Office of Tourism

2994--News releases
2408--Calendar of events
2435--Travel guides
2501--Executive correspondence
2508--Publications
2509--Personnel records
2515--Meeting minutes
5544--Travel promotion films and audiovisual material
5864--Maps and charts
22807--Travel posters
27443--Council Hall and agency history

AGENCY: Office of Tourism

SERIES: 2994
TITLE: News releases
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: These records are created for distribution to the news media or the public via social media. Records include speeches, press releases, public announcements, images, public interest items, or similar records.

RETENTION

Permanent. Retain for 5 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Public relations records, GRS-1716

AUTHORIZED: 01/02/2018

FORMAT MANAGEMENT

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

APPRAISAL

Historical

News releases document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Office of Tourism

SERIES: 2408
TITLE: Calendar of events
DATES: 1959-
ARRANGEMENT: Chronological

DESCRIPTION: These calendars support the agency's function to promote tourism in the state. The calendars provide information about events of interest including dates, cities, locations, and names of the events.

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: 07/21/2010

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.

Computer data files: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Office of Tourism

SERIES: 2435
TITLE: Travel guides
DATES: 1966-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains travel guides published by the Division of Travel Development (Travel Council) promoting Utah. The guides contain information pertaining to history, culture, visitor resources, parks, forests, wilderness areas, scenic byways, hiking, winter sports, bicycling, water sports, wildlife, golf, historical sites and buildings, museums, performing arts, events, festivals and celebrations.

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: 07/21/2010

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

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

PRIMARY DESIGNATION

Public


AGENCY: Office of Tourism

SERIES: 2501
TITLE: Executive correspondence
DATES: 1960-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These records support the agency's function to promote tourism in the state. These records are incoming and outgoing business-related correspondence of agency executives, including email, that provide unique information relating to the functions, policies, procedures or programs of a state agency.

RETENTION

Permanent. Retain for 5 year(s) after separation

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule State agency executive correspondence, GRS-1758

AUTHORIZED: 09/13/2018

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 5 years after separation and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

Executive email documents decision-making and provides agency history.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Utah Code 63G-2-302(2)(d)(2018)


AGENCY: Office of Tourism

SERIES: 2508
TITLE: Publications
DATES: ca. 1960-
ARRANGEMENT: Alphabetical

DESCRIPTION: Documents created by the agency, including pamphlets, reports, leaflets, file manuals, and other published or processed documents. These records include information on administration, legal matters, fiscal and financial operations, travel, tourism, parks, recreation, lodging, camping, hiking, ghost towns, tours, hunting, fishing, and all other activities of the Division of Travel Development (Travel Council). Consists primarily of isolated publications not part of a more specific series.

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: 05/20/2010

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

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

PRIMARY DESIGNATION

Public


AGENCY: Office of Tourism

SERIES: 2509
TITLE: Personnel records
DATES: 1958-
ARRANGEMENT: Alphabetical by name.

DESCRIPTION: These records are the complete work history of an individual (excluding medical/psychological information) while employed by the State. Refer to Utah Code 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 employee'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

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965

AUTHORIZED: 06/13/2000

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(1)(g)(2019)

SECONDARY DESIGNATION

Public. Utah Code 63G-2-301(2)(b)(2018)


AGENCY: Office of Tourism

SERIES: 2515
TITLE: Meeting minutes
DATES: 1965-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This series contains minutes from agency meetings.

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 Open meeting minutes & supplementary materials, GRS-1709

AUTHORIZED: 05/07/2009

FORMAT MANAGEMENT

Paper: 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: Office of Tourism

SERIES: 5544
TITLE: Travel promotion films and audiovisual material
DATES: 1940-
ARRANGEMENT: Alphabetical by title

DESCRIPTION: Movie films, soundtracks, reel-to-reel audio tapes, one B/W photo, slides. May have some other agencies' materials boxed with them (Fish and Game? University of Utah health films? Rampton campaign?). Includes: Boham deer hunt; Southern Utah Counties; Flaming Gorge; Deer hunting on a tote gote; Utah tourist kids parade; Frontiers in Wyoming water; UTC Pres'n.; Utah Tourist; Different World of Utah; Ski Utah; Days of '47 Parade; Concrete Arch; Tourist Publicity; Federal and Hidden Splendor-Wyoming; Rampton election campaign; How to make a potato print; Hydraulic patient lifter; How to say no; Combined States ski film; Early Lake Powell; Flight of the Snowbirds; Weber Basin; Snow; Water; Clear water on the Colorado; Game Trails; Adventuring in Utah; Colorado River; Hidden Splendor; Canyon Conquest; Operation Glen Canyon; Four Corners & Northwest; Southeastern Utah; To tell or not to tell; Operation Fish and Game; Fastest mile ever driven (Bonneville Salt Flats and Mormon Meteor) included, at least on the video copy.

RETENTION

Permanent. Retain for 3 year(s) after end of project or program

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678

AUTHORIZED: 07/21/2010

FORMAT MANAGEMENT

Motion picture film master: Retain in Office for 3 years after end of campaign project and then transfer to State Archives with authority to weed.

Paper: Retain in Office for 3 years after end of campaign project and then transfer to State Archives with authority to weed.

Video recordings master: Retain in Office for 3 years after end of campaign project and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

The films and audiovisual materials document the history of the state and well as the functions of the agency. These have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Office of Tourism

SERIES: 5864
TITLE: Maps and charts
DATES: 1947-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain permanently

DISPOSITION

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Office of Tourism

SERIES: 22807
TITLE: Travel posters
DATES: ca. 1975, 2007-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are posters published and distributed by the agency in order to promote Utah as a tourist destination.

RETENTION

Permanent. Retain for 10 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678

AUTHORIZED: 07/21/2010

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

The records in this series document travel promotion.

PRIMARY DESIGNATION

Public


AGENCY: Office of Tourism

SERIES: 27443
TITLE: Council Hall and agency history
DATES: 1961-1975, 2004, 2008-
ARRANGEMENT: Chronological.

DESCRIPTION: These records document the agency's history and efforts to promote tourism in the state. They may include scrapbooks, photographs, articles, program notes, and information about agency development, as well as events and programs sponsored or funded by the agency.

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 Agency history records, GRS-1723

AUTHORIZED: 06/08/2010

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

Administrative Historical

These records document the history of the historical Council Hall (Utah's second capitol). Most files date from around the time the building was acquired by the State of Utah. In addition, it includes record of the history of the agency.

PRIMARY DESIGNATION

Public