Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 1 Administrative Records

 

Contents (or view active schedules only)

***Administrative Correspondence (Item 1-37) OBSOLETE

Please refer to the state schedule for Administrative Correspondence. SG 1-63

 

***Agenda (Item 1-2) OBSOLETE

Please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

***Denied Requests Internet Log Files (Item 1-35) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

***Directories (Item 1-3) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

***Document Log (Item 1-4) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

Equipment Standards Guide (Item 1-5)

These are standards developed by the district for equipment purchases. They are used to ensure the most efficient expenditure of district funds. The standards are normally organized by subject and include an item-by-item description, estimated or guaranteed price, and quantity allowed.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Feasibility Studies (Item 1-7)

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

Retention

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

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected:UCA 63G-2-305 (21) and UCA 63G-2-305 (11) (2008)

(Approved 12/96)

 

***Finding Aids (Item 1-8) OBSOLETE

Please refer to the state schedule for Information Governance Records. SG 1-66

 

***Government Records Access and Management Act (GRAMA) Access Requests (Item 1-9) OBSOLETE

Please refer to the state schedule for Records Access Requests and Appeals. SG 1-64

 

***Government Records Access and Management Act (GRAMA) School District Appeals Case Files (Item 1-10) Obsolete

Please refer to the state schedule for Government Records Access and Management Act (GRAMA) Appeals Case Files. SG 1-68

 

***Government Records Access and Management Act (GRAMA) State Appeals Case Files (Item 1-11) Obsolete

Please refer to the state schedule for Government Records Access and Management Act (GRAMA) Appeals Case Files. SG 1-68

 

***Housekeeping Records (Item 1-12) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

Internal Committee Records (Item 1-13)

These records document actions of internal staff committees handling problems within the district. These committees do not make district-wide policy. These records usually include agenda, internal memoranda, notes, and informal minutes.

Retention

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

Suggested Primary Designation

Public.

(Approved 12/96)

 

***Internet Access Logs (Item 1-36) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

Mailing Lists (Item 1-14)

These are lists of names and addresses used for various school district 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 12/96)

 

***Minutes (Item 1-15) OBSOLETE

Please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

Notary Bond Files (Item 1-16)

These files document school district employees providing notary public services. 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 1-17)

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

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Performance Audits (Item 1-19)

These are reports written and prepared as a result of a performance audit of the school district, individual school, or specific program. These studies are frequently contracted with private consultants. They contain summary documentation on agencies' programs, operations and productivity.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/96)

 

***Pending Files (Item 1-18) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

***Policies and Procedure Manuals (Item 1-20) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

Policy and Procedure Case Files (Item 1-21)

These files contain records related to the issuance of policies and procedures and document their formulation. Includes narrative or statistical reports and studies regarding district or office operations, and related correspondence.

Retention

Retain for 2 years after being superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

***Policy and Program Correspondence (Item 1-6) OBSOLETE

Please refer to the state schedule for Executive Correspondence. SG 1-61

 

Press Release Files (Item 1-22)

Please refer to the state schedule for Public Relations Records. SG 1-69

 

Project Control Files (Item 1-23)

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 2 years after project closed and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

***Publications (Item 1-24) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

Records Transfer Sheets (Item 1-26)

These are the listings of school district records transferred to the State or school district records centers. The information may include records series number, agency name and address, records officer's name and signature, chief administrative officer's name, record 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 12/96)

 

***Routine Control Records (Item 1-27) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

School District Histories (Item 1-28)

These are published or unpublished histories of the district and/or individual school, written or financed by the school district. They may include title, author, date written, and the historical narrative.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/96)

 

System Studies and Reports (Item 1-29)

These are various reports and studies undertaken by or for school districts. They include program analyses, project studies, and final reports.

Retention

Retain for 4 years or until administrative need ends and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

***Technical Reference Files (Item 1-30) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

***Telephone Message Registers (Item 1-31) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

***Telephone Messages (Item 1-32) OBSOLETE

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

***Transitory Correspondence (Item 1-1) OBSOLETE

Please refer to the state schedule for Transitory Correspondence. SG 1-62

 

Unsuccessful Grant Applications (Item 1-33)

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. (Successful grants are filed individually by grant program).

Retention

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

Suggested Primary Designation

Public.

(Approved 12/96)

 

***Working Case Files (Item 1-34) OBSOLETE

Please refer to the state schedule for Working Files. SG 1-33

 

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