File Local Ordinances and Policies with State Archives
Record Series and Retention Schedules
Legal Authority
Political subdivisions may adopt an ordinance or policy related to records*, as long as it's in compliance with the following sections of Utah Code:
- 63G-2-101 through 63G-2-108
- 63G-2-201 and 63G-2-202
- 63G-2-301 through 63G-2-310
- 63A-12-105
- 63A-12-107
*Full text of Utah Code 63G-2-701(2)(a) states: "Each political subdivision may adopt an ordinance or a policy applicable throughout its jurisdiction relating to information practices including classification, designation, access, denials, segregation, appeals, management, retention, and amendment of records."
Recommended approval process
Local ordinances and policies related to public records access and records retention should be reviewed and approved by a political subdivision's governing body, following a model of public transparency and accountability.
Filing with State Archives
Any such ordinances or policies must be filed with State Archives no later than 30 days after the policy or ordinance effective date (see Utah Code 63G-2-701(2)(e)).
- Send a PDF copy to your RIM Specialist or to [email protected]
- Your PDF will be processed and added to State Archives' Local Government Ordinances & Policies Filed spreadsheet.
- If you're not sure whether State Archives has a copy of your ordinance or policy, please check the spreadsheet.
Please note that while your retention schedules are not subject to approval by State Archives, if State Archives determines that a different retention schedule is needed for state purposes, we have a right to notify you of our retention schedule for the records, and we'll maintain the records if requested to do so (see Utah Code 63A-12-105(2) and 63G-2-701(2)(g)).
If you have any questions, please email us at [email protected] or call 801-531-3863.