Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

8775--Recreation general administration files
6695--Grant funding request files
6696--Review drawings
6697--Recreation program files
6698--Golf score cards
6699--Utah Junior Golf Association Board meeting minutes
6700--Sports facilities reservations files
6701--Golf course gas usage files
6702--Equipment repair order forms
6703--Vehicle and equipment daily usage log

AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 8775
TITLE: Recreation general administration files
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These automated files concern the administration of the Parks Department recreation programs (such as the Junior Golf Association, running races, sports leagues, and golf clinics) . They are used to maintain a record of form letters, budget information, and information on specific programs. These files include budget preparation information, correspondence, entry forms, information fliers, fact sheets on programs, schedules, media and press releases, and associated documentation. The information is stored and backed up on floppy disk.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

Computer magnetic storage media: Retain in Office for 3 years or until changed and then erase.

Computer magnetic storage media: Retain in Office for 3 years and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6695
TITLE: Grant funding request files
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain application forms requesting federal grant funding (Community Development Block Grants) for park development projects. They are used for requesting funds for projects and to maintain a record of requested grants. These files include title of projects, location, project description, and objectives.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6696
TITLE: Review drawings
DATES: 1977-
ARRANGEMENT: Alphabetical by project title
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These drawings are received from city departments for review by the Parks Department. They are used to verify Parks Department input into specific construction projects or developments and to keep a record of changes made. The projects include Fairmont Park pond renovation and Kennedy Drive Park Development.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

These drawings are copies and are only needed for review purposes. The record copy is maintained by the Engineering Division.


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6697
TITLE: Recreation program files
DATES: 1976-
ARRANGEMENT: Alphabetical by program name
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These program files document the specific recreational programs sponsored by the Parks department. They are used for reference in developing future programs. These files include flyers of specific programs, registration release forms (if applicable), receipts for fees paid and press releases. They also include an accounting of participants and receipt number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

These files are working files and are only used for reference purposes by the department.


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6698
TITLE: Golf score cards
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These cards are the actual score cards from tournaments sponsored by the Junior Golf Association. They are kept to verify scores in case of a dispute. Includes: name of course, place for score on each numbered hole on course (1-18) and yardage of each, men's and women's par, men's and women's handicap, graphic layout of course, United States Golf Association (USGA) rules modified by local rules, points of etiquette, score and name of person attesting score.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6699
TITLE: Utah Junior Golf Association Board meeting minutes
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These minutes are for the bimonthly meetings of the Utah Junior Golf Association Board of Directors. The Parks Department sponsors the activities of the Utah Junior Golf Association. These minutes include agendas, schedule of events, and related correspondence.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

These minutes are historically important to verify the workings of the Utah Junior Golf Association.


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6700
TITLE: Sports facilities reservations files
DATES: 1985-
ARRANGEMENT: Alphabetical by location
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain record reservations for sports facilities for baseball, softball, soccer, football or volleyball activities. They are used to monitor field availability. The form includes name, address, phone number of organization, contact person, reason for request, choices of field, time and date of starting and ending. They also include a copy of the confirmation mailed to person making reservation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6701
TITLE: Golf course gas usage files
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These gas forms record gas usage at each golf course. They are used to monitor gas usage. These forms include date, location, pump number, totalizer reading, and dipped reading.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6702
TITLE: Equipment repair order forms
DATES: 1977-
ARRANGEMENT: Numerical by equipment number
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These forms are copies of repair orders for all park's equipment, made either by the Parks Department or Fleet Management. They are used for creating a maintenance history of all equipment. These forms include date, equipment number, repairs needed, action taken, name of mechanic, parts used, labor hours, and total cost (when applicable).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after equipment is taken out of service and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Public Services Department. Parks Department. Division of Planning and Development

SERIES: 6703
TITLE: Vehicle and equipment daily usage log
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This log is a daily record of vehicle equipment usage. It is used to monitor vehicle usage and driver responsibility. This log includes date, time out, equipment number, whether fuel card was used, driver signature, time in, and returning driver's signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL