Utah Department of Administrative Services

Division of Archives & Records Service

Record Series Submission Form

State law mandates that government records be retained according to approved retention schedules.

This can be accomplished either by following approved general schedules or by obtaining approval for agency specific retention schedules. To obtain approval for agency specific schedules, the chief administrative officer must submit to the State Archivist proposed retention schedules of records for final approval by the State Records Committee (Utah Code § 63A-12-103(5)).

Government records cannot be disposed of or destroyed in contravention of a legally approved retention schedule (Utah Code § 63A-12-105). State law additionally mandates that every governmental entity report the designation (primary classification) of each record series it maintains to the State Archives (Utah Code § 63A-12-103(8)).

This submission form can be used to schedule a new record series. When the schedule has been approved it will document the existence of records, establish the length of time the records must be maintained, and authorize their disposition—either destruction or permanent transfer to the State Archives' custody. Please contact the State Archives if you have questions or need assistance in the process of scheduling records.

Edit an Existing Retention Schedule

To edit an existing retention schedule, you must first search for that schedule by its series number.

Or Describe a New Record Series

*Records Officer's Name:
*Email address:
*Phone number:
*Name of governmental entity:
*Division (include city/region):

 

Information About Records

*Record series title (no acronyms/abbreviations):


Variant title (acronyms or nicknames):


*Date ranges:


*Arrangement:

Alphabetical by

Alphanumerical by

Chronological by

Numerical by

Other Arrangement:

Are these records described in an already approved general retention schedule? If so, provide the schedule and item number. Retention for records tied to a general retention schedule must match the general schedule.

Schedule Type:
Schedule Number:
Item Number:

 

Description

The records description should identify the records in a summary that is understandable to someone who is unfamiliar with the records and their function. The description should answer such questions as: a) What government functions do the records document? b) How are the records used? c) What information is contained in them?

Appraisal

What is the primary value of these records? (please check all that apply):

Administrative Value
Fiscal Value
Historical Value
Legal Value

Add appraisal explanation or justification:

Provide legal citations, if any, which govern the creation, retention, or acessibility of the records in the series:

 

Retention

Indicate the format and recommend how long these records should be retained for the administrative purposes of the agency and delineate the reasoning for that length of time:

Format:


Year(s) Month(s)

Describe any triggering event that would signal the beginning of the retention? (If there is no triggering event, then the disposition date will be calculated from the creation date.)

If these records are to be transferred to the State Records Center, at what point should they be transferred?

Disposition

When these records have met their retention their disposition should be:

Destroyed
Transferred to Archives to become part of the state's permanent historical record
Other, explain:

Format Migration Plans

Records must be preserved and accessible for the entire retention period. Records in electronic format cannot be guaranteed to remain accessible for longer than ten years without undergoing a format/media review and possible upgrades or changes. For long-term records with a retention period of more than ten years, a retention migration plan is required to ensure preservation and accessibility. Please submit as an attachment the format/migration plan that the agency has prepared to ensure the records' preservation and accessibility, or summarize below:

Other

Add any additional comments that would be useful in understanding the records in the series.

 

Government Records Access and Management Act

GRAMA (Utah Code § 63G-2-307)(1)(c)) states that a governmental entity shall report designations of its records to the State Archives.

Primary designation for the record series:

Public

Private

Controlled

Protected

Restricted by a court rule or a state or federal statute other than GRAMA

If not Public, provide the legal citation which is the basis for the designation for records in the series. See classification worksheet.

Secondary designation for the record series:

Public

Private

Controlled

Protected