Since a record series is “a group of records that may be treated as a unit for purposes of designation, description, management, and disposition” (Utah Code 63G-2-103(26)), you’re already creating record series in your regular course of business!

Usually when people ask this question, they mean “Do we need to work with the Utah Division of Archives and Records Service (DARS) to document the series in DARS’ system, so that every series has a DARS series number?”

The short answer is: not necessarily.

The long answer is:

1. Agencies are required to identify and classify/designate every record series and report them to DARS, per 63A-12-103(8). 
2. Agencies are also required to file with the state archivist (i.e. report to DARS) the purpose for collection and use of every record series containing private or controlled information, per 63G-2-601(1).

There’s no automated way to report these things to DARS, and DARS staff members don’t have the capacity to enter each and every record series for each and every Utah governmental entity into DARS’ system. Therefore, DARS has provided multiple options for agencies to fulfill this mandates: 

1. Work with a DARS RIM specialist to document every records series in DARS’ system, which will include the required elements specified in law.
2. Create an in-agency inventory spreadsheet or locally approved retention schedule that lists every record series, along with the required elements, and share the spreadsheet with DARS.
3. A hybrid of options one and two: Create an in-agency inventory spreadsheet that lists every record series, along with the required elements, and share the spreadsheet with DARS, and document some record series—perhaps those with private or controlled information or personal data—in DARS’ system.

While agencies may choose any of these methods, a record series must be added/documented in DARS’ system in the following situations:

• Retention needs to be approved by the Records Management Committee (RMC)
• Records are stored at the State Records Center
• Records are being transferred to State Archives

Whichever option you choose should be applied consistently across your entire organization and documented centrally.

The bottom line is you need to have a complete list of all your record series somehow, somewhere.