Utah Department of Administrative Services

Division of Archives & Records Service

School District Schedule 4 Fixed Asset Records

 

 

ANNUAL FIXED ASSET REPORTS (Item 4-1)

These worksheets 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Retain until updated or superseded and then destroy.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 12/96)

 

DISPOSITION RECORDS (Item 4-2)

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

Retention

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

Suggested Primary Designation

Public.

(Approved 12/96)

 

EQUIPMENT INVENTORIES FILES (Item 4-3)

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

Retention

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

Suggested Primary Designation

Public.

(Approved 12/96)

 

FIXED ASSET LISTS (Item 4-4)

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

Retention

Retain for 3 years after updated or superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 12/96)

 

SURPLUS PROPERTY CASE FILES (Item 4-5)

These files document the sale of surplus school district property. They include invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.

Retention

Retain for 3 years after final payment and destroy. NOTE: Federal surplus property may have separate requirements (See specific grants).

Suggested Primary Designation

Public.

(Approved 12/96)