Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 1 Administrative Records

 

ADMINISTRATIVE AND FISCAL OPERATIONS GRANT FILES REPORTS (Item 1-10)

These are reports on the administrative and fiscal operations of federal or state funded programs compiled on a monthly, quarterly, or semi-annual basis. It also includes supporting documentation.

RETENTION

Retain for 5 years after completion of all applicable audits and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

ANNUAL REPORTS (Item 1-2)

These are reports on program activities and accomplishments of the municipality or individual department for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

CENSUS INFORMATION FILES (Item 1-3)

These files contain copies of U.S. Census Bureau forms completed by municipalities on government employment and tax revenues. They are used to compile state and national statistical reports, meet the requirements for Federal Revenue Sharing, and to make financial information available to the public.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 03/88)

CITY HISTORIES (Item 1-14)

These are published or unpublished histories written on the municipal government or an individual municipal agency. The histories are financed by municipal funds. They may include title, author, date written, and a historical narrative.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

CITY SCRAPBOOKS (Item 1-4)

These are a chronological record of the activities of the municipality or individual municipal departments. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality's citizens.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

COMMUNITY DEVELOPMENT BLOCK GRANT ADMINISTRATIVE RECORDS (Item 1-47)

These files document the administration of projects funded under the Community Development Block Grant program (CDBG). These projects include both direct grants and regrants. The records include the preliminary reports, audits, certificates, maps, and related correspondence. Under the federal guidelines, agencies are required "to maintain records in sufficient detail to demonstrate compliance with the provisions" concerning affirmative action, labor and environmental standards (24 CFR 570.611(f) (1993)).

RETENTION

Retain for 3 years after end of grant period and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

COMMUNITY DEVELOPMENT BLOCK GRANT APPLICATION RECORDS (Item 1-48)

These files document the application and completion of projects funded under CDBG funds. These projects include both direct grants and regrants. The files include the initial application, and all final reports.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

CONSTITUTION AND BYLAWS (Item 1-17)

These are the constitution and bylaws of municipal governing/advisory boards. They establish the organization and operational procedures for the board. They usually include date of adoption and amendments, description and purpose of board, membership, description and responsibilities of board's positions, meeting frequency, voting procedures, explanation of what constitutes a quorum, and the establishment of procedural rules (e.g., Robert's Rules of Order, etc.).

RETENTION

Permanent. May be transferred to the State Archives after disbanding of committee.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

FEASIBILITY STUDIES (Item 1-11)

These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.

RETENTION

Retain for 5 years after completion of study and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) and UCA 63G-2-305(22) (2008)

(Approved 06/97)

FINDING AIDS (Item 1-5)

These are indexes, lists, registers, and other aids that assist in the efficient use of other records.

RETENTION

Retain until records to which they pertain are destroyed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

GENERAL ADMINISTRATIVE RECORDS (Item 1-6)

These are records of a general facilitative nature created or received in the course of administering programs. They include daily, weekly, or monthly activity reports which are summarized in an annual report, correspondence and memoranda.

RETENTION

Retain for 2 years or until no longer needed for reference and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT (GRAMA) ACCESS REQUESTS (Item 1-29)

These request forms document individuals seeking access to municipal records as provided under UCA 63-2-204 (1997). They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302(2)(d) (2008)

(Approved 06/97)

GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT (GRAMA) MUNICIPAL APPEALS CASE FIL (Item 1-30)

These case files document the appeals for access of municipal records to separate municipal appeals bodies (i.e., city council or separate board). This is in accordance with municipal ordinances adopted under the authority granted in the Government Records Access and Management Act (GRAMA)(UCA 63-2-701 (1997)). These case files include copies of the access request and denial forms, the appeal, research notes, council or board decision, and any other documentation concerning the appeal process.

RETENTION

Permanent. May be transferred to the State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302(2)(d) (2008)

(Approved 06/97)

GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT (GRAMA) STATE APPEALS CASE FILES (Item 1-31)

These case files document appeals for access of municipal records to the State Records Committee in compliance with the provisions of the Government Records Access and Management Act (GRAMA) (UCA 63-2-701(1)(c); 63-2-403 (1997)). These case files include copies of the access request and denial forms, the appeal, research notes, statements, State Records Committee's order, and any other documentation concerning the appeals process.

RETENTION

Retain for 1 year or until administrative need ends, whichever occurs later and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

GRANT FILES ORIGINAL APPLICATIONS (Item 1-9)

These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 03/88)

HOUSEKEEPING FILES (Item 1-7)

These are records of a general housekeeping nature which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives, custodial service requests, parking space assignments, and distribution of keys.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

INCOMING DOCUMENT LOG (Item 1-32)

This log records incoming documents that require distribution or action. Includes date received, description of record, action and date taken.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

INTERNAL COMMITTEE RECORDS (Item 1-33)

These records document actions of an internal staff committee handling problems within a municipal agency. These committees do not make citywide policy. The records usually include agenda, internal memoranda, notes, and informal minutes.

RETENTION

Retain for 2 years or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

MAILING LISTS (Item 1-12)

These are lists of names and addresses used for various municipal mailings (billings and other administrative purposes).

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302(2)(d) (2008)

(Approved 03/88)

MEETING AGENDA (Item 1-1)

These are copies of notices of regular and special meetings of the city council and other pertinent committees. They may include date, time, location of meeting, list of items to be discussed by committee members at regular, special, and emergency public meetings.

RETENTION

Retain for 2 years or until administrative need ends, if not part of official minutes and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

MEETING RECORDINGS (Item 1-45)

Audio or video recordings which document what transpired at committee and board meetings, conferences, and administrative hearings. They are usually used to create official minutes. UCA 52-4-203 requires that "written minutes shall be kept of all open meetings." UCA 52-4-206 states a public body that closes a meeting "shall make a recording of the closed portion of the meeting; and may keep detailed written minutes that disclose the content of the closed portion of the meeting." The recording is the official record of a closed meeting, and may not be transcribed for the purposes of retention. Open meeting recordings are public records and "shall be available to the public for listening within three business days after the end of the meeting" [UCA 52-4-203 (4)f].

RETENTION

Retain 3 years after approval of official minutes and then destroy. Closed meeting recordings are Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 63G-2-301 (2008).

SUGGESTED SECONDARY DESIGNATION

Protected:Closed Meetings: UCA 63G-2-305(32) and 52-4-206(5).

(Approved 10/2011)

MINUTES (Item 1-13)

These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (1997) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (1997) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).ΒΆ

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 52-4-7(3)(2008).

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(32)(2008)

(Approved 12/96)

NOTARY BOND FILES (Item 1-34)

These files document municipal employees providing service to municipal agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.

RETENTION

Retain for 1 year after expiration or renewal of bond and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

ORGANIZATIONAL FILES (Item 1-15)

These are graphic illustrations providing a detailed description of the arrangement and administrative structure of the municipality. These files contain organizational charts, reorganizational studies, functional statements, and formally prepared descriptions of the responsibilities assigned to executive officers.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PENDING FILES (Item 1-35)

These are records arranged in chronological order as a reminder that an action is required on a given date or that a reply to action is expected, and if not received, should be traced on a given date.

RETENTION

Record copy: Retain until reply received or action taken and then incorporate with official files.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PERFORMANCE AUDITS (Item 1-36)

These are reports written and prepared as a result of a performance audit on a municipal entity. These studies are frequently contracted with private consultants. They contain summary documentation on agency programs, operations and productivity.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

POLICIES AND PROCEDURES MANUALS (Item 1-16)

These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department or office participated.

RETENTION

Record copy: Permanent. May be transferred to the State Archives.

Duplicate copies: Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) and UCA 63G-2-305(12) (2008)

(Approved 12/96)

POLICY AND PROCEDURE CASE FILES (Item 1-37)

These files contain records related to policy and procedure issuance which document their formulation. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).

RETENTION

Retain for 2 years after being superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

POLICY AND PROGRAM CORRESPONDENCE (Item 1-8)

Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. The correspondence is filed separately from program and project case files.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 02/05)

PROJECT CONTROL FILES (Item 1-18)

These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.

RETENTION

Retain for 1 year after project closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 03/88)

PUBLIC RELATIONS FILES (Item 1-19)

These files contain speeches, addresses, and official comments or remarks made at formal municipal ceremonies by elected municipal officials. The format may be paper, videotape, motion picture film, etc.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PUBLIC RELEASE FILES (Item 1-20)

These files contain a copy of each prepared statement or announcement issued for distribution to the news media. A press release may be a textual record or non-textual record such as a film or video sound recording.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PUBLICATIONS (Item 1-21)

These are pamphlets, leaflets, studies, proposals and similar material printed by or for the municipality or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published.

RETENTION

Record copy: Permanent. A copy should be transferred to the State Archives.

Duplicate copies: Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

READING OR CHRONOLOGICAL FILES (Item 1-22)

These are duplicate copies of all or selected correspondence sent or received. They are used solely as a reading file for the convenience of office personnel.

RETENTION

Retain for 1 year or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 03/88)

RECORDS TRANSFER SHEETS (Item 1-38)

These are the listings of municipal agency records transferred to the State or a municipal records center. The information may include records series number, agency name and address, records officer's name and signature, chief administrative officer's name, records series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.

RETENTION

Retain for 5 years after records are destroyed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

ROUTINE CONTROL FILES (Item 1-23)

These records are used to control work flow and to record routine actions. Includes job control records, status cards, routing slips, work processing sheets, correspondence forms, and receipts for records charged-out.

RETENTION

Retain until no longer needed for operational purposes and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

SYSTEM STUDIES FINAL REPORTS (Item 1-25)

These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

SYSTEM STUDIES SUPPORTING FILES (Item 1-46)

These are documents related to various studies (i.e. program analyses, project studies) by private and other government agencies. Includes working papers, correspondence, and related documentation used for the creation of the final report.

RETENTION

Retain for 3 years after date of final report and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

TECHNICAL REFERENCE FILES (Item 1-26)

These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.

RETENTION

Retain until annual review and destroy material no longer needed for reference.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 03/88)

TELEPHONE MESSAGE REGISTERS (Item 1-40)

These registers compile all of the daily telephone messages taken by a municipal office. They also include logs and similar records.

RETENTION

Retain for 6 months or until administrative need ends, whichever occurs later and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302(2)(d) (2008)

(Approved 06/97)

TELEPHONE MESSAGES (Item 1-41)

These are the actual incoming telephone messages received by a municipal office. They normally include date, time, name of person receiving and leaving message, and action request (e.g., return call, etc.).

RETENTION

Retain for 1 week or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

TRANSITORY CORRESPONDENCE (Item 1-42)

Business-related correspondence that is routine or transitory and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 02/05)

UNSUCCESSFUL GRANT APPLICATION FILES (Item 1-43)

These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.

RETENTION

Retain for 3 years after rejection or withdrawal and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

WORKING PAPERS (Item 1-44)

These are project background records, such as studies, analyses, notes, drafts, and interim reports.

RETENTION

Retain for 5 years after project completion and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)