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H.B. 118

             1     

ARCHIVES AND GRAMA REVISIONS

             2     
2009 GENERAL SESSION

             3     
STATE OF UTAH

             4     
Chief Sponsor: Douglas C. Aagard

             5     
Senate Sponsor: Brent H. Goodfellow

             6     
             7      LONG TITLE
             8      General Description:
             9          This bill modifies provisions in the Archives and Records Service chapter and in the
             10      Government Records Access and Management Act.
             11      Highlighted Provisions:
             12          This bill:
             13          .    adds a title section for the Archives and Records Service chapter;
             14          .    provides definitions;
             15          .    modifies language to comply with standardized definitions;
             16          .    provides that intentional and knowing destruction or mutilation of the record-copy
             17      of a record in violation of a retention schedule is a class B misdemeanor;
             18          .    provides cross references between the Archives and Records Service chapter and the
             19      Government Records Access and Management Act;
             20          .    clarifies that an employee of a governmental entity may be disciplined or fired for
             21      intentionally and knowingly destroying or mutilating a record in violation of a
             22      retention schedule; and
             23          .    makes technical changes.
             24      Monies Appropriated in this Bill:
             25          None
             26      Other Special Clauses:
             27          None


             28      Utah Code Sections Affected:
             29      AMENDS:
             30          63A-12-105, as renumbered and amended by Laws of Utah 2008, Chapter 382
             31          63G-2-803, as renumbered and amended by Laws of Utah 2008, Chapter 382
             32          63G-2-804, as renumbered and amended by Laws of Utah 2008, Chapter 382
             33      ENACTS:
             34          63A-12-100, Utah Code Annotated 1953
             35     
             36      Be it enacted by the Legislature of the state of Utah:
             37          Section 1. Section 63A-12-100 is enacted to read:
             38     
CHAPTER 12. ARCHIVES AND RECORDS SERVICE

             39          63A-12-100. Title -- Definitions.
             40          (1) This chapter is known as "Archives and Records Service."
             41          (2) As used in this chapter, "governmental entity" has the same meaning as in Section
             42      63G-2-103 .
             43          Section 2. Section 63A-12-105 is amended to read:
             44           63A-12-105. Records are property of the state -- Disposition -- Penalties for
             45      intentional mutilation or destruction.
             46          (1) All records created or maintained by a state governmental entity [of the state] are
             47      the property of the state and shall not be mutilated, destroyed, or otherwise damaged or
             48      disposed of, in whole or part, except as provided in this chapter and Title 63G, Chapter 2,
             49      Government Records Access and Management Act.
             50          (2) (a) Except as provided in Subsection (2)(b), all records created or maintained by a
             51      political subdivision of the state are the property of the state and shall not be mutilated,
             52      destroyed, or otherwise damaged or disposed of, in whole or in part, except as provided in this
             53      chapter and Title 63G, Chapter 2, Government Records Access and Management Act.
             54          (b) Records which constitute a valuable intellectual property shall be the property of
             55      the political subdivision.
             56          (c) The state archives may, upon request from a political subdivision, take custody of
             57      any record series of the political subdivision. A political subdivision which no longer wishes
             58      to maintain custody of a record which must be retained under the political subdivision's


             59      retention schedule or the state archive's retention schedule shall transfer it to the state archives
             60      for safekeeping and management.
             61          (3) (a) It is unlawful for a [governmental entity or political subdivision] person to
             62      intentionally mutilate, destroy, or to otherwise damage or dispose of the record-copy of a
             63      record [series] knowing that [such] the mutilation, destruction, [or] damage, or disposal is in
             64      contravention of [the political subdivision's or the state archive's]:
             65          (i) a governmental entity's properly adopted retention schedule; or
             66          (ii) if no retention schedule has been properly adopted by the governmental entity, the
             67      model retention schedule, as provided in Section 63G-2-604 .
             68          (b) Violation of this Subsection (3) is a class B misdemeanor.
             69          (c) An employee of a governmental entity that violates this Subsection (3) may be
             70      subject to disciplinary action as provided under Section 63G-2-804 .
             71          Section 3. Section 63G-2-803 is amended to read:
             72           63G-2-803. No individual liability for certain decisions of a governmental entity.
             73          (1) Neither the governmental entity [or political subdivision], nor any officer or
             74      employee of the governmental entity [or political subdivision], is liable for damages resulting
             75      from the release of a record where the person or government requesting the record presented
             76      evidence of authority to obtain the record even if it is subsequently determined that the
             77      requester had no authority.
             78          (2) Neither the governmental entity [or political subdivision], nor any officer or
             79      employee of the governmental entity [or political subdivision], is liable for damages arising
             80      from the negligent disclosure of records classified as private under Subsection 63G-2-302 (1)(f)
             81      unless:
             82          (a) the disclosure was of employment records maintained by the governmental entity;
             83      or
             84          (b) the current or former government employee had previously filed the notice required
             85      by Section 63G-2-303 and:
             86          (i) the government entity did not take reasonable steps to preclude access or
             87      distribution of the record; or
             88          (ii) the release of the record was otherwise willfully or grossly negligent.
             89          (3) A mailing from a government agency to an individual who has filed an application


             90      under Section 63G-2-303 is not a wrongful disclosure under this chapter or under Title 63A,
             91      Chapter 12, Archives and Records Service.
             92          Section 4. Section 63G-2-804 is amended to read:
             93           63G-2-804. Disciplinary action.
             94          A governmental entity [or political subdivision] may take disciplinary action which may
             95      include suspension or discharge against any employee of the governmental entity [or political
             96      subdivision] who intentionally violates any provision of this chapter or Subsection
             97      63A-12-105 (3).




Legislative Review Note
    as of 1-22-09 9:53 AM


Office of Legislative Research and General Counsel


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