Beaver County School District (Utah)
11511--School Board minutes11512--Accounts payable
11513--Audit reports
11514--Purchase orders
11515--Attendance rolls
23999--General ledger
27238--Payroll records
30168--Contracts
30169--Asset inventory records
30171--Bonds, warrants, and vouchers
29526--Policies and procedures
29800--Adult education records
29801--Personnel records
29498--Budget and finance
28996--Student history records
30584--Milford High School attendance registers
AGENCY: Beaver County School District (Utah)
SERIES: 11511
TITLE: School Board minutes
DATES: 1881-
ARRANGEMENT: Chronological by meeting date.
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
May 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: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently.
Computer data files: Retain in Office 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 proposed and has not yet been approved.
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: 1948-
ARRANGEMENT: Chronological
DESCRIPTION: These are reports prepared by external auditors examining and verifying the school district's financial activities for the year. Reports include statements of receipts and disbursements for each department.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 11/15/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 40 years and then transfer to State Archives with authority to weed.
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 proposed and has not yet been approved.
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 proposed and has not yet been approved.
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: 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
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.
Paper: For records beginning in 1915 through 1981. Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
This disposition is based on the historical value of the first volume in documenting the financial activities of the school district and the evolving process for documenting financial activities. An appraisal decision has been made to take a representative sample of these records for this purpose.
PRIMARY DESIGNATION
Public
AGENCY: Beaver County School District (Utah)
SERIES: 27238
TITLE: Payroll records
DATES: 1937-
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: 30168
TITLE: Contracts
DATES: 1951-
ARRANGEMENT: Chronological.
DESCRIPTION: These records contain contracts entered into by Beaver School District with third-party vendors. May include receipts, legal agreements, correspondence, and draft agreements.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 09/02/2021
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years after expiration of contractual agreement and then destroy.
Computer data files: Retain in Office for 7 years after expiration of contractual agreement and then delete.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(6) (2021)
AGENCY: Beaver County School District (Utah)
SERIES: 30169
TITLE: Asset inventory records
DATES: 1948-
ARRANGEMENT: Alphabetical by school name, thereunder by asset location.
DESCRIPTION: These record books contain asset inventories for individual schools within the Beaver School District. Records may include physical asset listings, receipts, inspection history, asset location, and purchaser and were kept to for budgetary and safety purposes.
RETENTION
Permanent. Retain for 10 year(s)
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Fixed asset records, GRS-73
AUTHORIZED: 09/02/2021
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years after disposition of asset and then destroy.
Computer data files: Retain in Office for 10 years after disposition of asset and then delete.
Artifacts: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(9) (2021)
AGENCY: Beaver County School District (Utah)
SERIES: 30171
TITLE: Bonds, warrants, and vouchers
DATES: 1929-
ARRANGEMENT: Chronological by warrant number.
DESCRIPTION: These records document the purchase and sale of bonds. Information included in the warrant and/or voucher includes: name of issuer, issuer registration number, date of issue, name and address of shareholder receiving the dividend, share class, amount of the dividend payment, and signature of authorizing officer.
RETENTION
Retain permanently
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipality bond issue files, GRS-783
AUTHORIZED: 09/02/2021
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.
APPRAISAL
Fiscal Legal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected
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
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
APPRAISAL
Administrative Legal
AGENCY: Beaver County School District (Utah)
SERIES: 29800
TITLE: Adult education records
DATES: 1980 -
ARRANGEMENT: Alphabetical and chronological.
DESCRIPTION: These are adult education records used to document student's attendance and graduation. The official transcript is included.
RETENTION
Permanent. Retain for 40 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Student history, GRS-1499
AUTHORIZED: 07/23/2019
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Records Center. Retain in State Records Center for 40 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Exempt. 34 CFR Part 99.30 and 31 (2015)
AGENCY: Beaver County School District (Utah)
SERIES: 29801
TITLE: Personnel records
DATES: 1920-
ARRANGEMENT: Chronological.
DESCRIPTION: These are the personnel files for all school employees. They are used to document employment, continuing education, and career development. The files include the employment applications, authorization for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 07/25/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.
APPRAISAL
Administrative
These records contain the complete work history of an individual (excluding medical/psychological information) while employed and have legal value as they verify employment and/or eligibility for benefits for the employee or for any heirs as a result of such employment.
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(1)(g)(2017)
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
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
APPRAISAL
Administrative Fiscal
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
Permanent. Retain for 20 year(s)
DISPOSITION
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: 30584
TITLE: Milford High School attendance registers
DATES: 1954-1958
ARRANGEMENT: Chronological by school year.
DESCRIPTION: This information includes each student's name, date of birth, parents or guardians; date student entered and exited the school and the number of days in attendance.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Student history, GRS-1499
AUTHORIZED: 07/31/2023
FORMAT MANAGEMENT
Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives.
APPRAISAL
Historical
The records in this series have permanent historical value as documentation of the students who attended the school and the methods of evaluation employed by the school.
PRIMARY DESIGNATION
Private. Information about individuals under the age of 21 is considered private for 100 years. (Utah Code 63G-2-310)