1. B ASIC R ECORDS M ANAGEMENT

2. W HY E NGAGE IN R ECORDS M ANAGEMENT ? Utah Code 63G- 2-604 – Retention and disposition of records. (1) (a)....each governmental entity shall file with the State Records Committee a proposed schedule for the retention and disposition of each type of material that is defined as a record under this chapter. (b) After a retention schedule is reviewed and approved by the State Records Committee under 40 Subsection 63G-2-502(1)(b), the governmental entity shall maintain and destroy records in accordance with the retention schedule. (c) If a governmental entity subject to the provisions of this section has not received an approved retention schedule for a specific type of material that is classified as a record under this chapter, the model retention schedule maintained by the state archivist shall govern the retention and destruction of that type of material.

3. W HY E NGAGE IN R ECORDS M ANAGEMENT ? Utah Code 63G- 2-604 – Retention and disposition of records. (1) (a)....each governmental entity shall file with the State Records Committee a proposed schedule for the retention and disposition of each type of material that is defined as a record under this chapter. (b) After a retention schedule is reviewed and approved by the State Records Committee under 40 Subsection 63G-2-502(1)(b), the governmental entity shall maintain and destroy records in accordance with the retention schedule. (c) If a governmental entity subject to the provisions of this section has not received an approved retention schedule for a specific type of material that is classified as a record under this chapter, the model retention schedule maintained by the state archivist shall govern the retention and destruction of that type of material.

4. W HY E NGAGE IN R ECORDS M ANAGEMENT ? Physical and intellectual control of record information Organized agency operations Access to information when needed Proper disposal of information  reduce space and expense of storing record information

5. D EFINITION : S CHEDULE 63G-2-103 Definitions.... (23) “Schedule,” “scheduling,” and their derivative forms mean the process of specifying the length of time each record series should be retained by a governmental entity for administrative, legal, fiscal, or historical purposes and when each record series should be transferred to the state archives or destroyed.

6. L IFE C YCLE OF A RECORD Retention Disposition

7. R ETENTION The length of time information in the records is usable. The length of time a governmental entity has legal custody responsibility for the record.

8. L EGAL C USTODIAL R ESPONSIBILITIES Provide Access  Respond to GRAMA requests  Public Access Maintain the integrity of the official record  Prevent deterioration of information  Proper storage  Migrate data

9. D ISPOSITION What to do with the record after it has met retention. Disposition is a transfer of custody Disposition: Transfer of Custody State Archives Destroy

10. D ISPOSITION

12. W HY E NGAGE IN R ECORDS M ANAGEMENT ? Utah Code 63G- 2-604 – Retention and disposition of records. (1) (a)....each governmental entity shall file with the State Records Committee a proposed schedule for the retention and disposition of each type of material that is defined as a record under this chapter. (b) After a retention schedule is reviewed and approved by the State Records Committee under 40 Subsection 63G-2-502(1)(b), the governmental entity shall maintain and destroy records in accordance with the retention schedule. (c) If a governmental entity subject to the provisions of this section has not received an approved retention schedule for a specific type of material that is classified as a record under this chapter, the model retention schedule maintained by the state archivist shall govern the retention and destruction of that type of material.

13. S CHEDULE A PPROVAL State Records Committee Approval General Schedule Series Specific Schedule

14. T HINGS TO R EMEMBER Records Management  Utah Code 63G- 2-604  It makes your life easier Schedule Approval  General Retention Schedule  State Records Committee

15. S CHEDULE Retention  Legal Custodial Responsibilities  Provide Access  Record Integrity Disposition  Transfer of Custody  State Archives(Mr. Archivist)  Destroy (Mr. Shredder)

16. U NIFORM E LECTRONIC T RANSACTION A CT 46-4-301. Retention of electronic records -- Originals. (1) If a law requires that a record be retained, the requirement is satisfied by retaining an electronic record of the information in the record that: (a) accurately reflects the information set forth in the record after it was first generated in its final form as an electronic record or otherwise; and (b) remains accessible for later reference.

17. E MPLOYMENT H ISTORY R ECORDS (I TEM 11-62) Employment history documents a person's application, hiring, and employment with a governmental entity, including all records necessary to calculate benefits. Final actions taken as a result of disciplinary action or grievances are included in this schedule. Retention Retain 65 years from date of employment or 7 years after retirement or death and then destroy (UC 49-11-602(2014)).UC 49-11-602 Suggested Primary Designation Private: UC 63G-2-302(2)(a)(2014)UC 63G-2-302 (Approved 11/14)

18. G RADUATION AND T RANSCRIPTS (I TEM 17-32) Official transcripts document students' graduation from high school and verify classes attended and credits earned. Transcripts should note suspension and expulsion from school. Transcripts of students who did not graduate are included in this schedule. RETENTION Permanent. May be transferred to Archives. UCA 53A- 11-907 (2013). SUGGESTED PRIMARY DESIGNATION Public. (Approved 08/13)

19. C ONSIDERATIONS FOR E LECTRONIC R ECORD C OPY Must contain all of the information as found in the original What is the total retention for the record?  10+ years, have a plan for migrating the information  Permanent, send paper to the Archives for preservation Before destroying the paper records, contact the Archives about your specific situation

20. C USTODY Who owns the record? Archives Division of Archives and Records Services State Records Center in Clearfield Creating Agency

21. D EFINITION : R ECORD 63G-2-103 Definitions.... (22) (a) "Record" means a book, letter, document, paper, map, plan, photograph, film, card, tape, recording, electronic data, or other documentary material regardless of physical form or characteristics: (i) that is prepared, owned, received, or retained by a governmental entity or political subdivision; and (ii) where all of the information in the original is reproducible by photocopy or other mechanical or electronic means

22. D EFINITION : R ECORD 63G-2-103 Definitions.... (22) (a) "Record" means a book, letter, document, paper, map, plan, photograph, film, card, tape, recording, electronic data, or other documentary material regardless of physical form or characteristics: (i) that is prepared, owned, received, or retained by a governmental entity or political subdivision; and (ii) where all of the information in the original is reproducible by photocopy or other mechanical or electronic means

23. R ECORD C OPY VS. D UPLICATE C OPY Record Copy Subject to approved retention schedule Official copy Often the original, but not always Not format specific Should be selected based on record retention and most supportive format Duplicate Copy Not subject to approved retention schedule Reference or Access Duplicate means it is not the original Not format specific Should be selected base most supportive format for the need

24. S TATE A RCHIVES A SSISTANCE Cameron Mansen, State Government  cmansen@utah.gov  801.531.3836 Rosemary Cundiff, State Records Ombudsman  rcundiff@utah.gov  801.531.3858