Utah Department of Administrative Services

Division of Archives & Records Service

Designation and Classification Form

Utah law requires governmental entities to report to state archives the designation and classification of the record series they create (UCA 63A-12-103). The following worksheet is designed to assist you in determining appropriate classifications. If the worksheet does not adequately answer your questions, please feel free to contact a records analyst.

Name:
Email address:
Agency:
Agency address:
Phone:

Identify Your Record Series

Record series title:
Record series number (if established):

Types of Classifications 

PUBLIC RECORDS

All records are public unless otherwise expressly provided by statute (UCA 63G-2-201). The following information is public. Please refer to 63G-2-301 for an exhaustive list and any exceptions.

Records that are public: 63G-2-301(2)

  • Laws
  • Names, gender, gross compensation, job titles, job description, business address and telephone, hours worked per pay period, dates of employment, relevant education, previous employment, similar job qualifications.
  • Final opinions, orders
  • Final interpretations of statutes or rules
  • Minutes, transcription of open meeting
  • Judicial records
  • Records filed with clerks, treasurers, surveyors, zoning commissions, etc., title or encumbrances or restrictions to real property, tax status for real or personal property
  • Incorporations, mergers, name changes, and uniform commercial code filings
  • Compensation paid to contractor or private provider
  • Summary data
  • Voter register records excluding driver license number, social security number, or identification number

The following records are normally public: 63G-2-301(3)

  • Staff manuals, instructions, policy statements
  • Compliance with terms of a governmental contract
  • Records documenting services provided by a contractor or provider
  • Contracts
  • Records of receipt or expenditure of funds
  • Records relating to relocation of business to Utah
  • Chronological logs
  • Initial contact reports
  • Correspondence which states an opinion on the rights of government, the public, or any person
  • Empirical data in drafts
  • Drafts circulated outside of government
  • Drafts used to carry out action or policy
  • Original data in a computer program if program not disclosed
  • Arrest warrants after issuance
  • Search warrants after execution and filing
  • Formal charges or disciplinary action if completed and sustained against an employee
  • Records relating to mineral production on government lands
  • Final audit reports
  • Occupational and professional licenses
  • Business licenses
  • Actions taken against persons regulated by a governmental entity

PRIVATE RECORDS

Private records are open to the individual to whom the records pertain, and other authorized persons or agencies as outlined in UCA 63G-2-202(1). The following list is not exhaustive, please refer to UCA 63G-2-302 for a complete description of private records.

The following information MUST be classified as private: 63G-2-302(1)

Social Service benefits: unemployment insurance, welfare benefits, etc.
Medical history records: diagnosis, condition, treatment, evaluation, etc.
Library information that would identify an individual.
Government employee information: home address, home phone, social security number, insurance coverage, marital status, and payroll deductions
Federal identification number
Social Security number
Driver license number or identification number
Database of individual information to facilitate online interaction
Records that "at risk" employees identify to be private (63-2-303)

The following information are private if classified properly: 63G-2-302(2)

Government employee or applicant information that includes performance evaluations, race, religion, disabilities
Individual finances
Data on individuals that disclosure of which would clearly constitute an unwarranted invasion of personal privacy
Agency financial records if conflict with fiduciary responsibilities
Shared records if other outside agency has classified them as private

Give specific GRAMA citation for Private classification:

CONTROLLED RECORDS

A record is controlled according to UCA 63G-2-304 if:

It contains medical data about an individual
It contains psychiatric data about an individual
It contains psychological data about an individual
The governmental entity reasonably believes that releasing the record to the subject would be detrimental to the subject's mental health or safety
Releasing the record would constitute a violation of normal professional practice and medical ethics

Give specific GRAMA citation for Controlled classification:

PROTECTED RECORDS

Protected records usually contain non-personal data, that are open to the person submitting the record and authorized persons or agencies as outlined in UCA 63G-2-202(4). The following list is not exhaustive, please refer to UCA 63G-2-305 for a complete description of protected records. Records classified as protected may contain the following types of information:

Attorney Work Product, 63G-2-305(17)
Trade Secrets, 63G-2-305(1)
Test Questions/Answers, 63G-2-305(5)
Records that provide detail as to the location of an explosive or magazine, 63G-2-305(42)
Records which if disclosed would jeopardize the life or safety of an individual, 63G-2-305(10)
Records which if disclosed would jeopardize the security of governmental property, programs or record-keeping systems, 63G-2-305(11)
Name of a donor or prospective donor to a governmental entity, 63G-2-305(37)
Recommendations made to the Board of Pardons and Parole, 63G-2-305(13)
Records which if disclosed would deprive a person to a fair trial or impartial hearing, 63G-2-305(9)(c)
Records prepared solely in anticipation of litigation that are not available under the rules of discovery, 63G-2-305(16)
Records relating to an ongoing or planned audit until the final audit is released, 63G-2-305(15)
Records which if disclosed would jeopardize the security of a correctional facility, 63G-2-305(13)
Records relating to incarceration, treatment, probation or parole that would interfere with the control and supervision of an offender, 63G-2-305(13)
Records which may identify a source who is not generally known, 63G-2-305(9)(d)
Unpublished manuscripts, lecture notes or research data, 63G-2-305(40)
Collective bargaining strategies, 63G-2-305(23)
Records of historic, prehistoric, paleontological or biological resources, 63G-2-305(26)
Minutes of closed meetings, 63G-2-305(32)
Settlement negotiations (not including the final settlement), 63G-2-305(33)
Records which if disclosed could impair governmental procurement proceedings, 63G-2-305(6)
Records which if disclosed could interfere with investigations, 63G-2-305(9)(a)
An individual's home address, home telephone number, order to comply with a law, ordinance, rule, or order of a government entity, 63G-2-305(51)
Other

Give specific GRAMA citation for Protected classification:

EXEMPT RECORDS

Exempt records are records where disclosure is limited or prohibited expressly by statute, regulation or court rule.

Give specific citation for Exempt classification:

Primary Classification

Based on the information provided above, please select one of the following classifications as the primary classification assigned to this record series. The primary classification is based on the classification assigned for the majority of the information contained in the record series.

Cite Statute (required if Exempt):

Secondary Classifications

Based on the information provided above, the following secondary classifications are assigned to this record series. A record series may have more than one secondary classification. Please list the information covered by the secondary classification.

Public
Private
Controlled
Protected
Exempt

Reasons for collection and use of record series designated private or controlled

UCA 63G-2-601(1)(a)

To Administer and Manage Programs
To Determine and/or Document Eligibility
To Manage Financial/Audit Records
To Meet Federal or State Law Requirements
To Provide Statistical/Summary Studies or Research
To Record Medical/Diagnosis/Disease Control Info
To Substantiate Citizens' Rights and Claims
To Support Administration of Justice and Public Safety
To Support Client/Student Case Management
To Support Personnel/Evaluation/Promotion Actions
To Support Regulatory/Certification/Licensing Functions
Other