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Archive for the ‘Records Management’ Category

Upcoming Training

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

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

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.

How to retrieve records from the State Records Center

June 19, 2017 Comments off

Although government records stored at the State Records Center in Clearfield are no longer actively referenced within your office (meaning they are used less than once a month), you may recall them whenever needed. This happens for a variety of reasons: There may be a GRAMA request for records that are housed in the State Records Center, a student may be requesting a transcript years after they’ve graduated, there may be a case file needing some additions. These requests may be for a single file or multiple files; a whole box or multiple boxes.

If you are recalling files, not boxes, separate retrieval forms need to be submitted for each file, even if they are in the same box. Once the request has been received by the Record Center staff, the records will be sent to the requester within two business days. If the files requested are so large in volume that they fill more than half the box they are stored in, the Record Center staff will send the entire box to maintain record order. If the file cannot be located, the Record Center staff will contact your office.

To locate individual files in a box, it is important that the agency provide Record Center staff with the exact file name as it was filed. As discussed in the last blog post titled “How to send records to the State Records Center”, these records are in the agency’s custody, therefore the files must be organized by the agency before transfer. Keeping an inventory of each box’s contents in the office and in the box will make it easier to retrieve files. You can organize the files by case number, by category or subject, alphabetical by last name, chronological order, or geographical order.

file-request

When you receive the file, there will be a file request form on the front. Do not remove it. Return it with the file so the Record Center staff can refile it correctly. If the file request form is not returned with the records, then the Record Center staff will not have the necessary information to re-file the records. The records will be returned to the agency until the proper organizational information and box details can be determined.

Are there any questions you have about using the Record Center? Let us know!

Spotlight On: Rosanne Ricks, Human Resource Director

May 30, 2017 Comments off

SPOTLIGHT-modified

This month we are spotlighting Rosanne Ricks, a Human Resource Director with Utah’s Department of Human Resource Management (DHRM).

Rosanne has been a records officer for many years, though her “main” job is as an internal auditor. She is working on two major records projects at the moment: updating all of DHRM’s series-specific retention schedules, and creating a records management guide for DHRM employees. The ultimate goal for these projects is to see less confusion and more consistency across the department in the handling of state records.

Rosanne’s work on these projects requires a massive effort. She currently spends about one-third of her work time updating DHRM’s series, and she collaborates regularly with DHRM management, agency liability attorneys, and State Archives employees. When asked what she wishes she’d known when she started, she replied “a greater awareness of the types of records my own agency generates and maintains.”

We asked Rosanne what she’s learned throughout these projects, and what advice she’d give to other records officers. Here are her replies:

“Take advantage of all the great information and materials posted on the [State Archives] website for records management. They are easy to understand and provide a wealth of information.

Collaboration is the only way to accomplish a project like this. Get everyone’s eyes to look at the project, as employees often have duties related to a task that others are not aware of.”

That’s good advice for everyone!

Thanks for all the hard work you do, Rosanne; we salute you!

Public Service Recognition Week: Meet the Records Analysts!

May 11, 2017 Comments off

As part of Utah’s Public Service Recognition Week, we want to honor the employees of the Utah Division of State Archives and Records Service, Records Analysis section, who assist Utah governmental agencies in the efficient management of their records.

Records analysts provide customer service to records officers and training for government employees—in person, via the phone or email, and through our websites. We supply certification training and guidance regarding records management issues, help records officers update or create retention schedules, and offer free classes, webinars, and conferences centered around records management and GRAMA issues.

Lorianne-Ouderkirk editedLorianne Ouderkirk is coming up on her five-year anniversary of working at the State Archives in July! She is the records analyst for all local governmental agencies, as well as law enforcement (including Highway Patrol), and the Utah Department of Health. Lorianne is a skilled listener and pays a lot of attention to detail. This serves her both in assisting customers and in coordinating and planning training events that draw hundreds of attendees from all over the state.

Her favorite part of the job is “The people that I get to work with across the state. The records officers and chief administrative officers that I work with are all very invested in caring for their agency’s records and mindful of the impact maintaining government records has on their agency and their community. I enjoy working and meeting with records officers to understand their needs, and then connecting them with relevant resources and helping them to achieve their goals.

“I also get to coordinate learning opportunities (conferences, webinars, etc.) to provide training on topics not covered in our standard training classes. I enjoy hearing from records officers about what topics they would like to learn about most, and I use those ideas for planning the next event.”

 

Rebekkah Shaw

Rebekkah Shaw reviews, updates, and creates general retention schedules, which requires gathering input from stakeholders and trying to build consensus. She also serves as the analyst for all education governmental agencies—school districts, charter schools, state education offices, and higher education. Rebekkah has a gift for being able to review and understand vast amounts of data, and has been leading a major Division of Archives initiative to clean up data about record series in our content management system. She has been with the State Archives since 2010 and is a fantastic team player!

When asked what her favorite part of the job was, Rebekkah answered: “I love the relief I hear from records officers when they contact us feeling completely overwhelmed with a task, but feel prepared after talking with us. I love the satisfaction of a retention schedule approved by the State Records Committee after months of work. I suppose my favorite thing, if I must choose one–Picture this–There’s a “problem series.” Something about it doesn’t make sense and needs to be fixed. You know that moment when you’ve figured it out and now you can fix it? Those moments are my favorite.”

 

2015 Electronic Records Conference

Renée Wilson has worked at the State Archives for 3.5 years, most of which was spent developing and administering the Open Records Portal. She currently is the records analyst for most state governmental agencies. She is passionate about putting our customers first and giving them the best possible experience while using our services. Renée excels at exploring new software applications, technology-related problem-solving, designing user-friendly tools, and providing stellar customer service. She has made it possible for us to broadcast our conferences live and post the recordings on our website, thereby reaching records officers unable to make the trip to Salt Lake City.

She says “My favorite part of my job is when I get to run a webinar or update a webpage or test new features of the website, or otherwise be helpful in some technology-related way. I love helping people find information! I like the people with whom I work, both within the Archives and at the agencies.”

 

We are so fortunate to have Lorianne, Rebekkah, and Renée on our team! Please 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.

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