Utah Department of Administrative Services

Division of Archives & Records Service

Administrative Office of the Courts

5118--Telephone bills
5129--Warrant requests
11522--Personnel records
11523--Employment applications
14046--Directories
83953--Annual reports
16935--Director of court services meeting minutes

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 7, Item 43.

AUTHORIZED: 09/25/1990

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

PRIMARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 7, Item 49.

AUTHORIZED: 09/25/1990

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

PRIMARY CLASSIFICATION

Public

SECONDARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 11, Item 2.

AUTHORIZED: 05/25/1999

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

PRIMARY CLASSIFICATION

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

SECONDARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 11, Item 12.

AUTHORIZED: //

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

PRIMARY CLASSIFICATION

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

SECONDARY CLASSIFICATION

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


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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 05/06/2010

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative Historical

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

PRIMARY CLASSIFICATION

Public


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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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 CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 03/1987

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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 CLASSIFICATION

Public