Archive

Archive for the ‘Records Management’ Category

How to send records to the State Records Center

April 27, 2017 Leave a comment

Government records may be stored at the State Records Center in Clearfield when they are no longer actively referenced within your office (used less than once a month). This allows your agency to maintain ownership while using free off-site storage. Once you’ve completed a Records Transfer Sheet (RTS) online, you can coordinate with the Record Center staff to deliver your records.

Clearfield Building Sept 06 2012 011

Here are a few guidelines and pointers. First of all, verify that the record series have been scheduled and assigned a series number by the State Archives. If there is no series number assigned, work with your analyst to obtain one. If you send records to the State Records Center without a series number, they will be sent back to you. If the records are past retention, do not send them to the State Records Center to be destroyed.

Once the records are scheduled and you have received a series number, you are ready to box your records. The boxes must meet the specifications required by the State Archives. You can order boxes from Office Depot. Call 1-888-263-3423 and provide your Office Depot Customer Number. If you don’t have one, you will be invited to establish one. Office Depot must have your account open before they can view the box item number (285052) in their system. If you have any trouble ordering the boxes, call 801-736-7377.

The Record Center staff has provided a few do’s and don’ts for packing boxes:

  • DO pack records using the same arrangement you use in your office. You do not need to create a new filing system to send records to the State Records Center.
  • DO replace hanging file folders, and binders with labeled manila folders.
  • DO remove rubber bands.
  • DO tape boxes if you are using State Mail. If you are not using State Mail, it is not required.
  • DO keep an inventory of each box’s contents. A copy of this inventory should remain with the records officer and a copy should be kept in the box.
  • DO label boxes with a large black pen and include the following information directly on the box in the proper field: Agency name, agency-assigned box number, and record series number.
  • DO contact the Records Center at 801-525-3020 to make special arrangements for oversize materials like maps.
  • DON’T over-pack the boxes. There should be about two inches of space in the box. Your hand should be able to easily use the handles on the side and easily fit in the box to retrieve folders. If you scratch your hand, the Record Center staff will too when retrieving, shelving and filing the box.
  • DON’T send cassette tapes/VHS or CDs to the Records Center for storage.
  • DON’T put records belonging to more than one record series in the box.
  • DON’T reuse old boxes that have already been written on.

Once boxes are prepared, fill out the online Records Transfer Sheet (RTS). Make sure you indicate on the transfer sheet if anything in the box is not paper. After you have submitted the RTS, the Records Center will email and let you know when you may send the records. If State Mail (801-323-4300) is available, you may send up to 6 boxes without prior arrangement.  Upon delivery, Records Center staff will verify that all boxes match the Records Transfer Sheet. They will send a Box Accession Report to whomever submitted the original RTS. As a note, if the record officer is not the person submitting the RTS, they will not receive the Accession Report, which they may need to have, so make sure you are keeping the record officer in the loop.

IMG_5398_StateRecordsCenter

Stay tuned for part 3- How to retrieve records from the State Records Center!

Today’s Feature Presentation: The Proper Care and Feeding of Your IT Employees

April 25, 2017 Leave a comment

Today’s Feature Presentation . . .

ESJames2EditTuesday, April 25, 2017. Noon-1:00 p.m. 
The Proper Care and Feeding of Your IT Employees by James Duckett, City of St. George
James will share his experience and insights on how to build a team effort between records managers and IT. James has been the Technology Division Manager for the City of St. George for nine years, where he has combined two of his lifelong passions: working (playing) with technology and building the best IT team possible.

Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.
Step-by-step instructions are available here: Adobe Connect Instructions for Registrants. If you have trouble connecting, try opening the link in Internet Explorer.

Join us next week for . . .

Thursday, May 4, 2017. Noon-1:00 p.m.
CoronaNgatuvaiUsing Google to Manage Electronic Messages by Corona Ngatuvai, Utah State Department of Technology
Corona will cover functions and features in Gmail that can help you to better manage your electronic correspondence. Corona is the IT Manager over Desktop Services Engineering in the Department of Technology Services. His educational background is in Electrical Engineering and Mathematics. A link to join the event will be sent out prior to the event date.

Webinars are recorded and posted on our website within one week of the event. Recordings and handouts from all previous webinars are available on our website

Questions may be directed to recordstraining@utah.gov or 801-531-3863.

Categories: Records Management

Today’s Feature Presentation: State Records Committee (SRC) Decisions and Orders

April 19, 2017 Leave a comment

Today’s Feature Presentation . . .

Archives Training TeamWednesday, April 19, 2017. Noon-1:00 p.m.
State Records Committee (SRC) Decisions and Orders by Nova Dubovik, State Records Committee Executive Secretary
Nova will provide a broad overview of the State Records Committee and share interesting decisions and orders from the past year that have generated public interest. Nova Dubovik is the State Records Committee executive secretary. She enjoys the challenges of working and teaching the governmental agencies and the public about the Government Records Access and Management Act (GRAMA). Nova retired from the United States Air Force after 23 years of active duty service, and is a recent graduate of San Jose State University, where she received her Master of Library and Information Science degree. She has been with the Utah State Archives since 2014.

Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.
Step-by-step instructions are available here: Adobe Connect Instructions for Registrants. If you have trouble connecting, try opening the link in Internet Explorer.

Join us next week for . . .

ESJames2EditTuesday, April 25, 2017. Noon-1:00 p.m. 
The Proper Care and Feeding of Your IT Employees by James Duckett, City of St. George
James will share his experience and insights on how to build a team effort between records managers and IT. James has been the Technology Division Manager for the City of St. George for nine years, where he has combined two of his lifelong passions: working (playing) with technology and building the best IT team possible. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

The complete schedule for our webinar series can be viewed here. Instructions on how to register can be found here.

Webinars are recorded and posted on our website within one week of the event. Recordings and handouts from all previous webinars are available on our website

Questions may be directed to recordstraining@utah.gov or 801-531-3863.

Categories: Records Management

April SRC Retention Schedule Report

April 13, 2017 Leave a comment

The previously posted general schedule was heard by the State Records Committee today and approved. This general schedule was 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.

Today’s Feature Presentation: GRAMA Legislative Updates

April 12, 2017 Leave a comment

Today’s Feature Presentation . . .

RosemaryCundiffWednesday, April 12, 2017. Noon-1:00 p.m.
GRAMA Legislative Updates by Rosemary Cundiff, Government Records Ombudsman
Rosemary will cover the 2017 legislative updates that affect the Government Records Access and Management Act (GRAMA). Rosemary is the government records ombudsman at the Utah State Archives. In that role, she is required to be familiar with GRAMA so that she can assist government employees as well as the general public with issues related to GRAMA records requests. Rosemary has worked for the Utah State Archives for nearly 17 years and has been the ombudsman for five years. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar. Step-by-step instructions are available here: Adobe Connect Instructions for Registrants . If you have trouble connecting, try opening the link in Internet Explorer.

Utah State Archives’ training events are free of charge. Questions regarding today’s webinar may be directed to recordstraining@utah.gov or 801-531-3863. Instructions on how to register can be found here. The complete schedule for our webinar series can be viewed here. All webinars will be recorded and posted on our website within one week of the event.

Upcoming Webinars:

Archives Training TeamWednesday, April 19, 2017. Noon-1:00 p.m.
State Records Committee (SRC) Decisions and Orders by Nova Dubovik, State Records Committee Executive Secretary
Nova will provide a broad overview of the State Records Committee and share interesting decisions and orders from the past year that have generated public interest. Nova Dubovik is the State Records Committee executive secretary. She enjoys the challenges of working and teaching the governmental agencies and the public about the Government Records Access and Management Act (GRAMA). Nova retired from the United States Air Force after 23 years of active duty service, and is a recent graduate of San Jose State University, where she received her Master of Library and Information Science degree. She has been with the Utah State Archives since 2014. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

The complete schedule for our webinar series can be viewed here.

Categories: Records Management

Spotlight On: Zane Woolstenhulme

April 11, 2017 Leave a comment

Zane

Zane Woolstenhulme is the Business Administrator for the Ogden City School District. In his position he responds to GRAMA and HIPAA requests.

Zane has been a records officer for 29 years. He served in South Summit School District and Logan School District before working for Ogden School District. Among the statutory responsibilities of the business administrator is the responsibility to have custody of “the records”.  He states that the most challenging part of being a records officer is dealing with the sheer volume and variety of records kept by a school district.
Zane Woolstenhulme

In the winter of 2015, Zane called his records analyst at the State Archives because he had found a basement room full of records in one of his elementary schools, which led to the discovery of other records in other locations. Zane met with his analyst and the State Archives preservationist in order to come up with a plan for transferring the records to Archives custody. Since many of the found records dated back to the late 1890s, we wanted to ensure the historic records were preserved. For 4 days our Archives team worked in 3 different school district locations to gather historical records, some of which are still being processed to ensure preservation and access.

We asked Zane what tools and advice he would like to share with other records officers, and he said “The sharpest tool in my belt … is the speed-dial button to the office of the State Archives, particular the Government Records Ombudsman, who is always a helpful resource in dealing with GRAMA requests.” He also had two suggestions: “1) Don’t be afraid to throw things away; 2) When in doubt, call State Archives.”

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

Categories: Records Management

Learn how to play ball with GRAMA

April 10, 2017 Leave a comment

RosemaryCundiffWednesday, April 12, 2017. Noon-1:00 p.m.
GRAMA Legislative Updates by Rosemary Cundiff, Government Records Ombudsman
Rosemary will cover the 2017 legislative updates that affect the Government Records Access and Management Act (GRAMA). Rosemary is the government records ombudsman at the Utah State Archives. In that role, she is required to be familiar with GRAMA so that she can assist government employees as well as the general public with issues related to GRAMA records requests. Rosemary has worked for the Utah State Archives for nearly 17 years and has been the ombudsman for five years. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar. If you have trouble connecting, try opening the weblink in Internet Explorer.

Utah State Archives’ training events are free of charge. Questions regarding today’s webinar may be directed to recordstraining@utah.gov or 801-531-3863. Instructions on how to register can be found here. The complete schedule for our webinar series can be viewed here. All webinars will be recorded and posted on our website within one week of the event.

Upcoming Webinars:

Archives Training TeamWednesday, April 19, 2017. Noon-1:00 p.m.
State Records Committee (SRC) Decisions and Orders by Nova Dubovik, State Records Committee Executive Secretary
Nova will provide a broad overview of the State Records Committee and share interesting decisions and orders from the past year that have generated public interest. Nova Dubovik is the State Records Committee executive secretary. She enjoys the challenges of working and teaching the governmental agencies and the public about the Government Records Access and Management Act (GRAMA). Nova retired from the United States Air Force after 23 years of active duty service, and is a recent graduate of San Jose State University, where she received her Master of Library and Information Science degree. She has been with the Utah State Archives since 2014. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

ESJames2EditTuesday, April 25, 2017. Noon-1:00 p.m. 
The Proper Care and Feeding of Your IT Employees by James Duckett, City of St. George
James will share his experience and insights on how to build a team effort between records managers and IT. James has been the Technology Division Manager for the City of St. George for nine years, where he has combined two of his lifelong passions: working (playing) with technology and building the best IT team possible. This is a live webinar. Use this link to join the event, https://utahstatearchives.adobeconnect.com/webinar.

GoogleImage

Thursday, May 4, 2017. Noon-1:00 p.m.
Using Google to Manage Electronic Messages by Corona Ngatuvai, Utah   State Department of Technology Corona will cover functions and features in Gmail that can help you to better manage your electronic correspondence. Corona is the IT Manager over Desktop Services Engineering in the Department of Technology Services. His educational background is in Electrical Engineering and Mathematics. A link to join the event will be sent out prior to the event date.

Previous Webinars:

Wednesday, April 5, 2017. Noon-1:00 p.m.
Can We Destroy the Paper After We Scan It? What you need to know to answer this question! by Kendra Yates, Utah State Archives

We will have the recording from last week’s webinar posted to our website by tomorrow. Certificates for the webinar are available here, and instructions on how to print or save your certificate are also available here, as well as below:

If you registered for the April 5, 2017 webinar you may retrieve your certificate by:

  • Right-clicking on the file, Registrants_WebinarCertificates 
  • Selecting the “Download” option, this will download a PDF file to your computer
  • Within PDF file open, find your certificate by selecting ctrl+f and typing your name in the search box
  • Print or save your certificate

If you did not register for the webinar, a blank certificate is available for you to download and add your name

Categories: Records Management