Services provided by a Records Center:

Temporary Inactive Records Storage: Semi-active and inactive records should be considered for transfer from active office filing space to the Records Center. Having fewer files in the school or department makes office retrieval and filing of records more efficient. It also reduces cost in equipment and staffing.
Effective Check Out System: Records sent to the Records Center can be checked out. The Records Center documents to whom the records were checked out and a follow-up to be done to make sure they are returned to the Records Center.
Permanent Records Storage: The Records Center can provide safe, secure storage for all district permanent records. This includes historical records.
Storage of Records in other Media: The Records Center may store primary and secondary records regardless of format. The items must be properly labeled.
- Common formats for primary records may include: paper, photos, negatives, magnetic tapes, microfiche, etc.
- Secondary (duplicate) copies may be any of the above or CDs. (CDs are not recommended for long term storage.)
Microfilming of Documents: The Records Center may film non-archival records to reduce storage space. The records must have a retention period over six years in order for filming to be cost effective.
Scanning of Documents: Records may be scanned for access purposes only. If your district wishes to destroy original non-archival records after scanning, approval must first be granted by Utah State Archives.
Records Retention Scheduling: Records Center staff meets with departments to create internal retention schedules designed for their departments, as requested.
Research Assistance: Records Center staff can provide assistance in research of records and historical materials.
Retrieval of Information: The Records Center staff can provide information from the records that are stored at the Records Center. Information to be released as directed by federal laws, state laws and district policies and procedures.