Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 4 Fixed Asset Records

 

 

Annual Fixed Asset Report (Item 4-1)

These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.

Retention

Retain until updated or superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 11/96)

 

Disposition Records (Item 4-2)

These are either forms or records completed by municipal agencies when municipal property is disposed of either by public auction, competitive bidding, or destruction. Includes date, department name, description of item, value, disposition method, and reason, condition, and approval signature.

Retention

Retain for 3 years after disposition of property and then destroy.

Suggested Primary Designation

Public.

(Approved 03/89)

 

Equipment Inventories Files (Item 4-3)

These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.

Retention

Retain for 1 year after being reconciled with subsequent inventory and then destroy.

Suggested Primary Designation

Public.

(Approved 03/89)

 

Fixed Asset Lists (Item 4-4)

These are listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.

Retention

Retain for 10 years and then destroy.

Suggested Primary Designation

Public.

(Approved 03/89)

 

Surplus Property Case Files (Item 4-5)

These files document the sale of surplus municipal property. Includes invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.

Retention

Retain for 6 years after final payment and then destroy.

Suggested Primary Designation

Public.

(Approved 03/89)