Utah Department of Administrative Services

Division of Archives & Records Service

Beaver County School District (Utah)

23999--General ledger
27238--Payroll records
11511--School board minutes
11512--Accounts payable
11513--Audit reports
11514--Purchase orders
11515--Attendance rolls

AGENCY: Beaver County School District (Utah)

SERIES: 23999
TITLE: General ledger
DATES: 1915-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are financial summaries showing the receipts and disbursements of the school district. From 1915 to 1925, the volume is a monthly accounting book. It includes month, receipt or disbursement , amount, purpose, totals, and grand totals.

RETENTION

Retain permanent.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1915 through 1981. Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Paper: For records beginning in 1981 and continuing to the present. Retain in Office for 10 years and then microfilm and destroy provided microfilm has passed inspection.

APPRAISAL

Administrative Historical

This disposition is based on the historical value of the first volume in documenting the financial activities of the school district. It provides additional

PRIMARY DESIGNATION

Public


AGENCY: Beaver County School District (Utah)

SERIES: 27238
TITLE: Payroll records
DATES: 1990-
ARRANGEMENT: Alphabetical.

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 55 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.


AGENCY: Beaver County School District (Utah)

SERIES: 11511
TITLE: School board minutes
DATES: 1915-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Beaver County School District (Utah)

SERIES: 11512
TITLE: Accounts payable
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are records used to pay school district bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Beaver County School District (Utah)

SERIES: 11513
TITLE: Audit reports
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: These are reports prepared by external auditors examining and verifying the school district's financial activities for the year. Reports incldue statements of receipts and disbursements for each department.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 4.

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

Public


AGENCY: Beaver County School District (Utah)

SERIES: 11514
TITLE: Purchase orders
DATES: 1980-
ARRANGEMENT: Chronological, thereunder numerical by purchase order number

DESCRIPTION: These are forms authorizing the order to purchase supplies or equipment by the school district. They contain the name of requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 7, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Beaver County School District (Utah)

SERIES: 11515
TITLE: Attendance rolls
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These books are the attendance rolls maintained by each teacher. They are used to record student attendance. The rolls include period, name of teacher, course title, name of school, course code, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades,and final attendance record.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 1.

PRIMARY DESIGNATION

Exempt. 34 CFR 99