Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Mayor. Division of Risk Management

8770--Deferred compensation deduction register
8771--Insurance reports
8772--Automated worker's compensation file
6860--Insurance records files
6861--Workers' compensation files
6862--Unemployment compensation files
6863--Deferred compensation files
6864--Insurance enrollment cards
6865--Accident report files
6866--Industrial injury files
6867--Insurance funding report

AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 8770
TITLE: Deferred compensation deduction register
DATES: 1981-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: This computer printout lists employee deductions to deferred compensation program. It is used as a record of all such deductions. This printout includes department number, social security number, employee number, amount contributed, and receiving company.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in Office for 75 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 8771
TITLE: Insurance reports
DATES: 1981-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 12.00 cubic feet.

DESCRIPTION: These reports are computer printouts generated by the Payroll Division and Risk Management listing information on individual employee's insurance and pension deductions. The reports are received either monthly or semi-monthly and are used to balance amounts against social security system. These printouts include employee name, department number, social security number, current amount, employee contribution, city for employee contribution, city contribution, total pension, year to date pension wage, department total, year to date totals, grand totals, grand year to date totals.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in Office for 5 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 8772
TITLE: Automated worker's compensation file
DATES: 1984-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This automated file documents the payment of worker's compensation to injured city employees. A computer printout is generated one fiscal year after file closes. This file includes employee name, department, amounts of compensation paid, type of injury, breakdown of payments, and to whom paid.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

Computer magnetic storage media: Retain in Agency Record Center for 1 year and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 2 weeks and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6860
TITLE: Insurance records files
DATES: 1970-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files document city's insurance policies including property policies, blanket employee bonds, and permit bonds. They are used to demonstrate that city insurance coverage is in force and that premiums have been paid. These files include insurance policies with actual billings received from insurance companies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 50 years and then destroy.

APPRAISAL

Both the city attorney and risk manager believes it is essential to maintain insurance files for fifty years for possible claim on a current insurance policies for possible litigation purposes.


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6861
TITLE: Workers' compensation files
DATES: 1960-
ARRANGEMENT: Numerical by assigned number, department number, or category
ANNUAL ACCUMULATION: 3.10 cubic feet.

DESCRIPTION: These employee files document job related injuries and are used to document employees claims. These files include vouchers for medical bills, check stubs for payroll, medical reports, authorization forms and compensation agreements.

RETENTION

Retain 75 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 70 years and then destroy.

Computer data files: For records beginning in 2011 and continuing to the present. Retain in Office for 75 years and then delete.

APPRAISAL

Administrative

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

Utah Code 34A-2-417 & Utah Code 34A-2-420

PRIMARY DESIGNATION

Private. Utah Code Section 63G-2-302(1)(b)(2013)

SECONDARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6862
TITLE: Unemployment compensation files
DATES: 1981-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These files document employees who have applied for unemployment compensation. These files include separation notices, quarterly earning requests, and individual's file containing personnel records, monthly billing on benefits paid, and related correspondence. These files may contain minutes of appellate hearings and judge decisions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

41 CFR 29-70.203-1 through 29-70.203-5 3 years


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6863
TITLE: Deferred compensation files
DATES: 1981-
ARRANGEMENT: Alphabetical by name, thereunder Chronological
ANNUAL ACCUMULATION: 1.60 cubic feet.

DESCRIPTION: These employee files document deductions to the deferred compensation program. These files include enrollment cards, changes, termination of deferral, refunds, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 75 years and then destroy.

APPRAISAL

The city attorney and risk manager have determined these records should be kept for seventy five years.


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6864
TITLE: Insurance enrollment cards
DATES: 1950-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These cards are enrollment applications completed by individual city employees for health and life insurance. They are used to verify insurance coverage. These cards include name, address, social security number, job title, date hired, beneficiaries, insured individuals, choice of insurance, signature of applicant, and effective date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after no longer current and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6865
TITLE: Accident report files
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files are composed of two separate forms used by city employees to record the events of city vehicle accidents. One is used for photographs of the accident with brief explanations. The second is used to describe the accident. These files include photographs; accident location, date and time; employee's department and supervisor; vehicle number; name and address of driver; description of damage to city vehicle; whether seat belts were used; amount of damage; year, make, model, body style of city vehicle; license number; the same information about the other vehicle involved (if applicable) along with name of insurance company and policy number; name address and phone number of witnesses (if applicable); whom accident reported to; police case number; investigating officer; whether citation was issued; signature of driver; a clear description of what took place completed by driver; description of how accident could have been avoided; and completed diagram of how accident happened.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6866
TITLE: Industrial injury files
DATES: 1948-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.20 cubic feet.

DESCRIPTION: These files contain forms required by the Utah State Industrial Commisson and other pertinent information concerning industrial injuries or illness incurred by city employees. They are used for reference purposes. These files include employee's name, insurance number, mailing address, location (if different than mailing address); insurance carrier, name and position of person report of injury was made to, date reported; employee's name; date of birth; home address; social security number; marital status; age, sex, occupation; length of time employed by city; time in same position, department, hours worked per day, days worked per week, wage per hour, day, week, or month,or average earnings; and name and birthdate of spouse and other minor dependents; date of injury or diagnosis of illness; whether accident or exposure on employer's premises; whether injury fatal; place of accident or exposure, what employee was doing when injured, how accident occurred, name of object or substance that directly injured the employee; part of body affected and description of injury or illness; name and address of attending physician; name of hospital; signature and title of person making report; date report made; billing information; report of injury; doctor's report; payments made; copies of check stubs; and other information pertaining to the injury.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 25 years and then destroy.

APPRAISAL

The Industrial Commission's copy of the form is maintained permanently, but the city's file contains other information necessary for litigation purposes. The city attorney has determined it should be kept for at least twenty-five years.


AGENCY: Salt Lake City (Utah). Mayor. Division of Risk Management

SERIES: 6867
TITLE: Insurance funding report
DATES: 1983-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This monthly report shows, statistically, the number of employees insured for medical, dental, life, long term disability and accidental death and dismemberment and the amount collected. It is used to show differences between amounts collected, amounts that should have been collected, and the reason for the difference, if any. This report includes number of employees for medical, dental, life, long term disability, accidental death and dismemberment insurance and amount of money collected.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL