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November Updates
This monthly newsletter features content exclusively for 
Appointed Records Officers.
CAO Training Video

This new informational video introduces chief administrative officers to their roles within records and information management. It's a great resource for new CAOs and perfect for those who want a refresher!

Watch Now

Dear Abby,

What is a shapefile and how do we provide access to one?

- Geographic Information Maven

Dear GIM,

A shapefile is a type of digital file format used for storing geographic information. A shapefile is made up of at least three individual vector files (graphics files built by mathematical formulas rather than colored blocks) and can store the location, shape, and attributes of geographic features. One example of shapefiles is cadastre records.

Although the shapefile format is open source, some GIS (Geographic Information System) systems may require a fee and/or assistance to facilitate access. If shapefiles are included in a records request, an agency may choose to pass along any access fees to the requester (see Utah Code 63G-2-203). It may be a good idea to communicate with the requester about the processes required to provide that record format, the costs associated, and possible alternatives before doing the work of preparing the records. 

Hope this helps!
Abby

PNW Video

This short informational video (featuring many of our RIM staff!) illustrates the differences between posting to the Public Notice Website and managing your records.

Watch Now
State Records Committee Update
The SRC held 3 hearings this month. Here is one takeaway from each hearing:
  • The Committee really appreciated all the work agencies do to make it easy to review records in camera. In TEA Group v. UDOT, the respondent color-coded the different citation categories and provided citations and reasoning in an index. 
  • We've said it before, but it's worth repeating. The Committee appreciates it when record officers and records managers come to the hearing. In the Jeff Bennion v. Utah Housing Authority case, two people who worked on the request came to provide testimony about their process. It helped the Committee understand the challenges involved and the effort made in responding to the request.
  • Video pixelation and audio manipulation to protect the identity of the person speaking is a form of redaction. This was discussed in ESPN v. University of Utah. 
Upcoming Trainings

Dec 7: General Retention Schedule Training ONLINE

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 to your RIM Specialist.

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