Division of Archives and Records Service

Three New General Schedules for Your Input

Rebekkah Shaw
December 22, 2014

As part of the General Schedule Update Project, the Utah State Archives is proposing three new schedules for your consideration. We would like these to be submitted to the State Records Committee’s January 8th meeting.

The first two are Policy and Procedures. The goal is to clearly define what policies and procedures are historical and which have only an administrative appraisal. Your input on the second one would be especially appreciated.

Schedule & Description Retention Existing Schedules Comments/Citations
-Official Policy and Procedure Records-These records are created by executive decision makers to document the research, creation and application of agency programs, policies and procedures. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office. Retain by agency for 3 years. Transfer to Archives. Permanent SG 1-24 For example, the Department of Administrative Services policy on email would fall under this category.
-Policy and Procedure Records-These records are created in response to official policies and procedures. They govern administrative operations of business and programs. Retain until superseded For example, privacy policies would fall under this category.

The last is for Vital Records. These will overwrite birth/death registers under the county clerk schedules which are already obsolete as well as marriage records.

Schedule & Description Retention Existing Schedules Comments/Citations
-Vital Records-These records document “birth, death, fetal death, marriage, divorce, dissolution of marriage, or annulment.” (Utah Code 26-2-2 (19)(2014)) Documents may include registered certificates or reports, applications, official registers and other similar records. Permanent CNT 14-4, 14-12, 14-25, 14-26 Public after 100, 50 or 75 years (Utah Code 26-2-22(4)(2014))
DOH record series for fetal death, birth, death, will be able to use this schedule