Scheduling Unique Records

"Schedule," "Scheduling," and their deriative forms mean the process of specifying the length of time each record series should be retained by a governmental entity for administrative, legal, fiscal, or historical purposes and when each record series should be transferred to the the state archives or destroyed." UCA 63G-2-103(22)

The State Records Committee is a seven member body (state auditor or designee, director of State History, governor or designee, a citizen member, local government elected official, news media representative, and private records manager managing private or controlled records) which reviews and approves "retention and disposal of records" and "hears appeals from determinations of access as provided Section 63G-2-403." UCA 63G-2-502

This general schedule includes the majority of county records (more than 500 record series). An attempt was made to be inclusive, but there may be record series which do not appear. There are simple procedures in getting these records series scheduled.

1. Contact the State Archives (531-3848) to determine whether your office has previously scheduled these records. Archives personnel will check thoroughly and send copies of existing Agency Retention and Classification Reports or notify requesting agency that no agency records series have been scheduled.

2. Inventory all records series not included in the County General Records Schedule. This process will identify the record series, dates, amount, function and information contained usage, and value to agency. Complete an inventory form, available in paper format through your analyst or electronically through the online version.

3. Submit completed inventory forms to State Archives. The county records analyst will create a record series description using the information submitted. A draft Agency Retention and Classification Report will be printed and returned to the agency for review and approval by the agency's chief administrator. These agency-approved schedules are then submitted monthly to the State Records Committee (SRC) and are approved monthly or at least quarterly (depending on whether appeals hearings are held). The Executive Secretary for the State Records Committee signs approved retention schedules which are then distributed for agency use.

This page was last updated August 1, 2008.