Utah Department of Administrative Services

Division of Archives & Records Service

Administrative Office of the Courts

83953--Annual reports
16935--Director of court services meeting minutes
14046--Directories
5118--Telephone bills
5129--Warrant requests
5130--Financial Information Resources Management System (FIRMS) reports
11522--Personnel records
11523--Employment applications

AGENCY: Administrative Office of the Courts

SERIES: 83953
TITLE: Annual reports
DATES: 1973-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains reports of the Administrative Office of the Courts' activities from the previous year with information pertaining to the administrator's message, agency activities, justice system, justices, agency services, and caseloads.

RETENTION

Retain Archives custody.

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

Historical

Disposition based on the value of these records in documenting agency achievements, policies, programs, and function.

PRIMARY DESIGNATION

Public


AGENCY: Administrative Office of the Courts

SERIES: 16935
TITLE: Director of court services meeting minutes
DATES: 1973-
ARRANGEMENT: Chronological.

DESCRIPTION: This is the record of the meeting of the Director of Court Services. The director is assigned the authority by UCA 78-3a-12 to appoint court clerks, deputy court clerks, and probation officers, to supervise the nonjudicial court staff, and serve as administrative officer of the court. Includes the date and time of the meeting, the place of the meeting, the individuals present, the topics discussed, and any decisions reached.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then microfilm and transfer to State Archives with authority to weed.

Microfilm master: Retain in Office permanently.

Microfiche master: Retain in State Archives permanently.

APPRAISAL

Administrative Historical

As the chief administrator of the juvenile courts, the record of the director's meetings is of obvious long term value.

PRIMARY DESIGNATION

Public


AGENCY: Administrative Office of the Courts

SERIES: 14046
TITLE: Directories
DATES: 1989-
ARRANGEMENT: Chronological.

DESCRIPTION: The directories, created by the Administrative Office of the Courts, provide access to the courts and its personnel. The directories contain names, addresses, and telephone numbers of court locations and court personnel throughout Utah, pictures of the judiciary, and a listing of federal, state, and county organizations with which the courts interact.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

The directories document court personnel for a given year including names, court locations, and photographs of the judiciary.

PRIMARY DESIGNATION

Public


AGENCY: Administrative Office of the Courts

SERIES: 5118
TITLE: Telephone bills
DATES: 1988-
ARRANGEMENT: Chronological

DESCRIPTION: Originals and copies of tickets filed in support of telephone call payments.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 43.

PRIMARY DESIGNATION

Public


AGENCY: Administrative Office of the Courts

SERIES: 5129
TITLE: Warrant requests
DATES: 1988-
ARRANGEMENT: Numerical by warrant number.

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. social security number


AGENCY: Administrative Office of the Courts

SERIES: 5130
TITLE: Financial Information Resources Management System (FIRMS) reports
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: Includes the following: FICAA01T Trial balance monthly. FICAA05P Outstanding encumbrace. FICAA09P Outstanding reservtion. FICAA10P Cash deposits. FICAA30P General ledger activity. FICAA85P Revenue and expenditure status by fund. FICAED01 Expenditure detail by sub-account. FICAES01 Expenditure status by sub-account. FICAES02 Work program/expenditure comparison by summary account. FICARD01 Revenue detail by sub-account within organization. FICARS01 Revenue status by sub-account. FICARS02 Estimated revenue/realized revenues. FICAER01 Expenditure/revenue summary by level 2. FICAMP01 Revenue account status by activity other than Dept. of Transportation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 21.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. social security number


AGENCY: Administrative Office of the Courts

SERIES: 11522
TITLE: Personnel records
DATES: 1988-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

RETENTION

Retain 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(e) (2008)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)(b) (2008)


AGENCY: Administrative Office of the Courts

SERIES: 11523
TITLE: Employment applications
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: Applications of those persons qualified to be listed on a register but who were not selected as the candidate for employment. If DHRM has officially delegated a particular state agency as the record copy office then they should retain these applications for three years.

RETENTION

Retain 48 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 42 months and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 12.

PRIMARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)