January ARO Updates - Utah Archives & Records Service

January Updates

This monthly newsletter features content exclusively for
Appointed Records Officers.

Sunshine Conference 2020

Register now for the 2020 Sunshine Conference! Presentations will cover the origins of Utah's open record laws, the ABC's of GRAMA, the media's perspective on record requests, and a discussion on preserving electronic records. This event is free to attend in person or on live-stream.

State Records Management Committee Update

The State Records Management Committee had their third meeting earlier this month. In addition to several agency-specific retention schedules, they have approved the following updates to general retention schedules (GRS):

GRS-48: State government routine administrative correspondence
GRS-16558: Vehicle ownership records
GRS-16554: Special assessment project administrative records
GRS-16555: Special assessment project governance records
GRS-551: Emergency response hazardous waste case files
GRS-355: National Crime Information Center (NCIC) records

You can get insight into the GRS update process via our website. Your feedback is always welcome! To view the meeting minutes or hear the recording of this meeting, visit the Public Notice Website. The next State Records Management Committee meeting is scheduled for Monday, February 24th.

Update on Sharing Records

Governmental entities may share private, protected, and controlled records with other governmental entities as well as with contractors and private providers. This guide spells out when and how records can be shared or must be shared. Governmental entities that receive shared records may not provide access in response to a GRAMA request.

Record Center Reminders

If you're recalling records from the State Records Center, please be aware that only appointed records officers (AROs) have the authority to recall their agency's records or to delegate that responsibility to a co-worker. Any non-ARO submitting a recall request needs to use the name of the appointed records officer who authorized them to recall records as the requester, and their own name as the recipient. This allows the State Records Center to verify each request with the ARO, which results in greater security for your important government records.

Upcoming Trainings

February 11: GRAMA for Law Enforcement (SLC)
February 19: RIM 201 - Using Retention Schedules (SLC)
March 6: State Archives Fundamentals (Orem)
March 11: RIM 101 Workshop (SLC)

A reminder that we are now publishing our training calendar by quarter. If you are interested in a specific training for your region or agency, please reach out.

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