Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 14 Property Records

 

REAL PROPERTY SALE FILES (Item 14-3)

Records which document the transfer of state owned real estate to non-state ownership, whether by transfer, trade, sale, or donation.

RETENTION

Record copy: Permanent. Retain by agency for 6 years after a deed of sale is recorded and then transfer to State Archives with authority to weed.

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

SURPLUS PROPERTY CASE FILES (Item 14-4)

Records which document the sale, disposal, or surplus of personal property These files may comprise of invitations, bid acceptances, lists of materials, evidence of sales, and related correspondence.

RETENTION

Record copy:

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

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:Name, phone number, and address of customer

(Approved 07/90)

SURPLUS PROPERTY FORMS (Item 14-1)

Any completed forms required by the Division of Surplus Property to dispose of property an agency wishes to surplus.

RETENTION

Record copy: Retain by Division of Surplus Property for 2 years after final disposition of property and then destroy.

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 04/06)