Records Officers

Appointed Records Officers

Overview

In Utah's public educational entities, the role of the Appointed Records Officer (ARO) is pivotal in ensuring the proper management and security of student records and sensitive information. Certified annually, these individuals are appointed by Local Educational Agencies (LEAs) to oversee the handling, retention, dissemination, and destruction of educational records, in compliance with state and federal laws.

Key Duties of Records Officers

  • Data Access Control: They establish and enforce protocols for controlling access to student records. This includes determining who within the LEA has permission to access and use sensitive student information.
  • Data Retention & Destruction Policies: Records Officers are responsible for managing and maintaining data retention policies. They ensure that student records are retained for the appropriate duration and securely disposed of when no longer needed.
  • Training and Education: They provide guidance and training to LEA staff on record management best practices. This helps in raising awareness and ensuring that everyone in the educational entity is well-informed.
  • Communication: Records Officers act as liaisons between their LEAs, parents, and state authorities on matters related to student records.
  • GRAMA Requests: Records Officers also handle GRAMA (Government Records Access and Management Act) requests for access to public records. They ensure that the LEA complies with GRAMA requirements while safeguarding sensitive student data.

Contact

The image features a headshot of a woman with a pleasant expression. She has short, straight brown hair that neatly frames her face. Her complexion is fair, and she is wearing glasses with large, translucent frames that complement her features. She seems to have minimal makeup, giving a natural and approachable look. The woman is smiling subtly at the camera, and the background of the photo is indistinct, keeping the focus on her. The lighting of the photo is soft, casting gentle shadows and giving the image a warm atmosphere. Her attire is not visible in the shot, which focuses on her from the shoulders up.

Maren Peterson
Local/State Agency RIM Specialist
Utah State Archives
(801) 531-3866
marenpeterson@utah.gov
or
privacy@schools.utah.gov