Utahs Open Records Portal Rene Wilson, State Archives 1 11/13/15 - PDF document

11/13/15 Utah’s Open Records Portal Renée Wilson, State Archives 1

11/13/15 The Law, UT Code 63A-3-403(11) § Legislation passed in 2014 § Modified the Transparency site to serve as a “point of access” for GRAMA requests for government agencies The Law, UT Code 63A-3-403(11) § 2015: “executive agencies” (11)(a) § 2016: school districts, charter schools, public transit districts, counties, municipalities (11) (b) § 2017: local districts, special service districts (11)(c) 2

11/13/15 Portal Functionality Users can § Submit record requests online o one at a time (no spamming allowed) o must create a UT account § Communicate with Record Officer § Upload files § View log, notes, fees Portal Functionality Record Officers can § Approve, deny, refer § Split requests into multiple requests parts o denial automatically § Apply “Extraordinary includes legislatively Circumstances” required notifications § Communicate with user § Upload documents § Respond outside of portal § Detail fees, tasks, notes § View log 3

11/13/15 Non-live Demo 4

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11/13/15 Records Officer Experience 9

11/13/15 Top Questions § Do I have to use the Portal? o Yes, if you get a request you must access Portal to retrieve the request o No, you don’t need to answer the request via the portal § When does the time limit start? o 10-day time limit starts when RO opens the request o Or if unopened for 10 days, it gets closed out § Can people spam me? o No 10

11/13/15 Upcoming Improvements § Track all requests in system, even requests received outside the system § Forwarding of referrals § Consolidated navigation § Customizable fields § Additional reporting tools Questions? Renée Wilson reneewilson@utah.gov openrecordsadmin@utah.gov 801-531-3842 11