Utah Department of Administrative Services

Division of Archives & Records Service

Utah Transit Authority

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

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.

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

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

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

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

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

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 includes the original application, records necessary to calculate benefits, related professional training, and any final disciplinary actions or grievances.

RETENTION

Retain 65 years from date of employment or 7 years after retirement or death.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 11, Item 62.

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 (2014). Records also provide evidence of employees' legal rights to benefits.

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(2)(a)(2014)


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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 10, Item 1.

AUTHORIZED: 04/17/2014

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