Pg. 1 of 10 - Let's Begin

Educational Records Management Overview

In this overview you will find-

  • Guided videos, led by Ben Rasmussen of USBE, and Avalon Snell from State Archives, designed to increase your record management confidence.
  • Hyperlinks to laws, guidance, and resources should you choose to dive deeper. 
  • Suggestions for ways you can build a strong record management infrastructure in your section.
  • An interface that works well on both desktop, and on mobile.

USBE BOARD POLICY Links to an external site.

Records Officer

  1. Fulfills the duties of the Records Officer, as defined in 63G2-103(24).
    • Benjamin Rasmussen
      Director of Law and Professional Practices
      Utah Professional Practices Advisory Commission (UPPAC) Executive Secretary
      Phone: (801) 538-7835 |  E-mail

Records Steward

  1. Departmental/section point of contact for the Records Officer.
  2. Meets bi-annually with the Records Officer (fall and spring); and
  3. Updates record schedules

Common Terms

RECORD- 

A book, letter, document, paper, map, plan, photograph, film, card, tape, recording, electronic data, or other documentary material regardless of physical form or characteristics:

      • (i) that is prepared, owned, received, or retained by a governmental entity or political subdivision; and
      • (ii) where all of the information in the original is reproducible by photocopy or other mechanical or electronic means.

RECORD SERIES-

A group of records that can be treated as a unit for purposes of designation, description, management, or disposition.

SCHEDULE-

“Schedule,” “scheduling,” and their derivative forms mean the process of specifying the length of time each record series should be retained by a governmental entity for administrative, legal, fiscal, or historical purposes and when each record series should be transferred to the state archives or destroyed.

DISPOSITION-

According to the legal definition, records must be either destroyed or transferred to the State Archives when that length of time has elapsed. The final destruction or transfer of records to the State Archives.