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January 2019

Maps on the Hill 2019


The 8th Annual Maps on the Hill event, supported by the Utah Geographic Information Council (UGIC) and AGRC, will be held on March 7, 2019 from 9:00 am to noon (setup begins at 8:00 am). This event is an excellent opportunity for students and professionals to share maps, mapping tools, and mapping projects with elected officials, fellow practitioners, and the public.

Who should participate: Individuals: Anybody who makes a map through their work or education.
Organizations: An organization that has worked on multiple mapping projects.

Display Types: You can present hardcopy maps, interactive digital maps (you’ll need to provide a means to show it on a computer or monitor), or both. UGIC can provide electrical outlets (extension cords), tables, and easels, although bringing your own easel is encouraged, if possible. You can request these items on the registration form. We can direct you to an inexpensive resource for printing and mounting your map on a foamboard if you don’t have the tools to do it yourself.

The focus of the event is interesting maps or map technology projects that are applicable to a wide audience. While displays can be on any appropriate topic, presentations that may be of interest to decision makers are strongly encouraged. Marketing of specific products and services is discouraged.

Questions? Contact UGIC

Post Updated: January 8, 2019
Posted On: January 8, 2019

New 2018 Google Imagery

The new 2018 high-resolution Google imagery (6” pixels) is available through AGRC’s Discover server1! Updated areas (map below) include what Google calls the “Salt Lake and Logan blocks,” which make up most of the Wasatch Front urban area (i.e., Brigham City, Weber County, Davis County, Salt Lake County, and Utah County). The Salt Lake block was flown 9/11/2018 and the Logan block was flown 9/15/2018. Read more here. 

Post Updated: January 8, 2019
Posted On: January 8, 2019

The SGID, Moving Forward

In an effort to ultimately consolidate and organize as much State GIS data as possible, AGRC has been gathering information about SGID data layers managed by AGRC, and we are now reaching out to state agencies to collaborate about agency-specific data layers. Read on to get the full scoop on this effort. Read more here. 

Post Updated: January 8, 2019
Posted On: January 8, 2019

Multimodal Travel Shed Project

A travel shed is the set of all the destinations that can be reached from a location within a specified time budget. Travel sheds are valuable both for visualizing and analyzing residents’ access to key services, but also for defining service areas for businesses and other service provider locations, such as schools, transit stations, hospitals, and fire stations.

Multimodal means all of these working togetherGeographic information systems (GIS) software can compute and display travel sheds using a set of techniques called network analysis. We’re all somewhat familiar with the power of network analysis as, behind the scenes, it’s what makes the basic navigation apps on our phones work. And, of course, network analysis algorithms are completely dependent on having high-quality GIS data, which forms a digital model of the real world travel “network.”

Read more here…

Post Updated: January 8, 2019
Posted On: January 8, 2019

2019-2022 Strategic Plan

You can view the new 2019-2022 Strategic Plan here.

The 2019–2022 Strategic Plan for the Department of Technology Services (DTS) provides strategic goals and direction to the state’s technology community about how DTS will continue to be a strategic, secure, responsive, and innovative information technology (IT) partner organization. In addition, the strategic plan will help government leaders evaluate and prioritize the technology innovations that could enable them to achieve their business and service delivery objectives. Each agency should carefully consider how the strategic goals outlined in this plan align with agency objectives. The plan presents technology trends that DTS leaders identified as relevant and describes how these trends will affect the direction for IT management statewide.

Technology allows agencies to perform more efficiently and fulfill citizen needs, and it will continue to provide a vehicle for innovative solutions. DTS must ensure that IT initiatives align with agency priorities, both now and in the future. And to meet the needs of the mobile citizenry, DTS and agencies must also work together to adapt planning and governance processes to the emerging world of 24/7 access to government. Utah is well poised to meet the goals in this plan.


Utah Code 63F-1-203 explicitly requires the chief information officer (CIO) to prepare an executive branch strategic plan that addresses:

  • The interchange of information among executive branch agencies
  • Priorities for the development and implementation of IT and systems
  • Coordination among agencies in the development and maintenance of IT and systems;
  • Protection of the privacy of individuals who use State systems
  • Maximizing the use of existing State IT resources

DTS must also ensure that cost-effective, efficient information and communication systems and resources are being used by agencies to reduce data, hardware, and software redundancy (Utah Code 63F-1-104).

Accordingly, this document aligns the following Core Strategic Objectives for 2019–2022 with the requirements of the Utah Code. These goals are meant to support state agency business objectives, support the governor’s goals, support the goals of DTS, and help define metrics by which DTS can measure progress.

Post Updated: January 10, 2019
Posted On: January 8, 2019

Take the 2019 Security Awareness Training

The 2019 Security Awareness Training is now available on the Security Awareness – 2019 page.

All Executive Branch State of Utah employees must complete the Security Awareness training annually. One of the most important elements of our defense and protection of the State’s information assets is user awareness and training. As an authorized user of the State’s information resources, you have an obligation to help protect the confidentiality, integrity and availability of the State’s data. Part of that obligation is completing the required annual security awareness training. 
Post Updated: January 8, 2019
Posted On: January 8, 2019

Enterprise Monitoring and Enterprise Backups Product Descriptions

DTS has added two new product descriptions, which are services currently being offered to customer agencies. 

Enterprise Monitoring

Enterprise monitoring is an application used to verify that hardware devices (e.g., servers switches, netops, UPS, etc.) and software products, applications, and services provided by the State of Utah are working correctly and are available. It is also used to gather information about the above items for the purpose of reporting statistics and providing context for troubleshooting.

Enterprise Backups

Enterprise Backups is a system that backs up virtual servers in the VMware environment and/or physical servers using an agent. Whole servers can be recovered using the VMware snapshot backups, or individual files and folders can be restored. A copy of each backup is sent to on-site cloud storage, and files older than thirty days are on cloud storage only.

Post Updated: December 21, 2018
Posted On: December 21, 2018

State of Utah Teleworking Initiative

DTS is participating in a State Teleworking Initiative, which is meant to reduce facility costs, increase employee retention, improve air quality, and provide additional work opportunities in rural Utah. A pilot project is currently underway at the Capitol State Office Building. You can see more info here.

State of Utah Teleworking Initiative

In addition DTS has developed a Digital Workplace and Mobility Reference Guide. See it here. Historically, the traditional office work environment has been device and/or location centric in its implementation. With the onset of virtualization and cloud technologies, however, the traditional office workspace is undergoing a paradigm shift from a location-centric computing model to a user-centric computing model. The State of Utah is in the front line of this shift, and at the Department of Technology Services (DTS) we are exploring digital workplace solutions in order to assist State agencies that want to make this transition.

This guide first explores the current workspace environment and then discusses the three digital workplace options under consideration by the State: work from home, mobile work, and free address/hotelling. This document also lists several tools, including communication/collaboration tools like Gmail, file-sharing tools like Google Drive, and screen sharing tools like Bomgar, that agencies can use to ensure a smooth transition to digital workplaces and make the most of those alternatives once a transition is made.

In addition to presenting various tools for agencies, this document also provides the Department’s response to questions that agencies may have as they learn about digital workplaces. Several areas of potential concern are addressed, including questions about security, phones, and computer issues. Overall, this document is meant to provide a high-level summary of the topic of digital workplace solutions for State of Utah executive branch agencies. Additional, more detailed, information will be provided as needed.


Post Updated: January 8, 2019
Posted On: November 27, 2018

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November 2018

2018 Annual Report

The 2018 DTS Annual Report is now available here. The report highlights a few major accomplishments from 2018, a few initiatives for 2019, Emerging Issues, and Awards. 

Post Updated: October 15, 2018
Posted On: October 15, 2018

Enterprise Mobility Management Change

On November 7, 2018 at 10:00am, DTS is changing the Enterprise Mobility Management (EMM) provider.  This could impact your Android device that is state-owned, or personally-owned that connects to state systems. Prior to the change we recommend that you backup your android device and once the backup is complete, verify that it contains all your needed data.


The newer the version of the Android Operating System (OS), the less likely there will be any noticeable impact. Android devices on Motorola and Samsung with the newest Android operating system (OS), which currently includes versions 9.0 to 7.0, are unlikely to see any impact. Devices with Android OS version 6.0 or less will be more likely to be impacted.


There are four scenarios that could possibly occur when the change is made, depending upon the version and flavor of the Android OS on your device:


  1. Nothing will happen to the device.
    1. This is the most likely result with the current or newer OS’s.
  2. Nothing will happen until the device is rebooted.
    1. Upon reboot, a work profile folder will be created on the device. The work profile separates work data and applications from personal data and applications.
  3. A work profile will be created on the device.
    1. The work profile separates work data and applications from personal data and applications.
  4. The device will factory reset followed with the creation of a work profile.
    1. This is more likely with the older OS’s.
    2. Unless backed up, data and applications may be lost.
    3. The device will need to be re-enrolled into AirWatch. The steps for enrolling a device can be found at and clicking Android Device.
    4. The entire device will become a work managed device, meaning there will be no separation between work and personal data and applications.


There are options for lessening the impact to devices with an older and unsupported Android OS. They are:

    • Upgrade the device (Strongly recommended).
      • This keeps the device at the latest supported OS, which also gets the latest security updates.
      • You or your agency have responsibility for upgrading the device.
    • Backup the device (Strongly recommended).
      • You have responsibility for backing up the device.
      • See attachment for general guidelines for Android device backup. Please refer to your Android manufacturer’s support site for more specific instructions.
    • If employee owned, remove the Airwatch agent from the device.  
      • This should only be done if you do not want to upgrade your personal device to a supported OS.
      • This would avoid the possible impact. However, the potential impact becomes a possibility again if the agent is re-installed.
      • The device will be unable to access state resources, such as UWDN.
      • If assistance is needed in removing the Airwatch agent from the device, please contact the DTS customer support help desk (see below).


This change is not expected to affect iOS devices (iPhones or iPads).

Please contact the DTS Help Desk if you have any questions or need assistance. DTS contact information can be found at by clicking the Get Help link.


Post Updated: October 16, 2018
Posted On: October 16, 2018

DTS Cyber Center – Election Day Efforts

DTS stepped up efforts on Election Day last week. Hosting, security, network, and development teams worked late into the night to ensure the State’s Elections systems were up and running with no issues. 

This is the first year we had the opportunity to utilize the new Utah Cyber Center. The Cyber Center is a central location for DTS, Public Safety, Attorney General’s office, and other government employees to share intelligence and tactics, and respond to events in a more coordinated fashion. We were able to monitor Elections systems statewide and ensure and threats were thwarted before becoming an issue. 

Here is some of the media coverage we had from the Cyber Center on Election Night:


Deseret News

Fox 13


Great job DTS team! 


Post Updated: November 15, 2018
Posted On: November 14, 2018

Utah Receives Grade A Rating in Digital States Survey

Utah.Gov, the official website of the State of Utah, received a grade A rating from the Center for Digital Government in the 2018 Digital States survey. The biennial survey is the industry’s leading evaluation of the technology practices of all 50 states. The survey highlights the best and emerging technology practices that serve as models for providing online services for state residents.

“This is the most exhaustive evaluation of digital services provided across the country,” said Michael Hussey, Utah Chief Information Officer. “The survey validates Utah’s use of technology to improve service delivery, increase capacity, streamline operations and reach policy goals.”

States that receive a Grade A rating are ahead of other states in the innovative use of technology solutions. Grade A states’ online solutions show results across all survey categories and are used to realize operational efficiencies and strategic priorities through meaningful collaboration across state agencies. Only four states were given an A grade this year. Utah has received an A grade every year since the survey started giving out grades in 2010.

“Utah was recognized for its leadership in creating a platform for serving Utah residents,” said David Fletcher, Utah Chief Technology Officer. “Our approach allows Utah to expand the gap ahead of other states while providing useful online services.”

The Center for Digital Government is a national research and advisory institute on information technology policies and best practices in state and local government.

To learn more visit Utah.Gov.

Post Updated: November 14, 2018
Posted On: November 14, 2018

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October 2018

2018 Utah LiDAR Acquisition Updated

AGRC has awarded Aero-Graphics, Inc. (AGI) to acquire 10,450 square miles of LiDAR Elevation data. The LiDAR will be a combination of USGS Quality Level 1 (QL1), 8 points per square meter and Quality Level 2 (QL2), 2 points per square meter depending on the area. The acquisitions have begun and will continue throughout the year. The acquisitions will be completed in 2018 and project deliverables are scheduled to be completed by June 30, 2019.

Keep Reading

Post Updated: October 9, 2018
Posted On: October 9, 2018

Utah’s NG911 GIS Roadmap

As the State of Utah moves closer to NG911, GIS data providers will soon be required to adhere to national standards set forth by the NENA and the UCA 911 Division (section 6 of ref 1). It can be daunting navigating these standards and best practice documents, so the intent of this article is to demystify the relevant information and lay out a road map of where we are going.

Keep Reading

Post Updated: October 9, 2018
Posted On: October 9, 2018

October is Cybersecurity Awareness Month

Governor Herbert has declared October Cybersecurity Awareness Month. Utah is joining the Department of Homeland Security to raise cybersecurity awareness during National Cybersecurity Awareness Month. Cybersecurity is Our Shared Responsibility and We All Must Work Together to Improve our Nation’s Cybersecurity. 

Make Your Home a Haven for Online Safety
Every day, parents and caregivers teach kids basic safety practices ‒ like looking both ways before crossing the street and holding an adult’s hand in a crowded place. Easy-to-learn life lessons for online safety and privacy begin with parents leading the way. Learning good cybersecurity practices can also help set a strong foundation for a career in the industry. With family members using the internet to engage in social media, adjust the home thermostat or shop for the latest connected toy, it is vital to make certain that the entire household ‒ including children – learn to use the internet safely and responsibly and that networks and mobile devices are secure. 
Post Updated: October 4, 2018
Posted On: October 4, 2018

FY19 and FY20 Rates

DTS has recently updated the FY19 and FY20 rates. You can see them here

The DTS Rate Committee met in September to approve updated rates for FY19, and proposed rates for FY20. The new rates will now be approved by the Governor’s Office and Management and Budget, and ultimately approved the Utah Legislature during the next Session in March. 

Post Updated: October 4, 2018
Posted On: October 4, 2018

Utah Wins First Place in Government Experience Awards

For the second year in a row, Utah was awarded first place in the Center for Digital Government’s Government Experience Awards. The Center for Digital Government named Utah.Gov first in the Overall State Government Experience category. Utah.Gov services also won an additional award for its notary services and for using artificial intelligence (AI) to analyze analyzing resident feedback.

“It is an incredible honor that the Center for Digital Government has chosen to reward Utah’s efforts with first place again,” said Gov. Gary Herbert. “The award recognizes Utah.Gov’s collaborative effort to create strong online experiences and provide superior government services and value to residents of Utah.”

The Government Experience Awards recognize the achievements and best practices of states, cities, and counties that excel at creating useful online government services and applications.The Center for Digital Government is a national research and advisory institute on information technology policies and sets the standard for measuring best practices in state and local government.

“Everyone involved in building Utah.Gov services works very hard to provide the very best value for Utahns by making state government more efficient and accessible,” said Mike Hussey, Utah Chief Information Officer. “The Government Experience Awards demonstrate how we are responding to Utahns wants and needs with increasingly sophisticated online experiences.”

In addition to Utah’s first-place award, Utah.Gov services won awards in the Government-to-Business Experience category for online services for notaries. Utah’s online notary service allows notaries to access online services specific to their needs across multiple channels. The State also received recognition for using AI to analyze resident feedback. The AI technology looked at thousands of comments, ranked the tone of comments and allowed Utah.Gov to find additional areas of improvement and measure user satisfaction.

To learn more visit Utah.Gov.



RSS feeds:

Utah blogs:


Post Updated: October 4, 2018
Posted On: October 4, 2018

2018 Data Security Management Council Annual Report

Utah Code 63F-2 established the Data Security Management Council in the 2015 general session. Utah Code 63F-2-103 explicitly requires the council chair to prepare an annual report that addresses:

  • a summary of topics the council studied during the year
  • best practice recommendations for state government
  • recommendations for implementing the council’s best practice recommendations
You can view the full report here.
Post Updated: September 18, 2018
Posted On: September 18, 2018

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September 2018

DTS Goals and Projects

We have posted a new page with a list of current Goals and Projects. Here you will find a prioritized list of the technology innovations, goals, and directions DTS is currently working on to help State of Utah agencies achieve their business objectives.

Goals and Projects

Post Updated: September 10, 2018
Posted On: September 10, 2018

Innovation Fund Proposals Approved

In accordance with UCA 63F-4, the Department of Technology Services has been accepting proposals to implement a new information technology innovation designed to result in a greater efficiency in a government process or a cost saving in the delivery of a government service. Proposals must be for a new technology not previously in use or a substantial adaptation or modification of an existing technology.

DTS has $150,000 available in Fiscal Year 2019 for innovation projects. Two projects were recently approved for funding by the Technology Advisory Board:

  • Empirix “Hammer” IVR Testing Application DTS Voice operations would use this application to script out all of the testing that agencies must do in preparation for our yearly Genesys upgrades. This application has the capacity to interact with an IVR as well as ensure it is receiving appropriate feedback from the IVR. We would use this to automate our annual testing that agencies perform to reduce the one month testing period performed by the agencies themselves to potentially a single week.
  • Voice Enabled State Services  Use voice-enabled digital assistants to make voting information more accessible to Utah citizens and, ultimately, increase engagement in the voting and political process. Official voting information is currently available to Utah citizens through the website. We propose that this information be made available through Amazon Alexa devices and Google Assistant devices. The new voice-enabled digital assistants would provide a voice-based user interface design and natural language processing, along with machine learning and artificial intelligence cloud services. The voice assistants could answer simple questions, as well as provide resources to answer more complex questions, more effectively and efficiently than users looking up information on their own. This would also help other agencies save time since they’d, hopefully, be fielding fewer calls about voting questions.

DTS will begin working on these projects. We are excited to see efficiencies from these innovative ideas.

There is still approximately $20,000 available for additional projects in FY19. See more information here. 

Post Updated: September 10, 2018
Posted On: September 10, 2018

FY2019 IT Plan

In accordance with UCA 63F-1-204, each executive branch agency must submit an agency information technology plan to the chief information officer on an annual basis. The IT Plan helps DTS plan resources for the upcoming year, based on agency needs. DTS analyzes the IT Plan to determine the impact to costs, operations, and services provided. DTS also uses the IT Plan to ensure compliance with the State’s overall IT strategy and potential areas for coordination among agencies.

You can view the final FY19 IT Plan here. Thank you for providing an accurate and detailed IT Plan to DTS. Please contact your IT Director with any questions or feedback.

Post Updated: September 6, 2018
Posted On: September 6, 2018

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August 2018

Utah Courts and Child Welfare Data Exchange

DTS employees recently helped DHS create a data exchange between Child Welfare and Utah Courts. Great job team! You can see the details of the project below. 

The Utah Administrative Office of the Courts (AOC) and the Utah Division of Child and Family Services (DCFS) implemented an interface between each agency’s management information system in 2009. This interface was designed to seamlessly share real time information regarding common clients within each agency’s own information system. This interface is governed by a Memorandum of Understanding, which also established an Interface Workgroup. The regular collaboration of this group and its members has been an essential part of the continued progress and expansion of this interface.

Improvements to interface security and expansion of shared elements has occurred over time. DCFS currently uses a Juvenile Court Directory Search screen to identify and link common individuals with a unique identifier. With this identifier, AOC provides real time hearing schedule information, court orders and other documents based on legal accessibility timelines and allowances. This also allows DCFS to electronically file documents and associate them to specific hearings. The real time exchange of documents and data has improved communications between caseworkers, courts, and legal partners and enabled DCFS to more accurately calculate IV-E eligibility determinations.

Post Updated: August 1, 2018
Posted On: August 1, 2018

New Google Calendar Features – Propose a Meeting Time

New Feature: Google released the new ‘Propose a Meeting Time’ feature in Google Calendar. It is visible in all Rapid Release domains today and will be available in Scheduled Release domains on August 13th. 
Click here for more information.
Post Updated: August 1, 2018
Posted On: August 1, 2018

2018 DTS Continuity of Operations Plan

We have recently published the DTS 2018 Continuity of Operations Plan. Thank you to everyone who helped contribute to the report this year. It is a valuable document for DTS.

Generally the public has been very unwilling to overlook lapses in services, even in the wake of service interruptions. The obligation of DTS is to provide seamless services, especially those involving public safety and health, in spite of any event. The public expects the same good customer service from state government as it does from business. DTS agency management is committed to the development and maintenance of an effective disaster recovery/continuity of operations plan (DR/COOP).

Historically, agencies within Utah State Government have prepared well to respond to service interruptions within the state. At the same time, those agencies have not always considered how they would respond to an emergency, which would directly affect their ability to provide services and continue normal operations. Additionally, a majority of the existing plans have focused only on catastrophic events.

While preparations for such major emergencies are important, it is equally important to address emergencies with less severity but much more frequency.  While threats do vary from region to region and state agency to state agency, it is clear that a broader scope of preparedness will assist state agencies in providing services and continuing operations regardless of the hazard or emergency that arises.

Post Updated: August 1, 2018
Posted On: August 1, 2018

Updated Enterprise Mobile Device Policy

Section 2.4 of the Enterprise Mobile Device Policy has been updated to the following:

Access to State resources which house federally regulated data such as FTI, HIPAA, CJIS, etc, is not allowed over wireless networks, except through a state-provided VPN or an industry recognized encryption protocol (e.g. HTTPS).
Post Updated: July 9, 2018
Posted On: July 9, 2018

How to Spot Phishing Messages Like a Pro

We have recently seen an increase in the number of phishing messages being sent to State of Utah employees. The Department of Technology Services has partnered with MS-ISAC to help raise security awareness. Please take a few minutes and read the How to Spot Phishing Messages Like a Pro article from the Center for Internet Security June Newsletter. 

Recommendations to help protect you from becoming a phishing victim:
  • If it seems too good to be true, it probably is
  • Hover your cursor over links in messages to find where the link is actually going
  • Look for misspellings and poor grammar, which can be good signs a message is a fraud
  • Never respond to an email requesting sensitive personal information (birthday, Social Security Number, username/password, etc.)
Thanks for doing your part to help protect the confidentiality, integrity and availability of the State of Utah’s data. Be sure to complete the 2018 Security Awareness Training Course if you haven’t already. Click here for the course.
Post Updated: July 9, 2018
Posted On: July 9, 2018

New Google Mail

Issue Date: July 6, 2018
Effective Date: July 2, 2018
Section/Group: Email
Submitted by: Peter Freeman
Approved by: Paul Kearsley

Technical Summary and Overview

Over the next several months, Google G Suite Gmail is changing and will offer a new look and add additional features to help you organize your inbox and view upcoming events. Check the G Suite Learning Center for the PDF update.

Known Implications

There will be some minor adjustments to the visual layout of the Gmail user interface and additional features, which may require users to reaccustom themselves with the new layout.


As of July 2, 2018, the new Gmail has started moving to general availability. G Suite admins will be able to control the transition to the new Gmail by allowing users to opt in or out. The ability to opt in to the new Gmail view has already been made available to all DTS employees. At the end of August, all users who aren’t on the new Gmail will be transitioned to it automatically, but will still have the option to opt out and revert back for an additional four weeks. After those four weeks, or about October, all users will be on the new Gmail.

Additional Information

The Gmail updates allow you to do the following:
  • Organize emails in your inbox. When you hover over a message in your inbox you will be presented with several actions that you can take on the message without opening it, such as archive, delete, mark as read or unread, and snooze. Snooze will allow you to pick a time for a message to come back to the top of your inbox.
  • Reply to emails using Smart Replies. You will be able to quickly reply to messages using phrases that will show up based on the content of the message you have received.
  • View Calendar, Tasks, Keep, and Add-ons in Gmail. You will have the ability to add these applications in a new pane on the right side of your email to be viewed simultaneously with your Gmail.
  • Add Mentions. When writing an email you can add a recipient by mentioning them using the + or @ signs.


Please contact the DTS Help Desk if you have any questions or need assistance. DTS contact information can be found at by clicking the Get Help link.
Post Updated: July 9, 2018
Posted On: July 9, 2018

Now Accepting Applications for Innovation Fund

In accordance with UCA 63F-4, the Department of Technology Services is now accepting proposals to implement a new information technology innovation designed to result in a greater efficiency in a government process or a cost saving in the delivery of a government service. Proposals must be for a new technology not previously in use or a substantial adaptation or modification of an existing technology.

DTS has $150,000 available in Fiscal Year 2019 for innovation projects. 

See more information here. 

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July 2018

Health Medicaid IVR Upgrade Project

In January 2018, Utah’s Medicaid Division was informed they would need to upgrade the existing Interactive Voice Response (IVR) system, specifically the AccessNow functionality, before July 1, 2018. The upgrade was needed to be compatible and function with the TLS 1.2 upgrade taking place on the Mainframe, and could integrate into the DTS Enterprise Contact Center Platform known as Genesys.

Continue reading

Now Accepting Applications for Innovation Fund

In accordance with UCA 63F-4, the Department of Technology Services is now accepting proposals to implement a new information technology innovation designed to result in a greater efficiency in a government process or a cost saving in the delivery of a government service. Proposals must be for a new technology not previously in use or a substantial adaptation or modification of an existing technology.

DTS has $150,000 available in Fiscal Year 2019 for innovation projects. 

See more information here. 

Notary Practice Exam now on Google Home

The Office of the Utah Lieutenant Governor announced the introduction of the Utah notary practice exam on Google Home. The convenient, voice-activated practice exam helps new notaries review test questions for the Utah Notary Test with Google’s popular voice-controlled speaker and digital assistant, Google Home.

“New Notaries need to cover a lot of information to certify for a commission,” said Jennifer Storie, Office of the Lieutenant Governor. “We are always looking for new ways to help notaries be more successful in the important role they play.”

At the recent Utah Digital Government Summit, the notary service was chosen as the winner of the Utah CIO Best of Utah Award. The award recognizes state agencies and services for excellence and innovation.

A notary public is a person authorized by state government to serve the public as an impartial witness in performing a variety of official fraud-deterrent acts related to signing important documents. The digital assistant, included with Google Home, helps new notaries study for the exam by reviewing questions. Notaries will be asked several questions from the exam. For example, Google Home might ask, “A valid government-issued ID card must include a photograph, signature, and…?” Respondents would answer, “a physical description.”

“We’ve proven voice-activated quizzes are a great way to educate Utahns,” said Mike Hussey, State of Utah, Chief Information Officer. “We are planning on adding more state services that utilize digital assistants to ease interactions with state government.”

Access the app from Google Home by asking, “Talk to Utah Notary Practice Quiz.”

To learn more visit Utah.Gov.

Airwatch Device Clean Up

Starting July 9, 2018 DTS will begin performing clean-up of old devices in Airwatch.  
There are approximately 3,600 old devices that need to be removed from Airwatch. The old devices will be removed in batches of 500 at a time every Monday and Thursday until the clean-up is complete. 
The list of devices to remove was created based on criteria such as duplicate devices and devices that have not been seen on the network in over 30 days. See ServiceNow Change CHG0017006 for additional details.
While we don’t anticipate a large impact to users because these devices are old, if a user needs to re-register their device to Airwatch in order to connect to uwdn, they can do so by following instructions on the MDM Help & Registration page or contact the DTS Help Desk for assistance.  

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June 2018

New Cisco Singlewire Informacast Paging Product

DTS has recently published the Cisco Singlewire Informacast Product Description. Cisco Singlewire Informacast “Paging-Through-the-Phone” (PTTP) is a feature that allows DTS agency customers with Cisco IP Phones to place a paging announcement over their IP Phone’s speaker (speakerphone capability is required).  DTS customers can request the creation of PTTP paging zone(s) to which IP Phones are assigned. Paging announcements can be heard by users while on-hook (not on a call) or while off-hook (on a call).  

Cisco Singlewire Informacast Paging

2018 Utah LiDAR Acquisition

AGRC has awarded Aero-Graphics, Inc. (AGI) to acquire 10,450 square miles of LiDAR Elevation data. The LiDAR will be a combination of USGS Quality Level 1 (QL1), 8 points per square meter and Quality Level 2 (QL2), 2 points per square meter depending on the area. The acquisitions have begun and will continue throughout the year. The acquisitions will be completed in 2018 and project deliverables are scheduled to be completed by June 30, 2019.

Keep Reading

State of Utah Open Expenditures Site

DTS has been working with the Department of Administrative Services to improve available data on the Utah Open Expenditures site. Utah Open Expenditures is part of the State’s commitment to improving transparency by providing a guided view through complex financial information for State agencies in Utah.

This site provides a guided view of State agency spending data and provides a transparent look at how we allocate and spend public funds. The charts, graphs, and tables are all highly interactive. 

The site currently has State open expenditure data, and will have County, City, Special Service District, Interlocal, and Education data in the near future. Check it out at

DTS Security Forms

The Department of Technology Services has recently moved Security forms from a paper version to an electronic version, via ServiceNow.

The following forms are now available in electronic format:

  • Investigation Request (Form 505): Various types of investigations performed by the EISO are Internal Forensic Investigations, Litigation Holds, and Grama Requests.
  • Delegation Request (Form 506): Delegate Access, which is obtaining rights to emails, network files and/or Google drive documents that belonged to an ex-employee.
  • Risk Acceptance Request (Form 525): The agency accepts the vulnerability risks until the time that the vulnerability can be mitigated.
  • Penetration Test Request (Form 599): A Penetration Test is an attempt to evaluate the security of an IT infrastructure by safely trying to exploit vulnerabilities.


You can view more information here.

DTS Rate Committee Meeting June 4

There will be a DTS Rate Committee meeting June 4 from 10-11:30 in Capitol Room 250.  We will be introducing potential rate changes for the committee to consider. We do not expect the committee to vote on any rates until the September meetings.

April 2018 SUCCESS Measures Report

The Governor’s Office of Management and Budget has asked all state agencies to improve state government by 25%. A set of tools and concepts known as the SUCCESS Framework (more info here) have been designed to achieve concrete results. The main concepts of the SUCCESS framework include:
  • Set clear, measurable, and ambitious goals
  • Use data, analysis, and thinking tools
    Create the strategy
  • Create the organization and culture
  • Engage employees and customers
    Synchronize projects and policies
  • Stay focused
DTS fully supports and is fully engaged in the SUCCESS framework to provide operational improvements for the agency. We currently have two SUCCESS projects, for which we are providing metrics on a monthly basis.

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May 2018

DTS Employee Chris Kawa recognized on Doug Wright Show

DTS employee Chris Kawa was recently recognized on the Doug Wright Show for the Public Employee Salute segment. Great job, Chris!

Here is what Doug had to say:

Chris Kawa is a Tech II for the Department of Technology Services. Chris’s specific position is IT support. When customers call in and they have a computer or phone issue they can’t fix independently, he will find the solution. Chris has worked for DTS for over two years now, and has made a huge impact. Chris, unlike many IT techs who work within one specific campus, has worked on every campus. He takes calls from state employees, contractors, medical personnel, and some general public. During his time at DTS, Chris has created several tutorials for his coworkers, on how to assist customers faster. These tutorials have been extremely helpful to his coworkers and customers. Chris is known by his coworkers to be extremely intelligent when it comes to computers, and very helpful. He has taken many opportunities to teach fellow coworkers about computers, and has helped one coworker specifically from barely understanding basic “computer talk” to being able to troubleshoot the majority of the calls that come in.

New Enterprise Database Data Access Form

The new Enterprise DB Data Access form is now available in ServiceNow. The form provides authorization and security checks needed before giving a requestor access to Enterprise DB Data housed in the Shared Oracle or Shared SQL server environments (the environments run by Dean Zumbrunnen’s group). The approval path for this form goes as follows: once submitted, the approval goes to the Business Owner, then to the Agency Security person, then to the IT Director, and finally to Campus Security.

Once approval has been given, it is sent to the DTS – Database group for fulfillment.

Be aware that if you are requesting this for someone other than yourself and that person is a State of Utah employee, you will need to enter that person’s information in the checkout (second) page.

The default user for the checkout page will be the one creating the request.

Except Utah, state governments are way behind in AI use

Mike Hussey, CIO, recently spoke about Utah’s efforts in AI at the NASCIO Midyear Conference. DTS is making data available on digital assistants like Amazon’s Alexa, which citizens can use to do things like practice for the driver’s license test or the notary exam, get real-time transit information, or find out about fishing hot spots. 

We want to continue to be forward-thinking to better serve the agencies and residents of Utah.

View the full articles here:

New research shows that state government is one of the slowest adopters of what Gartner calls “the most disruptive class of technologies” going today.

New State Employee Access Link

We have added a ‘New State Employee Access’ link on the DTS home page under Get Help. The link will direct agency employees to the Agency Employee Access Request form in Service Now. The form grants new employees access to UMD, network, and email. 

2018 Awards for Excellence

Every year, each agency selects one outstanding group or individual as the recipient of the Governor’s Award for Excellence. It’s our chance to recognize the excellent efforts of DTS employees. Anyone can nominate an individual or team who has demonstrated excellence. DTS is fortunate to have unrivaled employees, and the nominations and awards help to recognize the hard work, extraordinary accomplishments, and innovative ideas that go into making the department awesome. All winners were recognized at an awards ceremony. See the photos from the ceremony here. 

This year, the Operation Rio Grande team has been selected as the DTS winner. Congratulations!

In July 2017, Operation Rio Grande became a top priority for the State of Utah. DTS assisted DWS in developing the “Safe Zone” and the Operation Rio Grande website

The DTS team developed the initial application to support on-site assessments at the Salt Lake County Jail within two weeks. DTS staff provided 24/7 on-site support to DWS employees and community partner agencies at the Salt Lake County Jail and at Rio Grande, including training and technology equipment set up. The finished product resulted in a photo identification card issuance application that can be searched by name or fingerprint.  The card has a unique barcode that is scanned to allow entry into the safe zone, and returns information on the client in a web application, which allows the entry points to be mobile.

DTS was also tasked with designing and implementing a website The assignment was given to the DTS team on a Wednesday, with a deliverable date of the following Monday. This allowed 6 days for design, development, testing, and deploy.  The Operation Rio Grande website is a communication tool reflecting the collaborative effort with multiple state, county, and local government agencies and community partners to return safety to the homeless population as well as improve quality of life.  In order to accomplish this request, the team worked 14 days straight, without a weekend or time off, working long days.

Team Members: Mark Schultz, Diane Pfeifer, Brent Fife,  Wes Miles, Ryan Burton, Amber Johnston, David Fike, Ty Burton, Gary Ray, Heather Kunz, Sudha Rajamani, Jodie Okumura, Brent Neal, Ashley Alonso, Michael Beynon, Adam Staks, Frank Luthi, Keith Scholl, Ken Wheeler

DTS Awards for Excellence

We also select some winners for the DTS Awards for Excellence. This year, we have 3 winners: the Controlled Substance Database Team, Justin Hudspeth, and Aaron Lael. Congratulations!

Controlled Substance Database Team

In 2017, DTS and the business sponsor engaged in a project to enhance CSD by designing and developing a “patient dashboard”. The patient dashboard provides a way for CSD users to quickly and easily ascertain the data they need to make a well-informed decision when prescribing or dispensing controlled substances. The data displayed calculates the total active MME (Morphine Milligram Equivalent), the number of prescribers and pharmacies visited in the last six months, along with identifying whether there is currently an active opioid and benzodiazepine mix for any given patient which increases the risk of overdose.Feedback from CSD users has been positive and show the immediate impact this tool has made.  

Team Members: John Angus, Byron Bills, Casey Wardle, Kellie Lewis, Gaetan Grimaud, Judd Houser, Sam Albornoz, Joseph Sharp

Justin Hudspeth

Justin has been dedicated to migrating state facilities off of PRI trunks for their telecom service to SIP service.  This allows agencies to be more flexible in regards to their inbound call capacity, in that SIP trunks can have the amount of sessions they support be allocated dynamically.  The true benefit of this is the cost savings to the state entities involved, though. With the ability to disconnect the PRIs and stop paying the fees agencies will see real cost savings through this migration.

Justin has assumed a leadership role in strategically planning which sites to migrate to continue progress on the initiative and has also taken on additional work outside of his traditional role to expedite these migrations and see them to completion.  He also dedicates time outside of his core work hours to facilitate these migrations as most agencies do not want the temporary service interruption during their business hours. His flexibility ensures that agency delivered services are not interrupted in the process.

This transition also moves us off of legacy PRIs to the more industry current SIP, which has less hardware directly involved, reducing the number of points of potential failure for telco service delivery.  By having less hardware in play at agency building sites, we are less susceptible to building specific failures like power outages or circuit outages.

Aaron Lael

This year Aaron Lael designed and created a web application that greatly decreased the time to resolution for one of our team’s most commonly submitted tickets. Aaron created a tool that allowed the helpdesk access to reset voicemail boxes but still allowed Voice Operations to keep the server architecture secure and access to it limited.

Aaron did the API research, code writing, and implementation of a web service that the front line help desk uses today to reset voicemail pins for users on the Cisco Unity Connection voicemail platform. This web application allows the end users to get back into their voicemail quicker, allows the Voice Operations team to focus on more technical issues, and most importantly  allows the help desk to offer 1st contact resolution on this ticket type: which is a DTS focus regarding customer service.

Aaron has a constant focus on improving efficiencies and implementing industry best practices on all of his projects. He is a great asset to DTS.

Updated Enterprise Mobile Device Policy

The following language has been added to the Enterprise Mobile Device Policy.

Access to State resources which house federally regulated data such as FTI, HIPAA, CJIS, etc, is not allowed over wireless networks, except through a state-provided VPN.

The purpose of this addition is to notify users that direct access through wireless networks will no longer be allowed. This is in response to IRS Audit findings where FTI was made available through the wireless controller.



Mike Hussey named Top 25 Doer, Dreamer, & Driver of 2018

Government Technology magazine recently announced its 2018 Top 25 Doers, Dreamers & Drivers. Now in its 17th year, this year’s Top 25 honorees are 23 individuals and two teams who are modernizing, consolidating, innovating and otherwise transforming government using technology. Joining the state and local chief information officers on this year’s list are chief innovation officers and other leaders using their talents to advance the cause of digital government.

“The Doers, Dreamers and Drivers of 2018 show a steadfast commitment to public service,” said Noelle Knell, editor of Government Technology. “Their vision and technology expertise is helping craft personal, equitable services for citizens and efficient 21st-century government.”

After more than a decade with Utah’s Department of Technology Services (DTS) and two at its helm, CIO Mike Hussey takes a personal view of his work, in a state where leading-edge IT has become the norm. While he knows well the value of initiatives like Utah’s tech consolidation, or the $200 million in savings they saw in centralizing state data centers from 35 down to just two, for Hussey, the highlights are in the details.

Hussey is proud of his agency, yet humble about his own accomplishments. “I’ve been riding the coattails of some very successful CIOs,” he said, yet that does little to account for the nuance he brings to his role. After seeing that IT consolidation through to fruition, he said, what’s left is the culture change, getting everyone involved to see themselves as a unified enterprise system. From there, Hussey can get DTS to do more with less. The department has already met Gov. Gary Herbert’s statewide challenge to become 25 percent more efficient, but, said Hussey, “we’re continually looking at ways that we might find those efficiencies in state government, utilizing technology to help us get there.”

And he sees opportunity for those efficiencies not only for state agencies, but also for citizens — for himself and his neighbors. It all comes back to how to make government more accessible for Utahans. As an example, he described going to the Division of Motor Vehicles to transfer a title when his son purchased a new car, and then asking, “Why are we having to set foot in a building when we can do everything else online?” He then began looking into solutions such as electronic titles built on blockchain technology.

His ability to look at tech from the perspective of both CIO and resident is clear in his focus on simplifying government processes, bringing state services to people where they are. Customer service, as Hussey said, is “just in my DNA.”

New Website

The new website is now up and running. The launch of the new website helps Workforce Services meet its priority of improving online communication. You will notice that the new site has an enhanced user experience making it easier to find programs, resources and events. It’s also the most mobile-friendly version launched to date. The website is a resourceful tool to better serve DWS customers, clients and partners.

New Website

The new website is now up and running. The launch of the new website helps Workforce Services meet its priority of improving online communication. You will notice that the new site has an enhanced user experience making it easier to find programs, resources and events. It’s also the most mobile-friendly version launched to date. The website is a resourceful tool to better serve DWS customers, clients and partners.

It’s time to submit the 2019 IT Plan

In accordance with UCA 63F-1-204, each executive branch agency must submit an agency information technology plan to the chief information officer on an annual basis. The IT Plan helps DTS plan resources for the upcoming year, based on agency needs. DTS analyzes the IT Plan to determine the impact to costs, operations, and services provided. DTS also uses the IT Plan to ensure compliance with the State’s overall IT strategy and potential areas for coordination among agencies.

It is imperative the agencies provide an accurate and detailed IT Plan to DTS in order to maintain services provided. Please work with your IT Director to submit your agency’s plan.

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March 2018

Device Maintenance from Strategic Communications

DTS is changing the way it manages the out of warranty device maintenance and repair contract through Strategic Communications. After many years of providing inventory and maintenance assistance for your agency’s various out of warranty printers, monitors, fax machines, and other devices, the Strategic Communications contract has been transitioned to the Division of State Purchasing. 

Agencies will now be billed directly by Strategic Communications for services provided by the company, instead of receiving a pass through bill from DTS. 

The technical assistance process will remain the same. You will continue to contact the DTS Help Desk for technical assistance, and DTS will escalate the issue to Strategic Communications when necessary.

We appreciate the efforts and service Strategic Communications has provided in the past and believe that this new contract with them will provide you with the best customer service experience possible.

2018 Legislative Session Wrap-Up

The 2018 Legislative Session concluded last week, on March 8. Thank you to all DTS employees for your patience during the Session – not only for managing the whirlwind of meetings, but also for dealing with difficult parking when coming to the Capitol. 
DTS had a very successful Session. You can view a complete tracking sheet here. Here are a few highlights:
 SB8s1: State Agency and Higher Education Compensation Appropriations
This is the Comp Bill. Great news! It provides funding for a 2.5% general salary increase for state employees beginning July 1, 2018. Unfortunately, none of the DHRM recommended targeted position increases were funded. Employees will still be receiving a 2.5% salary increase.
– SB3: Current Fiscal Year Supplemental Appropriation
DTS received $1.4 million for a DTS Customer Experience Platform Expansion. More details to come on the tool and project.
– HB8s1: State Agency Fees and ISF Rate Authorizations and Appropriations
DTS rates for FY2019 have been approved and agencies have been funded. 
– HB150s2: Single Sign-On Database Amendments
DTS will be receiving funding to move forward and implement the Single Sign-On Database. In past years, DTS had received funding and direction to build a prototype of the system. We will now be moving forward with the full project. The Single Sign-On Databases is a web portal that allows a person doing business in the state to access, at a single point of entry, all relevant state-collected business data about the person, including information related to: business registration; workers’ compensation; tax liability and payment; and other information collected by the state that the department determines is relevant to a person doing business in the state. More details on the project will be coming soon.
 HB395s2: Technology Innovation Amendments
DTS will be receiving $150,000 for an Innovation Fund. Agencies will be able to submit proposals to implement a technology innovation designed to result in a greater efficiency in a government process or a cost saving in the delivery of government services. DTS will be developing a process soon and a communication will be sent to agencies with more information.

Vote for 2018 StateScoop Top 50 Awards

You can now vote for the StateScoop Top 50 Awards here. Voting closes April 10.
The StateScoop 50 Awards annually honor the best and the brightest who make state and local government more efficient and effective. These awards allow us to celebrate the outstanding achievements of our peers and acknowledge their tireless efforts to make a positive impact in the government IT community and in public service.
There are 2 DTS nominations up for voting:

The visionary state executive leading state government into a new technology landscape with innovative ideas and by inspiring others to get on board
 Utah Practice Driver License Platform, STATE IT INNOVATION OF THE YEAR

The innovative State or Local IT approach to cross-agency or intra-agency technology that may have been unfathomable until recently.

Dave Fletcher named one of 13 Emerging Tech Leaders You Should Know


Dave FletcherChief Technology Officer, State of UtahGoogle home skills

This particular project is part of Utah’s effort to use digital assistants to provide services and information for Utah citizens. In this case, we leverage the Google Drive platform to provide an interactive way to prepare for the Utah Driver License exam.

The targeted market for this innovation is typically 14- to-25-year-olds who are interested in getting their driver license for the first time, although there are others outside this targeted segment that are interested in the service as well. The Google Assistant is a voice interactive system that is available on most mobile devices as well as the new Google Home and Google Home Mini devices. Similar to the popular Amazon Alexa, Google Assistant interacts with the user through standard voice interactions. With this application, the user simply asks to take the Utah Driver License Practice Exam after which the Assistant will ask a series of questions resembling those that will be asked on the official Utah Driver examination.

It is a simple and fun way to prepare for the exam; 37,000 students are eligible to apply for new Driver Licenses each year in Utah.

The Google Assistant was unveiled during Google’s developer conference in May 2016, during the announcement of the Google Home smart speaker. Its forthcoming availability for Android and iOS users was announced in May 2017.

We believe that the Utah Driver License Exam is one of the first government applications available for this new, but increasingly popular platform.

Read about the 12 other leaders HERE


NASCIO highlights DTS successes In Real Life

During the next several weeks, the National Association of State CIOs (NASCIO) will feature priorities through brief videos from state CIOs explaining why an issue made the list & how that issue applies to their state in real life (IRL)
Check out the State of Utah DTS videos here:
IT Consolidation:
Digital Government:
Data and Analytics:

Voice assistants are helping Utah keep the conversation going with citizens

Devices like the Amazon Echo are the latest channel the state’s government is using to “maintain interest and outreach” for services.

When Utah Chief Technology Officer Dave Fletcher thinks about how to integrate technology into state government, two criteria come to mind.

“What we try to do is focus on the things that will improve quality of life and keep our citizens engaged,” Fletcher told StateScoop. 

Utah, which has emerged as a leader among its contemporaries in online services, has found that the emerging technology of voice-activated digital assistants like Amazon’s Alexa fit the bill for satisfaction and engagement in all kinds of citizens.


Click here to read more on this article. 

Upcoming AGRC Events

Northern Utah GIS Users Group

NUGIS will be holding their next meeting Tuesday, February 6th from 2:00 – 4:00 PM in room D2-318 at the Weber State University Davis Campus in Layton. For more information, please contact Kasey Hansen

Salt Lake Users Group

The Salt Lake Area GIS Users Group is holding its 35th quarterly meeting on Wednesday, February 14 from 11:30 AM – 1:30 PM. View the location and presetation list on their website.

NSGIC Midyear Meeting

The 2018 midyear meeting is being held through February 25 – March 1 in Salt Lake City. Register now.

UGIC Call for Papers

UGIC is accepting abstract submissions for breakout presentations at the 2018 UGIC Conference May 7-11, 2018 in Vernal, Utah! Submit your abstract now.

Granberg, Bertrand J.

After many years of suffering at AGRC, Bertrand J. Granberg, 104, Salt Lake City, passed from AGRC to other employment on January 17, 2018, 5pm. It is with great sadness that the AGRC family announces Bert’s transition to his new position at the Wasatch Front Regional Council after his dedicated service. Bert will be lovingly remembered by his colleagues for his many years of service and super curly hair. Bert is survived by Steve Gourley, Mike Heagin, Sean Fernandez, Michael Foulger, Greg Bunce, Scott Davis, Zach Beck, Matt Peters, Rick Kelson, and David Buell. Bert will also be fondly remembered by his colleagues of years gone by. Bert, who was involved in many state, local, and national efforts, was preceded by other directors.

There will be no service in memory of Bert. In fact, we have removed from our office all evidence that he ever existed. Those who care to disturb his peace, ahem, desire to contact him should do so at their own risk.

Thank you, Bert, dearly, for all your efforts.

Next Generation 911?

Preparing for Next Generation 911 (NG911) is largely a group effort by individuals and agencies at the local, state and national levels. AGRC is one of those agencies. With so many involved parties and policy details it can be overwhelming just trying to understand how the system works. So, let’s talk about NG911.

Keep Reading

Shutdown of Google Drive for Mac and PC

Google has launched Google Drive File Stream to replace Google Drive for Mac/PC. Google Drive for Mac/PC will no longer be available effective May 12, 2018.

As of May 12, 2018, if you have not transitioned away from Google Drive for Mac/PC, the synchronization of files between your computer and Drive will cease to function.

This shutdown does not impact any other Google Drive services.

In order to have Google Drive File Stream installed, please contact the DTS Help Desk and submit a request for its installation on your computer. The application will either be installed remotely by the DTS Help Desk or in person by DTS Desktop Support staff.

Please contact the DTS Help Desk if you have any questions or needed assistance.  DTS contact information can be found at and clicking the link Get Help.

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February 2018

Utah Capitol Virtual Tour Launched Online

During the 2018 legislative session, more and more interest will turn to the Utah State Capitol. Now Utah residents can visit the capitol whenever they want by taking the Utah.Gov virtual 360-degree tour.

“It’s an amazingly fun tour of the building,” said David Fletcher, Utah Chief Technology Officer. “Next to visiting the capitol, the virtual tour is the best way to visit and learn more about the history and workings of the building.”

Website visitors can explore the capitol by moving in any direction in the 360 degree image and viewing points of interest that include exterior buildings, legislative chambers, artwork and building information. Property features can be seen from every angle and individuals can zoom in to see more detail. The tour’s exclusive access to the capitol provides stunning views that are not usually available to visitors.

“Our goal is to provide as much insight into state government in the most efficient way possible,” said Mike Hussey, State of Utah, Chief Information Officer. “It’s truly revolutionizing the way Utahns can tour the property and get a perspective you’ve never really been able to experience before without actually being here.”

To take the tour, visit Utah.Gov.

Google Vault: Records Retention Requirements

How long should emails be kept in Google Vault?

  • Utah Code 46-4-501(5) requires that all electronic records created or received by a government agency must be managed according to retention schedules established with the Division of Archives and Records Service and approved by the State Records Committee.
  • Email communications play an essential role in government processes and need to be retained as long as the other records that document that process. Examples include attorney correspondence with clients (Litigated claims case files, record series #274), investigations of utility companies (Investigation and suspension docket, record series #698), getting environmental clearances for construction projects (Construction project files, record series #28626), etc. These types of emails may need to be kept for decades or even transferred to the State Archives for preservation.
  • Emails not managed by a more specific schedule, as in the above examples, should be managed according to the state’s general retention schedules for correspondence which were approved by the State Records Committee, per Utah Code 63G-2-604(1) and Utah Code 63G-2-502(1)(b). Below are the general retention schedules for correspondence:
    • Transitory Correspondence (SG 4-11)
      Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.

      Retain until administrative need ends and then destroy.
      (Approved 05/2014)

    • Administrative Correspondence (SG 4-12)
      Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.

      Retain for 7 years and then destroy.
      (Approved 06/2014)

    • Executive Correspondence (SG 4-10)
      Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of an agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.

      Permanent. May be transferred to the State Archives.
      (Approved 05/2014)

  • The Division of Archives and Records Service recommends that Google Vault retention rules be adjusted to comply with legally mandated retention schedules.
    • Emails of department and division directors should be transferred to the State Archives after 7 years for permanent preservation.
    • Departments and Divisions should identify groups of records that need to be kept longer than 7 years, assign them labels, use retention schedules to record how long the group of records needs to be kept, and contact their DTS Vault Administrator to set up retention rules for the records contained in these record series.
    • Transitory emails should be deleted from Gmail and may be purged from Google Vault. Agencies may also choose to leave transitory emails in Google Vault to be deleted after 7 years.
    • Emails not identified as transitory that also do not need to be kept with a specific group of records should be deleted after 7 years. Once retention rules to accommodate the previously stated points are in place, 7 years should be the default setting in Google Vault.

Google Team Drive

Google Team Drive is now available for State of Utah employees. 

What is a Team Drive?

Google Team Drives are shared spaces where teams can easily store, search, and access their files anywhere, from any device.

Unlike files in My Drive, files in Team Drive belong to the team instead of an individual. Even if members leave, the files stay exactly where they are so your team can continue to share information and get work done.

Creating a Team Drive

To create a Team Drive, just follow this process:

  1. Submit an Incident Request in ServiceNow by contacting your Help Desk
  2. Provide the name of the Team Drive
    1. Your department acronym will be appended to the beginning of your Team Drive so if you work for the Department of Technology Services (DTS) and you want a Team Drive named Technical Notes, your Team Drive will appear as DTS_Technical Notes.
  3. Provide the name(s) of the administrator(s) that will manage access to the Team Drive

When the Team Drive is created, it will show up beneath your Team Drives icon in Google Drive.

Managing Access and Permissions to Team Drive

Members can be added directly to a Team Drive or through a Google Group.  Members are assigned a role which gives them certain permissions. 

Access Team Drive

Members of a Team Drive can access folders and files through the Google Drive web interface or by using Google Drive File Stream.  Files will be opened in the default application designated for that file type.  For example, a Microsoft Word document will open in Word if Word is available on the device you are accessing Team Drive from.  You no longer have to download the file and then open it in Word.

Utah.Gov launches first Utah State Government Google Home app

The Department of Public Safety and the Department of Technology Services announced the introduction of the Utah driver license practice exam on Google Home.

The convenient, voice-activated practice exam allows new drivers to review Utah rules of the road with Google’s popular voice-controlled speaker and digital assistant, Google Home.

“This even further expands the ways Utahns can access Utah driver license services,” said Chris Caras, Driver License Division Director for the Department of Public Safety. “DPS is always looking for innovative ways to help educate drivers and keep the public safe.”

The digital assistant, included with Google Home, helps new drivers study for the driver license exam by reviewing questions. Drivers will be asked several questions from the driver license exam. For example, Google Home might ask, “When approached by an emergency vehicle, the driver must immediately…” and the correct response would be, “Pull to the right and stop.”

“Digital assistants present an incredible opportunity for simplifying interactions with state government,” said Mike Hussey, State of Utah, Chief Information Officer. “We are always looking for new ways to use technology to benefit the residents of Utah.”

Utahns can access the app from Google Home by asking, “Open Utah Driver License Practice Exam.”

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