Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 2 Budget Records

 

ANNUAL BUDGET REPORTS (Item 2-2)

Agency reports at the end of the fiscal year on the status of appropriation accounts and apportionment.

RETENTION

Record copy: Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed.

Duplicate copies: Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

BLOCK GRANT MONTHLY REPORTS (Item 2-3)

Monthly reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.

RETENTION

Record copy:

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

BLOCK GRANT YEARLY REPORTS (Item 2-4)

Annual reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.

RETENTION

Record copy: Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

Duplicate copies: Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

BUDGET APPORTIONMENT FILES (Item 2-5)

Apportionment and reapportionment schedules, proposing monthly obligations under each authorized appropriation.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA_63G-2-302_(1)(e)_(2008)

(Approved 10/01)

BUDGET BACKGROUND RECORDS (Item 2-6)

Records used to assist in the preparation of the division budget and to justify budget requests presented to the department director. They also contain work programs, etc.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA_63G-2-302_(1)(e)_(2008)

(Approved 07/90)

BUDGET ESTIMATES AND JUSTIFICATION FILES (Item 2-7)

Copies of budget estimates and justification prepared or consolidated in formally organized budget offices. Included are appropriation language sheets, narrative statements, workload/expansion plans and related schedules and data.

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public:UCA_63G-2-301_(1)(b)_(2008).

SUGGESTED SECONDARY DESIGNATION

Private:UCA_63G-2-302_(1)(e)_(2008)

(Approved 10/01)

BUDGET POLICY FILES (Item 2-8)

Correspondence or subject files of formally organized budget offices documenting agency policy and procedures governing budget administration, and reflecting policy decisions affecting expenditures for agency programs.

RETENTION

Record copy: Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed.

Duplicate copies: Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

GRANT CASE FILES (Item 2-9)

Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds and project budgets. Specific grant case files may have additional state and federal retention requirements, please contact the State Archives to schedule a specific retention.

RETENTION

Record copy: Retain by agency for 3 years after grant has expired and then destroy.

Duplicate copies: Retain for 1 year after grant has expired and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

GRANT CONTROL FILES (Item 2-10)

Indices, registers, logs, or other records relating to control of assigning numbers or identifying projects, applications, and grants.

RETENTION

Record copy: Retain by agency until superseded or obsolete and then destroy.

Duplicate copies: Retain until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

PERIODIC BUDGET REPORTS (Item 2-11)

Monthly or routine reports on the status of agency appropriation accounts and apportionment, excluding Annual Budget Reports.

RETENTION

Record copy: Retain by agency for 3 years after the close of the fiscal year and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)