Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Public Library

19068--Accident/incident reports
19069--Suspended privileges patron file
19070--Cancelled checks
19072--Meeting room applications and weekly event schedules
19073--Copyright infringement forms
19075--On-line catalog system
20685--Personnel files
20686--Time and attendance
20687--Accession records
20688--Circulation records
20689--Circulation statistical reports
20690--Interlibrary loan records
20691--Patron assistance publications
20692--Lost library materials and refund receipts
20693--Patron request
20612--Accounts payable
20613--Bank statements
20614--Solicited and unsolicited bids and proposal files
20615--Board agenda
20616--Board of director's minutes
20617--Annual budget
20618--Budget background records
20619--Daily cash reports
20620--Check copy file
20621--Complaints
20622--Contracts
20623--Department budget authorization lists
20624--Deposit slips
20625--Disposition records
20626--Employment applications (not hired)
20627--Equal Employment Opportunity records
20628--Financial audit reports
20629--Financial statements
20630--Fixed asset files
20631--General housekeeping files
20632--General ledger
20633--General subject files
20634--Grant files original applications
20635--Administrative and fiscal operations grant files
20636--Grievance and disciplinary files
20637--Human resources records
20639--Information technology feasibility studies
20640--Insurance policy files
20641--Insurance reports
20642--Job postings
20643--Liability risk management case files
20646--Library scrapbook
20647--Library Services and Construction Act Title I, II, and III
20648--Mailing lists
20649--Management team minutes
20650--Operational policies and procedures files
20651--Payroll distribution register
20652--Payroll register
20653--Personal injury files
20659--Position description files
20660--Public library services development grant records
20661--Public relations/news releases
20662--Publications
20663--Purchase orders
20664--State Treasurer's accounting statements
20665--Strategic plans
20666--System studies and report files
20667--Technical reference files
20668--Training records
20669--Vehicle fuel records
20670--Vehicle maintenance records
20674--Vendor list
20675--Voucher lists
20676--Volunteer applications
20677--Wage survey
20679--Workers compensation claim files
20680--Emergency and other personal leave files
20681--Leave application files
20682--Leave data files
20683--Performance plans
20684--Personnel evaluations

AGENCY: Salt Lake City (Utah). Public Library

SERIES: 19068
TITLE: Accident/incident reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are written by staff members and volunteers and document unusual occurrences or any physical injuries occurring on library grounds. The reports are reviewed by the administrative staff and filed in the Business Office.

RETENTION

Retain for 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 19069
TITLE: Suspended privileges patron file
DATES: 1996-
ARRANGEMENT: Alphabetical by last name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document reasons for and actions taken in suspending individual library patrons from using library facilities, services, or equipment for specific violations of library policies and/or state and local laws. The files include accident/incident reports, copies of suspending notification letters, and any other related correspondence.

RETENTION

Retain 3 years after suspension is lifted.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after suspension is lifted and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 19070
TITLE: Cancelled checks
DATES:
ARRANGEMENT:

DESCRIPTION: This series consists of checks issued for payroll or by voucher (Key Bank account) and reimbursements or petty cash (First Security Bank account) that have cleared the bank. It includes the name of bank, check number, date, payee name and address, check amount, account number, and sequence number. The First Security Bank account is maintained by the Library while the Key Bank account is maintained by Salt Lake City Corporation.

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 19072
TITLE: Meeting room applications and weekly event schedules
DATES: 1998-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are forms completed by groups or individuals applying to use the Library's meeting rooms and to schedule library programs. They include the name of the group or individuals, the date and time as well as the general purpose for the use of the facility.

RETENTION

Retain 1 year after end of current fiscal year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after end of current fiscal year and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 19073
TITLE: Copyright infringement forms
DATES: 1998-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These forms are completed by library patrons acknowledging their copyright responsibility while interlibrary loan materials are in their possession. They include name of patron and date.

RETENTION

Retain 1 year provided applicable fees and fines are paid, and materials collected.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided applicable fees and fines are paid, and materials collected.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 19075
TITLE: On-line catalog system
DATES:
ARRANGEMENT:

DESCRIPTION: This electronic system is the documented configuration of the on-line catalog. It is written documentation that allows for the reconstruction or recovery of the on-line system.

RETENTION

Retain until replace

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until replaced and then delete.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20685
TITLE: Personnel files
DATES:
ARRANGEMENT:

DESCRIPTION: These files are the official employment files for all library employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20686
TITLE: Time and attendance
DATES:
ARRANGEMENT:

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by library employees.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20687
TITLE: Accession records
DATES:
ARRANGEMENT:

DESCRIPTION: These records document the accession of library materials. They include title, publisher's name, date ordered and received, list price, and discount price.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy provided books before 1960 are transferred to State Archives.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy provided books before 1960 are transferred to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20688
TITLE: Circulation records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of all library materials checked out from the library computer system. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.

RETENTION

Retain until items returned and late fees paid.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until items returned and late fees paid and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 4.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(c) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20689
TITLE: Circulation statistical reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly statistical reports on the numbers and types of library materials checked out. They are used for future planning. They include the number of items checked out by type, number of library cards issued, and monthly totals.

RETENTION

Retain until annual report compiled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until annual report compiled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20690
TITLE: Interlibrary loan records
DATES:
ARRANGEMENT:

DESCRIPTION: These records document the lending and borrowing of library materials through the interlibrary loan network. They include interlibrary loan forms, computer searches, related correspondence and memoranda. The interlibrary loan forms include patron's name, address, telephone number, description of material being requested (author, title, publisher, publication date), a signed statement indicating patron willing to assume costs for borrowing material, status indication (overdue, lost, out-of-print), indication of search strategy, date material provided, and date material to be returned.

RETENTION

Retain until request completed, fees paid, materials completed, and statistics completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until request completed, fees paid, materials returned and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 7.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(c) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20691
TITLE: Patron assistance publications
DATES:
ARRANGEMENT:

DESCRIPTION: These publications are booklists and other patron assistance guides created by library staff members. They are used to aid library patrons in locating library materials and to assist in using the library. The information contained in these publications vary but all include the library name and location.

RETENTION

Retain until administrative need ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20692
TITLE: Lost library materials and refund receipts
DATES:
ARRANGEMENT:

DESCRIPTION: These are receipts issued by the library when a patron pays for lost library materials. They are used to verify payment and if the book is located a refund will be granted within one year. These receipts also serve as a backup record to verify payment if a question arises. The receipts include the patron name and identification number (barcode number), library materials' titles, amount paid and date.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 11.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(c) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20693
TITLE: Patron request
DATES:
ARRANGEMENT:

DESCRIPTION: These are requests by library patrons for materials currently checked out or to add new materials to the library collection. They may be a form and/or an electronic record. They may include library card number; patron's name, address, telephone number, and signature; call number, author, and title of material requested; patron's signature, and indication of material's status (checked out, overdue, reordered, out-of-print).

RETENTION

Retain 1 year or until request is filled or cancelled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until request is filled or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 13.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(c) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20612
TITLE: Accounts payable
DATES:
ARRANGEMENT:

DESCRIPTION: These records are used to pay library bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts. The original invoices are filled with the Salt Lake City treasurer.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

Paper copy: Retain in Office for 1 year or until or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20613
TITLE: Bank statements
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20614
TITLE: Solicited and unsolicited bids and proposal files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide library equipment, furniture, insurance, and construction projects by a private vendor which was awarded the municipal contract.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20615
TITLE: Board agenda
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of notices of regular and special meetings of the Library Board. 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 2 years or until administrative need ends

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20616
TITLE: Board of director's minutes
DATES: 1897-
ARRANGEMENT: Chronological

DESCRIPTION: These are the official minutes of regular and special meetings of the City Library Board of Directors. They are used to document the actions of the board. They include the agenda, dates and times meetings convened and adjourned, board members present and excused, and a summary of the proceedings of meetings, including motions, votes, discussions, official actions, and decision.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20617
TITLE: Annual budget
DATES:
ARRANGEMENT:

DESCRIPTION: This is the final annual budget approved by the Library Board of Trustees. The budget is a "plan of financial operations for a fiscal year which embodies estimates of proposed expenditures for given purposes and the proposed means of financing them" (UCA 10-6-106(10) (1997)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20618
TITLE: Budget background records
DATES:
ARRANGEMENT:

DESCRIPTION: These records are used to assist in the preparation of the department requests presented to the Library Board. They include department plans and other working papers.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20619
TITLE: Daily cash reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursments.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 10.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20620
TITLE: Check copy file
DATES:
ARRANGEMENT:

DESCRIPTION: These are facsimile or photocopies of checks issued and are maintained solely as a quick reference source.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20621
TITLE: Complaints
DATES:
ARRANGEMENT:

DESCRIPTION: These records document complaints received and actions taken concerning library services including programming and material selection policies. They include complainant's name, address, and telephone number, date, explanation of complaint, and related correspondence,

RETENTION

Retain 1 year after resolution.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after resolution and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(c) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20622
TITLE: Contracts
DATES:
ARRANGEMENT:

DESCRIPTION: These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Retain 6 years after the expiration.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after expiration of contract and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20623
TITLE: Department budget authorization lists
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of budget authorizations in operating payroll units. They are used to control personnel ceilings and personnel actions.

RETENTION

Retain until superseded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 2.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20624
TITLE: Deposit slips
DATES:
ARRANGEMENT:

DESCRIPTION: These are bank cashiers' slips showing the amount and date of deposit of monies into library accounts. The slips are stapled to the daily summary cash reports.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20625
TITLE: Disposition records
DATES:
ARRANGEMENT:

DESCRIPTION: These are either forms or records completed by the library when library 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 3 years after disposition of property.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after disposition of property and then microfilm.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20626
TITLE: Employment applications (not hired)
DATES:
ARRANGEMENT:

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were not hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references.

RETENTION

Retain 2 years after application deadline.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after application deadline and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20627
TITLE: Equal Employment Opportunity records
DATES:
ARRANGEMENT:

DESCRIPTION: These files document official discrimination complaints received and resolved by the library. The files contain complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1613.222 (1992).

RETENTION

Retain 4 years after resolution of case.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after resolution of case and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 8.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20628
TITLE: Financial audit reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports prepared by external auditors examining and verifying the library's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 5.

PRIMARY DESIGNATION

Public. UCA 51-2-3(3) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20629
TITLE: Financial statements
DATES:
ARRANGEMENT:

DESCRIPTION: These statements are prepared for the review of the Library Board regarding the status of receipts and disbursements. They also include the check register.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20630
TITLE: Fixed asset files
DATES:
ARRANGEMENT:

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

RETENTION

Retain updated or superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20631
TITLE: General housekeeping files
DATES:
ARRANGEMENT:

DESCRIPTION: 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 parking permits, lockers, distribution of keys, telephone lists, emergency lists, and emergency telephone numbers.

RETENTION

Retain updated or superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after updated or superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20632
TITLE: General ledger
DATES:
ARRANGEMENT:

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each library department. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20633
TITLE: General subject files
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of a general facilitative nature created or received in the course of administering programs. They include daily, weekly, or monthly activity reports which are summarized in an annual report, correspondence, and reference materials.

RETENTION

Retain 2 years or until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(11) and UCA 63G-2-305(12) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20634
TITLE: Grant files original applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20635
TITLE: Administrative and fiscal operations grant files
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports on the administrative and fiscal operations of federal or state funded programs compiled on a monthly, quarterly, or semi-annual basis. It also includes supporting documentation.

RETENTION

Retain 5 years after completion of all applicable audits.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after completion of all applicable audits and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20636
TITLE: Grievance and disciplinary files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the review of grievances and appeals raised by library employees, except EEO complaints. These case files include witnesses' statements, reports of interviews; and hearings, examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.

RETENTION

Retain 3 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 9.

PRIMARY DESIGNATION

Private. unsubstantiated

SECONDARY DESIGNATION

Public. substantiated (UCA 63G-2-301(2)(o) (2008))


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20637
TITLE: Human resources records
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports and statistics with supporting and related records which document payroll operations. They include reports and data used for workload and personnel management purposes.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20639
TITLE: Information technology feasibility studies
DATES:
ARRANGEMENT:

DESCRIPTION: These are studies conducted before the installation of any significant technology or information management systems equipment (i.e., computers, micrographics). They include specific studies and system analyses for the initial establishment and major changes of these systems.

RETENTION

Retain 5 years after completion of study.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after completion of study and then microfilm.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(11) and UCA 63G-2-305(22) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20640
TITLE: Insurance policy files
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between the municipality and private insurers.

RETENTION

Retain 15 years after expiration of policy and settlement of all claims.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and settlement of all claims and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20641
TITLE: Insurance reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are used for the reference and generation of claim files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 12 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(24) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20642
TITLE: Job postings
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain a listing of all current library job openings with job descriptions.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20643
TITLE: Liability risk management case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the reporting, investigation, and settlement of liability claims filed against the library.

RETENTION

Retain 20 years after case closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years after case closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(24) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20646
TITLE: Library scrapbook
DATES: ca. 1898-
ARRANGEMENT: Chronological

DESCRIPTION: These are a chronological record of the activities of the library. They include photographs, newspaper clippings, flyers, brochures, and other items pertaining to library activities and actions and reactions of the municipality's citizens.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20647
TITLE: Library Services and Construction Act Title I, II, and III
DATES:
ARRANGEMENT:

DESCRIPTION: These records document the expenditure of monies and the operation of Title I, II, and III programs funded through the Library Services and Construction Act grants, which are regranted by the Utah State Library Division to public libraries (34 CFR 770 (1997)). The grants are used to implement or update programs for literacy, institutional development, inadequate services or library construction. Grant records include some or all of the following: application and supporting materials, budget revisions, quarterly reports, final summary and evaluation reports, statistical reports, audit reports, deposit slips, invoices and bills, and publicity. The State Library Division retains Title I and III grant records for 7 years, Title II grant records for 20 years.

RETENTION

Retain 7 years after expiration of contract

DISPOSITION

Destroy provided all claims and litigation have been resolved and all federal and state audits completed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after expiration of contract and then destroy provided all claims and litigation have been resolved and audits completed.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20648
TITLE: Mailing lists
DATES:
ARRANGEMENT:

DESCRIPTION: These are lists of names and addresses used for various library mailings (billings and other administrative purposes).

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(d) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20649
TITLE: Management team minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public. UCA 52-4-7(3)(2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32)(2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20650
TITLE: Operational policies and procedures files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records related to the issuance of policies and procedures. They are used to document their formulation and adoption . They may be subject to review by the Library Board of Directors. Each agency maintains a copy. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after being superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 37.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20651
TITLE: Payroll distribution register
DATES:
ARRANGEMENT:

DESCRIPTION: These registers record, by department code, amounts deducted from employees' payroll checks. They are used for reference of retirement and other miscellaneous deductions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 3.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20652
TITLE: Payroll register
DATES:
ARRANGEMENT:

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the library. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20653
TITLE: Personal injury files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain forms, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies of forms submitted to the Utah Industrial Commission.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 11.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20659
TITLE: Position description files
DATES:
ARRANGEMENT:

DESCRIPTION: These files describe established positions including information on title, grade, duties, and agency responsibilities.

RETENTION

Retain 5 years after positon is abolished or description is superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after position is abolished or description is superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20660
TITLE: Public library services development grant records
DATES:
ARRANGEMENT:

DESCRIPTION: The records document the expenditure of monies and the operation of the State Library Division's Upgrade Process and the state aid grants which operate hand-in-hand. Funds are appropriated by the Utah Legislature to the State Library Division which then distributes the grants on a formula basis to qualifying Utah public libraries. Grant records include some or all of the following: public library planning documents, signed grant agreements, final reports and financial statements, statistical reports, audit reports, deposit slips, invoices, bills, and publicity.

RETENTION

Retain 7 years after expiration of contract.

DISPOSITION

Destroy provided all claims and litigation resolved and all federal and state audits completed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after expiration of contract and then destroy provided all claims and litigation resolved and audits completed.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20661
TITLE: Public relations/news releases
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain a copy of each prepared statement or announcement issued for distribution to the news media. A press release may be a textual record or non-textual record such as a film or video sound recording.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20662
TITLE: Publications
DATES:
ARRANGEMENT:

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

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20663
TITLE: Purchase orders
DATES:
ARRANGEMENT:

DESCRIPTION: These are orders issued by the library to vendors to supply specific goods or services at a given price. They contain the nameof the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20664
TITLE: State Treasurer's accounting statements
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (1997)). These statements are required by law (UCA 51-7-9 (1997)). They include a deposit form, an account statement and an investment credit notice.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20665
TITLE: Strategic plans
DATES:
ARRANGEMENT:

DESCRIPTION: These are strategic goals and plans adopted by the Library Board of Directors to guide the development of the library. The plans are adopted periodically (every 3-5 years). Goals are adopted both on a long and short term basis. They include statements regarding the library's role, plans for the development of various library operations, and goals to achieve the plans.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20666
TITLE: System studies and report files
DATES:
ARRANGEMENT:

DESCRIPTION: These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies. They include working papers, correspondence, related documents, and final report.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20667
TITLE: Technical reference files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until until administrative need ends.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20668
TITLE: Training records
DATES:
ARRANGEMENT:

DESCRIPTION: These files document specific training undertaken by library staff. They include specific legal and technical training records (i.e., WordPerfect for general staff and equal employement policies for managers) and attendance lists.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20669
TITLE: Vehicle fuel records
DATES:
ARRANGEMENT:

DESCRIPTION: These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by the library vehicles.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20670
TITLE: Vehicle maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: These are daily maintenance records on all library vehicles. They are used to provide a maintenance history and include work order number, dates, maintenance performed, mileage of vehicle, problem type, driver's name, and action taken.

RETENTION

Retain 1 year after disposition of vehicle.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposition of vehicle and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20674
TITLE: Vendor list
DATES:
ARRANGEMENT:

DESCRIPTION: This is a list of vendors providing goods and services to the library. It usually includes names of vendors, addresses, telephone numbers, and descriptions of goods or services provided.

RETENTION

Retain until updated or superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20675
TITLE: Voucher lists
DATES:
ARRANGEMENT:

DESCRIPTION: This is an alphabetical listing of all venders issued by the library. A voucher is an official authorization to pay on a claim or bill. Includes vendor number, name, payment date, check number, invoice number and/or purchase number, account debit, description of expenditure, and amount.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20676
TITLE: Volunteer applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are files maintained on temporary employees who were not provided benefits by the municipality. They include copies of correspondence and employment forms. They do not include personnel records created for specific federal programs.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 32.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20677
TITLE: Wage survey
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain wage survey reports and data; working papers and related correspondence pertaining to area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis of wage surveys; development and implementation of wage schedules; and development of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).

RETENTION

Retain until completion of second succeeding wage survey.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until completion of second succeeding wage survey and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 15.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20679
TITLE: Workers compensation claim files
DATES:
ARRANGEMENT:

DESCRIPTION: These are files containing claims for on-the-job injuries or job related disabilities under the Workers' Compensation Act (Title 34, Chapter 9). A report is filed with the Utah Industrial Commission.

RETENTION

Retain 10 years after final settlement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after final settlement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20680
TITLE: Emergency and other personal leave files
DATES:
ARRANGEMENT:

DESCRIPTION: These records show the name of employee, dates of absence, explanation of emergency, signature of employee taking emergency leave, and signature of supervisor.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 5.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(b) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20681
TITLE: Leave application files
DATES:
ARRANGEMENT:

DESCRIPTION: These are applications for leave, and supporting papers relating to request for, and the approval of, taking leave time (vacation, sick, etc.).

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20682
TITLE: Leave data files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain compilations of leave earned and taken. Includes the annual leave compilation card.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 10.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20683
TITLE: Performance plans
DATES:
ARRANGEMENT:

DESCRIPTION: These are the annual performance plans written by the employee and negotiated with supervisor. They are used to establish individual goals, evaluate performance, and may be used to determine merit pay increases. They include signed performance plans.

RETENTION

Retain 3 years after date of appraisal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of appraisal and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 27.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Salt Lake City (Utah). Public Library

SERIES: 20684
TITLE: Personnel evaluations
DATES:
ARRANGEMENT:

DESCRIPTION: These are the supervisor's evaluations of employee work performance based on adopted performance plans. They include the twice annual signed evaluations.

RETENTION

Retain 3 years after date of appraisal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of appraisal and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 27.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)