When requesting a report, these are some items to be aware of:
Following are the classifications of records and strictly followed procedures:
Each government agency is required by UCA 63G-2-202 of GRAMA to evaluate all record series that it uses or creates and designate or classify those record series. After classifying its series, each agency must report those classifications to the State Archives. A government agency may classify a record, record series, or information within a record at any time, but is not required to do so until access to the record is requested. An agency may reclassify a record, record series, or information within a record at any time.
Classifying records under GRAMA is the procedure of determining who may have legal access to the information in a record series. This procedure is the responsibility of the agency who creates or collects the information in a record series. Agency personnel responsible for classifying records should refer to GRAMA and any other applicable laws and rules when determining their records? classifications. The State Archives Records Analyst is also available to give assistance in classifying records.
There are five categories of classifications: Public, Private, Controlled, Protected and Exempt. [To read the Code in its entirety, please click here.]
The records of state and local government agencies are considered open for public review unless they contain information that falls into one of the other categories. [UCA 63G-2-301] [To read this Code in its entirety, please click here.]
Records are only open to the individual to whom the records pertain, and other authorized persons or agencies. [UCA 63G-2-302] Information such as the following would be considered private: address; age/birth date; alcohol/drug addiction; birthplace; checking/savings account information; court actions; criminal history; drivers license number; family information; fingerprints; home/property owner; living conditions; marital status; medical/dental information; military service; motor vehicle information; name/signature; national origin; occupational information; psychiatric information; race/ethnic group; religion; security investigation; sex/gender; social security number; telephone number; and other information as classified. [To read this Code in its entirety, please click here.]
These are records to authorized persons or agencies, but not open to the individual to whom the records pertain as outline in UCA 63G-2-304, such as medical data, psychiatric data, or psychological data.
Also, if the governmental entity reasonably believes that releasing the information to the subject of the record would be detrimental to the subject's mental health or to the safety of any individual or releasing the information would constitute a violation of normal professional practice and medical ethics. [To read this Code in its entirety, please click here.]
These records usually contain non-personal data that are only open to the person submitting the record and authorized person or agencies as outlined in UCA 63G-2-305. The following list is not all-inclusive. Please refer to UCA 63G-2-305 for a complete description of protected records. Records classified as protected may contain the following types of information: records, if disclosed, would jeopardize the life or safety of an individual; records, if disclosed, would jeopardize the security of governmental property, programs or record-keeping systems; recommendations made to the Board of Pardons and Parole; records, if disclosed, would deprive a person to a fair trail or impartial hearing; records prepared solely in anticipation of litigation that are not available under rules of discovery; records relating to an ongoing or planned audit until the final audit is released; records relating to incarceration, treatment, probation or parole that would interfere with the control and supervision of an offender; records which may identify a source who is not generally unknown; records, if disclosed, could impair governmental procurement proceedings; records, if disclosed, could interfere with investigations; and others. [To read this Code in its entirety, please click here.]
These are records where disclosure is limited or prohibited expressly by other statute, regulation or court rule.
For more information about how to acquire a copy of a report, please feel free to contact our Records clerks at (435) 734-6650.