seriesNo,seriesEntityName,seriesTitle,seriesDateRange,seriesArrangement,seriesDescription,seriesTotRetentDesc,seriesPrimaryClassCode,seriesExtentDesc
12118,State Records Committee,Appeal case files,1990-,"Chronological by date, thereunder numerical by case number.","These records document completed appeals to the State Records Committee regarding record request denials\, as described in Utah Code 63G-2-403 (2019) and Utah Administrative Code R35. Administrative Services\, Records Committee (2020). Records include petitioner's original records request submission and denial letter from agency\, notification to agency of a State Records Committee appeal\, agency's response to the State Records Committee appeal\, appeals filed with the district court\, subpoenas issued\, intervention requests for individuals whose legal interests may be substantially affected by the proceedings\, business confidentiality claims\, and related records. Incomplete appeal requests are not included in this schedule; they follow retention schedule #24025: Routine administrative correspondence.",Permanent. Retain for 2 year(s),Public,5.00 cubic feet 11 microfilm reels
15274,State Records Committee,Meeting minutes and materials,1971-,Chronological by date of meeting.,"These minutes provide a written record of meetings held by the State Records Committee. The committee must meet at least once every three months and is responsible for reviewing and approving retention schedules and for hearing appeals regarding the denial of access to information by agencies. The duties of the State Records Committee are outlined in UCA 63G-2-502 (2008). The minutes include the date\, time\, and location of the meeting; identify members present and not present; and present a summary of statements\, discussions\, motions\, and the votes of individual members regarding the approval of retention schedules and other administrative matters. The minutes may include a copy of the agenda\, a summary of requests for hearings received\, and a summary of cases that have been appealed to district court. Minutes are kept as required by the Open and Public Meetings Act\, UCA 52-4-7 (1978).",Permanent. Retain for 5 year(s),Public,0.35 cubic foot 2 microfilm reels
20325,State Records Committee,Decisions and orders,1992-,"Chronological by date, thereunder numerical by order number.","These records are the signed decisions and orders that are issued by the State Records Committee. A decision and order is issued no later than seven days following each appeal hearing. The State Records Committee has authority to grant the petition\, either whole or in part\, or they may elect to uphold the government entity's position. The order is a statement which justifies the decision of the State Records Committee and provides a description of the record\, or portions of the record\, to which access has been ordered. Instructions for appealing the State Records Committee's decision are included in a statement with the order. The order is numbered\, dated\, and signed by the committee chairman. A certificate of mailing noting the names of the parties receiving a copy of the order is signed and dated by the executive secretary.",Permanent. Retain for 2 year(s),Public,2.00 cubic feet 1 microfilm reel
2821,State Records Committee,Retention schedule approval records,1985-2019.,Chronological.,These records contain decisions on the retention and disposition of agency records series. The files are used to verify the establishment of retention schedules for governmental entities and are created by the Records Analysis Section of the Utah State Archives. Information includes agency records series and their corresponding retention and disposition schedules. These record series have been approved by the State Records Committee and are signed by the Executive Secretary documenting the approval.,Retain permanently,Public,6 microfilm reels
20324,State Records Committee,Meeting audio and video recordings,1988-,Chronological,"These audio and video recordings document the State Records Committee meetings and appeal hearings. They are used to create the State Records Committee minutes. Recordings contain the testimony and evidence presented before the committee\, the discussions and motions made by the committee\, and the votes of the committee members.",Retain for 3 year(s) after approval of minutes,Public,
22050,State Records Committee,Administrative rule records,1998-,Chronological by date,"Provides a historical record of the development of administrative rules for the State Records Committee. The rules were created in response to news articles and at the request of the Legislative Administrative Rules Committee and revisions to the Government Records Access and Management Act during the 1999 Legislative session. Information includes copies of the proposed rules\, changes in the proposed rules\, rule analysis forms\, any comments received from the public\, copies of press releases regarding public hearings\, effective date forms and the final text of the rules.",Permanent. Retain for 3 year(s),Public,
24021,State Records Committee,Press releases and public notices,1998-,Chronological,These are press releases sent to new organizations and interested parties and hearing notices that are posted providing information about State Records Committee hearings. Information includes hearing participants; meeting locations; date and time; other business to be conducted; contact information for submitting comments and for special accommodations under the Americans with Disabilities Act.,Permanent. Retain for 3 year(s),Public,
27018,State Records Committee,Activity reports,2008-2015.,Chronological by date.,"These are activity reports used to document the work of the executive secretary of the State Records Committee. These records track time spent on duties such as phone calls\, correspondence\, conferences with counsel for the Attorney General's office\, time spent setting up for hearings and time spent preparing agendas\, minutes\, and press releases.",Retain for 1 year(s),Public,
28936,State Records Committee,Committee member records,1994-2025.,Chronological by date.,"This series includes records retained by members of the State Records Committee documenting State Records Committee work\, issues\, practices\, and guidance provided.",,Public,
30271,State Records Committee,Closed meeting recordings and minutes,1988-,Chronological.,"These recordings and meeting minutes document the closed portions of State Records Committee meetings and appeal hearings. Records document discussions of the committee while in closed session\, in accordance with Utah Code 52-4-206 (2018).",Permanent. Retain for 7 year(s),Protected,0.20 cubic foot
24024,State Records Committee,Meeting attendee sign-in rolls,1998-,Chronological by State Records Committee meeting date,"These are records of attendees of State Records Committee meetings. Includes both participants and interested parties. Information includes name and affiliation. Sign-in sheets created prior to 1998 are maintained in the case files. With the increased number of appeal hearings\, a separate record series was created. The information is recorded in the meeting minutes.",Retain for 6 month(s),Public,
24018,State Records Committee,Annual reports and committee history records,1999-,Chronological,"These records document the appeal requests sent to the State Records Committee each year\, as well as the history of the committee. The information summarizes the cases for which hearings are scheduled as well as those declined or otherwise remedied without a hearing. Records about the members\, procedures\, and historical development of the committee may also be included.",Permanent. Retain for 7 year(s),Public,
2820,State Records Committee,Quarterly meeting files,1985-1992.,Chronological.,"These files consist of minutes of meetings (compiled from notes and audio cassettes) agendas\, sign-in sheets\, and related correspondence and materials. These records document the activities of the State Records Committee as created under UCA 63-2-501(1994). These records document the records retention approval activities of the committee as authorized under UCA 63-2-502(1)(a thru b)(1994). These records are created by the State Records Committee during their quarterly meetings to ""review and approve retention and disposal of records;"" UCA 63-2-502(1)(a)(1994).",Permanent. Retain for 1 year(s) after approval of minutes,Public,
24026,State Records Committee,Policy and program correspondence,1998-,Chronological,These documents contain correspondence regarding State Records Committee business and issues involving the Government Records Access and Management Act. Information includes incoming correspondence which asks for information or which involves records requests not resulting in appeal hearing requests. Outgoing correspondence includes records answering questions or dealing with significant Committee business and policies.,Permanent. Retain until administrative need ends,Public,
24025,State Records Committee,Routine administrative correspondence,2000-,Chronological.,"This correspondence documents the day-to-day conduct of State Records Committee business. Information includes incomplete appeal requests\, logistics regarding appeal and hearing processes\, requests for copies of State Records Committee meeting recordings\, and similar records.",Retain for 7 year(s),Public,