Utah Department of Administrative Services

Division of Archives & Records Service

Tooele County School District (Utah)

24197--Vendor list
24198--Financial reports
25526--Special education student files
25280--Publications
2958--Receipt register
2963--Retirement monthly report
2967--General journal report
3067--Transaction summary report
3096--Prior payment report
3102--Distribution report
3103--Payroll register
3139--Accounts payable report
3153--Accounts payable voided checks register

AGENCY: Tooele County School District (Utah)

SERIES: 24197
TITLE: Vendor list
DATES: 1999-
ARRANGEMENT: Numerical by vendor number

DESCRIPTION: This is a list of vendors providing goods and services to the school district. It usually includes names of vendors, addresses, phone numbers, and descriptions of goods or services provided.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in Office until superseded and then destroy.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 7, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County School District (Utah)

SERIES: 24198
TITLE: Financial reports
DATES: 1999-
ARRANGEMENT: Chronological

DESCRIPTION: This monthly computer report is a summary of the district's financial situation. It is used to create district financial reports. It includes reports on expenditures, budgets, programs, balance sheet accounts and revenues (local, state, and federal). The report includes account number, description number, description, current month expenditures/receipts, budget, year-to-date expenditures/receipts, and budget balance.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in Office for 3 years and then destroy.

APPRAISAL


AGENCY: Tooele County School District (Utah)

SERIES: 25526
TITLE: Special education student files
DATES: 1979-
ARRANGEMENT: Chronological by student's birth date, thereunder alphabetical by student's name.
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These files document students enrolled in the district's special education programs in accordance with the provisions of 34 CFR 300.560.300.577 (1998). They are required to receive federal and state special education funding. Services can be discontinued when student is reclassified as no longer needing special education services, the student moves, or refuses the services. They contain various reports and completed forms including individual education program records (IEPs), inspection logs, evaluation and re-evaluation forms, parental approval forms, test protocols, parent surveys, parent information, third party information, placement documents, refusal of services forms, and other legal documents required by federal regulations and state rules to verfiy a student's disability and need for special education services.

RETENTION

Retain 25 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records prior to and including 2007. Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 24 years and then destroy.

Computer data files: Retain in Office for 3 years after graduation or services end and then delete.

Paper: For records beginning in 2008 and continuing to the present. Retain in Office for 1 year and then destroy provided records have been scanned.

APPRAISAL

Administrative Legal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 2.

PRIMARY DESIGNATION

Exempt. 34 CFR 300.562 (2008); 34CFR 99 (2008)


AGENCY: Tooele County School District (Utah)

SERIES: 25280
TITLE: Publications
DATES: 1974-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the Tooele school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published. Holdings include "Report and Recommendations of the Tooele Chicano Study Committee" (1974)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

These records serve to document the history of the agency and to inform the public of the agency's services and programs.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County School District (Utah)

SERIES: 2958
TITLE: Receipt register
DATES: 1984-
ARRANGEMENT: Numerical by receipt number

DESCRIPTION: This is a monthly computer report of all cash receipts issued by the district. It includes receipt number, date of receipt, account number, description of account, source of funds, amount of receipt, and totals.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in Office for 4 years and then destroy.

Microfilm duplicate: Retain in Office for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County School District (Utah)

SERIES: 2963
TITLE: Retirement monthly report
DATES: 1984-
ARRANGEMENT: Numerical by location code, thereunder alphabetical by name

DESCRIPTION: This is a monthly computer report on information sent to the State Retirement Office. It is used to verify funds contributed to the State retirement system. It includes social security number, members name, monthly earnings, earnings subject to retirement, deductions from pay check, contributions by employer for employee, retirement deposits, salary deferred stock fund, salary deferred 401(k) fund, and contribution of employer 401(k) fund.

RETENTION

Retain 56 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 56 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 56 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 56 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 56 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 22.

PRIMARY DESIGNATION

Private


AGENCY: Tooele County School District (Utah)

SERIES: 2967
TITLE: General journal report
DATES: 1984-
ARRANGEMENT: Numerical by journal number

DESCRIPTION: This monthly computer report is a register of journal entries containing accounts to be charged and credited. It is used to make adjustments and corrections to accounting records. The report includes account number, amount debited, amount credited, account description, and reason for journal entry. Each monthly printout supersedes the previous report. The year-end report is received annually on computer output microfiche after the end of the fiscal year.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County School District (Utah)

SERIES: 3067
TITLE: Transaction summary report
DATES: 1984-
ARRANGEMENT: Chronological, thereunder numerical by code

DESCRIPTION: This monthly computer report lists all district financial transactions. It provides year-to-date detail information for all individual postings for the general ledger. It includes date, item description, transaction type, posting date, purchase order or receipt number, check number, encumbrance, debit or credit, account balance, and vendor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 24.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County School District (Utah)

SERIES: 3096
TITLE: Prior payment report
DATES: 1984-
ARRANGEMENT: None

DESCRIPTION: This report lists all payments made to individual vendors. It is used for reference purposes. The report is updated monthly and is received initially as a computer printout. The annual report containing all vendor payments for the fiscal year is received on computer output microfiche. The report includes vendor number and name, 1099 flag (for purchases over $600 which require an Internal Revenue Service form), purchase order number, invoice number, account number, check number, and check date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

Computer output microfiche master: Retain in Office for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 7, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County School District (Utah)

SERIES: 3102
TITLE: Distribution report
DATES: 1984-
ARRANGEMENT: None

DESCRIPTION: This monthly computer printout monitors program budgets. The report comes in two sections: an alphabetical listing by employee's name and numerical by account code. Both reports include the following information: names of employees, social security numbers, account number, current amount paid, total paid month to date, quarter to date amount paid, and fiscal year year-to-date amount paid.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. social security numbers


AGENCY: Tooele County School District (Utah)

SERIES: 3103
TITLE: Payroll register
DATES: 1930-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname

DESCRIPTION: This report is a complete record of payroll payments to district employees. The report has been computerized since 1965, but only placed on computer output microfiche since 1984. District employees are paid biweekly and this report is run at the end of each month. It is used to verify payments to employees. The report includes pay period, location number, district number, name of the employee, social security number, marital status, number of exemptions, pay status code, telephone number, and amounts deducted for federal taxes, state taxes, FICA, retirement, and amount of employer paid FICA.

RETENTION

Retain 53 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 53 years and then destroy.

Microfilm duplicate: Retain in Office for 53 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 53 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 53 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 58 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 58 years and then destroy.

APPRAISAL

Administrative

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

Records in this series have long-term administrative value to document employment and eligibility for retirement benefits.

PRIMARY DESIGNATION

Private


AGENCY: Tooele County School District (Utah)

SERIES: 3139
TITLE: Accounts payable report
DATES: 1984-
ARRANGEMENT: None

DESCRIPTION: This computer report lists the payment of district bills. It is used for accounting and auditing purposes. The report includes the check or purchase order number, date, vendor number, item description, date of purchase order, invoice number, fund code, location number, program code, date of purchase order, amount of invoice and discount and amount. In 1971, the report was computerized and in 1978 the report was placed on Computer Output Microfiche. It is printed three times per month.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL


AGENCY: Tooele County School District (Utah)

SERIES: 3153
TITLE: Accounts payable voided checks register
DATES: 1984-
ARRANGEMENT: Chronological, thereunder numerical by check number

DESCRIPTION: This is a report of accounts payable checks which have been voided. It is used for verification purposes. The report includes the check number, vendor number and name, date issued, purchase order, account number to which payment charged, and actual amount of check.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

Records in this series have short-term fiscal and administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Public