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June Updates
This monthly newsletter features content exclusively for 
Appointed Records Officers.
Quarter 3 Trainings
The quarter three training schedule is now live. We will be offering two in-person classes in addition to our online offerings.
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Dear Abby,

Do we need to use the Office Depot boxes to send our records to the Records Center, or can we leave them in our boxes?


Boxing Betty

Dear Boxing Betty,

Great question! We do require agencies to send records in new or unused Office Depot boxes (Office Depot item #285052). These boxes have been designed to specific Records Center standards, with a maximum box weight of 35 lbs, an edge crush test weight of 550 lbs, and pre-printed areas for agencies to label in order to maintain consistency in box identification and data entry. Other boxes do not meet these requirements. For instructions on how to order boxes from Office Depot, see our website. If you have any questions, please contact your RIM specialist.


Hope this helps!
Abby

2021 Changes to GRAMA

There were a couple of changes made to GRAMA last legislative session. You can now review a narrative of the changes as well as strikethrough text on our website.

GRAMA Updates
GRS Updates

We are proposing one update this month: to broaden GRS-1949 Service record cards to cover any summary records related to public employee service information. If this update might affect your agency, we would appreciate your feedback. You can leave a comment via our GRS Updates webpage. The open feedback period for these update proposals is 6/157/15.

We have also reactivated eight schedules that were previously discontinued, as agencies may still have the records they describe. You can view them here.

State Records Committee Update
For the first time in more than a year, the State Records Committee met in person. All three hearings were about access to correspondence. Of most significance was a discussion about text messages of county commissioners. A petitioner (Mr. Mark Allen) explained why he believes government employees and elected officials should have separate work phones. He argued that separate phones will ensure that text messages about government business will not be stored on personal devices where they are inaccessible to records officers. You can read more about the committee's ruling here.
 
The State Records Committee has vacancies for a citizen member and a member with database experience. If you or someone you know is interested in serving on the Committee in either capacity, please contact Rebekkah Shaw (rshaw@utah.gov).
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