Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 1 Administrative Records

 

Contents (or view active schedules only)

***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) OBSOLETE

Please refer to the state schedule for Agency History Records, SG 1-76.

 

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)

 

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:Utah Code 63G-2-305 (21) and Utah Code 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) 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 1-42) 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

Retain for 3 years after grant has expired and then destroy.

Suggested Primary Designation

Public.

(Approved 07/06)

 

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

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

 

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

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

 

Indemnification Agreements (Item 1-47)

Indemnification or hold harmless agreements involve the assumption of liability through contractual agreement. A party intending to use, ride in, or otherwise occupy government property, agrees to eliminate any liability on the part of the governmental entity in the event that any accident of injury occurs while they are using, riding in, or occupying government property. An example is a "hold harmless agreement" which passengers fill out when they ride along with deputies in police department vehicles.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected: Utah Code 63G-2-305(51).

(Approved 01/11)

 

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)

 

***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) OBSOLETE

Please refer to the state schedule for Agency History Records, SG 1-76.

 

***Pending Files (Item 1-17) OBSOLETE

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

 

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)

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

 

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 (Utah Code 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) OBSOLETE

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

 

***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. Utah Code 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)

 

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)

 

***Telephone Message Registers (Item 1-36) OBSOLETE

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

 

***Telephone Messages (Item 1-37) OBSOLETE

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

 

***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)

 

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

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

 

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