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
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 orders issued to bendors to supply specific goods or services at a given price.
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
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.