and helpful to the public’s needs.

A similar sentiment is echoed by Michelle Gregory, who is the Adult Protective Services records officer for the Utah Department of Human Services.  Michelle has been using the Open Records Portal in her position since 2015.  In her assessment of the system, “[b]eing a regular user has made it very convenient, practical, and easy for me when it comes to helping and servicing our constituents.”  The portal has become an essential tool in her workplace to respond to citizens, attorneys, and insurance companies’ records requests.

It is clear that the Open Records Portal is “A Portal to Sunshine” no matter if you happen to be a private citizen requesting records to improve public awareness on an important matter, or a government employee responding to request and promoting transparency.  The state of Utah is a proponent of government transparency and accountability and it will continue to improve capabilities and provide records access on the portal for the public’s convenience.  On behalf of the Utah State Archives and Michelle, we “invite you to navigate it if you haven’t already!”

If you have any questions, please submit them to

Special Training for Special & Local Districts

January 10, 2017 Comments off

If you work for a special district, local district, or interlocal, we invite you personally to join one of our upcoming Open Records Portal training sessions:


Tuesday, January 17, 2017
10 AM – 12 PM
• Live in person at the State Archives in Salt Lake
• Live online at


Friday, February 3, 2017
10 AM – 12 PM
• Live online at


We will provide an overview of the Open Records Portal, basic records management, the Government Records Access and Management Act (GRAMA), and requirements for posting to the Utah Public Notice Website.


• All are welcome to attend these sessions, but the training will be directed to the specific needs and requirements of special service and local districts, as well as interlocals.

• Recordings of the training sessions will be available on our YouTube channel after 2 business days.

• You may register for training on our website.

Getting closer! Only 3 more days!

October 4, 2016 Comments off

Getting closer! Only 3 days until Everybody Wins! Records Management Teamwork. This is a conference that your team does not want to miss! Come together, learn together, and [possibly] win together!

For the next 2 days we will highlight our all-star conference team players! Share the excitement with your team—the more the merrier! Registration is still open for in-person and online attendance, the event is free to attend. We look forward to seeing all of you on October 6th!

Panel Discussion: Managing Electronic Records

DFlemingPhoto1.jpgDavid Fleming is the Corporate Records Program Manager for Zions Bancorporation where he works closely with executive and business unit management, Legal, and IT to develop information management and legal discovery strategy and processes for the corporation. Outside of work David serves as ARMA Pacific Region Coordinator and is the current Chair Pro Tem of the Utah State Records Committee. David is a Certified Records Manager (CRM), a Certified Information Governance Professional (IGP) and a Certified Information Professional (CIP).

esjames23editJames Duckett has been the Technology Division Manager for the City of St. George for nine years, where he has combine two of his lifelong passions: working (playing) with technology and building the best IT team possible.




rebekkahshawRebekkah Shaw joined the Archives team in May 2008 after earning her degree at Utah State University. She has been the project leader in updating the general retention schedules since February 2013.





Attend in-person or participate online, the event is free! The conference will be held at the Miller Free Enterprise Center, 9750 S. 300 W. in Sandy, UT in an auditorium with stadium seating. Online participants will join using Adobe Connect, instructions will be sent out closer to the event.

To register visit our website, and select “Training and Events” under the “Quick Links Section”. Registration instructions are also available on the Open Records Portal’s “Help Center”.


Portal Upload and Download Help Pages Added

March 17, 2016 Comments off

Two new pages were added to the Open Records Portal Help Center today:

Upload Files

Download / View Uploaded Files

Each page includes instructions for both requesters and records officers. As always, please let us know if you have any questions or feedback. Thanks!

The Portal now closes requests automatically!

February 19, 2016 Comments off

We’ve fixed the “Approve”/”Approve and Close” issue! Now, when you “Approve” a records request on the Open Records Portal, the request is considered completed and is closed automatically. Denying or referring the request will also close the request automatically. (You may always re-open the request if necessary.)

Thank you to everyone for your feedback. We hope this change makes it easier and more efficient for you to use the portal, and we look forward to making more great changes in the future.

For questions about closing requests or other portal issues, please email, or leave a comment here.