Online Records Officer Certification FAQ

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Frequently Asked Questions

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Where can I find the Records Officer Certification Manual and Exam?

Certification study materials may be found at archives.utah.gov/recordsmanagement/CSS/main.html

For instructions on how to access the exam, please visit grama.utah.gov/aro/certification.html

 

Which test should I take?

There are currently two tests available:

  • Records Access and GRAMA Essentials
  • Records Management Essentials

If you handle GRAMA requests, we recommend that you take the Records Access and GRAMA Essentials test first, then take the Records Management test the next year, and so on.

If you do not handle GRAMA requests, you may take either test, but the Records Management Essentials certification may be of more benefit to you.

 

How often do I need to certify?

Records officers are required by law to certify annually, as per Utah Code 63G-2-108.

 

What happens if I don’t pass the exam?

If you do not score a 75 percent or higher on the exam, you can retake the exam as many times as needed to receive a passing score.

 

Is there a cost to take the certification exam?

No, the certification exam is free.

 

I started the exam but can’t finish it today, will I need to start the exam over?

No. The exam includes three or four different parts. Each time you complete one part of the exam, your submissions are saved to our database. You can exit the exam after any one of the parts. To reenter the exam, simply click on the link in the Portal dashboard.

 

Who is required to take this exam?

All records officers employed by a state agency, local government, special service district, school district, and/or any other publicly funded entity, as per Utah Code 63G-2-108.

 

What is a records officer?

Records officers are government employees that have been appointed by their entity’s Chief Administrative Officer (CAO).

From Utah Code 63G-2-103(25):

“Records officer” means the individual appointed by the chief administrative officer of each governmental entity, or the political subdivision to work with state archives in the care, maintenance, scheduling, designation, classification, disposal, and preservation of records.

From Utah Code 63A-12-103(2):

The chief administrative officer of each governmental entity shall:

(2) appoint one or more records officers who will be trained to work with the state archives in the care, maintenance, scheduling, disposal, classification, designation, access, and preservation of records;

 

What is a CAO?

A CAO is a government employee, such as an Executive Director, County Commissioner, City Manager or Mayor, etc, whose job is to oversee the proper and effective management of, and access to, government records. From Utah Code 63A-12-103:

 The chief administrative officer of each governmental entity shall:

(1) establish and maintain an active, continuing program for the economical and efficient management of the governmental entity’s records as provided by this chapter and Title 63G, Chapter 2, Government Records Access and Management Act;

(2) appoint one or more records officers who will be trained to work with the state archives in the care, maintenance, scheduling, disposal, classification, designation, access, and preservation of records;

(3) ensure that officers and employees of the governmental entity that receive or process records requests receive required training on the procedures and requirements of this chapter and Title 63G, Chapter 2, Government Records Access and Management Act;

(4) make and maintain adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the governmental entity designed to furnish information to protect the legal and financial rights of persons directly affected by the entity’s activities;

(5) submit to the state archivist proposed schedules of records for final approval by the records committee;

(6) cooperate with the state archivist in conducting surveys made by the state archivist;

(7) comply with rules issued by the Department of Administrative Services as provided by Section 63A-12-104;

(8) report to the state archives the designation of record series that it maintains;

(9) report to the state archives the classification of each record series that is classified; and

(10) establish and report to the state archives retention schedules for objects that the governmental entity determines are not defined as a record under Section 63G-2-103, but that have historical or evidentiary value.

 

Can I complete the certification exam even if I am not the appointed records officer for my agency?

Yes, all government employees in the state of Utah are invited to complete the certification exam. Please follow the instructions at grama.utah.gov/aro/certification.html

  1. January 30, 2013 at 1:07 pm

    If I completed and passed the certification exam in September, 2012 do I have until September, 2013 to take the recertification test?

  2. March 18, 2013 at 5:10 pm

    Emalee,

    Yes, you have one year from the date of completion to retake the certification exam.

  3. Mica
    February 6, 2014 at 11:34 am

    Hi, I am very interested in getting certified for my CRM. Is there a contact number I can call and just talk to someone about it or an email. As to what the cost would be an when the training is available.?

  4. February 18, 2014 at 1:18 pm

    Mica,

    You may contact me at louderkirk@utah.gov or by phone 801-531-3860 and we can help you get registered for the certification test. Upcoming in-person training are posted on our website at http://archives.state.ut.us/cgi-bin/traininglist.cgi. All training is provided at no cost to participants.

  5. Shauna
    February 11, 2016 at 12:36 pm

    I’m attempting to take the certification exam but the link that was sent with my email is not working?

  6. Renée Wilson
    February 11, 2016 at 4:31 pm

    Shauna,

    You no longer need a link to take the certification exam. Looks like we need to update our page.

    To take the exam, click this link.

    If that doesn’t work, you can access the certification from the Open Records Portal at openrecords.utah.gov (log in, click on Dashboard, click on Training, click on Certification; for instructions with images, go to grama.utah.gov/aro/certification.html). If you’re not a records officer in our system, you will not be able to access the training through the portal.

    If you have any questions, feel free to contact the Portal Admin at openrecordsadmin@utah.gov.

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