Beaver County School District (Utah)

23999--General ledger
11511--School board minutes
11512--Accounts payable
11513--Audit reports
11514--Purchase orders
11515--Attendance rolls
27238--Payroll records
28996--Student history records
29498--Budget and finance
29526--Policies and procedures

AGENCY: Beaver County School District (Utah)

SERIES: 23999
TITLE: General ledger
DATES: 1915-
ARRANGEMENT: Chronological

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 Permanently

DISPOSITION

Permanent. May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

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: 11511
TITLE: School board minutes
DATES: 1915-
ARRANGEMENT: Chronological

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

Permanent. May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & public materials, GRS-1709

AUTHORIZED: 01/02/2018

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

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 for 4 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Accounts payable, GRS-1305

AUTHORIZED: 01/02/2018

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

Permanent. May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Financial audit reports, GRS-1846

AUTHORIZED: 05/02/2016

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

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 for 4 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Purchase order, GRS-1365

AUTHORIZED: 01/02/2018

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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 for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Attendance, GRS-1500

AUTHORIZED: 07/14/2000

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Exempt. 34 CFR 99


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 for 65 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905

AUTHORIZED: 07/15/2015

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


AGENCY: Beaver County School District (Utah)

SERIES: 28996
TITLE: Student history records
DATES: 1920-
ARRANGEMENT: Chronological by graduation year and thereunder alphabetical by student's surname.

DESCRIPTION: These records support the agency's administrative function to document student attendance. Records include each student's name, date of birth, parents or guardians, date that student entered and exited the school, and the number of days in attendance.

RETENTION

Retain Permanently

DISPOSITION

Permanent. Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Student history, GRS-1499

AUTHORIZED: 01/30/2017

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years after separation and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office for 20 years after separation and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These records can be used to determine citizenship per the Dream Act (S. 952, H.R. 1842, S. 1258). They also have long-term historical value documenting student participation in school systems and residency.

PRIMARY DESIGNATION

Exempt. 34 CFR Part 99.30 and 31 (2015); Utah Code 63G-2-201(3)(b)(2013)


AGENCY: Beaver County School District (Utah)

SERIES: 29498
TITLE: Budget and finance
DATES: 2009-
ARRANGEMENT: chronological

DESCRIPTION: The tentative budget is prepared by the superintendent and filed with the school board prior to June 1. "Prior to June 22 of each year, each local school board shall adopt a budget and make appropriations for the next fiscal year" (Utah Code 53A-19-102 (1995). According to Utah Code 53A-19-101(1995), "the budget and its supporting documents are required to include: the revenues and expenditures of the current fiscal year, estimate of revenues for the succeeding fiscal based upon the lowest tax levy that will raise the required revenue, using the current year's taxable value as the basis for this calculation; and a detailed estimate of the essential expenditures for the purposes for the succeeding fiscal year." The school board is required to file a copy of the adopted budget with the state auditor and the State Board of Education.

RETENTION

Administrative need

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Adopted annual budget, GRS-1292

AUTHORIZED: 08/29/2017

FORMAT MANAGEMENT

APPRAISAL

Administrative Fiscal


AGENCY: Beaver County School District (Utah)

SERIES: 29526
TITLE: Policies and procedures
DATES: 2006-
ARRANGEMENT: none

DESCRIPTION: These files contain records related to the issuance of policies and procedures and document their formulation. Includes narrative or statistical reports and studies regarding district or office operations, and related correspondence.

RETENTION

Administrative need

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Policy and procedure case files, GRS-1269

AUTHORIZED: 08/29/2017

FORMAT MANAGEMENT

APPRAISAL

Administrative Legal


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