Records that are required
for day-to-day business and are subject to frequent use; generally referred
to more than once per month per file drawer.
In appraisal, the usefulness
of records for the conduct of current and/or future administrative business
An organizational entity of
government, either executive, legislative or judicial, that is defined
by law and has decision-making authority. Can be an office, department,
board, commission, or other separate unit.
Retention schedule which specifies
the approved disposition of a record series unique in purpose and function
to its creating agency.
The process of determining
the value and thus the disposition of records based on their current administrative,
fiscal, and legal value; their evidential and informational value; their
arrangement and condition; their intrinsic value; and their relationship
to other records.
1. The noncurrent historical
records of an organization or institution, preserved because of their
2. The agency responsible
for selecting, preserving, and making available, records determined to
have permanent or continuing value.
3. The building in which an
archival repository is located.
The Utah State Archives is
a division within the Department of Administrative Services. The division
name encompasses both the main offices on Capitol Hill and the Records
Center in West Valley City.
One who is professionally
trained for or whose primary duties consist of appraising, describing,
referencing, and caring for archival records.
The order or relationship
of individual files within a record series to each other, frequently reflecting
the function of the record series to the organization, i.e., alphabetical
by county, numerical by case number, alphanumerical by address, or chronological.
Authority given to the State
Archives by the agency and approved by the State Records Committee to
purge a record series of duplicate or nonessential materials prior to
permanent retention. This process ensures the integrity of the record
series and increases its accessibility and usefulness to the agency and
"Classify" and their derivative
forms means determining whether a record series, record, or information
within a record is public, private, controlled, protected, or exempt from
disclosure under UCA 63G-2-201(3)(b).
Output Microfilm (COM)
A process of converting electronic
data directly onto microfilm. Generally used instead of hard copy printouts.
According to UCA 63G-2-304,
data on an individual collected and maintained by state government, necessary
for the administration of government programs, which is available only
to appropriate agencies and to others by express consent of the individual,
but not to the individual himself. A record is controlled if: (1) the
record contains medical, psychiatric, or psychological data about an individual;
(2) the governmental entity reasonably believes that: (a) releasing the
information in the record to the subject of the record would be detrimental
to the subject's mental health or to the safety of any individual; or
(b) releasing the information would constitute a violation of normal professional
practice and medical ethics; and (3) the governmental entity has properly
classified the record.
of Records Formats
The process of transferring
records from one physical format to another. Conversion includes changing
paper to microform, optical disk, or another electronic format.
A reproduction of the contents
of an original document which is not the official file copy of the agency.
Copies are usually identified by their function, i.e., action copy, reading
file copy, tickler file copy, etc. In most instances, copies will have
a shorter retention than the official file copy (see Record
Copy) of a record series.
Measurement of volume for
records and manuscripts, 1'x1'x1'; also shown as cu. ft. or c.f. A single
State Records Center storage box holds one cubic foot of letter or legal
size paper records.
The guardianship of records
and manuscripts which may include both physical possession (protective
responsibility) and legal title (legal responsibility).
Developing and administering
policies, procedures, practices, and plans for defining, organizing, protecting
and efficiently utilizing data.
Information on the definition,
structure, and usage of data within a system or organization. See also
Metadata and Documentation.
Indicating the primary classification
that a majority of records in a record series would contain, based on
a governmental entity's familiarity with a record series or based on a
governmental entity's review of a reasonable sample of a record series.
The final action that puts
into effect the results of an appraisal decision for a series of records.
Transfer to an archival repository, retain permanently in the agency,
or destruction, are among possible disposition actions.
Information on the definition,
structure, and usage of data within a system or organization. Includes
printed instructions, comments, and information for a particular system
of computer hardware and software. See also Metadata and Data
1. Pertaining to microforms,
a duplicate is a working copy other than the master or security copy,
which is administratively useful to an agency. In most instances, duplicates
will be scheduled to serve the same or shorter retentions than master
Records consisting of data
and information which is input, created, manipulated and/or stored on
electronic media which show evidence of actions and decisions occurring
during transactions of government business. Also referred to as Machine-readable
In appraisal, the value of
a record that documents the activities of an organization or agency.
Applying records management
principles and techniques to filing practices in order to organize and
maintain records properly, retrieve them rapidly, ensure their completeness,
and make their disposition easier.
In appraisal, records required
until a financial audit is completed or financial obligations are fulfilled.
Records that are common to
many agencies within the same organization or type of government.
Retention schedule which specifies
the approved disposition of certain series of general records common to
many agencies and serves as a model for agencies to evaluate similar record
In appraisal, the value that
documents the history of an organization. Sometimes referred to as archival,
continuing, or enduring value. Secondary Historical Value does not document
the history of an organization, but recognizes a record containing information
that is useful for conducting historical research.
An information management system
composed of elements of microfilm technology and digital imaging; used
to manage efficient retrieval and long-term preservation of the information.
Means electronic or "digital"
imaging; the ability to capture, store, retrieve, display, process, distribute,
and manage information as a digitized representation of the original.
A series of records with a
reference rate of less than one search per file drawer per month.
The application of planning
and standards to the creation, use, retrieval, retention, conversion,
disposition, and preservation of information resources in any format.
A system which provides input,
storage, processing, communications, output, and control functions in
relation to information and data. Normally used to describe computer systems.
In appraisal, the value of
a record that provides unique and permanent information for purposes of
A survey of agency records
and nonrecord materials that is conducted primarily to develop retention
schedules and also to identify various records management problems, such
as improper applications of record-keeping technology.
In appraisal, the usefulness
of records containing evidence of legally enforceable rights or obligations.
Also refers to retentions specified by statute, rule, or regulation.
Records containing coded data
or information which must be translated by a computer. May be stored on
magnetic tape, diskettes, optical disks, or imaging systems and may include
computer software, programs, database management systems, applications,
and textural records such as system documentation.
Pertaining to microforms,
the master is the original film from which duplicates are made. The master
usually serves as the security copy of the filmed records and is maintained
in a secure and controlled, off-site, records center location.
Microfilm containing multiple
micro images in a grid pattern on a transparent sheet of film.
Reduced scale, photographic
image of a record.
Microfilm media, including
reels, fiche, jackets, and computer output microfilm (COM) containing
The technology involved in
the creation and use of micro images.
An environment that allows
interchangeability and integrated operation between software systems from
different vendors. Addresses the areas of portability--ability to use
a variety of computer systems; inter-operability--the ability of different
computers to exchange information; and open architecture--the ability
to connect different peripheral computer devices.
Indicates a disposition other
than "destroy." Specifically, records would either be transferred to the
State Archives or maintained permanently in office. These records need
continued retention due to their long-term administrative, legal, fiscal,
or historical value.
A publication that states
the course of action to be followed by an organization, unit, or department
in conducting its activities.
Action taken to slow or prevent
the deterioration or damage of archival records. Basic actions to provide
adequate facilities for the protection, care, and maintenance of archives,
records, and manuscripts.
According to UCA 63G-2-302,
data on an individual collected and maintained by a governmental entity,
necessary for the administration of government programs, which are available
only to appropriate agencies and to others by express consent of the individual,
and to the individual himself or next of kin when information is needed
to acquire benefits due a deceased person. Records which must be considered
private include medical records, library circulation records, and certain
data element regarding public employees.
1. To arrange records in a
logical way so that they can be used for research and to describe them
in order to provide for intellectual control.
2. To preserve records of
3. A section of the Utah State
Archives with the above responsibilities.
A record that is classified
protected as provided by UCA 63G-2-305. Protected records usually contain non-personal
data and are only accessible by those who submitted the information or
those whose interests were sought to be protected. Records in this category
include undercover law enforcement information, audit procedures, locations
of prehistoric sites, etc.
Means the office or agency
of origin that created the records, which were created and received in
the course of business.
According to UCA 63G-2-301,
data on individuals collected and maintained by a governmental entity,
necessary for the administration of government programs, which are not
classified as "private" or "controlled" or "protected" and therefore open
to the public, unless otherwise exempted or restricted by law. Certain
information is required to be public, such as laws, minutes of open meetings,
and the gross compensation of public employees.
The original file copy of
a record series maintained by the creating agency, sometimes referred
to as the designated original or blue-ribbon copy.
A group of identical or related
records, files, documents and/or other media created by one agency that
are normally used, indexed, or filed together, and that permit evaluation
as a unit for retention and disposition purposes.
All books, papers, letters,
documents, maps, plans, photographs, sound recordings, management information
systems, or other documentary materials, regardless of physical form or
characteristics, made or received, and retained by any public office under
state law or in connection with the transaction of public business by
the offices, agencies, and institutions of the state and its counties,
municipalities, and other political subdivisions.
The section of the Utah State
Archives and Records Service which provides records management education
and services to Utah's state and local government agencies. Records appraisal
and scheduling is the cornerstone function of Records Analysis' responsibilities.
Analysts will travel to specific offices to conduct one-on-one training,
hold regional training sessions, and basic training (offered monthly)
for new records officers.
A facility especially designed
and constructed to provide low-cost, efficient storage and retrieval service
on inactive records, pending ultimate disposition. The Utah State Archives
Records Center is located at Building C-6
5th St & C St, in
Their phone number is 801-525-3045 and FAX is 801-825-3293. This facility
is not open to the general public.
The application of management
techniques to the creation, utilization, maintenance, retention, preservation,
and disposition of records, undertaken to reduce costs and improve efficiency
in record keeping. Includes management of filing and microfilming equipment
and supplies: filing and information retrieval systems; files, correspondence,
reports, and forms management; historical documentation; micrographics;
systems applications; retention scheduling; and vital records protection.
In Utah, an agency-appointed
person whose responsibilities include the development and oversight of
records management programs and who serves as the agency's contact person
with the State Archives.
Transfer Sheet (RTS)
The form required by the State
Records Center to accompany all semi-active records which will be maintained
in the Records Center or permanent records transferred to the custody
of the State Archives. The form serves as a receipt of transfer, an accessioning
tool, and a reference and agency retrieval document. These forms are provided
an appendix of this volume, and can be copied for agency use. They can
also be obtained by calling the State Archives (538-3012).
A reference service providing
secure and controlled public access to the holdings of the Utah State
Archives, a records management library, and a computer network service
linking the State Archives with state and university libraries and repositories
nationwide. Patron, telephone, and mail inquiries are welcome. Their email
address is email@example.com.
The period of time during
which records are kept in the custody of the creating agency (including
Records Center storage) before disposition occurs; usually in terms of
years or contingent upon an event, such as an audit.
A list or other instrument
describing record series and their minimum retention periods.
Used as a verb, means to establish
retention periods for current records and provide for proper disposition
at the end of their active use.
This number is a unique identifier
assigned by the Utah State Archives to each record series created and
maintained by each state and local government agency. The series number
permits agencies to submit agency-specific retention and disposition schedules
and allows the State Archives to catalog and share specific information
about Utah's governmental records with research institutions and archival
repositories across the country.
Moving inactive records to
the records center on a regular schedule.
Records essential to the continued
functioning or reconstitution of an organization during and after an emergency
and also those records essential to protecting the rights and interests
of that organization and of the individuals directly affected by its activities.
Sometimes called essential records. Recommended that there be duplicates