ARO Spotlight: Utah Office of Tourism & Utah Film Commission

Utah has been promoting its scenic, historic, and recreational attractions to visitors for generations. The Utah Office of Tourism can trace its history back to 1941, when the Legislature created the Department of Publicity and Industrial Development. After several reorganizations, the Division of Travel Development, commonly known as the Utah Travel Council, was established in 1967. Finally, the office became the Utah Office of Tourism in 2005.

The Utah Film Commission was established by Governor Cal Rampton in 1974 to attract film productions to Utah and became part of the Utah Office of Tourism in 2005. Today, the Film Commission promotes the state for film, television, and commercial production while supporting Utah’s local talent, crew, and film industry. And there have certainly been a lot of films made in Utah over the years!

Together, the Utah Office of Tourism and Utah Film Commission are responsible for branding and promoting the state and welcoming visitors from around the world. That work has generated decades of records, from tourism campaigns and promotional materials to records documenting Utah’s film industry.

Diane Wilson and Melissa Jackson are the Records Officers for the Utah Office of Tourism and Utah Film Commission, respectively, and they have the monumental task of managing and preserving the historical and non-historical records produced by their agencies. Luckily, Diane and Melissa are both experienced and well equipped to meet the challenge. We asked them about their roles, their experiences, and a recent office move that uncovered decades of records.

What is your role in records management and access? What part does it play in your overall job?

Diane: I am the office Records Officer.

Melissa: I’m the Operations Manager and Records Officer for the Utah Film Commission. I assist our team with records management and archiving materials as needed.

How long have you been a records officer, records manager, chief administrative officer, GRAMA coordinator, etc.?

Diane: Five years.

Melissa: Eleven and a half years.

What is one project you’ve worked on?

Diane: The Tourism and Film offices underwent a major clean-out in a short amount of time in preparation for an office relocation. Melissa and I had the task of sorting through extensive warehouse and office files to determine what should be destroyed and what should be sent to the State Archives. The experience emphasized the necessity of conducting records reviews at least twice a year to ensure proper maintenance.

Melissa: While packing up three floors of Council Hall under a tight deadline, the Utah Film Commission discovered numerous unknown records. We faced challenges identifying undated papers and distinguishing originals from copies. Ultimately, after several weeks, we successfully organized the files, expanded existing record series, and created new ones. The Utah Film Commission has operated as a state agency for more than 50 years, adapting as technology and our industry have evolved. Looking back at these records highlights how far our team has come, particularly in streamlining our office processes.

What have you found most challenging about your job?

Diane: Finding dedicated time to spend with staff helping them review their records, learn about record keeping, and understand the importance of preserving records.

Melissa: As an operations and administrative manager, “other duties as assigned” can mean many different things. I was especially challenged this summer when our teams had a limited timeline to move out of Council Hall.

What is your favorite part of the job?

Diane: With our moving project, it was fun to review past projects and programs in the files. It was also very satisfying to complete the permanent record boxes and finally accomplish our goal of reviewing the past records.

Melissa: We have a small but mighty team that I love collaborating with on office projects and day-to-day work. We celebrated 100 Years of Utah Film and Television in 2024. I love being able to look back at all that came before our current team, and I’m excited by what we continue to accomplish each day. The little wins go a long way.

What advice would you give other records officers and managers?

Diane: I would recommend conducting records reviews at least twice a year in a group setting with staff and ensuring that new staff are trained on their responsibilities as soon as possible. It is also helpful to create a document specific to your office’s records that staff can easily reference.

Melissa: You never have to do it alone, so don’t try to. The records staff, Archives staff, and other Records Officers are there to help with questions and provide support every step of the way.

Is there anything else you’d like to share?

Diane: I’d like to thank the State Archives and Records staff for their help. Renée came to an office staff meeting to help explain records organization, which was a big relief to staff. Kendra also came to our office to help walk Melissa and me through the boxing process and helped us realize our role in record keeping. I also appreciate Gina’s help in dropping off boxes.

Melissa: Shout-out to Diane Wilson, who has been with the state for over 30 years. She has helped me along the way, and I love being able to check in with her as we continue trainings and projects throughout the years. Kendra Yates with Archives was beyond helpful as our office moved out of Council Hall. I had many questions about some of the materials we found and needed assistance. Kendra is an asset to the state, and I am so grateful for her guidance when I need it.

Diane and Melissa’s experience is a good reminder that records management is an ongoing process. Regular reviews, good organization, and support from colleagues and State Archives staff can make even a major office move more manageable, while helping ensure that Utah’s history is preserved for the future.

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