FAQ
Frequently-Asked Questions on Records Management
See below for answers to questions in the following subject areas:
Microfilming
Q. Why should I microfilm my records?
A. Records with a long-term retention are more cost effective to store as film rather than paper, but that's not the only reason. For more information about microfilming options, pro and con, see Microfilming Records.
Q. How much do the Archives' microfilming services cost?
A. Many microfilming-related services are free to state agencies and local governments. For more information, see our list of costs or call Micrographics at 801-531-3830.
Q. If I want to get something microfilmed, who do I talk to?
A. State agencies and local governments should talk to the records analyst who is familiar the records first. Your analyst can perform a feasibility study from information you provide to help you decide if filming is appropriate, tell you what type of microform is best, and give you an idea of how much it will cost. See Microfilming Records for more information on filming options.
Q. Why can't we just digitize these things?
A. You can. However, there are some potential drawbacks in using digital imaging systems for long-term (need to be retained over 10 years) records that you should consider when making the decision about how to copy or reformat your records. You can review our electronic records policies, or agencies may get advice from their records analyst.
Q. How can we request copies of a reel or reels of microfilm?
A. State agencies and local governments should call Micrographics at (801) 531-3830 to request copies of their own film. We will retrieve the master from the off-site vault, duplicate it, and make arrangements for delivery or pick-up. You'll be sent a bill for the cost at the beginning of the following month. Private individuals and non-state organizations should contact the Research Center at 801-531-3848 to obtain copies of film.
Q. How do we get new microfilm?
A. State agencies and local governments may call Micrographics at 801-531-3830. We'll send it right out and bill you for the cost at the beginning of the following month.
Q. Can we still use this old microfilm?
A. Send a piece to Micrographics, and we'll be happy to evaluate it at no cost.
Q. How do we get a microfilm camera?
A. There are a number of camera dealers and they can be easily located by looking in the Yellow Pages under "Microfilm" or by searching the World Wide Web. Some of them can also put you in touch with suppliers of used equipment. State agencies and local governments may arrange to borrow a 16 mm planetary camera by contacting their records analyst.
Q. How do we use a microfilm camera?
A. Employees of state agencies and local governments can arrange to learn for the first time or get some refresher training by contacting the Preservation Section Manager at 801-531-3830 or bcarpenter@utah.gov.
Records Transfer and Storage
Q. How do I transfer my boxes?
A. To transfer records to the Records Center, first your records must have a retention schedule. If they do not have a retention schedule, contact your analyst. Your analyst will give you the record series number associated with your agency's retention schedule. This number must be written on each box and the form you will use to transfer the records, called the Records Transfer Sheet, available as an online form). Contact the Records Center and send in your paperwork prior to transfer. For specific instructions, see Transferring Records to the Records Center.
Q. Will you pick up my records when they are ready for transfer?
A. We no longer make daily runs between Capitol Hill and the Records Center and therefore we do not pick up records. You may use State Mail to transfer boxes or you may bring them directly to the Records Center.
Q. How many record series can I transfer on one Records Transfer Sheet?
A. One. Due to conflicts in records retention, only one series is allowed per transfer sheet. This eliminates the possibility of destroying records with a longer retention when destruction of other records is approved.
Q. What items cannot be included in boxes sent to the Records Center?
A. The Records Center will not accept boxes containing "Pendaflex" or any other hanging file folder. We suggest you move the records into labeled manilla folders and then place them in the box. They will also not accept boxes which are packed too full or have anything obstructing the closure of the box, including binders.
Q. Where do we get Archives boxes?
A. Archives boxes are available from Office Depot. As you call, you will be asked to give your agency's Office Depot Customer Number. If you have no customer number, you will be invited to establish one. You will not be able to order Records Center boxes without a government agency customer number. The Office Depot item number for boxes is 285052. Office Depot offers a variety of storage boxes with a wide range of prices from their catalog, but this one has been specially contracted to meet the specifications required by Archives.
Q. What do we have to write on the boxes?
A. Boxes must contain your agency name (including the city), the agency box number (the number you assign to the box), and the record series number.
Q. After I have sent records to the Records Center, how can I retrieve a file I need to look at?
A. Active records (used more than once a month) should not be stored in the Records Center. If your inactive records are here and you need to have a file pulled and sent to you, submit a Records Center Retrieval Request form, or call the Records Center staff at 801-525-3045, and be prepared to give them information from your RTS (such as series number and box number) so they can expedite your request. They will mail the file to you in a day or so, or you may arrange to have the box picked up at the Records Center.
Retention Scheduling
Q. What is a record series number?
A. This number, up to five digits long, is generated by the Archives' computer system to identify each specific record series in your agency and the retention schedule associated with those records. This number is not the same thing as general retention schedule item numbers. Each agency has its own set of series numbers to distinguish their records from someone else's. This series number does not change from year to year, so if the series is ongoing and you transfer the records to the Records Center annually, you would use the same number. To obtain a series number and its associated retention schedule, contact your analyst.
Q. What is the retention for my records?
Each record series has its own retention schedule based upon its administrative, fiscal, legal, or historical value. Many retention schedules already exist. If none fits your agency's records, see How to Schedule Records.
Q. My records are permanent, so what does "authority to weed" mean when the records are transferred to the Archives?
A. The phrase "Transfer to Archives with authority to weed" only means that duplicates and similar extraneous material will be removed when the records are processed and described in finding aids for use in research. This term does not mean that once you send us these records, we may just turn around and destroy them.
Q. I don't know how to do any of this. Is there some training I can attend?
A. Yes! We provide training sessions several times throughout the year at the Utah State Archives building. Check our local government schedule and our state government schedule for upcoming sessions. We can also do group training at your agency if you like.
Q. How should I classify my records according to GRAMA?
A. We provide local government training and state government training sessions periodically that go into depth about GRAMA and classification. You may call your analyst at any time if you have questions about how a particular series may be classified. You may also want to consult your agency's legal counsel.
This page was last updated April 4, 2012.