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Unique IdentifierAgency InformationRecord BasicsRecord RetentionRecords AccessPrivacy
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Agency and/or DARS Generated Series NumberOwning Office/ProgramRecords OfficerTeammateRecord/Data NamePurpose and UseLocationFormatInformation IncludedAuthorizing StatutePrimary Record ValueHistorical ValueRetention PeriodDisposition (Permanent or Destroy)Disposition AuthorityPrimary GRAMA DesignationSecondary GRAMA DesignationsLegal Citation for Primary DesignationLegal Citation for Secondary DesignationsPII IncludedPurpose for Collecting PIIIntended Uses of PIIConsequences of Refusing to Provide PIILegal Authority for Collecting PIIBasis for Sharing/Selling Personal DataClasses of Persons/Entities Receiving Personal Data
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Unique identification data that could be created by your agency, or generated as a series number assigned by State Archives.Who is responsible for these records?Who is the agency's appointed records officer?Who is the primary point of contact for these records?What do you call these records?What are the records used for? What function or process do they document?Where are these records found?What format(s) is this record kept in?What information is contained in the records?What section of Utah Code mentions the service or program that these records document?What value do these records have?
Options: Administrative, Fiscal, or Legal		Do these records have historical value? If unknown consult with DARS.How long do you need to keep these records? Reference your purpose and use statement, authorizing statute, and any other applicable statutes, policies, or rules.Will the records be destroyed or sent to State Archives?Are you using a General Retention Schedule, a Records Management Committee approved series retention schedule, local approval, or a federal disposition (if applicable). Are these records primarily Public, Private, Controlled, Protected, or Exempt?What other designations apply?What statute applies to these records to support the primary designation? This may be a specific court rule or order, state statute, or federal regulation.What statute(s) support these other designations?This may include information stated in Utah Code 63A-19-101 (13).What are the reasons for collecting PII?How will the PII be utilized by your agency?What are the consequences for an individual if they do not provide PII?
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