Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 1 Administrative Records

 

Contents

***Administrative Correspondence (Item 1-48) 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

 

***Annual Reports (Item 1-3) OBSOLETE

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

 

Census Information Files (Item 1-4)

These files contain copies of U.S. Census Bureau forms completed by counties on government employment and tax revenues. They are used to compile state and national statistical reports and to make financial information available to the public.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

Constitution and Bylaws (Item 1-43)

These are the constitution and bylaws of county governing/advisory boards (e.g., library board, hospital board, fair board). 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 11/95)

 

County Histories (Item 1-31)

These are published or unpublished histories written by or financed from county funds on the county government or an individual county agency. 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 06/95)

 

County Scrapbooks (Item 1-5)

These are a chronological record of the activities of the county or individual county department. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to county activities and actions and reactions of county citizens.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

Daily Activity Schedules (Item 1-6)

These are records of county employees who are not elected or exempt status revealing substantive information about official county activities, the substance of which has not been incorporated into official files. Includes calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other county activities. (See also Executive/Elected official calendars or Routine activity calendars). UCA 63G-2-103 (18)(b) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.

RETENTION

Retain until administrative need ends (They are not records according to UCA 63-2-103 (18)(b) and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

Executive/Elected Officials Calendars (Item 1-8)

These are records containing substantive information relating to the official activities of high-level county officials which is not incorporated into memoranda, reports, correspondence or other records included in the official files. These records could include calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of county employees. (See Daily activity schedules UCA 63G-2-103 (18)(b) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.

RETENTION

Retain until administrative use ends (According to UCA 63G-2-103 (18)(b) they are not records) and then destroy.

(Approved 06/91)

 

Feasibility Studies (Item 1-9)

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

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305 (21) and UCA 63G-2-305 (10) (2008)

(Approved 06/91)

 

***Finding Aids (Item 1-10) OBSOLETE

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

 

General Administrative Records (Item 1-11)

These are records of a general facilitative nature created or received in the course of administering programs. Includes 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 06/91)

 

***Government Records Access and Management Act (GRAMA) Access Requests (Item 1-41) OBSOLETE

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

 

Government Records Access and Management Act (GRAMA) County Appeals Case Files (Item 1-40)

These case files document the appeals for access of county records to separate county appeals bodies (i.e., county commission or separate board) in accordance with county ordinances adopted under authority granted in the Government Records Access and Management Act (GRAMA) (UCA 63G-3-701). These case files include copies of the access request and denial forms, the appeal, research notes, commission or board decision, and any other documentation concerning the appeal process.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/95)

 

***Government Records Access and Management Act (GRAMA) State Appeals Case Files (Item 1-42) OBSOLETE

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

 

Grant Case Files (Item 1-45)

Files contain information about funds allocated by state or federal agencies to county entities through grants which counties administer to aid in specific causes or projects. Grant files may include accepted proposals and applications, contracts, project reports, memoranda, correspondence, or other records relating to receipt, review, award, evaluation, status and monitoring of grant funds.

RETENTION

Record copy: Retain 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 07/06)

 

Housekeeping Files (Item 1-12)

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 06/91)

 

***Incoming Document Log (Item 1-13) OBSOLETE

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

 

Internal Committee Records (Item 1-32)

These records document actions of an internal staff committee handling problems within a county agency. These committees do not make countywide policy. These 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 06/95)

 

Mailing Lists (Item 1-14)

These are lists of names and addresses used for various county 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 06/91)

 

***Meeting Recordings (Item 1-44) OBSOLETE

For open meetings, please refer to the state schedule for Open Meeting Recordings. SG 1-65

For closed meetings, please refer to the state schedule for Closed Meeting Records. SG 1-60

 

***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 1-35)

These files document county employees providing service to county 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 06/95)

 

Organizational Files (Item 1-16)

These are graphic illustrations providing a detailed description of the arrangement and administrative structure of the county. 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 06/91)

 

Pending Files (Item 1-17)

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

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

Performance Audits (Item 1-33)

These are reports written and prepared as a result of a performance audit on a county entity. 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 06/95)

 

***Policies and Procedure Manuals (Item 1-18) OBSOLETE

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

 

Policy and Procedure Case Files (Item 1-19)

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 06/91)

 

***Policy and Program Correspondence (Item 1-7) OBSOLETE

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

 

Press 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 a 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 06/91)

 

Project Control Files (Item 1-21)

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 06/91)

 

Proof of Publication Files (Item 1-46)

When a statute, court order, or judge requires publication of a document or notice in a local newspaper (UCA 78-25-14) evidence of the publication may be given by the affidavit of the publisher along with a copy of the document or notice and specification of the dates of publication. These files may contain proof of publication affidavits, copies of actual newspaper notices and related evidence of the publication.

RETENTION

Retain for 6 years after publication and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/06)

 

***Publications (Item 1-22) OBSOLETE

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

 

Public Relations Files (Item 1-23)

These files contain speeches, addresses, and official comments or remarks made at formal county ceremonies by elected county 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 06/91)

 

Reading or Chronological Files (Item 1-24)

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 needs ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

***Records Transfer Sheets (Item 1-38) OBSOLETE

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

 

Routine Activity Schedules (Item 1-25)

These records are routine materials containing no substantive information, regarding daily activities such as meeting appointments, telephone calls, and other employee activities. UCA 63G-2-103 (18)(b) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.

RETENTION

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

(Approved 06/91)

 

Routine Control Files (Item 1-26)

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 06/91)

 

System Studies and Report Files (Item 1-27)

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

RETENTION

Permanent. May transfer to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

Technical Reference Files (Item 1-28)

These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include 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 06/91)

 

Telephone Message Registers (Item 1-36)

These registers compile all the daily telephone message taken by a county office. They also include logs and similar records.

RETENTION

Retain for 6 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/95)

 

Telephone Messages (Item 1-37)

These are the actual incoming telephone messages received by a county office. They normally include date, time, names 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 06/95)

 

***Transitory Correspondence (Item 1-34) OBSOLETE

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

 

Unsuccessful Grant Application Files (Item 1-39)

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 09/95)

 

Word Processing Files (Item 1-29)

These are documents such as letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppy diskettes and used to produce hard copy which is maintained in organized files.

RETENTION

Retain until hard copy is filed and administrative need ends and then delete.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

 

***Working Papers (Item 1-30) OBSOLETE

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