Utah Department of Administrative Services

Division of Archives & Records Service

Treasurer

28589--School bond guaranty certificate of eligibility
83679--Audit case files (work papers)
83680--Audit reports and letters of findings
83189--Bank statements
83190--Investment officers' files
83192--Position report
83193--Earnings report
83194--Daily income summary
83195--Amortization detail reports
83196--Portfolio statistics report
83203--Daily security activity statements
83204--Income projection reports
83205--Monthly statement of account
83206--Monthly statement of assets
83207--Monthly review of accounts
83208--Daily bank balance report
83209--Returned check reconciliation reports
83210--Primary reporting dealers lists
83211--Quarterly list of qualified depositories (in-state)
83212--Certified out-of-state depositories lists
83213--Deposit investment detail report
83215--Investment trade tickets and variable rate resets
83216--Expenditure adjustment records
83217--Public treasurers investment fund files
83218--Electronic funds transfer records
83220--Daily deposit work sheets
83221--Transaction entry audit trail
83222--Monthly bank analysis statement
83224--Fund ledger daily report
83225--Monthly fund summary report
83226--Interest apportionment reports
83228--Accounting journal
22561--Time and attendance reports
22115--Cash receipts
22116--Journal vouchers
25186--Bond official transcripts
25234--Inventory of fixed assets
26636--Escrow reimbursement files
26650--Money Management Council meeting minutes
26651--Utah Navajo Trust Fund Board of Trustees records
526--Annual reports
5492--Building board registers
3970--Bonds, notes, and coupons paid
10278--Warrant requests
10279--Financial Information Resources System periodic reports

AGENCY: Treasurer

SERIES: 28589
TITLE: School bond guaranty certificate of eligibility
DATES: 1997-
ARRANGEMENT: Chronological by year

DESCRIPTION: These records support the agency's function to support the administration of the State School Bond Guaranty Program by documenting the requests of school district boards for the issuance of certificates of eligibility, and signing and issuing the certificates should the state treasurer determine that the school board is solvent (Utah Code 53A-28-202(1)(b) (1996)). School districts present the certificates to credit rating agencies to verify that their bonds are eligible for the program and can correspondingly receive the State's general obligation bond credit rating. Records may include letters of request, State Office of Education letters of recommendation, and certificates of eligibility.

RETENTION

Retain 25 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 25 years and then delete.

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 23 years and then destroy.

APPRAISAL

Fiscal

Issuance of the Certificate of Eligibility, by extending the state's superior credit rating to school districts issuing bonds eligible for guaranty, serves to significantly lower the bonds' interest rates (and correspondingly costs) on the bonds.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83679
TITLE: Audit case files (work papers)
DATES: 1957-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 15.00 cubic feet.

DESCRIPTION: ____These are work papers of the auditor of the State Treasurer's office. The auditor is required to audit companies (hospitals, rest homes, etc.) with unclaimed property to be assured that all such property is being reported and that it is reported completely. The State has 10 years after the audit to take action against a non-complying company. The personal data in these files refers to the person or heirs of the unclaimed property.

RETENTION

Retain 12 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 11 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

Private


AGENCY: Treasurer

SERIES: 83680
TITLE: Audit reports and letters of findings
DATES: 1984-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain the audit findings of the State Treasurer's Auditor concerning the filing of reports to the State Treasurer's Office of Unclaimed Property by hospitals, banks and any other entity which finds themselves with unclaimed personal property. They generally contain a great deal of personal information.

RETENTION

Retain 10 years. Transfer to Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 7.

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Private


AGENCY: Treasurer

SERIES: 83189
TITLE: Bank statements
DATES: i 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These are the monthly bank statements received from the various banking institutions where the state has money invested. They are statements from the general fund account, investment clearing account, bond account, and warrant disbursement accounts.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until end of current fiscal year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

Paper copy: Retain in Office until end of current fiscal year and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 9.

This disposition is based on audit requirements and other fiscal needs of the agency.


AGENCY: Treasurer

SERIES: 83190
TITLE: Investment officers' files
DATES: i 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: This report is used to determine the availability of funds, on a daily basis, for investment purposes and indicates the securities offered by various financial institutions and the prices they are offered at, which are recorded by day and hour and provide the justification for investments made. These files include the daily quote sheet, daily cash position worksheets, copies of related investment resolutions, wire transfer requests, bond fund cash worksheets, adding machine tapes, and other supporting documentation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until end of current fiscal year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on audit requirements and other fiscal needs of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83192
TITLE: Position report
DATES: 1982-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This report comes from the Resource Investment Accounting System. It tells what investments are outstanding (not matured) in the State investment portfolio by month. This report is used with the balance report from the Bank of New York.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal


AGENCY: Treasurer

SERIES: 83193
TITLE: Earnings report
DATES: i 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: This report is a monthly report showing, in detail, all investments and the accrued interest credited to each investment. The report is generated by the RESOURCE Investment Accounting System.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83194
TITLE: Daily income summary
DATES: i 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a daily summary of income due for collection. It is generated by the RESOURCE Investment Accounting System.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83195
TITLE: Amortization detail reports
DATES: i 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a monthly report, by investment security, showing the amount of amortization or accretion. This report also becomes part of the earnings report. This report is generated by the Resource Investment Accounting System.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83196
TITLE: Portfolio statistics report
DATES: 1982-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a monthly report by fund, in summary form. The information included are average yield, average life, and daily balance of each investment. This report is generated by the RESOURCE Investment Accounting System.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83203
TITLE: Daily security activity statements
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a daily report, by investment account, which comes from the Bank of New York. This report shows maturities, sales, income collections, and adjustments. This report is duplicated on the Monthly security activity report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after current fiscal year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83204
TITLE: Income projection reports
DATES: i 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: This is an income projection report for a five day period. This report is generated by the Bank of New York.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 days and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs of the agency. The records are used as a projection tool and are only useful until superseded.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83205
TITLE: Monthly statement of account
DATES: 1982-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: This is a monthly summary report, by investment account. It gives a summary of the daily reports. This report comes from the Bank of New York.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83206
TITLE: Monthly statement of assets
DATES: 1982-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This report is generated by the Bank of New York. It gives a detailed accounting of all securities held by the custodian as of the reporting date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83207
TITLE: Monthly review of accounts
DATES: 1963-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This record series contains monthly accounting reconciliations between office ledgers and banks, the State accounting system, and other external financial systems.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83208
TITLE: Daily bank balance report
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: This is a daily bank balance report of state accounts having detail of deposits, withdrawals, and balances. It provides a detailed daily report of bank statements. The reports come from several private, commercial banks.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (2008).


AGENCY: Treasurer

SERIES: 83209
TITLE: Returned check reconciliation reports
DATES: i 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a weekly reconciliation of checks delivered to the collection agency, checks collected by them, checks returned as uncollectable, and checks still held by the collection agency. It is used to control records maintained by the State Treasurer.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83210
TITLE: Primary reporting dealers lists
DATES: i 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a report of what broker/dealer the State can purchase securities from during that reporting period. This report is produced quarterly and includes information regarding the broker/dealer's financial stability (amount of assets, liabilities, etc.)

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on audit requirements and other fiscal needs of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83211
TITLE: Quarterly list of qualified depositories (in-state)
DATES: 1984-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a list provided to the 500 public treasurers in the State. It details in which depositories, in the State, they can invest money and how much money each institution can have. It is sent out quarterly.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83212
TITLE: Certified out-of-state depositories lists
DATES: 1984-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a list given to the 500 public treasurers in the State. It is a list of out-of-state depositorities where funds can be deposited. This is a quarterly report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83213
TITLE: Deposit investment detail report
DATES: 1980-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: This is a report submitted by the 500 public treasurers to the State Treasurer. It gives a detailed accounting of investments made by that treasurer and the outcome. It is submitted twice a year.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until investments have matured and then destroy.

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83215
TITLE: Investment trade tickets and variable rate resets
DATES: i 1982-
ARRANGEMENT: Chronological by year.
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Investment trade ticket forms contain details of investment transactions made by the Utah State Treasurer's Office. Each trade ticket includes information such as the issuer, broker, ratings, cusip number (identification number), and maturity. Information regarding daily, monthly and quarterly variable rate resets will also be included on a separate spread sheet.

RETENTION

Retain 10 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 9 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83216
TITLE: Expenditure adjustment records
DATES: i 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are this agency's copies of the Finance Division's DF 64 (Adjustment Form) originated by the Treasurer's Office to make adjustments to warrant requests and interdepartmental transfers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the 1990 General Retention Schedule. Agency copies serve administrative use only.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home addresses


AGENCY: Treasurer

SERIES: 83217
TITLE: Public treasurers investment fund files
DATES: 1980-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These files document the investments made on behalf of the public treasurers of the State. Any public treasurer can elect to deposit their investment money with the State Treasurer. The money invested with the Treasurers office is recorded on a standard DF55.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83218
TITLE: Electronic funds transfer records
DATES: i 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: This records series consists of forms used by the State Treasurer's Office to document the electronic transfer of funds to various public entities, such as the transfer of funds and distribution of tax revenues to local governmental entities. Other types of transactions include the transfer of funds to vendors for services provided, to school districts and institutions of higher learning, and transfers for federal programs such as the Unemployment Trust Fund and Women, Infants, and Children (WIC). Information includes name of person or entity the transfer is directed to, name of banking institution that will receive the transfer, amount of funds being transferred, name of the employee authorizing transfer, transfer number, and date of transaction.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83220
TITLE: Daily deposit work sheets
DATES: i 1985-1994
ARRANGEMENT: Chronological

DESCRIPTION: This is a report made up from the DF55's (Deposit to the Treasurer) received on that day. It contains information such as a break-down to cash, check or food stamps, total deposit of state, and support documents such as duplicate deposit slips. This record series ended in fiscal year 1994 (June 30, 1994).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until end of current fiscal year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83221
TITLE: Transaction entry audit trail
DATES: i 1985-
ARRANGEMENT: Chronological

DESCRIPTION: This report is a printout of the detail of the investment transactions as entered in the ADS system.

RETENTION

Retain 2 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 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83222
TITLE: Monthly bank analysis statement
DATES: i 1982-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are monthly statements from the State's depository banks. They provide a summary of bank activity on each of approximately 150 accounts. The reports are used to control the level of compensation to the bank and to monitor bank service charges.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83224
TITLE: Fund ledger daily report
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a daily report of adjustments made to the pool accounts and show the current balance. It is also a reconciliation report.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83225
TITLE: Monthly fund summary report
DATES: 1983-
ARRANGEMENT: chronological

DESCRIPTION: This report is a balance report after interest has been apportioned to each investment account. It comes monthly from the RESOURCE Investment Accounting System

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal


AGENCY: Treasurer

SERIES: 83226
TITLE: Interest apportionment reports
DATES: i 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This report is the support for apportionment of interest to each investment account. It comes from the RESOURCE investment accounting system.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on audit requirements and other fiscal needs of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 83228
TITLE: Accounting journal
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: Includes bank reconciliations, detail investment listings, revenue summaries, expenditure/warrant summaries, summarized pool information, adjusting entries, balance sheets, statement of revenue/expenditures, cash flow statements, and trial balance sheets. This journal is a collection of reports which come from the Treasurer's automated general ledger system, together with supporting work papers. They include, balance sheets, statement of revenue/expenditures, cash flow statements and trial balance sheets.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 20 years and then destroy.

Computer data files: Retain in Office for 3 years and then erase.

APPRAISAL

Administrative Fiscal

This is the most complete information on the acounting and investing done by the State Treasurer's Office.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 22561
TITLE: Time and attendance reports
DATES: ?-
ARRANGEMENT: Chronological by year Alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 22115
TITLE: Cash receipts
DATES: 1994-
ARRANGEMENT: Chronological by year, thereunder numerical by serial number
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These records document funds received from various state and local agencies. The receipts are hard copy reports of the information contained on the agency's FI-Net system. The records are used as back up documentation for the system and are audited on a yearly basis. They may include copies of balance sheets, statement of revenue/expenditures, cash flow statements and trial balance sheets.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 22116
TITLE: Journal vouchers
DATES: 1994-
ARRANGEMENT: Chronological by year, thereunder numerical by serial number
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These vouchers are hard copy reports generated from the Treasurer's Office computer system. They document the progress of the agency's programs and serve as backup documentation. These reports are audited yearly. Information in the reports may include copies of bank reconciliations, detailed investment listings, revenue summaries, expenditure/warrant summaries, summarized pool information, adjusting entries, balance sheets, statement of revenue/expenditures, cash flow statements, and trial balance sheets.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 25186
TITLE: Bond official transcripts
DATES: 1990-
ARRANGEMENT: Numerical by date issued.

DESCRIPTION: Official files regarding authority to permit bond negotiations with paying agent, etc.

RETENTION

Retain 3 years after bond expires.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after bond expires and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 10.


AGENCY: Treasurer

SERIES: 25234
TITLE: Inventory of fixed assets
DATES: 2001-
ARRANGEMENT: Chronological.

DESCRIPTION: These records are used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.

RETENTION

Retain 2 years after end of fiscal year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until end of fiscal year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 27.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 26636
TITLE: Escrow reimbursement files
DATES: 2002-
ARRANGEMENT: Alphabetical by entity name.

DESCRIPTION: This record documents the expenditure of funds prior to seeking entity reimbursements. This record provides the documentation needed to transfer funds between PTIF and the entity's bank. Files contain entity request letters, schedules of checks and the amounts, reimbursement schedules, and certifications of request.

RETENTION

Retain 6 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 5 years and then destroy.

APPRAISAL

Administrative Fiscal


AGENCY: Treasurer

SERIES: 26650
TITLE: Money Management Council meeting minutes
DATES: 1974-
ARRANGEMENT: Chronological by date.

DESCRIPTION: The Money Management Council holds meetings in order to advise and make recommendations to the state treasurer and other public treasurers concerning the investment of public funds. Records include meeting agendas, meeting minutes, tape recordings,and other related records used to document each meeting.

RETENTION

Retain 5 years. Transfer to Archives.

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.

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

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 51.

These records have historical value as they document recommendations made by this council concerning the management of public funds in the state of Utah.


AGENCY: Treasurer

SERIES: 26651
TITLE: Utah Navajo Trust Fund Board of Trustees records
DATES: 1992-
ARRANGEMENT: Chronological by year.

DESCRIPTION: This series contains records maintained by the State Treasurer while serving as chairman of the Board of Trustees of the Utah Navajo Trust Fund. The board is responsible for the review and approval of trust fund budgets, policies, procedures, and rules. They also review trust fund receipts, expenditures, and investments. These records include agendas, minutes, final reports, and other related records documenting the accomplishments of the board. Records created by an official committee or board, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recording.

RETENTION

Retain Retain 2 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical

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

These records have historical value as they document the decision making process used by the Board of Trustees in overseeing the administration of the Utah Navajo Trust Fund.


AGENCY: Treasurer

SERIES: 526
TITLE: Annual reports
DATES: 1896-
ARRANGEMENT: Chronological

DESCRIPTION: These reports describe the activities for the preceding year for this office. The reports contain information pertaining to receipts, disbursements, funds transfers, and account balances.

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently and then microfilm.

Microfiche master: For records beginning in 1856 and continuing to the present. Retain in State Archives permanently with authority to weed.

Microfiche duplicate: For records beginning in 1856 and continuing to the present. Retain in State Archives permanently with authority to weed.

APPRAISAL

Fiscal Historical

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

The annual reports document the actions of the State Treasurer going back to 1896 and are historically significant..

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 5492
TITLE: Building board registers
DATES: 1965-
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

PRIMARY DESIGNATION

Public


AGENCY: Treasurer

SERIES: 3970
TITLE: Bonds, notes, and coupons paid
DATES: 1939-
ARRANGEMENT: Alphanumerical
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Coupons and notes redeemed throughout the lifetime of the bond. These bonds are issued by the State Treasurer for purposes approved by the State Legislature i.e._ buildings, highway renovation, and water projects. These records are summarized on the General Ledger through a FIRMS (Financial Information Resource System) report. Records include issue name, due date, paying agent, amount, bonds, coupons, and transmittals.

RETENTION

Retain until redeemed by paying agency

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until redeemed by paying agency and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah Code Annotated 11-14-14.2(c).


AGENCY: Treasurer

SERIES: 10278
TITLE: Warrant requests
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social security number


AGENCY: Treasurer

SERIES: 10279
TITLE: Financial Information Resources System periodic reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Includes the following: FICAA01T Trial balance monthly. FICAA05P Outstanding encumbrace. FICAA09P Outstanding reservtion. FICAA10P Cash deposits. FICAA30P General ledger activity. FICAA85P Revenue and expenditure status by fund. FICAED01 Expenditure detail by sub-account. FICAES01 Expenditure status by sub-account. FICAES02 Work program/expenditure comparison by summary account. FICARD01 Revenue detail by sub-account within organization. FICARS01 Revenue status by sub-account. FICARS02 Estimated revenue/realized revenues. FICAER01 Expenditure/revenue summary by level 2. FICAMP01 Revenue account status by activity other than Dept. of Transportation.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 21.

Records in this series have temporary administrative and fiscal value and may be destroyed according to the scheduled retention period.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social security number