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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.”