GRAMA and Sharing Records
Table of Contents
4. Written agreements for sharing records
Before sharing records that may be protected, controlled, or private, a governmental entity must inform the recipient of the record’s classification and accompanying access restrictions. This notification should be in writing.
Before disclosing a record or record series under this section to another governmental entity, another state, the United States, a foreign government, or to a contractor or private provider, the originating governmental entity shall:
(a) inform the recipient of the record’s classification and the accompanying restrictions on access; and
(b) if the recipient is not a governmental entity to which this chapter applies, obtain the recipient’s written agreement which may be by mechanical or electronic transmission that it will abide by those restrictions on access unless a statute, federal regulation, or interstate agreement otherwise governs the sharing of the record or record series.… (UC 63G-2-206(4))
When the recipient is another state, the federal government, or another entity not subject to GRAMA, the sharing governmental entity must obtain the recipient’s written agreement that it will abide by access restrictions. A written agreement is required unless another statute, federal regulation, or interstate agreement already governs the sharing of records.
In order to facilitate record sharing, the Utah State Archives has created record sharing forms which can be used to notify the recipient of the shared record’s classification or to document a record sharing agreement between governmental entities, or between contractors or private providers. These forms are available on the Archives forms page.
Page Last Updated June 2, 2016 .