Drafts: A Records Management and Access Enigma Explained

The Government Records Access Management Act (GRAMA) clearly defines what a record is and what a record is not in the state of Utah. One of the most frequently asked questions received by the State Archives is: “How do I handle drafts?” In total, there are six references to drafts in GRAMA that address management and classification. One reason why

“The chief administrative officer of each governmental entity shall…establish and maintain an active, continuing program for the economical and efficient management of the governmental entity’s records” –UCA 63A-12-103(1)a Utah’s seven-member State Records Committee (SRC) was established in 1992 by the Utah Legislature under the Government Records Access and Management Act (GRAMA) – one of Utah’s records laws. One committee responsibility

GRAMA has been updated and posted on the Archives website. Typically, the State Legislature makes minor changes to GRAMA (Government Records Access and Management Act) during each annual session. This year a major overhaul of the law, which was passed and then repealed, put GRAMA in the news. A working group is currently reevaluating the law and will propose changes.

In December 2010, the State Records Committee approved a change to the required retention for expunged records. Whereas local government general retention schedules previously required that all expunged records be retained for 80 or 100 years or until the confirmed death of the subject of the record, the updated schedule allows for the destruction of expunged records according to the

Dates and locations for 2011 records management and access training classes have been announced by the Utah State Archives and Records Service. Records Management is divided into morning and afternoon sessions on the same day. Records Management I is an overview of basic records management practices emphasizing government officials’ responsibility to retain and destroy records according to an approved schedule.

Duplicious: [etymology: duplicate + delicious.] This is a word. It can mean so good it should be shared by all. (“I sent that duplicious tune to all my friends on facebook.”) Duplicitous can mean two-faced or deceptive. (“Watch out! He is one duplicitous hombre!”) Duplicative can mean repetative or the same again, again. [etymology from Late Latin duplicitās a being