Salt Lake City (Utah). Public Library
19068--Accident/incident reports19069--Suspended privileges patron file
19070--Cancelled checks
19072--Meeting room applications and weekly event schedules
19073--Copyright infringement forms
19075--On-line catalog system
20612--Accounts payable
20613--Bank statements
20614--Solicited and unsolicited bids and proposal files
20630--Fixed asset files
20631--General housekeeping files
20632--General ledger
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
20690--Interlibrary loan records
20691--Patron assistance publications
20692--Lost library materials and refund receipts
20693--Patron request
20646--Library scrapbook
20647--Library Services and Construction Act Title I, II, and III
20649--Management team minutes
20650--Operational policies and procedures files
20651--Payroll distribution register
20652--Payroll register
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
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
20675--Voucher lists
20676--Volunteer applications
20677--Wage survey
20680--Emergency and other personal leave files
20681--Leave application files
20682--Leave data files
20683--Performance plans
20684--Personnel evaluations
20685--Personnel files
20686--Time and attendance
20687--Accession records
20688--Circulation records
20689--Circulation statistical reports
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 19068
TITLE: Accident/incident reports
DATES: undated
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 charity fund drives, custodial service requests, parking space assignments, and distribution of keys.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720
AUTHORIZED: 09/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 19069
TITLE: Suspended privileges patron file
DATES: 1996-
ARRANGEMENT: Alphabetical by last name
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 for 3 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1999
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: undated
ARRANGEMENT:
DESCRIPTION: The actual warrant or check cut from a warrant request. (UCA 10-6-140 (1979)).
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 07/23/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
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
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 for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1999
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
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 for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1999
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 19075
TITLE: On-line catalog system
DATES: undated
ARRANGEMENT:
DESCRIPTION: This catalog serves as a finding aid for library users in locating library materials currently in library collection. Manual card catalogs have been replaced in many libraries with on-line catalogs. These catalogs are constantly being updated as materials are added and withdrawn. The information includes call number, author, title, publisher, number of copies, date, and subject headings. Computer catalogs also include number and status of copies (on shelf, checked out, and date due).
RETENTION
Retain until superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Computer data files: Retain in Office until replaced and then delete.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20612
TITLE: Accounts payable
DATES: undated
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
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
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20613
TITLE: Bank statements
DATES: undated
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 01/20/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20614
TITLE: Solicited and unsolicited bids and proposal files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.
RETENTION
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Request for proposal records, GRS-1991
AUTHORIZED: 08/24/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20630
TITLE: Fixed asset files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.
RETENTION
Retain until superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684
AUTHORIZED: 05/09/2016
FORMAT MANAGEMENT
Paper: Retain in Office until updated or superseded and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20631
TITLE: General housekeeping files
DATES: undated
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 charity fund drives, custodial service requests, parking space assignments, and distribution of keys.
RETENTION
Retain for 1 year(s) after superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720
AUTHORIZED: 09/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after updated or superseded and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20632
TITLE: General ledger
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 09/10/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20634
TITLE: Grant files original applications
DATES: undated
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 09/10/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20635
TITLE: Administrative and fiscal operations grant files
DATES: undated
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 for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after completion of all applicable audits and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20636
TITLE: Grievance and disciplinary files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files document the review of grievances and appeals raised by municipal 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 for 3 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grievance records, GRS-1967
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after case is closed and then destroy.
APPRAISAL
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: undated
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.
RETENTION
Retain for 5 year(s) after completion of publication or report
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Feasibility studies, GRS-746
AUTHORIZED: 09/10/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after completion of study and then microfilm.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These are insurance policy contracts between the municipality and private insurers.
RETENTION
Retain for 15 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Insurance policy contracts, GRS-942
AUTHORIZED: 09/10/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years after expiration of policy and settlement of all claims and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20641
TITLE: Insurance reports
DATES: undated
ARRANGEMENT:
DESCRIPTION: These reports are used for the reference and generation of claim files.
RETENTION
Retain for 12 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 12 years and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These files contain a listing of all current municipal job openings with job descriptions.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Staff acquisition records, GRS-1964
AUTHORIZED: 01/20/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20643
TITLE: Liability risk management case files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These case files document the reporting, investigation, and settlement of liability claims filed against the municipality.
RETENTION
Retain for 20 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 20 years after case closed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(24) (2008)
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20690
TITLE: Interlibrary loan records
DATES: undated
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 resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until request completed, fees paid, materials returned and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(c) (2008)
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20691
TITLE: Patron assistance publications
DATES: undated
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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20692
TITLE: Lost library materials and refund receipts
DATES: undated
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. 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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(c) (2008)
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20693
TITLE: Patron request
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are library patron requests. They may be either requests for library materials, such as requests for materials currently checked out or to add new materials to the library collection, or they may be requests to use library owned equipment such as computers and listening stations. Materials requests may include library card number, patron's name, address, telephone number, and signature, as well as information about the requested library material. Equipment usage requests may additionally include information about the use of computers or other equipment such as date and time used, Inter-net sites visited, or terms of use.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year or until request is filled or cancelled and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(c) (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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20647
TITLE: Library Services and Construction Act Title I, II, and III
DATES: undated
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 Technology Act (1995) grants, which are regranted by the Utah State Library Division to public libraries (20 USC 72 (2010)). 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 for 7 year(s) after expiration of contractual agreement
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 07/25/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years after expiration of contract and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20649
TITLE: Management team minutes
DATES: undated
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/10/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These files contain records related to policy and procedure issuance which document their formulation. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).
RETENTION
Retain for 2 year(s) after superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after being superseded and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20651
TITLE: Payroll distribution register
DATES: undated
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/14/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the municipality. 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 for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll post processing records, GRS-1904
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
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: 20659
TITLE: Position description files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files describe established positions including information on title, grade, duties, and agency responsibilities.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Staff acquisition records, GRS-1964
AUTHORIZED: 01/22/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after position is abolished or description is superseded and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20660
TITLE: Public library services development grant records
DATES: undated
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 for 7 year(s) after expiration of contractual agreement
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grant records, GRS-1859
AUTHORIZED: 07/20/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years after expiration of contract and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20661
TITLE: Public relations/news releases
DATES: undated
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Public relations records, GRS-1716
AUTHORIZED: 09/14/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20662
TITLE: Publications
DATES: undated
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 03/12/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20663
TITLE: Purchase orders
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20664
TITLE: State Treasurer's accounting statements
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are quarterly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (2010)). These statements are required by law (UCA 51-7-9 (1984)). They include a deposit form, an account statement and an investment credit notice.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State treasurer's pooled investment reports, GRS-827
AUTHORIZED: 09/14/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20665
TITLE: Strategic plans
DATES: undated
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Program and policy development records, GRS-1717
AUTHORIZED: 06/25/2019
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20666
TITLE: System studies and report files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20667
TITLE: Technical reference files
DATES: undated
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.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until until administrative need ends.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20668
TITLE: Training records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files document course availability and municipal employee participation in training programs sponsored by the municipality, other government agencies, and non-governmental institutions. They include correspondence, reports, participant lists, and other items. The actual training certificates and transcripts are filed in individual personnel files.
RETENTION
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20669
TITLE: Vehicle fuel records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by the municipal vehicles.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20670
TITLE: Vehicle maintenance records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are daily maintenance records on all municipal 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 for 3 year(s) after disposition of asset
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Vehicle maintenance records, GRS-1873
AUTHORIZED: 05/09/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after disposition of vehicle and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20674
TITLE: Vendor list
DATES: undated
ARRANGEMENT:
DESCRIPTION: This is a list of vendors providing goods and services to the municipality. It usually includes names of vendors, addresses, telephone numbers, and descriptions of goods or services provided.
RETENTION
Retain until superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until updated or superseded and then destroy.
APPRAISAL
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 09/10/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20617
TITLE: Annual budget
DATES: undated
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audited financial statements, GRS-1857
AUTHORIZED: 09/10/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20618
TITLE: Budget background records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These records are used to assist in the preparation of department budget requests presented to the city council.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 09/10/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursements.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 04/07/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These are facsimile or photocopies of checks issued and are maintained solely as a quick reference source.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20621
TITLE: Complaints
DATES: undated
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 for 1 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after resolution and then destroy.
APPRAISAL
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: undated
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 for 7 year(s) after expiration of contractual agreement
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years after expiration of contract and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20623
TITLE: Department budget authorization lists
DATES: undated
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.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until superseded and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These are bank cashiers' slips showing the amount and date of deposit of monies into municipal accounts.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 01/20/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20625
TITLE: Disposition records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are either forms or records completed by municipal agencies when municipal 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 for 3 year(s) after disposition of asset
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after disposition of property and then microfilm.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20626
TITLE: Employment applications (not hired)
DATES: undated
ARRANGEMENT: Chronological.
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 for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Staff acquisition records, GRS-1964
AUTHORIZED: 09/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after application deadline and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20627
TITLE: Equal Employment Opportunity records
DATES: undated
ARRANGEMENT: Chronological.
DESCRIPTION: These files document official discrimination complaints received and resolved by the municipality. 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 for 4 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years after resolution of case and then destroy.
APPRAISAL
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: undated
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 11/15/2019
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public. UCA 51-2-3(3) (2008)
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20629
TITLE: Financial statements
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20675
TITLE: Voucher lists
DATES: undated
ARRANGEMENT:
DESCRIPTION: This is an official authorization to pay on a claim or bill. Includes name of department fund, check number, date, amount of claim, transmittal sheet number, and authorizing signature.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20676
TITLE: Volunteer applications
DATES: undated
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
Retain for 1 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after separation and then destroy.
APPRAISAL
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: undated
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 superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until completion of second succeeding wage survey and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20680
TITLE: Emergency and other personal leave files
DATES: undated
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Emergency and other personal leave files, GRS-889
AUTHORIZED: 09/18/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
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: undated
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20682
TITLE: Leave data files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain compilations of leave earned and taken. Includes the annual leave compilation card.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These are performance-related records pertaining to summary performance appraisal, including appraisals and job element standards upon which they are based; and any supporting documentation.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Performance plans and evaluations, GRS-1966
AUTHORIZED: 09/21/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after date of appraisal and then destroy.
APPRAISAL
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: undated
ARRANGEMENT:
DESCRIPTION: These are performance-related records pertaining to summary performance appraisal, including appraisals and job element standards upon which they are based; and any supporting documentation.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Performance plans and evaluations, GRS-1966
AUTHORIZED: 09/21/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after date of appraisal and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA 63G-2-301(1)(b) (2008)
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20685
TITLE: Personnel files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files are the official employment files for all municipal 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
Retain for 65 year(s) or until separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 09/21/1998
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
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: undated
ARRANGEMENT:
DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Timekeeping records, GRS-1902
AUTHORIZED: 07/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
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: undated
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.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Library accession records, GRS-1199
AUTHORIZED: 09/21/1998
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20688
TITLE: Circulation records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.
RETENTION
Retain until resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until items returned and late fees paid and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(c) (2008)
AGENCY: Salt Lake City (Utah). Public Library
SERIES: 20689
TITLE: Circulation statistical reports
DATES: undated
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 completion of publication or report
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until annual report compiled and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public