[0:00] This is the records management committee meeting for Monday, August 24th, 26th. The planning is

[0:10] chairing the meeting in Ken's absence and can relate to the voting on behalf of Ken.

[0:20] First order of business is the approval

[0:27] of the July 2026 meeting minutes. Are there any questions

[0:31] or discussions or a motion to approve.

[0:34] I'll make a motion to approve.

[0:37] Is there a second?

[0:39] I'll second.

[0:43] Okay, motion has been approved in a second and a discussion.

[0:50] If not, I'll entertain a vote.

[0:52] Does this one need to be a roll call?

[0:55] Yeah, just do them all that.

[0:56] I'll roll call. Very good.

[0:58] All right.

[1:00] Tangi.

[1:01] I.

[1:04] I should

[1:08] be looking at the Steve,

[1:17] yes, and Daniel, yes, Veronica, I'll abstain, I was

[1:25] not that maybe, and Kendra, yes, Ken Kendra, whatever, all right, that motion passes

[1:40] and minutes are approved. So moving on to the first retention schedule for review license related correspondence who is representing this one.

[1:58] That's me. Yeah. Give me just a second to share.

[2:04] We talked so much last time. I know, right?

[2:09] Okay.

[2:12] So this is a license-related correspondence

[2:15] from the Department of Commerce Division of Real Estate. This is a new series to differentiate

[2:21] from an older series that they were using for correspondence that didn't quite fit what they

[2:29] actually needed here. So these records contain communications between the division and individuals

[2:36] and entities that are regulated by the division of real estate. Their proposed retention is 10 years

[2:43] and the disposition is destroyed. And the reason why this is being presented today is because it

[2:49] is a little bit longer than the GRS that's for routine correspondence. The

[2:56] The division needs their records a little bit longer than the seven years that's outlined

[3:02] by the GRS, so they're proposing to retain for 10 years instead.

[3:07] And then I think we have here from the division Tyler Huff, and then did we have anybody else

[3:14] to answer questions if there are any?

[3:17] What's the classification?

[3:20] These are, public is a primary classification and protected as a secondary classification

[3:25] for licensing and registration that's in process.

[3:28] And just a brief explanation of why they need the 10-year retention versus 7.

[3:37] The majority of their records are being retained for 10 years, and so this just aligns with those.

[3:45] Okay.

[3:48] Any other questions?

[3:49] to

[3:52] approve. I move to approve as as presented. Second. Second, Daniel. Motion from Steve. Second

[4:03] from Daniel. Any other questions or discussion?

[4:08] All right. We'll proceed with the road call

[4:10] load. And by the way, going back to the vote for minutes, I approved the minutes as well for the

[4:21] Daniel for this license related correspondence 10 years.

[4:27] Yes.

[4:28] I will vote yes.

[4:31] Ruth?

[4:31] Yes.

[4:33] Steve?

[4:33] Yes.

[4:34] Tangi?

[4:35] Hi.

[4:36] Veronica?

[4:37] Yes.

[4:39] Tindra?

[4:39] Yes.

[4:41] Motion passes unanimously.

[4:44] And now, Alyssa gets to take a break and Marin becomes a star of the show.

[4:48] So thank you.

[4:50] Yes.

[4:50] All right.

[4:54] Oh gosh.

[4:56] We want this window.

[4:58] Okay.

[5:01] We are starting with medical cannabis transportation manifests.

[5:08] So this is all the rest of all of the schedules that I'm presenting today are from

[5:14] the Utah Department of Agriculture and Food and specifically underneath that,

[5:18] the Division of Laboratory Services. So here with us today to answer any questions that you

[5:22] may have about the records, we have Michaela Femme, and she's the arrow for the laboratory.

[5:28] So can you zoom in just a little bit on that, Marin? Yes, thank you.

[5:35] So these are the manifests of the cannabis that is transported to the Utah Department of Agricultural

[5:41] and Food Division of Laboratory Services for testing, and they want the retention for five years.

[5:48] They keep it in paper and the primary information is public because it's summary data.

[6:00] I have no questions, anyone else?

[6:05] There are no digital records associated with these at all.

[6:11] Mikayla, can you answer that?

[6:12] No email?

[6:13] No.

[6:15] Hi.

[6:15] Yes.

[6:17] Let me turn on my camera.

[6:19] Can you hear me fine?

[6:20] Yes.

[6:21] Okay.

[6:21] Okay, so I do want to know that, yes, there are somewhat of digital records associated

[6:27] with this.

[6:28] All products in your Michael Canvas program are required to go through an inventory control

[6:33] system.

[6:34] Our state uses MJ Freeway as a current.

[6:38] However, the records from there are then printed out, and then those records are also annotated.

[6:45] So for example, when we have our sample technicians pick up those items, they'll write down

[6:49] all that paperwork, the date and the time that they entered the facility and a date and

[6:54] a time you departed a facility that they're picking up from.

[6:59] So we use those paper copies as,

[7:01] let's say, our record copy is because they have the complete information. So are the records

[7:07] in the database kept less time than this?

[7:13] Or is this going to apply to those as well? So I can

[7:16] and certainly have them apply to those.

[7:19] I don't have as much administration

[7:21] over the Android three-way systems,

[7:22] so I can certainly contact those who are in charge

[7:25] of that, so they can confirm.

[7:29] Thank you.

[7:42] So, in terms of the other records would they have a separate,

[7:49] I mean, the digital records would they have a separate series?

[7:56] Or would we update this one to include those and I go ahead. Oh, I would propose that we

[8:03] we up that we I

[8:07] We here's my motion. Let's approve this with the contingency that they update it to include the digital record as well.

[8:15] I would second that

[8:18] Okay, and and there's a mo so just to be

[8:22] With the program here, the motion is to approve with amendment to include related digital

[8:29] records for our retention of five years, and it's been seconded by Steve Wright.

[8:43] So my thought on that is just from my past experience on the State Records Committee and the

[8:50] You know, the disparity between what the owner of the record may want to do or can do and

[9:00] their control of that record related to, you know, it being administered by DTS.

[9:06] Is this database administered by DTS?

[9:10] It is not.

[9:12] Okay.

[9:13] So you have that control within your department and do you have any objection to updating

[9:21] it that way. No, I don't have any objections. Okay. Any other questions? Discussions?

[9:31] All right.

[9:32] We have the motion from Kendra and second from Steve. And we'll proceed with voting. I vote yes.

[9:43] Daniel. Yes. Ruth. Yes. Steve. Yes. Tangi. Hi. Veronica. Yes.

[10:00] The motion passes unanimously, and we're ready for the next one, Mary.

[10:06] Our next one is on medical cannabis report files.

[10:11] So this is the analysis of the samples that are submitted to the lab.

[10:15] And the purpose is to make sure that the products in the program meet the quality assurance standards.

[10:20] That's outlined in the Utah admin code.

[10:22] And so all of this testing is documented on a certificate of analysis and then it kind of lists what may be included in the certificate of analysis.

[10:33] We also want to retain these for five years and then destroy and these are digital files and they are also public because they're also summary data.

[10:44] So any questions on that one.

[10:49] If there are questions, I'll entertain a motion to do a group.

[11:00] I move that we move forward with this retention of digital files for five years on this

[11:07] analysis and medical cannabis program.

[11:10] Thanks, Ruth.

[11:11] Ruth made a motion to approve.

[11:13] Is there a second?

[11:15] I'll second it.

[11:15] This is Daniel.

[11:16] Daniel seconds.

[11:18] And we'll go to a different order this time, Kendra.

[11:22] Yes.

[11:24] Veronica.

[11:24] Jessica.

[11:25] Yes.

[11:26] Tangy.

[11:27] Hi.

[11:29] Steve.

[11:30] Yes.

[11:32] Ruth.

[11:35] Yes.

[11:37] David votes yes.

[11:39] Daniel.

[11:40] Yes.

[11:42] That one passes unanimously and we're ready for the next one, Mary.

[11:47] All right.

[11:48] Next one is specialized product sample tracking forms.

[11:51] This one's specifically for controlled substances.

[11:53] Our next one is going to be for non-controlled substances.

[11:56] So those are separated out into two different retention schedules.

[12:00] So these are used to track controlled substance specialized products, samples that are tested

[12:05] at the lab at the lab.

[12:07] And so it can include cannabis and other hemp derived products that are classified as controlled.

[12:13] This is listed as paper for five years and also as public.

[12:18] Just

[12:23] the previously referred to digital record, basically the same, or is there different

[12:30] tracking for these paper documents in a different database, are they all related to the

[12:37] same database, or the ones that we've discussed at least?

[12:42] I can't answer this question.

[12:46] So no, these are not related.

[12:49] So the previous were just records of what was transported.

[12:53] These are generated directly here at our laboratory to track the life cycle of the sample.

[12:59] Okay. And so is there a digital record associated with this?

[13:03] There is not. These are all on paper.

[13:05] Thank you.

[13:11] Other questions?

[13:15] I would move to approve this. Is there a second?

[13:18] I will second. This is Kendra.

[13:20] David, I move to approve and Kendra seconded and Kendra, you're both.

[13:28] Hi.

[13:31] Yes.

[13:32] Angie.

[13:33] Hi.

[13:34] Steve.

[13:35] Yes.

[13:37] Ruth.

[13:37] Yes.

[13:38] David, both.

[13:40] Yes.

[13:40] Daniel.

[13:41] Yes.

[13:42] That one also is approved unanimously by the committee and we're ready for the next one.

[13:50] All right. Next one is a very similar. It's just for non-controlled substances, and so it's basically the same record, but we were going to keep it for only three years because they're non-controlled, so they're not as contentious.

[14:08] And so we have the same designation as public and the same disposition as distributed.

[14:13] I

[14:17] can't imagine that there's a question about this one, so I'll entertain a motion to approve.

[14:22] I'd some move.

[14:24] Okay.

[14:26] 10G seconds.

[14:28] Daniel.

[14:30] You're both.

[14:30] Yes.

[14:32] I vote yes.

[14:34] Ruth.

[14:34] Yes.

[14:35] Steve.

[14:36] Yes.

[14:37] Tangi.

[14:38] Aye.

[14:40] Veronica.

[14:42] Yes.

[14:42] Kendra.

[14:44] Yes.

[14:46] Very good.

[14:47] That one passes unanimously as well, ready for the next one, madam.

[14:52] All right.

[14:53] This one is for sample submission forms.

[14:55] So these are forms that clients complete to submit a sample to be tested to the lab.

[15:00] And we have a retention of three years. And so it says on here that information on these forms are transferred to the certificate of analysis that these forms are used for backup. So that's why it's only a retention of three years. We have format of paper and again, public. So any questions about that one.

[15:27] I'm going to approve. Is there a second? Second. Second from Ruth. Motion from David.

[15:36] and we will vote Daniel. Yes. David votes yes. Ruth. Yes. Steve. Yes. Angie. Hi.

[15:47] I'm in here. Yes. Kendra. Yes. That one also passes unanimously. We're ready for the next one there.

[15:57] Okay. So this next one is not a brand new one. It's one that has previously been approved by the RMC,

[16:03] but previously the retention was five years and we are proposing to change it for three years.

[16:09] So these are laboratory reports, so it's the reports of the analysis done on different agriculture

[16:13] and agriculture related products. And they show the testing of it. So we have both paper and digital

[16:20] files for this and it is a public designation. The reason why we want to shorten the retention is

[16:27] because once the reports are finalized, they're sensitive to the client and any questions about the

[16:32] reports are results show up within a few weeks after it's used, after it's

[16:35] used. And the past that period, the reports are stored without being accessed. And

[16:40] the series for laboratory data records, which is 807-01, has a retention of

[16:46] three years. And the laboratory reports are made using the information from the

[16:50] data records so they should be kept the same amount of time.

[16:55] Awesome.

[16:57] A motion to approve.

[16:59] A motion to approve.

[17:01] Steve moves to approve.

[17:02] Is there a second?

[17:05] I'll second it.

[17:06] Kendra.

[17:08] Kendra is second.

[17:10] Steve moves and David votes.

[17:12] Yes.

[17:13] Daniel.

[17:14] Yes.

[17:18] Ruth.

[17:19] Yes.

[17:20] Steve.

[17:21] Yes.

[17:22] Tangi.

[17:23] I.

[17:24] Veronica.

[17:25] Yes.

[17:27] Yes.

[17:29] That one passes unanimously, I think we have one more right there.

[17:32] Yes.

[17:33] This is the last one.

[17:34] And the same story is the last.

[17:35] It's an old one that used to have a retention of five years.

[17:38] These are dairy program for test reports.

[17:42] So this is basically testing grade A milk and milk products, pasteurized milk containers,

[17:49] et cetera, et cetera.

[17:50] The reason why we want to shorten this retention is because they are required to conduct

[17:55] laboratory and dairy testing per the NCMIS 2400 forms and on that form it says

[18:02] that they're supposed to keep it for three years so they want to align that

[18:05] schedule with that form.

[18:09] And what is that entity? Is that a what kind of entity is

[18:15] that? The federal government that requires that form? Yes that's correct. So it's a

[18:28] We've moved to a third or a second. Veronica seconds. Everybody's getting in on the act. Let's vote Kendra.

[18:37] Yes.

[18:39] Veronica.

[18:40] Yes.

[18:41] Angie.

[18:43] Hi.

[18:44] Steve.

[18:45] Yes.

[18:47] Ruth.

[18:48] Yes.

[18:49] David votes yes. Daniel.

[18:51] Yes.

[18:52] One also passes unanimously.

[18:55] Thank you, Marin and team for the presentation and the questions being answered.

[19:03] I think we're good to move on to additional business.

[19:08] If any.

[19:10] Thank you, Michaela.

[19:11] Thank you.

[19:12] Thank you.

[19:12] Yes, thank you very much.

[19:16] And on the rest of the agenda we have a follow-up on any outstanding items.

[19:22] I don't know if there are any of those.

[19:25] Senator Wood, do you have any thoughts on that?

[19:27] No.

[19:29] Okay.

[19:29] I put it on there in case the committee had questions following up from last month, but

[19:34] it's not necessary.

[19:39] Okay.

[19:42] Any other business from the committee then let us move on to the next meeting.

[19:53] September 28th is the regular date for it? Is that going to work for everyone?

[20:00] That will work for me.

[20:02] One is Labor Day.

[20:05] Oh, that's at the beginning.

[20:06] Before that.

[20:06] Yeah, yeah.

[20:07] Okay.

[20:09] I'm okay with it.

[20:12] I'll be there.

[20:13] I'll be there too.

[20:15] I should be there too. I don't know what to say about Ken. Yeah, but I have a

[20:22] good account. All

[20:28] right, well, it sounds like we'll have a quorum. And so I think we

[20:37] have one more agenda item which is a motion to adjourn. Motion to adjourn.

[20:44] Thank you.

[20:45] I can add two motion and who's second to the head but I think we're adjourned.

[20:49] Thank you.

[20:51] Everyone really appreciate you being here.

[20:54] Thank you everybody.

[20:54] Have a good day.

[20:56] In my way.

Records Management Committee Meeting

Transcript