Summary

Record and record series designation and classification are governed by both GRAMA and DARS, which require governmental entities to evaluate and designate each record series that the entity keeps, uses, or creates and to report the designation and privacy annotation to DARS. GRAMA provides distinct definitions of both designation and classification at Utah Code § 63G-2-103(7) and (3) respectively.

GRAMA defines designation to mean “indicating, based on a governmental entity's familiarity with a record series or based on a governmental entity's review of a reasonable sample of a record series, the primary classification that a majority of records in a record series would be given if classified and the classification that other records typically present in the record series would be given if classified.”
GRAMA defines classification to mean “determining whether a record series, record, or information within a record is public, private, controlled, protected, or exempt from disclosure under Subsection 63G-2-201(3)(b).”

Thus, although an entity is not required to classify a particular record, record series, or information until access to the record is requested, per Utah Code § 63G-2-307(2), the statute still requires designation of record series irrespective of whether a request has been made or not.