How We Are Organized
The Utah State Archives organizes itself into cross-functional teams that are tasked with meeting the needs of our users and/or providing support services to teams making direct contact with users. These teams and working groups are composed of staff members who bring different skills, knowledge, and expertise to their respective team(s).
The general features of teams are described below. Teams are empowered to create their own strategic plans in alignment with the broad goals spelled out in this strategic plan. In practice, “teams” is a descriptor that is often interchangeable internally with “program” and/or “committee.” This is not meant to be an exhaustive list, as teams evolve and grow to meet evolving needs.
The Utah State Archives provides a broad array of services to a wide variety of audiences. As a division within the Department of Administrative Services, we are mandated to provide records management and archival services to Utah state government agencies, Utah’s local governmental entities, Utah’s special districts, Utah’s courts, and Utah’s elected offices. These service offerings include: records management resources, training, and certification; inactive records storage at the State Records Center; administration of the Records Management Committee; and preservation and access services for the permanent records created by these various entities.
In addition to providing administrative services to Utah's governmental entities, the Utah State Archives is also responsible for providing public access to the preserved permanent records of Utah's governmental entities.
Finally, the Utah State Archives is mandated to act as a hub for a host of transparency services that are intended to make Utah’s government more transparent and accessible to its citizens. These services include: administration of the Open Records Portal, administration of the Public Notice Website, administration of the State Records Committee, and Government Records Ombudsman services (such as mediating record requests and disputed denials).
Foundational Skills and Values
At its foundation, the Utah State Archives embraces and cultivates a culture of communication, collaboration, pragmatism, leadership, innovation, flexibility, self-sufficiency, responsiveness, and listening. It is expected that every staff member of the Utah State Archives embraces and embodies these cultural values and principles in their daily work.
Layered on top of the foundation of cultural values espoused by the Utah State Archives are the unique professional competencies and skill sets that allow staff members to appropriately do the jobs they are tasked with. Members of the Utah State Archives staff are skilled professionals in the fields of archives and records management, and they utilize their professional competencies to meet the broad records needs of governmental entities and the general public. Staff are also encouraged to develop and utilize other unique professional competencies relevant to their work, such as: digital asset capture, management, and preservation; marketing, communication, and branding; and warehouse management.
Customer-Facing Service Teams
The following front line service teams engage directly with specific audiences to deliver best outcomes for the unique needs of that audience.
Local Government Team: The Local Government Team is tasked with working to meet the records management and archival needs of all of Utah’s local governmental entities (county, city, and municipal). The team is also responsible for working with local schools and education entities, transit districts, interlocals, local and special service districts, law enforcement agencies, and the Utah court system.
State Government Team: The State Government Team is tasked with working to meet the records management and archival needs of Utah’s state government agencies, the State Board of Education, the State Legislature, Utah’s elected offices, independent agencies, and boards and commissions.
Open Government Team: The Open Government Team is tasked with collaborating to streamline and deliver high quality services related to government transparency. This includes administration of the Open Records Portal, the Public Notice Website, the State Records Committee, and Government Records Ombudsman services.
Reference and Access Team: The Reference and Access Team is tasked with delivering access to Utah governmental entities' historical records that are held in the custody of the Utah State Archives. The Reference and Access Team collaborates with other institutional teams on initiatives and projects to further this goal.
Records Center Team: The Records Center Team is responsible for overseeing the operation of the State Records Center and execution of the Utah State Archives’ inactive records program. This includes interfacing with governmental entities regarding the storage and management of inactive records at the State Records Center, managing and destroying records according to properly-approved retention schedules, and transferring permanent records that have reached retention to the Archival Repository for permanent storage.
Training and Education Team: The training and education team is responsible for developing and delivering educational content on various records management, records access, and records preservation topics using a variety of platforms to a diverse audience. The training and education team is also tasked with operating the records officer certification program.
Support and Service Teams
The following support and service teams provide internal support to customer-facing service teams. They may also periodically act as front line service teams and engage in direct interaction with our various user groups.
Administrative Services Team: The Administrative Services Team is responsible for providing administrative support and services that further the strategic goals and initiatives of all of our teams. This includes procurement of goods and services, administrative approval, policy formation, budget and accounting, legislative tracking, and other administrative functions for the agency.
Building Committee: The Building Committee is an internal service team tasked with overseeing building(s)-related issues and coordinating with appropriate partners to remedy problems as they arise. The Building Committee is mandated to engage in long-term planning for our work spaces that will be developed into formal recommendations for administrative consideration and approval.
Records and Data Management Team: The Records and Data Management Team is responsible for ensuring continuity for a wide variety of data elements that are cross-sectional. Led by the Chief Records Officer (who is also responsible for overseeing the records management of all records created by the Utah State Archives in pursuance of its functions, and for responding to record requests from the public in accordance with Utah Code 63G-2), this team maintains customer contact information and alignment of governmental entity hierarchy information. The Chief Records Officer is also tasked with creating the model version of records management for a state government agency in Utah and partnering with the State and Local Government Teams to effectively scale that model to meet the varying needs of our distinct audiences.
Digital Initiatives Team: The Digital Initiatives Team is responsible for overseeing the preservation, reformatting, and access of both born-digital and made-digital records at the Utah State Archives. This includes oversight of digital reformatting services, the online Digital Archives, and digital preservation. It is expected that the digital reformatting services also retain internal competencies that will allow for the ongoing maintenance of the substantial analog microfilm collection that our institution has spent decades building.
Outreach and Advocacy Team: The Outreach and Advocacy Team is responsible for working with all teams and programs at the Utah State Archives to deliver professional outreach services that promote those teams/programs, and the institution at large. This includes overseeing all communications, branding, event planning, and intern services for the institution. The Outreach and Advocacy Manager is a member of the Web Committee and the Training Committee, and takes on roles assigned by those committees as needed.
Archival Repository Team: The Repository Team is responsible for providing ongoing support and maintenance for the Archives' permanent collection and storage space. This includes ongoing maintenance of the Automated Storage and Retrieval System (ASRS), daily tasks associated with its performance, and long-term planning that ensures that the system remains viable over the long-term. It also includes maintenance of the climate control systems and fire suppression system, as well as repository security, cleaning, and other maintenance concerns.
General Retention Schedule Team: The General Retention Schedule Team is responsible for updating the general retention schedules and user experience, gathering and reviewing feedback from stakeholders, consolidating duplicate and contradictory schedules, working with the Records Management Committee to get the schedules approved, and communicating changes to customers.
Record Appraisal and Retention Team: The record appraisal and retention team is responsible for researching, discussing, and making recommendations regarding the appraisal of permanent and non-permanent records of governmental entities in the state. The team meets regularly with the Appraisal Committee in order to facilitate the internal approval of retention schedules, which then go before the Records Management Committee for final approval.
Systems Administration Team: The Systems Administration Team is composed of all staff members tasked with the administration of a technical system in our institution. This team meets regularly to discuss system issues, coordinate response, develop long term system(s) strategies, and develop recommendations for system improvements or procurements.
Web Committee: The Web Committee is responsible for keeping content on all agency web platforms updated and in-line with the mission, values, and services of the organization. The Web Committee is tasked with analyzing unique user seeking behaviors and modifying web services to meet those behaviors. In addition, the Web Committee plays an important role in planning for future web needs and making recommendations for those needs to administration.
In addition to the cross-functional teams described above, we are mandated to provide administrative support to the following committees and boards:
Records Management Committee
State Records Committee
Utah State Historical Records Advisory Board