Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 4 Communication Records

 

Contents (or view active schedules only)

 

Administrative Correspondence (SG 4-12)

Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/2014)

 

Executive Correspondence (SG 4-10)

Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of an agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 05/2014)

 

***MAIL CONTROL RECORDS (SG 4-1) OBSOLETE

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

 

***STATE MAIL AND DELIVERY SERVICE RECEIPTS (SG 4-3) OBSOLETE

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

 

TELECOMMUNICATIONS SERVICE RECORDS (SG 4-6)

Telecommunications general files including plans, reports, and other records pertaining to equipment requests, telephone service, and other similar services.

Retention

Retain by Information Technology Services for 5 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/1990)

 

Transitory Correspondence (SG 4-11)

Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.

Retention

Retain until administrative need ends and then destroy.

Suggested Primary Designation

Public.

(Approved 05/2014)