Utah Department of Administrative Services

Division of Archives & Records Service

Utah State Tax Commission. Accounting Section

2347--Office supply requisitions
16535--Administrative correspondence
16536--Bank statements
16537--Fixed asset reports
16538--General ledgers
16539--Purchase requisitions
16540--Treasurer deposits
16541--Warrant registers
16542--Warrant requests
16543--Expenditure adjustments
16544--Interdepartmental transfers
16545--Tax payment receipt files
16546--Travel requests
16547--Travel vouchers

AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 2347
TITLE: Office supply requisitions
DATES: 1957-
ARRANGEMENT: Alphanumerical

DESCRIPTION: A requisition for office supplies.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 3 years and then destroy.

APPRAISAL

Administrative

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16535
TITLE: Administrative correspondence
DATES: 1965-
ARRANGEMENT: Chronological

DESCRIPTION: Documents office organization, staffing, procedures, and internal communications.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 2 years and then destroy.

APPRAISAL

Utah General Schedule 5-3

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16536
TITLE: Bank statements
DATES: 1967-
ARRANGEMENT: Chronological

DESCRIPTION: Cancelled checks, debit/credit memoranda, deposit slips, and monthly reconciliations.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 3 years and then destroy.

APPRAISAL

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16537
TITLE: Fixed asset reports
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: File used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.

RETENTION

DISPOSITION

.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 10 years after disposal of property and then destroy.

Computer data files: Retain in Office until administrative need ends and then erase.

APPRAISAL

Utah General Schedule 3-2b

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16538
TITLE: General ledgers
DATES: 1960-
ARRANGEMENT: Chronological

DESCRIPTION: General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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

APPRAISAL

Utah General Schedule 7-2

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16539
TITLE: Purchase requisitions
DATES: 1972-
ARRANGEMENT: Chronological

DESCRIPTION: Requisitions for supplies and equipment for current inventory.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 copy: Retain in Office for 3 years and then destroy.

APPRAISAL

Utah General Schedule 3-4a

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16540
TITLE: Treasurer deposits
DATES: 1964-
ARRANGEMENT: Chronological

DESCRIPTION: These are records of monies given to the State Treasures Office for deposit.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 07/1986

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 1 year and then destroy.

APPRAISAL

Utah General Schedule 6-8

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16541
TITLE: Warrant registers
DATES: 1967-
ARRANGEMENT: Chronological

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. This is a log of warrant requests.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 destroy.

APPRAISAL

Utah General Schedule 6-1

PRIMARY CLASSIFICATION

Public

SECONDARY CLASSIFICATION

Private. Social security number


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16542
TITLE: Warrant requests
DATES: 1967-
ARRANGEMENT: Chronological

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

.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 destroy.

Computer data files: Retain in Office for 1 year and then erase.

APPRAISAL

Utah General Schedule 6-1

PRIMARY CLASSIFICATION

Public

SECONDARY CLASSIFICATION

Private. Social security number


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16543
TITLE: Expenditure adjustments
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: Records used as posting and control media, subsidiary to the general and allotment ledgers, and not elsewhere covered in this schedule.

RETENTION

DISPOSITION

.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 6 years and then destroy.

Computer data files: Retain in Office for 6 years and then delete.

APPRAISAL

Utah General Schedule 6-7

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16544
TITLE: Interdepartmental transfers
DATES: 1961-
ARRANGEMENT: Chronological.

DESCRIPTION: An accounting document that requests the transfer of funds between agencies for services rendered or materials purchased.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 destroy.

APPRAISAL

Utah General Schedule 6-5

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16545
TITLE: Tax payment receipt files
DATES: 1985-
ARRANGEMENT: Numerical.
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: This is a record of payments made by taxpayers for taxes due. Includes taxpayers name, date, receiving employee, amount, and type of tax being credited. This is a three part receipt book; the original is given to taxpayer, the second sheet is sent to Accounting, and the third sheet stays in the book.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 07/1986

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 Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

Paper copy: Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Utah General Schedule 6-13 indicates an audit period of three years.

PRIMARY CLASSIFICATION

Public


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16546
TITLE: Travel requests
DATES: 1975-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Correspondence, mileage and commute forms, and related records pertaining to agency travel and transportation functions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 02/25/2004

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 1 year and then destroy.

APPRAISAL

This retention is based on Utah General Schedule 9-3b, CFR 3015.20 and .22.

PRIMARY CLASSIFICATION

Public

SECONDARY CLASSIFICATION

Private. Address, social security number, telephone.


AGENCY: Utah State Tax Commission. Accounting Section

SERIES: 16547
TITLE: Travel vouchers
DATES: 1970-
ARRANGEMENT: Chronological.

DESCRIPTION: Correspondence, forms, and related records pertaining to agency travel and transportation functions, not covered elsewhere in this schedule.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 3 years and then destroy.

APPRAISAL

Utah General Schedule 9-3b.

PRIMARY CLASSIFICATION

Public