Utah Transit Authority (Utah)
26366--Comprehensive annual financial reports28391--Terminated personnel files
28489--Purchase orders
27492--Operations employee information files
27256--Construction management records
30362--Real Estate Department maps
30110--Property records
29244--Civil and administrative case files
29726--Rail vehicle maintenance work orders
29727--Bus vehicle maintenance work orders
AGENCY: Utah Transit Authority (Utah)
SERIES: 26366
TITLE: Comprehensive annual financial reports
DATES: 1993-
ARRANGEMENT: chronological by year
DESCRIPTION: These are reports on program activities and accomplishments of the Utah Transit Authority for the previous fiscal year (ending December 31). It includes financial statements and statistical data in order to provide full disclosure of all financial operations of the agency. Prepared by the finance department, it is prepared using the guidelines recommended by the Government Finance Officers Association of the United States and Canada and conforms with generally accepted accounting principles. Also included are such features as future plans and major initiatives, an organizational chart and photos and names of the Board of Trustees.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 03/09/2015
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Annual reports document the history and functions of agencies. These reports have ongoing research value.
PRIMARY DESIGNATION
Public
AGENCY: Utah Transit Authority (Utah)
SERIES: 28391
TITLE: Terminated personnel files
DATES: 1969-
ARRANGEMENT: Chronological.
DESCRIPTION: These records support the agency's administrative function to manage its human resources. These records document the hiring, employment, and termination of individuals. Information may includes the original application, records necessary to calculate benefits, pension related records, related professional training, and any final disciplinary actions or grievances. Records also include information related to persons receiving pension benefits.
RETENTION
Retain for 65 year(s) or for 7 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 12/10/2015
FORMAT MANAGEMENT
Paper: For records prior to and including 2015. Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.
Computer data files: For records beginning in 2015 and continuing to the present. Retain in Office permanently.
APPRAISAL
Administrative Legal
Legal appraisal is based on retention requirement stated in Utah Code 49-11-602 (2017). Records also provide evidence of employees' legal rights to benefits.
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(1)(a) and (e)(2017)
SECONDARY DESIGNATION
Public. Utah Code 63G-2-301(2)(b)(2014)
AGENCY: Utah Transit Authority (Utah)
SERIES: 28489
TITLE: Purchase orders
DATES: 1993-
ARRANGEMENT: Chronological by year
DESCRIPTION: Purchase Orders used by the the Purchasing Department to obtain goods and services. Records specify date, item(s) purchased, quantity and vendor.
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 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Utah Transit Authority (Utah)
SERIES: 27492
TITLE: Operations employee information files
DATES: 2008-
ARRANGEMENT: Chronological by date- oldest to present
DESCRIPTION: These records are reports used by the Utah Transit Authority to monitor daily employee activity. The record series contains daily dispatch reports that include the following information: operator day off reports, report shifts listings, daily extra board postings, and volunteer overtime postings.
RETENTION
Retain for 3 year(s) and 6 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 01/2011
FORMAT MANAGEMENT
Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Utah Transit Authority (Utah)
SERIES: 27256
TITLE: Construction management records
DATES: 1988-
ARRANGEMENT: Numerical by project designation
DESCRIPTION: Construction management records fully document any Utah Transit Authority construction projects which benefited from federal funding. The files include all information relating to the project, including but not limited to agreements, contracts, letters, e-mail, invoices, certified payroll, studies, reports, minutes, manuals, plans, presentations, schedules, permits, environmental work, standards, specifications, surveys, drawings, photos, videos, engineering notes, transmittals, submittals, RFPs (response for proposals), change orders, property descriptions, and warranties.
RETENTION
Permanent. Retain for 100 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Transfer to Archives.
APPROVED:. 08/2009
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 95 years and then transfer to State Archives with authority to weed.
Digital Versatile Disk - Rewritable: Retain in Office until administrative need ends.
APPRAISAL
Administrative Historical
These records are maintained for Federal audits and to demonstrate the scope and criteria of construction projects. Documentation of construction projects is a key component in the historical documentation of UTA.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected
AGENCY: Utah Transit Authority (Utah)
SERIES: 30362
TITLE: Real Estate Department maps
DATES: 2002-
ARRANGEMENT: None
DESCRIPTION: These maps document the location of real estate as it relates to Utah Transit Authority projects including rail and bus routes, and agency owned buildings.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Cartographic records, GRS-1747
AUTHORIZED: 06/21/2022
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.
APPRAISAL
PRIMARY DESIGNATION
Protected
SECONDARY DESIGNATION
Public
AGENCY: Utah Transit Authority (Utah)
SERIES: 30110
TITLE: Property records
DATES: 1970-
ARRANGEMENT: Alphabetical by project name, thereunder by property or location.
DESCRIPTION: These records contain property files which include real property files, deed records, right of way records, easement files, property appraisals, lease information files, correspondence, crossing agreements, license agreements, insurance certificates, right of entry files, engineering files, property management files, and any other records related to property owned by the Utah Transit Authority. They are used for management of Utah Transit Authority's purchased properties. Excludes assets, such as vehicles.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Real property files, GRS-1403
AUTHORIZED: 04/21/2021
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.
APPRAISAL
Legal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(2)(d) (2020)
AGENCY: Utah Transit Authority (Utah)
SERIES: 29244
TITLE: Civil and administrative case files
DATES: 2006-
ARRANGEMENT: Alphabetical by party name, thereunder chronological by case closure date.
DESCRIPTION: These records document civil court and administrative cases in which Utah Transit Authority is a party. Records include attorney work product in cases of litigation, eminent domain, condemnation, or administrative hearings. Information includes legal correspondence, court pleadings, exhibits, drafts, research material, and attorney notes.
RETENTION
Retain for 10 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 1 year after case is closed and then transfer to State Records Center. Retain in State Records Center for 9 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Protected. 63G-2-305(18)(2017)
AGENCY: Utah Transit Authority (Utah)
SERIES: 29726
TITLE: Rail vehicle maintenance work orders
DATES: 2008-
ARRANGEMENT: Chronological by year thereunder numeric by vehicle number.
DESCRIPTION: These are authorization forms for repair or maintenance of rail vehicles and equipment. They document the repair and maintenance of UTA-owned rail vehicles, including lightrail trains and heavyrail commuter trains. Information includes vehicle identification numbers, work requested and performed, and related records.
RETENTION
Retain for 3 year(s) after disposition of asset or for 40 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Vehicle maintenance records, GRS-1873
AUTHORIZED: 11/29/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 39 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301.
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(12).
AGENCY: Utah Transit Authority (Utah)
SERIES: 29727
TITLE: Bus vehicle maintenance work orders
DATES: 2008-
ARRANGEMENT: Chronological by year, thereunder numeric by vehicle number
DESCRIPTION: These are authorization forms for repair or maintenance of buses owned by UTA, including transit buses and commuter coaches. They document the repair and maintenance of these vehicles; information includes identification numbers, work requested and performed, and related records.
RETENTION
Retain for 2 year(s) after disposition of asset or for 20 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Vehicle maintenance records, GRS-1873
AUTHORIZED: 11/29/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 18 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301.
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(12).