Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 4 Communication Records

 

MAIL CONTROL RECORDS (Item 4-1)

Records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, including statistical reports of postage used on outgoing mail and fees paid for private deliveries (special delivery, foreign, registered, certified, and parcel post).

RETENTION

Record copy: Retain by agency for 3 years and then destroy.

Duplicate copies: Retain by agency for 6 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

STATE MAIL AND DELIVERY SERVICE RECEIPTS (Item 4-3)

Records of receipts for mail and packages received through the state mail system.

RETENTION

Record copy:

Duplicate copies: Retain by agency for 6 months and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

TELECOMMUNICATIONS REFERENCE VOUCHER AND BILLING RECORDS (Item 4-4)

Reference copies of vouchers, bills, and invoices, relating to the installation, change, removal, and servicing of equipment.

RETENTION

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

Duplicate copies: Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

TELECOMMUNICATIONS SERVICE AGREEMENTS (Item 4-5)

Copies of agreements with background data and other records relating to agreements for telecommunications services.

RETENTION

Record copy: Retain by Information Technology Services for 4 years after expiration or cancellation of agreement and then destroy.

Duplicate copies: Retain by agency for 2 years after expiration or cancellation of agreement and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

TELECOMMUNICATIONS SERVICE RECORDS (Item 4-6)

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

RETENTION

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

Duplicate copies: Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

TELECOMMUNICATIONS STATISTICAL REPORTS (Item 4-7)

Statistical information gathered from a telecommunication program to document cost and volume. Information includes repair orders, billings, new equipment purchases, and accounting information.

RETENTION

Record copy: Retain for 3 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/05)

TELEPHONE MESSAGE REGISTERS (Item 4-8)

Message registers, logs, performance reports, daily load reports, and related or similar records.

RETENTION

Record copy: Retain for 6 months and then destroy.

Duplicate copies: Retain for 1 month and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/05)

TELEPHONE MESSAGES (Item 4-9)

Incoming and outgoing telephone messages.

RETENTION

Retain until call is returned and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/05)