CAO Resources
Records and Information Management
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What is a chief administrative officer (CAO)?
A chief administrative officer is defined in the law only by their duties, which may be found in Utah Code 63A-12-103. Some agencies' CAOs are also defined in statute; in general, the CAO is someone at the executive level who can effect change within the organization.
Identify your CAO
Responsibilities
A chief administrative officer is responsible to do the following (see Utah Code 63A-12-103):
- Establish and maintain an active, continuing program for the economical and efficient management of the governmental entity's records, as provided by Utah Code 63A-12 and Utah Code 63G-2 (Government Records Access and Management Act)
- Appoint one or more records officers who will be trained to work with the Division of Archives and Records Service (DARS) in the care, maintenance, scheduling, disposal, classification, designation, access, and preservation of records
- Ensure that officers and employees of the governmental entity that receive or process records requests receive required training on the procedures and requirements of Utah Code 63A-12 and Utah Code 63G-2
- Make and maintain adequate and proper documentation of the organization, functions, policies, decisions, procedures, and essential transactions of the governmental entity designed to furnish information to protect the legal and financial rights of persons directly affected by the entity's activities
- Submit to the state archivist proposed schedules of records for final approval by the Records Management Committee, and submit to DARS any retention schedules for objects not defined as a record but that have historical or evidentiary value. Also submit designation and classification of record series to DARS
- Comply with rules issued by the Department of Government Operations as provided by Utah Code 63A-12-104
- Respond or designate someone to respond to record access appeals

Using DARS Services
A chief administrative officer may do the following:
- Appoint and approve records officers
- Respond to GRAMA appeals
- Update agency information and role assignments
- Approve destruction of records at the Records Center
- Delegate others to do some of these tasks
