July Updates
This monthly newsletter features content exclusively for 
Appointed Records Officers.
Watch Now: Webinar Recording
The So You Just Became a Records Officer- Now What? webinar is now available on our YouTube channel. This webinar for new(ish) records officers outlines first steps to take, how to find out what has already been done by your predecessors, and the basics of records management and access. We've also updated our guide for new AROs.
Watch Here
We have added forms on the website to help agencies answer GRAMA requests. While use of these forms is not mandatory, they are designed to facilitate the records request process and to ensure that all of the necessary information is provided at each step.
GRAMA Forms Link
State Records Committee Update
The State Records Committee heard three appeals this month. In the McDonald vs. Utah Department of Corrections case, Mr. McDonald was an attorney representing an inmate. He requested records classified as controlled be changed to private. The respondent expressed security concerns with this change without a court order requiring the records be for the attorney's eyes only. The Committee agreed access to these records was a question for the court and upheld the respondent's designation.
SRC Information
Dear Abby, 

Our agency has been using Zoom to host all of our meetings and training during the time of COVID-19. We have recordings, chats and Q&A’s from each of the meetings. The platform has the ability to save the information indefinitely but we don’t know if we want to maintain it forever. What guidance does the Utah State Archives have in regards to the retention schedules for platforms such as Zoom, WebEx, Google Hangouts, or Microsoft Teams? 

-Anonymous Zoomer

Hello Anonymous Zoomer, 

Do these platforms automatically record and capture records for these meetings or do you have the option to not create the additional records? Remember that just because you can create a record, doesn’t mean you need to. If you weren’t recording the in-person meetings before COVID-19, you might not need to capture a recording now. If you must capture the recordings of the meetings, they—along with the chats and Q&A’s—should follow the same retention schedules used for in-person meeting records. Here are some possibilities; the participants, purpose, and content of the meeting or training will determine which would apply: Internal committee records (GRS-1725), Executive internal committee records (GRS-1726) Training aids (GRS-1951)

- Abby

State Records Center Storage
As we all look for ways to tighten our belts during these unusual times, you might start realizing that record storage can be expensive! Did you know that the Records Center in Clearfield offers FREE offsite records storage? Reach out to your RIM specialist to learn more!
Upcoming Trainings
July 29: GRAMA: Responding to Records Requests
August 12: Email Records Management for State Governments; prerecorded presentation and live Q&A
August 19: Email Records Management for Local Governments; prerecorded presentation and live Q&A

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.
Register Here
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