Records Officer Update Instructions

To Access the Form

Click here. You will need a Utah Master Directory (UMD) login to access this resource.
After logging in, click on "Dashboard" button. This will take you to the Chief Administrative Officer Dashboard, which contains the review link. If the "Dashboard" button does not appear on your screen, or you cannot log in successfully, please contact a RIM specialist at the State Archives at 801-531-3863 or recordsmanagement@utah.gov for assistance.
You will be taken to the Chief Administrative Officer Review main page where you will see a list of agencies that you are responsible for, and a corresponding list of records officers assigned to each agency for which you are responsible.

IF Everything Looks Correct

Select the “Review Complete” button at the bottom of the page.

You are done.

If You Need To Edit Records Officer Contact Information (Email, Phone Number, etc)

***Note: Do NOT use this procedure to change records officer assignments. Each person has a unique profile ID that must remain their own. To remove the listed records officer and assign a new records officer, proceed to subsequent sections of these instructions.***

Select records officer’s name from the list.
Input updated information.
Select the “Submit Edits” button.
Select the “Proceed” button. You will be taken back to the main page.
Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

To Remove a Records Officer or Change Agency Assignments

Select records officer’s name from the list.
Select the “Agency Assignments” button.
You may Add or Remove the records officer from any agency for which you are the chief administrative officer by checking the appropriate box.

Then select the “Done with assignments” button at the top or bottom of the page.
Select the “Back” button. You will be taken back to the main page.
Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

To Add a Records Officer Who Is Not Listed

Select the “Designate Records Officers” button.

Select the desired individual from the drop-down list.
If the person is not listed in the drop-down list, choose “Add someone new to the list.”

Input the new person’s name, email address, telephone number, address, and assigned agency (from the drop-down menu). Alternately, you may use the same contact address and/or agency assignment as another existing records officer.

Select the “Add New ARO” button. You will be taken back to the main page.
Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

To Change your Chief Administrative Officer Assignments

Contact a RIM specialist at the State Archives at 801-531-3863 or recordsmanagement@utah.gov.

To Update Agency Information

Select the agency in question from the list of agencies on the main page.
Input the updated information.
Select the “Submit Edits” button. You will be taken back to the main page.
Agency name changes will not be immediately implemented in the database as they must first be reviewed by a RIM specialist at the State Archives.
Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

To Add, Remove, or Move Your Agency

From the list of agencies on the main page, select the agency that is incorrectly placed.
Open the drop-down menu in the Parent Agency field.
Select the parent agency under which the agency should be situated.

Select the “Submit Edits” button.
Select the “Proceed” button. You will be taken back to the main page.
Hierarchy changes will not be immediately implemented in the database as they must first be reviewed by a RIM specialist at the State Archives.
Select the “Review Complete” button when you have finished making all changes and are ready to end the review.

IF You Have Questions or Concerns

Please contact a RIM specialist at the State Archives at 801-531-3863 or recordsmanagement@utah.gov.

Page Last Updated July 5, 2018 .