Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 1 Administrative Records

 

AGENDA (Item 1-2)

These are copies of notices of regular and special meetings of school district committees and task forces. They may include date, time, location of meeting, list of items to be discussed by committee members at regular, special, and emergency public meetings.

RETENTION

Retain for 2 years if not attached to minutes and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

DENIED REQUESTS INTERNET LOG FILES (Item 1-35)

These logs identify Internet sites that computer users from local school districts have tried to access and which have been denied because of site content. The logs are created by filtering software used by the Utah Education Network. The data are used by school districts to assure compliance with district Acceptable Use Policies. Information includes the Internet Protocol (IP) address of user, date and time of request, Uniform Resource Locator (URL) of site requested, status code (403 indicates that a request was denied or rejected), size value, and category code.

RETENTION

Retain for 30 days and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302(1)(h)

(Approved 10/02)

DIRECTORIES (Item 1-3)

These are directories of all district staff. They include name, district office or school, position title, business address and telephone number. The directories may also include home address and telephone number.

RETENTION

Record copy: Permanent. May be transferred to the State Archives.

Duplicate copies:

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:home address and telephone number (UCA 63G-2-302(1)(f)

(Approved 12/96)

DOCUMENT LOG (Item 1-4)

This log records incoming documents that require distribution or action. Includes date received, description of record, action and date taken.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

EQUIPMENT STANDARDS GUIDE (Item 1-5)

These are standards developed by the district for equipment purchases. They are used to ensure the most efficient expenditure of district funds. The standards are normally organized by subject and include an item-by-item description, estimated or guaranteed price, and quantity allowed.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

FEASIBILITY STUDIES (Item 1-7)

These are studies conducted before the installation of any technology or equipment. They include specific studies and system analyses for the initial establishment of and changes made to these systems.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305 (21) and UCA 63G-2-305 (11) (2008)

(Approved 12/96)

GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT (GRAMA) ACCESS REQUESTS (Item 1-9)

These request forms document individuals seeking access to school district records as provided under UCA 63-2-204. They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT (GRAMA) SCHOOL DISTRICT APPEALS CA (Item 1-10)

These case files document the appeals for access of school district records to separate district appeals bodies (i.e., school board or separate board) in accordance with school district policies adopted under authority granted in the Government Records Access and Management Act (GRAMA) (UCA 63-3-701 (1995)). 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 the State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

GOVERNMENT RECORDS ACCESS AND MANAGEMENT ACT (GRAMA) STATE APPEALS CASE FILES (Item 1-11)

These case files document appeals for access of school district records to the State Records Committee in compliance with the provisions of the Government Records Access and Management Act (GRAMA) (UCA 63-2-701(1)(c); 63-2-403 (1995)). These case files include copies of the access request and denial forms, the appeal, research notes, statements, State Records Committee's order, and any other documentation concerning the appeals process.

RETENTION

Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

HOUSEKEEPING RECORDS (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 12/96)

INTERNAL COMMITTEE RECORDS (Item 1-13)

These records document actions of internal staff committees handling problems within the district. These committees do not make district-wide policy. These records usually include agenda, internal memoranda, notes, and informal minutes.

RETENTION

Retain for 2 years or until administrative need ends whichever is earlier and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

INTERNET ACCESS LOGS (Item 1-36)

These logs identify Internet sites that computer users from local school districts have tried to access, including both those approved and denied. The logs are created by filtering software used by the Utah Education Network. The data is used by school districts to assure compliance with district Acceptable Use Policies. Information includes the Internet Protocol (IP) address of user, date and time of request, Uniform Resource Locator (URL) of site requested, status code (200 indicates an accepted site and 403 indicates that a request was denied or rejected), size value, and category code.

RETENTION

Retain for 7 days and destroy, provided logs of denied sites are transferred to record series, Denied requests internet log files.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 10/02)

MAILING LISTS (Item 1-14)

These are lists of names and addresses used for various school district 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 12/96)

MINUTES (Item 1-15)

These are the minutes of regular, special, and emergency meetings of official district committees, boards, and task forces. They may also include an official agenda. See Internal committee records

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

NOTARY BOND FILES (Item 1-16)

These files document school district employees providing notary public services. 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 12/96)

ORGANIZATIONAL FILES (Item 1-17)

These are graphic illustrations providing a detailed description of the arrangement and administrative structure of the school district. 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 12/96)

PERFORMANCE AUDITS (Item 1-19)

These are reports written and prepared as a result of a performance audit of the school district, individual school, or specific program. 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 12/96)

PENDING FILES (Item 1-18)

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 12/96)

POLICY AND PROGRAM CORRESPONDENCE (Item 1-6)

These records are business-related correspondence that provide unique information about agency functions, policies, procedures, or programs. The records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 02/05)

POLICIES AND PROCEDURE MANUALS (Item 1-20)

These manuals document policies and procedures adopted by the district, department, or school. They establish rules, guidelines, and processes for conducting operations within the district. They include the actual policies and procedures, approval date, organizational charts, and approval signature of school board and/or superintendent.

RETENTION

Record copy: Permanent. May be transferred to the State Archives.

Duplicate copies: Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305 (10) and UCA 63G-2-305 (11) (2008)

(Approved 12/96)

POLICY AND PROCEDURE CASE FILES (Item 1-21)

These files contain records related to the issuance of policies and procedures and document their formulation. Includes narrative or statistical reports and studies regarding district or office operations, and related correspondence.

RETENTION

Retain for 2 years after being superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PRESS RELEASE FILES (Item 1-22)

These files contain a copy of each officially 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

Record copy: Permanent. May be transferred to the State Archives.

Duplicate copies: Retain for 1 month or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PROJECT CONTROL FILES (Item 1-23)

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 2 years after project closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

PUBLICATIONS (Item 1-24)

These are pamphlets, leaflets, studies, proposals and similar material printed by or for the school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published.

RETENTION

Record copy: Permanent. A copy should be transferred to the State Archives.

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

READING OR CHRONOLOGICAL FILES (Item 1-25)

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 need ends whichever is sooner and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

RECORDS TRANSFER SHEETS (Item 1-26)

These are the listings of school district records transferred to the State or school district records centers. The information may include records series number, agency name and address, records officer's name and signature, chief administrative officer's name, record series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

ROUTINE CONTROL RECORDS (Item 1-27)

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 12/96)

SCHOOL DISTRICT HISTORIES (Item 1-28)

These are published or unpublished histories of the district and/or individual school, written or financed by the school district. They may include title, author, date written, and the historical narrative.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

SYSTEM STUDIES AND REPORTS (Item 1-29)

These are various reports and studies undertaken by or for school districts. They include program analyses, project studies, and final reports.

RETENTION

Retain for 4 years or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

TECHNICAL REFERENCE FILES (Item 1-30)

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 materials no longer needed for reference.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

TELEPHONE MESSAGE REGISTERS (Item 1-31)

These registers compile all the daily telephone messages taken by a school district office. They also include logs and similar records.

RETENTION

Retain for 6 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

TELEPHONE MESSAGES (Item 1-32)

These are the actual incoming telephone messages received by the school district. 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 and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

TRANSITORY CORRESPONDENCE (Item 1-1)

Business-related correspondence that is routine or transitory in nature and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 02/05)

UNSUCCESSFUL GRANT APPLICATIONS (Item 1-33)

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. (Successful grants are filed individually by grant program).

RETENTION

Retain for 3 years after rejection or withdrawal and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)

WORKING CASE FILES (Item 1-34)

These are project background records, such as studies, analyses, notes, drafts, and interim reports.

RETENTION

Retain for 5 years after project completion and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/96)