Records Management Essentials

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Glossary of Terms Used in Training

Data Migration: The process of converting data from one system or file format to another, while preserving the essential characteristics of the data, in an effort to ensure accessibility of the records (and associated metadata) for the duration of the required retention and disposition.

Disposition: The final phase of a record’s life cycle, reached after the retention period ends. Transfer to the State Archives, retain permanently in the agency, or destroy are among possible disposition actions.

General Retention Schedule: Record retention schedule which specifies the SRC-approved retention and disposition of certain types of general records common to many agencies. It serves as a model for agencies to evaluate similar records and is called a model retention schedule in Utah law (Utah Code 63G-2-604(1)(c)).  

GRAMA: Government Records Access and Management Act (Utah Code 63G-2) is a Utah law governing access to government records.

Media Format: The storage medium of information. Examples include paper, flash drive, microfilm, CD, etc.

Model Retention Schedule: Term used in the law for general retention schedule (Utah Code 63G-2-604(1)(c)).

PRMA: Public Records Management Act (Utah Code 63A-12) is a Utah law governing the management of government records.

Record Appraisal: 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.

Record Copy: The single copy of a record that is designated as the official copy and which is subject to the retention schedule. The record copy may be any format and on any media. It is not always the original copy; however, in the case of analog media, the record copy is often the original copy.

Record Series: A group of identical or related records, files, documents and/or other media created by a governmental agency that are normally used, indexed, or filed together, and that permit evaluation as a unit for access, retention, and disposition purposes.

Records Analyst: Contact at the State Archives who provides records management education and services to Utah's state and local government agencies. Records analysts appraise records and help agencies create retention schedules. Analysts will travel to specific offices to conduct one-on-one training, hold regional training sessions, and provide basic training upon request for new records officers.

Records Center: A facility especially designed and constructed to provide low-cost, efficient storage and retrieval service on inactive records, pending ultimate disposition. Utahs Division of Archives and Records Service’s Records Center is located at Building C-6 5th St & C St, in Clearfield, Utah. Their phone number is 801-525-3020 and FAX is 801-825-3293. This facility is not open to the general public.

Retention Period: The period of time during which records are kept in the custody of the creating agency (including off-site, such as at the Records Center) before disposition occurs; usually in terms of years or contingent upon an event, such as an audit.

Series-specific Retention Schedule: An SRC-approved retention schedule that pertains to only one record series and which is owned by a single agency.

State Archives: This term is used two ways: 1) shortened form of Division of Archives and Records Service; 2) the building that houses the state’s archives, located at 346 South Rio Grande Drive in Salt Lake City, Utah. It is operated by the Division of Archives and Records Service.

SRC: State Records Committee is a body that meets monthly to review and approve retention schedules and hear appeals to record access denials (Utah Code 63G-2-502).