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H.B. 12 Enrolled

             1     

AMENDMENTS TO GOVERNMENT RECORDS

             2     
ACCESS AND MANAGEMENT ACT

             3     
2006 GENERAL SESSION

             4     
STATE OF UTAH

             5     
Chief Sponsor: Douglas C. Aagard

             6     
Senate Sponsor: David L. Thomas

             7     
             8      LONG TITLE
             9      General Description:
             10          This bill makes amendments to the treatment of records under the Government Records
             11      Access and Management Act.
             12      Highlighted Provisions:
             13          This bill:
             14          .    modifies the definition of records subject to the act to exclude a personal note or
             15      personal communication prepared or received by an employee or officer of a
             16      governmental entity in the employee's or officer's private capacity;
             17          .    provides that internal communications that are part of the deliberative process in
             18      connection with the preparation of legislation between members of a legislative
             19      body or the legislative body's staff are protected records;
             20          .    requires that governmental entities give notice to persons who are providing private
             21      or controlled information as to how the information is currently used and shared;
             22          .    clarifies that certain government entities shall submit records retention schedules for
             23      approval by the State Records Committee;
             24          .    provides that government entities that do not submit retention schedules for
             25      approval shall be governed by the model retention schedule maintained by the state
             26      archivist;
             27          .    clarifies that the Legislature may set its own retention schedules and records
             28      management, notice, and amendment policies;
             29          .    clarifies that the judiciary may set its own retention schedules and records


             30      management policies; and
             31          .    makes technical changes.
             32      Monies Appropriated in this Bill:
             33          None
             34      Other Special Clauses:
             35          None
             36      Utah Code Sections Affected:
             37      AMENDS:
             38          63-2-103, as last amended by Chapters 40 and 201, Laws of Utah 2005
             39          63-2-304, as last amended by Chapters 2, 131, 201, 214, 256 and 297, Laws of Utah
             40      2005
             41          63-2-601, as last amended by Chapter 280, Laws of Utah 1992
             42          63-2-702, as last amended by Chapter 280, Laws of Utah 1992
             43          63-2-703, as last amended by Chapters 228 and 280, Laws of Utah 1992
             44      ENACTS:
             45          63-2-604, Utah Code Annotated 1953
             46     
             47      Be it enacted by the Legislature of the state of Utah:
             48          Section 1. Section 63-2-103 is amended to read:
             49           63-2-103. Definitions.
             50          As used in this chapter:
             51          (1) "Audit" means:
             52          (a) a systematic examination of financial, management, program, and related records
             53      for the purpose of determining the fair presentation of financial statements, adequacy of
             54      internal controls, or compliance with laws and regulations; or
             55          (b) a systematic examination of program procedures and operations for the purpose of
             56      determining their effectiveness, economy, efficiency, and compliance with statutes and
             57      regulations.


             58          (2) "Chronological logs" mean the regular and customary summary records of law
             59      enforcement agencies and other public safety agencies that show:
             60          (a) the time and general nature of police, fire, and paramedic calls made to the agency;
             61          (b) and any arrests or jail bookings made by the agency.
             62          (3) "Classification," "classify," and their derivative forms mean determining whether a
             63      record series, record, or information within a record is public, private, controlled, protected, or
             64      exempt from disclosure under Subsection 63-2-201 (3)(b).
             65          (4) (a) "Computer program" means:
             66          (i) a series of instructions or statements that permit the functioning of a computer
             67      system in a manner designed to provide storage, retrieval, and manipulation of data from the
             68      computer system; and
             69          (ii) any associated documentation and source material that explain how to operate the
             70      computer program.
             71          (b) "Computer program" does not mean:
             72          (i) the original data, including numbers, text, voice, graphics, and images;
             73          (ii) analysis, compilation, and other manipulated forms of the original data produced by
             74      use of the program; or
             75          (iii) the mathematical or statistical formulas, excluding the underlying mathematical
             76      algorithms contained in the program, that would be used if the manipulated forms of the
             77      original data were to be produced manually.
             78          (5) (a) "Contractor" means:
             79          (i) any person who contracts with a governmental entity to provide goods or services
             80      directly to a governmental entity; or
             81          (ii) any private, nonprofit organization that receives funds from a governmental entity.
             82          (b) "Contractor" does not mean a private provider.
             83          (6) "Controlled record" means a record containing data on individuals that is controlled
             84      as provided by Section 63-2-303 .
             85          (7) "Designation," "designate," and their derivative forms mean indicating, based on a


             86      governmental entity's familiarity with a record series or based on a governmental entity's
             87      review of a reasonable sample of a record series, the primary classification that a majority of
             88      records in a record series would be given if classified and the classification that other records
             89      typically present in the record series would be given if classified.
             90          (8) "Elected official" means each person elected to a state office, county office,
             91      municipal office, school board or school district office, or special district office, but does not
             92      include judges.
             93          [(8)] (9) "Explosive" means a chemical compound, device, or mixture:
             94          (a) commonly used or intended for the purpose of producing an explosion; and
             95          (b) that contains oxidizing or combustive units or other ingredients in proportions,
             96      quantities, or packing so that:
             97          (i) an ignition by fire, friction, concussion, percussion, or detonator of any part of the
             98      compound or mixture may cause a sudden generation of highly heated gases; and
             99          (ii) the resultant gaseous pressures are capable of:
             100          (A) producing destructive effects on contiguous objects; or
             101          (B) causing death or serious bodily injury.
             102          [(9)] (10) "Government audit agency" means any governmental entity that conducts an
             103      audit.
             104          [(10)] (11) (a) "Governmental entity" means:
             105          (i) executive department agencies of the state, the offices of the governor, lieutenant
             106      governor, state auditor, attorney general, and state treasurer, the Board of Pardons and Parole,
             107      the Board of Examiners, the National Guard, the Career Service Review Board, the State Board
             108      of Education, the State Board of Regents, and the State Archives;
             109          (ii) the Office of the Legislative Auditor General, Office of the Legislative Fiscal
             110      Analyst, Office of Legislative Research and General Counsel, the Legislature, and legislative
             111      committees, except any political party, group, caucus, or rules or sifting committee of the
             112      Legislature;
             113          (iii) courts, the Judicial Council, the Office of the Court Administrator, and similar


             114      administrative units in the judicial branch;
             115          (iv) any state-funded institution of higher education or public education; or
             116          (v) any political subdivision of the state, but, if a political subdivision has adopted an
             117      ordinance or a policy relating to information practices pursuant to Section 63-2-701 , this
             118      chapter shall apply to the political subdivision to the extent specified in Section 63-2-701 or as
             119      specified in any other section of this chapter that specifically refers to political subdivisions.
             120          (b) "Governmental entity" also means every office, agency, board, bureau, committee,
             121      department, advisory board, or commission of an entity listed in Subsection [(10)] (11)(a) that
             122      is funded or established by the government to carry out the public's business.
             123          [(11)] (12) "Gross compensation" means every form of remuneration payable for a
             124      given period to an individual for services provided including salaries, commissions, vacation
             125      pay, severance pay, bonuses, and any board, rent, housing, lodging, payments in kind, and any
             126      similar benefit received from the individual's employer.
             127          [(12)] (13) "Individual" means a human being.
             128          [(13)] (14) (a) "Initial contact report" means an initial written or recorded report,
             129      however titled, prepared by peace officers engaged in public patrol or response duties
             130      describing official actions initially taken in response to either a public complaint about or the
             131      discovery of an apparent violation of law, which report may describe:
             132          (i) the date, time, location, and nature of the complaint, the incident, or offense;
             133          (ii) names of victims;
             134          (iii) the nature or general scope of the agency's initial actions taken in response to the
             135      incident;
             136          (iv) the general nature of any injuries or estimate of damages sustained in the incident;
             137          (v) the name, address, and other identifying information about any person arrested or
             138      charged in connection with the incident; or
             139          (vi) the identity of the public safety personnel, except undercover personnel, or
             140      prosecuting attorney involved in responding to the initial incident.
             141          (b) Initial contact reports do not include follow-up or investigative reports prepared


             142      after the initial contact report. However, if the information specified in Subsection [(13)]
             143      (14)(a) appears in follow-up or investigative reports, it may only be treated confidentially if it
             144      is private, controlled, protected, or exempt from disclosure under Subsection 63-2-201 (3)(b).
             145          (15) "Legislative body" means the Legislature.
             146          [(14)] (16) "Notice of compliance" means a statement confirming that a governmental
             147      entity has complied with a records committee order.
             148          [(15)] (17) "Person" means:
             149          (a) an individual;
             150          (b) a nonprofit or profit corporation;
             151          (c) a partnership;
             152          (d) a sole proprietorship;
             153          (e) other type of business organization; or
             154          (f) any combination acting in concert with one another.
             155          [(16)] (18) "Private provider" means any person who contracts with a governmental
             156      entity to provide services directly to the public.
             157          [(17)] (19) "Private record" means a record containing data on individuals that is
             158      private as provided by Section 63-2-302 .
             159          [(18)] (20) "Protected record" means a record that is classified protected as provided by
             160      Section 63-2-304 .
             161          [(19)] (21) "Public record" means a record that is not private, controlled, or protected
             162      and that is not exempt from disclosure as provided in Subsection 63-2-201 (3)(b).
             163          [(20)] (22) (a) "Record" means a book, letter, document, paper, map, plan, photograph,
             164      film, card, tape, recording, electronic data, or other documentary material regardless of physical
             165      form or characteristics:
             166          (i) that is prepared, owned, received, or retained by a governmental entity or political
             167      subdivision; and
             168          (ii) where all of the information in the original is reproducible by photocopy or other
             169      mechanical or electronic means.


             170          (b) "Record" does not mean:
             171          (i) a personal note or personal communication prepared or received by an employee or
             172      officer of a governmental entity in the employee's or officer's private capacity;
             173          [(i)] (ii) a temporary draft or similar material prepared for the originator's personal use
             174      or prepared by the originator for the personal use of an individual for whom the originator is
             175      working;
             176          [(ii)] (iii) material that is legally owned by an individual in the individual's private
             177      capacity;
             178          [(iii)] (iv) material to which access is limited by the laws of copyright or patent unless
             179      the copyright or patent is owned by a governmental entity or political subdivision;
             180          [(iv)] (v) proprietary software;
             181          [(v)] (vi) junk mail or a commercial publication received by a governmental entity or
             182      an official or employee of a governmental entity;
             183          [(vi)] (vii) a book that is cataloged, indexed, or inventoried and contained in the
             184      collections of a library open to the public;
             185          [(vii)] (viii) material that is cataloged, indexed, or inventoried and contained in the
             186      collections of a library open to the public, regardless of physical form or characteristics of the
             187      material;
             188          [(viii)] (ix) a daily calendar or other personal note prepared by the originator for the
             189      originator's personal use or for the personal use of an individual for whom the originator is
             190      working;
             191          [(ix)] (x) a computer program that is developed or purchased by or for any
             192      governmental entity for its own use; or
             193          [(x)] (xi) a note or internal memorandum prepared as part of the deliberative process
             194      by:
             195          (A) a member of the judiciary;
             196          (B) an administrative law judge;
             197          (C) a member of the Board of Pardons and Parole; or


             198          (D) a member of any other body charged by law with performing a quasi-judicial
             199      function.
             200          [(21)] (23) "Record series" means a group of records that may be treated as a unit for
             201      purposes of designation, description, management, or disposition.
             202          [(22)] (24) "Records committee" means the State Records Committee created in
             203      Section 63-2-501 .
             204          [(23)] (25) "Records officer" means the individual appointed by the chief
             205      administrative officer of each governmental entity, or the political subdivision to work with
             206      state archives in the care, maintenance, scheduling, designation, classification, disposal, and
             207      preservation of records.
             208          [(24)] (26) "Schedule," "scheduling," and their derivative forms mean the process of
             209      specifying the length of time each record series should be retained by a governmental entity for
             210      administrative, legal, fiscal, or historical purposes and when each record series should be
             211      transferred to the state archives or destroyed.
             212          [(25)] (27) "Sponsored research" means research, training, and other sponsored
             213      activities as defined by the federal Executive Office of the President, Office of Management
             214      and Budget:
             215          (a) conducted:
             216          (i) by an institution within the state system of higher education defined in Section
             217      53B-1-102 ; and
             218          (ii) through an office responsible for sponsored projects or programs; and
             219          (b) funded or otherwise supported by an external:
             220          (i) person that is not created or controlled by the institution within the state system of
             221      higher education; or
             222          (ii) federal, state, or local governmental entity.
             223          [(26)] (28) "State archives" means the Division of Archives and Records Service
             224      created in Section 63-2-901 .
             225          [(27)] (29) "State archivist" means the director of the state archives.


             226          [(28)] (30) "Summary data" means statistical records and compilations that contain
             227      data derived from private, controlled, or protected information but that do not disclose private,
             228      controlled, or protected information.
             229          Section 2. Section 63-2-304 is amended to read:
             230           63-2-304. Protected records.
             231          The following records are protected if properly classified by a governmental entity:
             232          (1) trade secrets as defined in Section 13-24-2 if the person submitting the trade secret
             233      has provided the governmental entity with the information specified in Section 63-2-308 ;
             234          (2) commercial information or nonindividual financial information obtained from a
             235      person if:
             236          (a) disclosure of the information could reasonably be expected to result in unfair
             237      competitive injury to the person submitting the information or would impair the ability of the
             238      governmental entity to obtain necessary information in the future;
             239          (b) the person submitting the information has a greater interest in prohibiting access
             240      than the public in obtaining access; and
             241          (c) the person submitting the information has provided the governmental entity with
             242      the information specified in Section 63-2-308 ;
             243          (3) commercial or financial information acquired or prepared by a governmental entity
             244      to the extent that disclosure would lead to financial speculations in currencies, securities, or
             245      commodities that will interfere with a planned transaction by the governmental entity or cause
             246      substantial financial injury to the governmental entity or state economy;
             247          (4) records the disclosure of which could cause commercial injury to, or confer a
             248      competitive advantage upon a potential or actual competitor of, a commercial project entity as
             249      defined in Subsection 11-13-103 (4);
             250          (5) test questions and answers to be used in future license, certification, registration,
             251      employment, or academic examinations;
             252          (6) records the disclosure of which would impair governmental procurement
             253      proceedings or give an unfair advantage to any person proposing to enter into a contract or


             254      agreement with a governmental entity, except that this Subsection (6) does not restrict the right
             255      of a person to see bids submitted to or by a governmental entity after bidding has closed;
             256          (7) records that would identify real property or the appraisal or estimated value of real
             257      or personal property, including intellectual property, under consideration for public acquisition
             258      before any rights to the property are acquired unless:
             259          (a) public interest in obtaining access to the information outweighs the governmental
             260      entity's need to acquire the property on the best terms possible;
             261          (b) the information has already been disclosed to persons not employed by or under a
             262      duty of confidentiality to the entity;
             263          (c) in the case of records that would identify property, potential sellers of the described
             264      property have already learned of the governmental entity's plans to acquire the property;
             265          (d) in the case of records that would identify the appraisal or estimated value of
             266      property, the potential sellers have already learned of the governmental entity's estimated value
             267      of the property; or
             268          (e) the property under consideration for public acquisition is a single family residence
             269      and the governmental entity seeking to acquire the property has initiated negotiations to acquire
             270      the property as required under Section 78-34-4.5 ;
             271          (8) records prepared in contemplation of sale, exchange, lease, rental, or other
             272      compensated transaction of real or personal property including intellectual property, which, if
             273      disclosed prior to completion of the transaction, would reveal the appraisal or estimated value
             274      of the subject property, unless:
             275          (a) the public interest in access outweighs the interests in restricting access, including
             276      the governmental entity's interest in maximizing the financial benefit of the transaction; or
             277          (b) when prepared by or on behalf of a governmental entity, appraisals or estimates of
             278      the value of the subject property have already been disclosed to persons not employed by or
             279      under a duty of confidentiality to the entity;
             280          (9) records created or maintained for civil, criminal, or administrative enforcement
             281      purposes or audit purposes, or for discipline, licensing, certification, or registration purposes, if


             282      release of the records:
             283          (a) reasonably could be expected to interfere with investigations undertaken for
             284      enforcement, discipline, licensing, certification, or registration purposes;
             285          (b) reasonably could be expected to interfere with audits, disciplinary, or enforcement
             286      proceedings;
             287          (c) would create a danger of depriving a person of a right to a fair trial or impartial
             288      hearing;
             289          (d) reasonably could be expected to disclose the identity of a source who is not
             290      generally known outside of government and, in the case of a record compiled in the course of
             291      an investigation, disclose information furnished by a source not generally known outside of
             292      government if disclosure would compromise the source; or
             293          (e) reasonably could be expected to disclose investigative or audit techniques,
             294      procedures, policies, or orders not generally known outside of government if disclosure would
             295      interfere with enforcement or audit efforts;
             296          (10) records the disclosure of which would jeopardize the life or safety of an
             297      individual;
             298          (11) records the disclosure of which would jeopardize the security of governmental
             299      property, governmental programs, or governmental recordkeeping systems from damage, theft,
             300      or other appropriation or use contrary to law or public policy;
             301          (12) records that, if disclosed, would jeopardize the security or safety of a correctional
             302      facility, or records relating to incarceration, treatment, probation, or parole, that would interfere
             303      with the control and supervision of an offender's incarceration, treatment, probation, or parole;
             304          (13) records that, if disclosed, would reveal recommendations made to the Board of
             305      Pardons and Parole by an employee of or contractor for the Department of Corrections, the
             306      Board of Pardons and Parole, or the Department of Human Services that are based on the
             307      employee's or contractor's supervision, diagnosis, or treatment of any person within the board's
             308      jurisdiction;
             309          (14) records and audit workpapers that identify audit, collection, and operational


             310      procedures and methods used by the State Tax Commission, if disclosure would interfere with
             311      audits or collections;
             312          (15) records of a governmental audit agency relating to an ongoing or planned audit
             313      until the final audit is released;
             314          (16) records prepared by or on behalf of a governmental entity solely in anticipation of
             315      litigation that are not available under the rules of discovery;
             316          (17) records disclosing an attorney's work product, including the mental impressions or
             317      legal theories of an attorney or other representative of a governmental entity concerning
             318      litigation;
             319          (18) records of communications between a governmental entity and an attorney
             320      representing, retained, or employed by the governmental entity if the communications would be
             321      privileged as provided in Section 78-24-8 ;
             322          (19) (a) (i) personal files of a state legislator, including personal correspondence to or
             323      from a member of the Legislature[, provided that]; and
             324          (ii) notwithstanding Subsection (19)(a)(i), correspondence that gives notice of
             325      legislative action or policy may not be classified as protected under this section; and
             326          (b) (i) an internal communication that is part of the deliberative process in connection
             327      with the preparation of legislation between:
             328          (A) members of a legislative body;
             329          (B) a member of a legislative body and a member of the legislative body's staff; or
             330          (C) members of a legislative body's staff; and
             331          (ii) notwithstanding Subsection (19)(b)(i), a communication that gives notice of
             332      legislative action or policy may not be classified as protected under this section;
             333          (20) (a) records in the custody or control of the Office of Legislative Research and
             334      General Counsel, that, if disclosed, would reveal a particular legislator's contemplated
             335      legislation or contemplated course of action before the legislator has elected to support the
             336      legislation or course of action, or made the legislation or course of action public; and
             337          (b) notwithstanding Subsection (20)(a), the form to request legislation submitted to the


             338      Office of Legislative Research and General Counsel is a public document unless a legislator
             339      asks that the records requesting the legislation be maintained as protected records until such
             340      time as the legislator elects to make the legislation or course of action public;
             341          (21) research requests from legislators to the Office of Legislative Research and
             342      General Counsel or the Office of the Legislative Fiscal Analyst and research findings prepared
             343      in response to these requests;
             344          (22) drafts, unless otherwise classified as public;
             345          (23) records concerning a governmental entity's strategy about collective bargaining or
             346      pending litigation;
             347          (24) records of investigations of loss occurrences and analyses of loss occurrences that
             348      may be covered by the Risk Management Fund, the Employers' Reinsurance Fund, the
             349      Uninsured Employers' Fund, or similar divisions in other governmental entities;
             350          (25) records, other than personnel evaluations, that contain a personal recommendation
             351      concerning an individual if disclosure would constitute a clearly unwarranted invasion of
             352      personal privacy, or disclosure is not in the public interest;
             353          (26) records that reveal the location of historic, prehistoric, paleontological, or
             354      biological resources that if known would jeopardize the security of those resources or of
             355      valuable historic, scientific, educational, or cultural information;
             356          (27) records of independent state agencies if the disclosure of the records would
             357      conflict with the fiduciary obligations of the agency;
             358          (28) records of an institution within the state system of higher education defined in
             359      Section 53B-1-102 regarding tenure evaluations, appointments, applications for admissions,
             360      retention decisions, and promotions, which could be properly discussed in a meeting closed in
             361      accordance with Title 52, Chapter 4, Open and Public Meetings, provided that records of the
             362      final decisions about tenure, appointments, retention, promotions, or those students admitted,
             363      may not be classified as protected under this section;
             364          (29) records of the governor's office, including budget recommendations, legislative
             365      proposals, and policy statements, that if disclosed would reveal the governor's contemplated


             366      policies or contemplated courses of action before the governor has implemented or rejected
             367      those policies or courses of action or made them public;
             368          (30) records of the Office of the Legislative Fiscal Analyst relating to budget analysis,
             369      revenue estimates, and fiscal notes of proposed legislation before issuance of the final
             370      recommendations in these areas;
             371          (31) records provided by the United States or by a government entity outside the state
             372      that are given to the governmental entity with a requirement that they be managed as protected
             373      records if the providing entity certifies that the record would not be subject to public disclosure
             374      if retained by it;
             375          (32) transcripts, minutes, or reports of the closed portion of a meeting of a public body
             376      except as provided in Section 52-4-7 ;
             377          (33) records that would reveal the contents of settlement negotiations but not including
             378      final settlements or empirical data to the extent that they are not otherwise exempt from
             379      disclosure;
             380          (34) memoranda prepared by staff and used in the decision-making process by an
             381      administrative law judge, a member of the Board of Pardons and Parole, or a member of any
             382      other body charged by law with performing a quasi-judicial function;
             383          (35) records that would reveal negotiations regarding assistance or incentives offered
             384      by or requested from a governmental entity for the purpose of encouraging a person to expand
             385      or locate a business in Utah, but only if disclosure would result in actual economic harm to the
             386      person or place the governmental entity at a competitive disadvantage, but this section may not
             387      be used to restrict access to a record evidencing a final contract;
             388          (36) materials to which access must be limited for purposes of securing or maintaining
             389      the governmental entity's proprietary protection of intellectual property rights including patents,
             390      copyrights, and trade secrets;
             391          (37) the name of a donor or a prospective donor to a governmental entity, including an
             392      institution within the state system of higher education defined in Section 53B-1-102 , and other
             393      information concerning the donation that could reasonably be expected to reveal the identity of


             394      the donor, provided that:
             395          (a) the donor requests anonymity in writing;
             396          (b) any terms, conditions, restrictions, or privileges relating to the donation may not be
             397      classified protected by the governmental entity under this Subsection (37); and
             398          (c) except for an institution within the state system of higher education defined in
             399      Section 53B-1-102 , the governmental unit to which the donation is made is primarily engaged
             400      in educational, charitable, or artistic endeavors, and has no regulatory or legislative authority
             401      over the donor, a member of the donor's immediate family, or any entity owned or controlled
             402      by the donor or the donor's immediate family;
             403          (38) accident reports, except as provided in Sections 41-6a-404 , 41-12a-202 , and
             404      73-18-13 ;
             405          (39) a notification of workers' compensation insurance coverage described in Section
             406      34A-2-205 ;
             407          (40) (a) the following records of an institution within the state system of higher
             408      education defined in Section 53B-1-102 , which have been developed, discovered, disclosed to,
             409      or received by or on behalf of faculty, staff, employees, or students of the institution:
             410          (i) unpublished lecture notes;
             411          (ii) unpublished notes, data, and information:
             412          (A) relating to research; and
             413          (B) of:
             414          (I) the institution within the state system of higher education defined in Section
             415      53B-1-102 ; or
             416          (II) a sponsor of sponsored research;
             417          (iii) unpublished manuscripts;
             418          (iv) creative works in process;
             419          (v) scholarly correspondence; and
             420          (vi) confidential information contained in research proposals;
             421          (b) Subsection (40)(a) may not be construed to prohibit disclosure of public


             422      information required pursuant to Subsection 53B-16-302 (2)(a) or (b); and
             423          (c) Subsection (40)(a) may not be construed to affect the ownership of a record;
             424          (41) (a) records in the custody or control of the Office of Legislative Auditor General
             425      that would reveal the name of a particular legislator who requests a legislative audit prior to the
             426      date that audit is completed and made public; and
             427          (b) notwithstanding Subsection (41)(a), a request for a legislative audit submitted to the
             428      Office of the Legislative Auditor General is a public document unless the legislator asks that
             429      the records in the custody or control of the Office of Legislative Auditor General that would
             430      reveal the name of a particular legislator who requests a legislative audit be maintained as
             431      protected records until the audit is completed and made public;
             432          (42) records that provide detail as to the location of an explosive, including a map or
             433      other document that indicates the location of:
             434          (a) a production facility; or
             435          (b) a magazine;
             436          (43) information contained in the database described in Section 62A-3-311.1 ;
             437          (44) information contained in the Management Information System and Licensing
             438      Information System described in Title 62A, Chapter 4a, Child and Family Services;
             439          (45) information regarding National Guard operations or activities in support of the
             440      National Guard's federal mission;
             441          (46) records provided by any pawnbroker or pawnshop to a law enforcement agency or
             442      to the central database in compliance with Title 13, Chapter 32a, Pawnshop Transaction
             443      Information Act;
             444          (47) information regarding food security, risk, and vulnerability assessments performed
             445      by the Department of Agriculture and Food;
             446          (48) except to the extent that the record is exempt from this chapter pursuant to Section
             447      63-2-106 , records related to an emergency plan or program prepared or maintained by the
             448      Division of Emergency Services and Homeland Security the disclosure of which would
             449      jeopardize:


             450          (a) the safety of the general public; or
             451          (b) the security of:
             452          (i) governmental property;
             453          (ii) governmental programs; or
             454          (iii) the property of a private person who provides the Division of Emergency Services
             455      and Homeland Security information;
             456          (49) records of the Department of Agriculture and Food relating to the National
             457      Animal Identification System or any other program that provides for the identification, tracing,
             458      or control of livestock diseases, including any program established under Title 4, Chapter 24,
             459      Utah Livestock Brand and Anti-theft Act or Title 4, Chapter 31, [Utah] Livestock Inspection
             460      and Quarantine; [and]
             461          (50) as provided in Section 26-39-109 :
             462          (a) information or records held by the Department of Health related to a complaint
             463      regarding a child care program or residential child care which the department is unable to
             464      substantiate; and
             465          (b) information or records related to a complaint received by the Department of Health
             466      from an anonymous complainant regarding a child care program or residential child care.
             467          Section 3. Section 63-2-601 is amended to read:
             468     
Part 6. Collection of Information and Accuracy of Records

             469           63-2-601. Rights of individuals on whom data is maintained -- Classification
             470      statement -- Notice to provider of information.
             471          (1) (a) Each governmental entity shall file with the state archivist a statement
             472      explaining the purposes for which a record series that is designated as private or controlled
             473      [are] is collected and used by that governmental entity.
             474          (b) [That] The statement filed under Subsection (1)(a) is a public record.
             475          (2) (a) [Upon request, each] A governmental entity shall [explain] provide notice of the
             476      following to [an individual] a person that is asked to furnish information that could be
             477      classified as a private or controlled record:


             478          [(a)] (i) the reasons the [individual] person is asked to furnish [to the governmental
             479      entity] the information [that could be classified private or controlled];
             480          [(b)] (ii) the intended uses of the information; [and]
             481          [(c)] (iii) the consequences for refusing to provide the information[.]; and
             482          (iv) the classes of persons and the governmental entities that currently:
             483          (A) share the information with the governmental entity; or
             484          (B) receive the information from the governmental entity on a regular or contractual
             485      basis.
             486          (b) The notice shall be:
             487          (i) posted in a prominent place at all locations where the governmental entity collects
             488      the information; or
             489          (ii) included as part of the documents or forms that are used by the governmental entity
             490      to collect the information.
             491          (3) Upon request, each governmental entity shall explain to a person:
             492          (a) the reasons the person is asked to furnish information that could be classified as a
             493      private or controlled record;
             494          (b) the intended uses of the information referred to in Subsection (3)(a);
             495          (c) the consequences for refusing to provide the information referred to in Subsection
             496      (3)(a); and
             497          (d) the reasons and circumstances under which the information referred to in
             498      Subsection (3)(a) may be shared with or provided to other persons or governmental entities.
             499          [(3)] (4) A governmental entity may [not] use private or controlled records only for
             500      those purposes [other than those]:
             501          (a) given in the statement filed with the state archivist under Subsection (1); or [for
             502      purposes other than those for]
             503          (b) for which another governmental entity [could] may use the record under Section
             504      63-2-206 .
             505          Section 4. Section 63-2-604 is enacted to read:


             506          63-2-604. Retention and disposition of records.
             507          (1) (a) Except for a governmental entity that is permitted to maintain its own retention
             508      schedules under Part 7, Applicability to Political Subdivisions, the Judiciary, and the
             509      Legislature, each governmental entity shall file with the State Records Committee a proposed
             510      schedule for the retention and disposition of each type of material that is defined as a record
             511      under this chapter.
             512          (b) After a retention schedule is reviewed and approved by the State Records
             513      Committee under Subsection 63-2-502 (1)(b), the governmental entity shall maintain and
             514      destroy records in accordance with the retention schedule.
             515          (c) If a governmental entity subject to the provisions of this section has not received an
             516      approved retention schedule for a specific type of material that is classified as a record under
             517      this chapter, the model retention schedule maintained by the state archivist shall govern the
             518      retention and destruction of that type of material.
             519          (2) A retention schedule that is filed with or approved by the State Records Committee
             520      under the requirements of this section is a public record.
             521          Section 5. Section 63-2-702 is amended to read:
             522           63-2-702. Applicability to the judiciary.
             523          (1) The judiciary is subject to the provisions of this chapter except as provided in this
             524      section.
             525          (2) (a) The judiciary is not subject to Part 4 [of this chapter], Appeals, except as
             526      provided in Subsection (5).
             527          (b) The judiciary is not subject to [Part 5 of this chapter] Parts 5, State Records
             528      Committee, and 6, Collection of Information and Accuracy of Records.
             529          (c) The judiciary is subject to only the following sections in Part 9 [of this chapter],
             530      Archives and Records Service: Sections 63-2-905 and 63-2-906 .
             531          (3) The Judicial Council, the Administrative Office of the Courts, the courts, and other
             532      administrative units in the judicial branch shall designate and classify their records in
             533      accordance with Sections 63-2-301 through 63-2-304 .


             534          (4) Substantially consistent with the provisions of this chapter, the Judicial Council
             535      shall:
             536          (a) make rules governing requests for access, fees, classification, designation,
             537      segregation, management, retention, denials and appeals of requests for access and retention,
             538      and amendment of judicial records;
             539          (b) establish an appellate board to handle appeals from denials of requests for access
             540      and provide that a requester who is denied access by the appellate board may file a lawsuit in
             541      district court; and
             542          (c) provide standards for the management and retention of judicial records substantially
             543      consistent with Section 63-2-903 .
             544          (5) Rules governing appeals from denials of requests for access shall substantially
             545      comply with the time limits provided in Section 63-2-204 and Part 4 [of this chapter], Appeals.
             546          (6) Upon request, the state archivist shall:
             547          (a) assist with and advise concerning the establishment of a records management
             548      program in the judicial branch; and
             549          (b) as required by the judiciary, provide program services similar to those available to
             550      the executive and legislative branches of government as provided in this chapter.
             551          Section 6. Section 63-2-703 is amended to read:
             552           63-2-703. Applicability to the Legislature.
             553          (1) The Legislature and its staff offices shall designate and classify records in
             554      accordance with Sections 63-2-301 through 63-2-304 as public, private, controlled, or
             555      protected.
             556          (2) (a) The Legislature and its staff offices are not subject to Section 63-2-203 or to
             557      Part 4 [or], Appeals, 5 [of this chapter], State Records Committee, or 6, Collection of
             558      Information and Accuracy of Records.
             559          (b) The Legislature is subject to only the following sections in Part 9 [of this chapter],
             560      Archives and Records Service: Sections 63-2-902 , 63-2-906 , and 63-2-909 .
             561          (3) The Legislature, through the Legislative Management Committee[,]:


             562          (a) shall establish policies to handle requests for [records and] classification,
             563      designation, fees, access, denials, segregation, appeals, management, retention, and amendment
             564      of records; and
             565          (b) may establish an appellate board to hear appeals from denials of access.
             566          (4) Policies shall include reasonable times for responding to access requests consistent
             567      with the provisions of Part 2 [of this chapter], Access to Records, fees, and reasonable time
             568      limits for appeals.
             569          (5) Upon request, the state archivist shall:
             570          (a) assist with and advise concerning the establishment of a records management
             571      program in the Legislature; and
             572          (b) as required by the Legislature, provide program services similar to those available
             573      to the executive branch of government, as provided in this chapter.


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