Utah Department of Administrative Services

Division of Archives & Records Service

Utah Transit Authority

28489--Purchase orders
26366--Comprehensive annual financial reports
28391--Terminated Personnel Files
27256--Construction management records
27492--Operations employee information files

AGENCY: Utah Transit Authority

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 4 years.

DISPOSITION

Destroy.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Utah Transit Authority

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

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 Municipal General Records Retention Schedule, Schedule 1, Item 2.

Annual reports document the history and functions of agencies. These reports have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Utah Transit Authority

SERIES: 28391
TITLE: Terminated Personnel Files
DATES: 1969 - Present
ARRANGEMENT: chronological

DESCRIPTION: Complete work history of an individual (excluding medical/psychological information) while employed by the State. Refer to UCA 67-18-1 (1977), et seq. and DHRM rules on accessing, maintaining, and managing employee personnel files. The employee's personnel file shall be considered a supplement to the DHRM computerized file and shall be subject to the rules governing personnel files. When an employee transfers to another state agency, the employees's personnel file must be sent to the new agency. The file typically includes applications for employment, career mobility documents, Memorandums of Understanding (MOU's), Employment Eligibility Certification records, Form 1-9 and other documents required by the U.S. Citizenship and Immigration Services; employee signed overtime agreements, personnel actions, corrective action plans, notices of disciplinary action, new employee orientation form checklists, performance plans and evaluations, letters of appreciation/commendation, separation and leave without pay records, employee benefits notification forms for PEHP and URS; references, copies of transcripts, training certifications or preparations, copies of items recorded in the DHRM computerized file, leave and time records; copies of any documents affecting the employee's conduct, status or salary, etc.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

All Formats: Retain in Office for 60 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

These records contain the private, protected, controlled and exempt records pertaining to former employees of Utah Transit Authority.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Protected


AGENCY: Utah Transit Authority

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

Retain 100 years

DISPOSITION

Retain in agency custody.

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

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 3.5 years

DISPOSITION

Destroy.

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