Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City School District (Utah)

84680--Board minutes
84682--Annual reports
84703--Board motions card file
84705--Annual statistical report
84444--Personnel directories
84769--School board agenda
84571--Insurance files
81806--Records
14030--Payroll records
23510--Newsletters
25139--Teachers' examination and certification records
25141--Annual report to the community
25142--Publications
25144--Staff newsletter
25150--School broadcasting (newspaper)
24987--Circular of public schools
3381--School election proceedings transcripts
3898--Property assessment book
3523--Committee minutes
4074--Administrative records
11572--Correspondence

AGENCY: Salt Lake City School District (Utah)

SERIES: 84680
TITLE: Board minutes
DATES: i 1890-
ARRANGEMENT: Chronological by date.
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are the proceedings of regular or special meetings of the Salt Lake City School District Board of Education. The minutes include the date, time and place of each meeting, as well as members present and absent, the agenda, and a written account of the proceedings. The minutes also include background material associated with meeting agenda topics, and other exhibits for board discussions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1910 and continuing to the present. Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation. This retention is based on the administrative needs expressed by the district and the historical value of these minutes to document the actions of the Salt Lake City School Board.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305 (31)


AGENCY: Salt Lake City School District (Utah)

SERIES: 84682
TITLE: Annual reports
DATES: 1897-
ARRANGEMENT: Chronological

DESCRIPTION: These are the annual reports of the Salt Lake City School District. They show the revenues and expenditures of each department and school within the district. All financial aspects of the school district during the fiscal year are considered in the report. This report is required by the Utah State Office of Education and is used as a public informational tool to notify parents and other taxpayers.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Fiscal Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

This annual report is a very important public document. It is used for reference purposes in the years following its publication. For this reason, a minimum retention period of ten years in the office has been assigned to this record series.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 84703
TITLE: Board motions card file
DATES: i 1966-
ARRANGEMENT: alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This card file documents actions taken by the Salt Lake City School District Board of Education and serves as an index to the board minutes. The information is recorded and filed in the Business Services office where it is used as a reference when conducting district business. The cards include actions on a wide range of subjects and issues.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until file has been automated and then transfer to State Archives.

APPRAISAL

Administrative Historical

This retention is based on the administrative needs expressed by the district's business coordinator and the historical value of these records. Since this file serves as an index to the minutes it should be transferred to the State Archives for preservation.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 84705
TITLE: Annual statistical report
DATES: i 1974-1986; 1989-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a copy of an annual report required to be submitted to the State Office of Education. It contains an accounting of enrollment of all students attending federal and state adult basic education and adult high school completion programs. All figures are certified. It includes the number of participants by sex; age range and grade level; race; selected ethnic groups and also sex by functional grade levels. It contains an accounting of the number of participants leaving the program and their associated reasons. The report also gives detailed information concerning authorized course titles and total number of awarded credits by program categories and by authorized course title. The report includes a profile of participants containing enrollment figures for number of daytime and evening classes by type, placement, and type of job performed by amount of training. New courses, services and activities initiated from public involvement and continuing courses, services and activities of the school district are also discussed in this report.

The State Board of Education is required to supervise all adult education in the state of Utah [Utah Code Annotated (UCA) 53A-15-401 (1990)]. The local board "shall submit reports required by the State Board of Education for the administration of adult education" [UCA 53A-15-405(4) (1990)].

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based on the administrative needs expressed by the office. No specific state statute nor federal guidelines were identified which indicate a retention period. A five year period is the most common federal requirement for education records. The State Office of Education receives the S-3 report from all 40 school districts and then creates an annual report from the data.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 84444
TITLE: Personnel directories
DATES: 1922-
ARRANGEMENT: Chronological.

DESCRIPTION: These are annual directories of all schools and district employees. They are used for reference purposes. Each directory contains at least two sections, the first containing information on the schools, their addresses, phone numbers, names of administrators and faculty, as well as their assignments. The second section contains an alphabetical listing of the district employees, their various jobs and home addresses.

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.

Paper copy: Retain in Office until superseded and then destroy.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

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

Disposition based on value of these directories to the school district.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home addresses of employees are private. UCA 63G-2-302(1)(f)


AGENCY: Salt Lake City School District (Utah)

SERIES: 84769
TITLE: School board agenda
DATES: i 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are copies of agenda prepared for school board meetings. They are used to direct the focus of board meetings according to a pre-arranged schedule and, in accordance with the open meetings law, to inform the public of scheduled items for discussion at the meeting. The agenda includes the order of business for the board meeting, items of importance and interest to board members and other individuals concerned with the school district and education in Salt Lake City, proposals, important correspondence, graphs, charts, and other preparatory information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the superintendent. The record copy is maintained as part of the official minutes.


AGENCY: Salt Lake City School District (Utah)

SERIES: 84571
TITLE: Insurance files
DATES: 1963-
ARRANGEMENT: alphabetical
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1963 and continuing to the present. Retain in Office until 3 years after expiration and then destroy.

APPRAISAL


AGENCY: Salt Lake City School District (Utah)

SERIES: 81806
TITLE: Records
DATES: undated
ARRANGEMENT: alphabetical by surname

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently with authority to weed.

APPRAISAL


AGENCY: Salt Lake City School District (Utah)

SERIES: 14030
TITLE: Payroll records
DATES: 1972-
ARRANGEMENT: chronological

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL


AGENCY: Salt Lake City School District (Utah)

SERIES: 23510
TITLE: Newsletters
DATES: 1973-
ARRANGEMENT: chronological by issue date

DESCRIPTION: These newsletters, entitled "The District," are the district's official employee newsletter. Articles include a superintendent's column, teaching tips, an employee profile, and information on activities of schools in the district.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

Publications which document agency history and functions have ongoing research value.


AGENCY: Salt Lake City School District (Utah)

SERIES: 25139
TITLE: Teachers' examination and certification records
DATES: ca. 1890-1894
ARRANGEMENT: Alphabetical by first letter of teacher's surname
TOTAL VOLUME: 0.10 cubic feet.

DESCRIPTION: This book documents the results of individual school teacher's examinations and whether certification was granted. They include the teacher's name, examination dates, list of examination (reading, writing, spelling, English grammar, geography, U.S. history, arithmetic, and theory and practice), individual scores, average score, and whether certified .

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

Historical

This disposition is based solely on the record's secondary research value in documenting teaching and teachers in the Salt Lake City School District. This volume provides the first indication on the types of test taken and average scores given.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 25141
TITLE: Annual report to the community
DATES: 1987-
ARRANGEMENT: Chronological by year published

DESCRIPTION: The Salt Lake City School District publishes an Annual Report to the Community. First called 'Report Card' then 'Insights', the report includes messages from the superintendent and board of education and news about staff, textbooks and student achievement.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

Publications which document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 25142
TITLE: Publications
DATES: 1943-
ARRANGEMENT: Chronological by year published

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the Salt Lake City School District and made available to the public. Series consists mostly of isolated publications.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

Publications which document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 25144
TITLE: Staff newsletter
DATES: 1969-
ARRANGEMENT: Chronological by year

DESCRIPTION: This series contains the Staff Newsletter of the Salt Lake City Schools. The first issue is dated August 30, 1969 and contains a welcome message, news items, reports due and notice of upcoming meetings. Subsequent issues follow the same format. A picture was added in the masthead by 1973.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

Publications which document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 25150
TITLE: School broadcasting (newspaper)
DATES: 1917-?
ARRANGEMENT: Chronological, thereunder numerical by volume and number
TOTAL VOLUME: 0.10 cubic feet.

DESCRIPTION: This is the district newspaper that reports on district activities, teachers, and administrative activities. It is issued quarterly during the school year by the School Board. Articles and photographs concerning teachers and other district personnel, schools, retirement issues, the Salt Lake City Teacher's Association, the National Education and may include some coverage of local, national, and international events of interest to its readers.

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

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 22, Item 40.

Publications which document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 24987
TITLE: Circular of public schools
DATES: 1890-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains the course of study for primary and grammar school through high school for the public schools of Salt Lake City. Chapters are divided into such sections as Nature Study, Reading, Phonics, Geography and History and Civics, among others. Listed by grade in each section are recommended books and knowledge to be obtained, including general narratives to explain what should be learned that year.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

These records provide resources for social history by describing school curriculum for a time period.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 3381
TITLE: School election proceedings transcripts
DATES: 1948-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL


AGENCY: Salt Lake City School District (Utah)

SERIES: 3898
TITLE: Property assessment book
DATES: 1920-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL


AGENCY: Salt Lake City School District (Utah)

SERIES: 3523
TITLE: Committee minutes
DATES: 1921-1953, 1977
ARRANGEMENT: By committee, thereunder chronological

DESCRIPTION: Includes the minutes of the various committees within the City Board of Education, including the Buildings and Grounds Committee, the Teachers and School Work Committee, the Finance Committee, and the Committee on School Law. Minutes include date and time held, those present, issues discussed, and policy decisions made. Also includes minutes for Building Needs Committee for 1977.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently and then microfilm.

Microfilm master: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical Legal

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 4074
TITLE: Administrative records
DATES: 1952-
ARRANGEMENT: Alphanumerical

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 memoranda.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City School District (Utah)

SERIES: 11572
TITLE: Correspondence
DATES: 1953-
ARRANGEMENT: None

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

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