Knowledge Base

Division of Archives and Records Service

How do I update contacts in the Hub?

Elizabeth Perkes
/
March 8, 2024

Note: Only appointed records officers (AROs) and chief administrative officers (CAOs) may update contacts.

1. From the Archives website, hover over Records and Information Management and select Records Officer Hub.

Screenshot of archives.utah.gov with the "Records and Information Management" dropdown menu showing, and "Records Officer Hub" circled in red.

2. Log in to Utah ID as prompted. (Visit dts.utah.gov/idhelp/account-creation/ for instructions on how to set up a Utah ID.)

3. Once inside the Hub, select the button to View or Edit Contacts

4. On the left you’ll see each entity you’re assigned to. On the right you’ll see your role assignments.

To view or edit role assignments, select View Users to the left of the applicable agency.

Image shows a screenshot of the webpage, showing a list of entities on the left, and a list of role assignments on the right. A big yellow arrow is pointed to a button that says "View Users." There is a button for each entity.

5. You’ll see each person who has a role assignment for that entity. From here, you can:

  • (a) edit a role assignment; for example, add “DST” to indicate which records officer receives destruction notices, or check the box to indicate which records officer should appear on the Open Records Portal
  • (b) delete a role assignment
  • (c) add someone not listed

5a. To edit a role, select Edit User.

Make adjustments as needed, then select Apply Edits.

Note: If you hover over the role you can see a short description. The Chief Administrative Officer (CAO) and Appointed Records Officer (ARO) are the only two mandated roles.

5b. To delete a role assignment, select Delete Role:

You’ll be asked to confirm. Select Delete Role to delete the role.

5c. To add a new person, select Add Other User:

This will bring up a window where you can enter the person’s contact details and assign them a role. You can assign more than one role, but only one is required.

Once you’ve entered the information, select Add Contact, and you’ll receive a pop-up notification on the screen that the User & Role(s) were successfully created:

6. You may receive an error message if information is missing, or if you’re not an ARO or CAO.

If you run into errors that you’re unable to correct, please reach out to the Records and Information Management Specialists at [email protected] or by phone at 801-531-3863.

This page last updated 2 January 2025.