10 Amazing Facts about the Utah State Archives—Gina Strack and Rae Gifford at RootsTech 2019by Robert Raymond |
Want to learn more about all the amazing things the Utah State Archives and Records Service can offer you? Rae Gifford and Gina Strack shared some interesting features about the archives at the Access and Preservation Day at RootsTech 2019.
Their presentation was titled, “Utah State Archives and
Records Service: 10 New or Amazing Things!” At the time of the presentation, Gifford
was the outreach and advocacy archivist at the state archives and Strack is the
digital archives program manager at the Utah State Archives and Records Service.
Records Service: 10 New or Amazing Things!” At the time of the presentation, Gifford
was the outreach and advocacy archivist at the state archives and Strack is the
digital archives program manager at the Utah State Archives and Records Service.
1. GRAMA
The Utah State Archives has developed an
open records portal to assist the
public in submitting Government
Records Access and Management Act (GRAMA) requests. The portal brings
together into one place the ability to request records from Utah government
entities at all levels.
open records portal to assist the
public in submitting Government
Records Access and Management Act (GRAMA) requests. The portal brings
together into one place the ability to request records from Utah government
entities at all levels.
2. Training Classes
“Genealogists really want to access
our records,” Gifford said. The Utah State Archives provides training classes
for finding your family in records.
our records,” Gifford said. The Utah State Archives provides training classes
for finding your family in records.
The classes from October’s “Pirates of
the Pedigree” virtual event at the archives are available for
free viewing. The archives held a family history workshop in July 2018 and
again in 2019. Videos, slides, and handouts are also available
for anyone to view.
the Pedigree” virtual event at the archives are available for
free viewing. The archives held a family history workshop in July 2018 and
again in 2019. Videos, slides, and handouts are also available
for anyone to view.
3. Upgrading the Profession
The Utah State Archives have a
dedicated section working toward best practices with records keepers and
creators in government.
dedicated section working toward best practices with records keepers and
creators in government.
“We hired a chief records officer,” Gifford
said. “We go out to city and county officials and train them.” With electronic
records, you must get in and train people early on what they need to save and
how to do it.
said. “We go out to city and county officials and train them.” With electronic
records, you must get in and train people early on what they need to save and
how to do it.
4. Storage Expansion
The expansion of the vault was a big undertaking
by the archives this last year. In 2004, the Utah State Archives built a new building
just south of the historic Rio
Grande Depot. They share a reading room with the Utah State
Historical Society in the depot. Two years ago, they upgraded the archives building
with additional storage. The next big step will be receiving electronic records
for digital preservation.
by the archives this last year. In 2004, the Utah State Archives built a new building
just south of the historic Rio
Grande Depot. They share a reading room with the Utah State
Historical Society in the depot. Two years ago, they upgraded the archives building
with additional storage. The next big step will be receiving electronic records
for digital preservation.
5. Digital Color Camera
The archives have acquired digital
color cameras and are ready to start high-volume, full-color, digitization.
color cameras and are ready to start high-volume, full-color, digitization.
6. Growth of Online Access.
The archives have done a lot with very
little dedicated funding, including publishing 1.4 million online records since
2006. All these records can
be accessed online for free.
little dedicated funding, including publishing 1.4 million online records since
2006. All these records can
be accessed online for free.
7. Partnerships
The Utah State Archives have partnered with FamilySearch and with Ancestry.com. “Our growth would not be where it is at without partnerships,” Strack said.
Local organizations have also
partnered to help the archives. The Marriott Library at the University of Utah assisted
with equipment and conservation. Ogden City is working with the archives to
preserve and provide access to their historical records. Through these partnerships,
the archives are digitizing various kinds of records such as civil case files, probate
records, and birth and death certificates.
partnered to help the archives. The Marriott Library at the University of Utah assisted
with equipment and conservation. Ogden City is working with the archives to
preserve and provide access to their historical records. Through these partnerships,
the archives are digitizing various kinds of records such as civil case files, probate
records, and birth and death certificates.
8. World War I Records Online
The archives recognized the World War
I anniversary by digitizing entire collections, including full-color questionnaires
submitted by veterans after the war. Learn more about these
collections.
I anniversary by digitizing entire collections, including full-color questionnaires
submitted by veterans after the war. Learn more about these
collections.
9. Local Government Marriage Records
The archives have some marriage
records created by local governments. Records from Utah County are in the archives
for storage and preservation and are in the process of being digitized. Once
the records are digitized, these marriage records will be published online for
free access.
records created by local governments. Records from Utah County are in the archives
for storage and preservation and are in the process of being digitized. Once
the records are digitized, these marriage records will be published online for
free access.
10. Preservation First Steps
One of the preservation formats the archives
have used is M-Discs for
digitized historical records. These discs are engraved rather than written with
other means. This makes them last much longer than conventional DVD storage.
have used is M-Discs for
digitized historical records. These discs are engraved rather than written with
other means. This makes them last much longer than conventional DVD storage.
Some next steps for the archives is
collaboration with record managers for electronic format records and then
preservation.
collaboration with record managers for electronic format records and then
preservation.
To check out the Utah State Archives and Records Services, visit archives.utah.gov.
Rae
Gifford was the outreach and advocacy archivist for the Utah State Archives at
the time of her presentation. She has a Masters of Arts in history and a
Masters of Library and Information Science (MLIS) from Louisiana State
University.
Gifford was the outreach and advocacy archivist for the Utah State Archives at
the time of her presentation. She has a Masters of Arts in history and a
Masters of Library and Information Science (MLIS) from Louisiana State
University.
Gina
Strack is a certified archivist and has been at the Utah State Archives and
Records Service since 2002. She is the digital archives program managers and processes
historical records from state and local agencies. She holds a certificate as a
Digital Archives Specialist and an MLIS from the University of Washington.
Strack is a certified archivist and has been at the Utah State Archives and
Records Service since 2002. She is the digital archives program managers and processes
historical records from state and local agencies. She holds a certificate as a
Digital Archives Specialist and an MLIS from the University of Washington.
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