University of Utah (Utah)
1834--Division of education seminar records6687--State Retirement-College Retirement Fund records
6952--Monthly minority activity reports
6983--Personnel records
5866--Geological maps
5867--Anthropology map
9466--Veterans education and training records
9467--Accounts distribution of personnel earnings reports
9468--Accounts payable voucher register, settlement register
9470--Alumni Association member records
9471--Applications for fellowship/scholarship (rejected)
9472--Application for non-matriculated students
9473--Applications for employment (not hired)
9475--Auxiliary check vouchers
9476--Check vouchers for all University funds with related correspondence
9478--Credit profile records
9483--Donor case files
9488--Equal employment opportunity case files
9494--General fund check vouchers
9505--Grade sheets
9507--Letters of recommendation
9518--Payroll audit reports
9521--Payroll check registers
9526--Placement center files and night census reports
9530--Earnings record
9537--Student case files
9539--Student counseling records
11578--Budget requests
14353--Teachers Insurance and Annuity Association/College Retirement Equities Fund (TIAA/CREF) reconciliations and deductions
16426--Poison control reports
16633--University of Utah Board of Trustees' minutes
19163--Academic Senate minutes
18972--Annuity fund detail ledgers
18974--Distribution account
18978--Bound or published histories
17291--Payroll records
17301--Development fund and general cash disbursement journal
17314--Accounting contracts journal vouchers
17315--Agency fund detail ledgers
17316--Athletic fund ledger
17318--General accounts journal entry vouchers
17399--Tourist and recreation feasibility study
17404--Employee salary records
17422--Financial register
17279--Institutional council records
17286--Minority employment reports
23701--Electronic mailing lists
26377--As-built plans
27571--administrative reports
80072--Payroll check reconciliation
80073--Plant fund detail ledgers
80074--Physical plant fund
80091--Administrative council minutes
80172--Economics facts
60006--USDA records of dogs and cats on hand
80011--Inactive personnel listings
80012--Employers' withholding statement confirmation listings
80013--College of Engineering grade point averages
80017--Restricted fund and cash disbursement journal
80018--General and cash disbursement journal
80020--Uniform school fund and general cash disbursement journal
80023--Physical plant general and cash disbursement journal
80026--Disbursement journal
80027--Auxiliary fund general and cash disbursement journal
80028--Payroll voucher register
80051--Payroll accounts reconciliation
81744--Receiving copies of purchase orders
83349--Research contracts
83083--Associated student check vouchers
84282--Vouchers, warrants, checks
84390--Final purchase orders
84392--Numeric purchase orders
84394--Campus orders
84395--Journal entries
84397--Student loans: promissory notes
84453--Donor records
84454--Placement center files to assist students in job market
AGENCY: University of Utah (Utah)
SERIES: 1834
TITLE: Division of education seminar records
DATES: 1968-
ARRANGEMENT: Alphanumerical
DESCRIPTION: 1972 Utah Urban Growth Policy Conference Report.
Economic and growth trends for Urban Utah. Includes projections and planning concepts for Utah's future. Published in 1973.
RETENTION
Permanent. Retain until final action
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in State Records Center until reviewed and then transfer to University of Utah.
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 value of records in documenting projected economic and growth trends for Utah as developed in 1972-3.
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 6687
TITLE: State Retirement-College Retirement Fund records
DATES: 1923-
ARRANGEMENT: Numerical by date and number
DESCRIPTION: These are records which document the percent and the amount of employee and University contributions toward retirement benefits. They include the premium lists, annual reports, and deduction registers, and are needed to determine the remittance sum upon retirement. The Benefits Division of the University Personnel Office uses the records to track retirement problems. Data elements include name, social security number, earnable salary, University of Utah contributions, total premiums, total deductions, and termination date.
RETENTION
Retain for 75 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year or until microfilmed and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.
Microfilm master: Retain in State Records Center for 75 years and then destroy.
Microfilm duplicate: Retain in Agency Record Center for 75 years and then destroy.
APPRAISAL
Administrative
Because of the high reference rate of these records, a retention that covers the possible years for claims is necessary, and then allows for the destruction of the records and the personal information contained therein. Previous decision: RDR 76-79 stipulates microfilming.
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 6952
TITLE: Monthly minority activity reports
DATES: 1972-
ARRANGEMENT: Chronological
DESCRIPTION: These are computer printout reports by month for the year 1972 of the staffing distribution and practices of the University of Utah with respect to minorities. These reports include name of employee, salary, position and department, promotion information, sex, date hired, U.S. citizenship, and social security number.
RETENTION
Permanent. Retain for 10 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 05/24/2011
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then microfilm and destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently.
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
These reports comprise a one-year study during the time when Affirmative Action was a major issue on campuses and in employment. A retention of permanent is necessary to preserve the research value. The records will be microfilmed to preserve the records which are in danger of deteriorating.
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 6983
TITLE: Personnel records
DATES: 1920-
ARRANGEMENT: Alphabetical by surname and numerical by Social Security number.
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office until separation and then microfilm and destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 65 years and then destroy.
Microfilm duplicate: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative Fiscal Legal
These records contain the complete work history of an individual (excluding medical/psychological information) while employed by the state and have legal value as documentation to verify employment and/or eligibility for benefits for the employee or for any heirs as a result of such employment.
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 5866
TITLE: Geological maps
DATES: 1963-
ARRANGEMENT: Alphanumerical
DESCRIPTION:
RETENTION
Permanent. Retain until final action
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in State Records Center until reviewed and then transfer to the University of Utah.
APPRAISAL
AGENCY: University of Utah (Utah)
SERIES: 5867
TITLE: Anthropology map
DATES: undated
ARRANGEMENT: Alphanumerical
DESCRIPTION:
RETENTION
Retain until final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in State Records Center until reviewed and then transfer to the University of Utah.
APPRAISAL
AGENCY: University of Utah (Utah)
SERIES: 9466
TITLE: Veterans education and training records
DATES: 1950-
ARRANGEMENT: None
DESCRIPTION: These include attachments and training records.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 06/1970
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9467
TITLE: Accounts distribution of personnel earnings reports
DATES: 1947-
ARRANGEMENT: Chronologically by date thereunder numerically by Social Security number.
DESCRIPTION: This series contains information referencing the amount of retirement deducted from employees paychecks. Information includes employee names; Social Security numbers; pay period ending dates; mail codes; numbers of exemptions; gross pay; FICA, federal, and state tax payments; net pay, and state retirement amounts.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Microfilm master: Retain in State Records Center for 3 years and then destroy.
Microfilm duplicate: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
These records have administrative and fiscal value as they are used to administer programs and account for payroll deductions.
PRIMARY DESIGNATION
Private. 63G-2-302 (1)(f) and (2)(b) (2009)
AGENCY: University of Utah (Utah)
SERIES: 9468
TITLE: Accounts payable voucher register, settlement register
DATES: 1982-
ARRANGEMENT: None
DESCRIPTION: Register of all accounts payable.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1982
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.
Microfilm master: Retain in Office for 3 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Fiscal
AGENCY: University of Utah (Utah)
SERIES: 9470
TITLE: Alumni Association member records
DATES: undated
ARRANGEMENT: None
DESCRIPTION: These records include questionnaires, surveys, names, addresses, and other information about former U of U students faculty and staff.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9471
TITLE: Applications for fellowship/scholarship (rejected)
DATES: undated
ARRANGEMENT: None
DESCRIPTION:
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 12/1976
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9472
TITLE: Application for non-matriculated students
DATES: 1979-
ARRANGEMENT: None
DESCRIPTION: These are official forms including transcripts and other applicable information.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9473
TITLE: Applications for employment (not hired)
DATES: 1982-
ARRANGEMENT: None
DESCRIPTION:
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9475
TITLE: Auxiliary check vouchers
DATES: undated
ARRANGEMENT: None
DESCRIPTION: Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9476
TITLE: Check vouchers for all University funds with related correspondence
DATES: undated
ARRANGEMENT: None
DESCRIPTION: Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9478
TITLE: Credit profile records
DATES: 1982-
ARRANGEMENT: None
DESCRIPTION: These records include credit history, credit collections, dishonored check information, garnishments, civil court involvements.
RETENTION
Retain for 5 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after case is settled and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9483
TITLE: Donor case files
DATES: 1975-
ARRANGEMENT: None
DESCRIPTION: Includes identification of donor, goods, services or money donated and restrictions thereon.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Administrative Fiscal Historical Legal
PRIMARY DESIGNATION
Public. Names
SECONDARY DESIGNATION
Private. amount and type of donation
AGENCY: University of Utah (Utah)
SERIES: 9488
TITLE: Equal employment opportunity case files
DATES: 1982-
ARRANGEMENT: None
DESCRIPTION: Charges of discrimination and investigation reports, and sexual harrassment case files. Includes case logs, records of hearings and determination of findings
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
Microfilm master: Retain in Office for 5 years and then destroy.
Microfilm duplicate: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Public. After the case is closed
SECONDARY DESIGNATION
Controlled. While case is in progress
AGENCY: University of Utah (Utah)
SERIES: 9494
TITLE: General fund check vouchers
DATES: undated
ARRANGEMENT: None
DESCRIPTION: Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9505
TITLE: Grade sheets
DATES: 1900-
ARRANGEMENT: Chronological, thereunder alphabetical by department name.
DESCRIPTION: This series contains grade sheets used by university professors to record the day-by-day grades given to students. Grade information is sent to the registrar to be incorporated into the final transcripts. Information includes student names, grades, professors' names, and class titles.
RETENTION
Retain for 25 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 07/2001
FORMAT MANAGEMENT
Paper: Retain in Office until transferred to registrar and then microfilm and destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 25 years and then destroy.
Microfilm duplicate: Retain in Office for 25 years or until administrative needs have been met and then destroy.
APPRAISAL
Administrative
These records have administrative value as they document the accumulation of grades given to students.
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9507
TITLE: Letters of recommendation
DATES: 1910-
ARRANGEMENT: None
DESCRIPTION: These letters relate to faculty retention, promotion and review.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Protected
AGENCY: University of Utah (Utah)
SERIES: 9518
TITLE: Payroll audit reports
DATES: 1975-
ARRANGEMENT: None
DESCRIPTION: Contains information on pay, benefits, taxes, deductions, and vacation hours of university faculty and employees.
RETENTION
Permanent. Retain for 1 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Microfilm master: Retain in Office permanently.
APPRAISAL
Administrative Fiscal Historical Legal
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9521
TITLE: Payroll check registers
DATES: 1889-
ARRANGEMENT: Chronological by pay period, thereunder numerical by check number
DESCRIPTION: Display of earnings, deductions, taxes, net income, and warrant or direct deposit information. These documents are prepared and used for payroll disbursement.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
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.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9526
TITLE: Placement center files and night census reports
DATES: 1984-
ARRANGEMENT: none
DESCRIPTION: Includes student record letters of recommendation, and test results, job qualifications.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years after last referral and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9530
TITLE: Earnings record
DATES: 1979-
ARRANGEMENT: None
DESCRIPTION: These records document employee earnings and salaries.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905
AUTHORIZED: 08/17/2015
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 65 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9537
TITLE: Student case files
DATES: 1898-
ARRANGEMENT: None
DESCRIPTION: These files include application for admission or readmission, acceptance or rejection letters, residency applications, non-matriculation letter, evaluations, test results, and official transcript.
RETENTION
Retain for 75 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Microfilm master: Retain in State Records Center for 75 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 9539
TITLE: Student counseling records
DATES: 1930-
ARRANGEMENT: None
DESCRIPTION: Inasmuch as the University of Utah Counseling Center was the second center established in the U.S., these records have been determined to be historically valuable. The bulk of these records is maintained in the Counseling Center.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Administrative Historical Legal
PRIMARY DESIGNATION
Controlled
AGENCY: University of Utah (Utah)
SERIES: 11578
TITLE: Budget requests
DATES: 1955-
ARRANGEMENT: Chronological
DESCRIPTION: Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds and project budgets. Specific grant case files may have additional retention requirements, please contact the State Archives to schedule a specific retention.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 03/16/2000
FORMAT MANAGEMENT
Paper: Retain in State Records Center for 4 years after grant has expired and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 14353
TITLE: Teachers Insurance and Annuity Association/College Retirement Equities Fund (TIAA/CREF) reconciliations and deductions
DATES: 1923-
ARRANGEMENT: Chronological
DESCRIPTION: These are records which document the percent and the amount of employee and University contributions toward retirement benefits. They include the premium lists, annual reports, and deduction registers, and are needed to determine the remittance sum upon retirement. The Benefits Division of the University Personnel Office uses the records to track retirement problems. Data elements include name, social security number, salary, University of Utah contributions, total premiums, total deductions, and termination date.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 12/07/2006
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 65 years and then destroy.
Microfilm duplicate: Retain in Office for 65 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-302 (1)(e) (2008)
SECONDARY DESIGNATION
Public. UCA 63G-2-301 (1)(b) (2008)
AGENCY: University of Utah (Utah)
SERIES: 16426
TITLE: Poison control reports
DATES: 1971-
ARRANGEMENT: Chronological
DESCRIPTION: These are reports concerning the treatment of patients through the poison control center. Includes diagnosis, treatment, and follow-up of patients.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical Legal
This retention reflects agency and research needs.
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 16633
TITLE: University of Utah Board of Trustees' minutes
DATES: 1986-
ARRANGEMENT: Chronological
DESCRIPTION: These are the minutes and the meeting files of the University of Utah Board of Trustees, the body that sets the policies and goals of the University. The University of Utah Board of Trustees was formerly known as the University of Utah Institutional Council. The name was changed in May of 1991.
RETENTION
Permanent. Retain for 25 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/17/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 25 years after being microfilmed and then transfer to Agency Record Center. Retain in Agency Record Center permanently.
Paper copy: Retain in Office until administrative need ends and then destroy.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Agency Record Center permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 19163
TITLE: Academic Senate minutes
DATES: 1970-
ARRANGEMENT: Chronological
DESCRIPTION: Records created by a committee or conference, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recordings if minutes are not taken.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/16/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years or until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Agency Record Center permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 18972
TITLE: Annuity fund detail ledgers
DATES: 1976-
ARRANGEMENT:
DESCRIPTION: Ledgers and forms used to accumulate data for use in cost reports.
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 03/16/2000
FORMAT MANAGEMENT
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 18974
TITLE: Distribution account
DATES: 1978-
ARRANGEMENT: chronological
DESCRIPTION: These are payroll vouchers and six month summaries.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Summary time report, GRS-1878
AUTHORIZED: 06/22/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302
AGENCY: University of Utah (Utah)
SERIES: 18978
TITLE: Bound or published histories
DATES: 1877-
ARRANGEMENT: Chronological
DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 03/16/2000
FORMAT MANAGEMENT
Paper: Retain in State Archives until microfilmed and then destroy provided microfilm has passed inspection.
Paper copy: Retain in Office until administrative ends and then destroy.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
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 value of histories published by the University dating back to 1896.
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17291
TITLE: Payroll records
DATES: 1967-
ARRANGEMENT:
DESCRIPTION: Display of earnings, deductions, taxes, net income, and warrant or direct deposit information. These documents are prepared and used for payroll disbursement.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA_63G-2-301_(1)(b)_(2008)
AGENCY: University of Utah (Utah)
SERIES: 17301
TITLE: Development fund and general cash disbursement journal
DATES: 1971-
ARRANGEMENT:
DESCRIPTION: Entries listing adjustments to an organization's credit or debit financial statements. They contain the Division of Finance form FI-35, which lists the credit or debit adjustment, explanation of entry, and approval signature.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 04/24/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
Microfilm duplicate: Retain in Office for 7 years and then destroy.
Microfilm master: Retain in Office for 7 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17314
TITLE: Accounting contracts journal vouchers
DATES: 1961-
ARRANGEMENT: Chronologically by date of voucher.
DESCRIPTION: This series contains general account ledgers describing debit and credit entries and reflecting expenditures in their summaries. Information includes account numbers, income expenses, encumbrances, explanations, supporting data, preparers' names, and the approval signatures.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
Microfilm master: Retain in State Records Center for 7 years and then destroy.
Microfilm duplicate: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
These records have administrative and fiscal value as they are used to administer and document accounting voucher information.
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17315
TITLE: Agency fund detail ledgers
DATES: 1963-
ARRANGEMENT:
DESCRIPTION: Ledgers and forms used to accumulate data for use in cost reports.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 03/16/2000
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Microfilm master: Retain in State Records Center for 3 years and then destroy.
Microfilm duplicate: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17316
TITLE: Athletic fund ledger
DATES: 1966-
ARRANGEMENT:
DESCRIPTION: Ledgers and forms used to accumulate data for use in cost reports.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 03/16/2000
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Microfilm master: Retain in State Records Center for 3 years and then destroy.
Microfilm duplicate: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17318
TITLE: General accounts journal entry vouchers
DATES: 1967-
ARRANGEMENT:
DESCRIPTION: General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
Microfilm master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative
Records have temporary administrative value and may be destroyed according to retention schedule.
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17399
TITLE: Tourist and recreation feasibility study
DATES: undated
ARRANGEMENT:
DESCRIPTION: This series contains reports pertaining to tourism and recreation.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Microfilm master: Retain in State Records Center until reviewed and transfer to University of Utah.
APPRAISAL
AGENCY: University of Utah (Utah)
SERIES: 17404
TITLE: Employee salary records
DATES: undated
ARRANGEMENT:
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 for 65 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 05/13/1999
FORMAT MANAGEMENT
Microfilm master: Retain in Office for 2 years after separation of employee and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
AGENCY: University of Utah (Utah)
SERIES: 17422
TITLE: Financial register
DATES: 1975-
ARRANGEMENT:
DESCRIPTION: General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
Microfilm master: Retain in Archives for 7 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17279
TITLE: Institutional council records
DATES: 1969-
ARRANGEMENT:
DESCRIPTION: Records created by a committee or conference, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recordings if minutes are not taken.
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/16/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office for 5 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 17286
TITLE: Minority employment reports
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are monthly minority employment activity reports. Information includes social security numbers, name, sex, job code, hire date, salary and promotions. These list all employees and are used for statistics and annual reports.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 02/01/2016
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 1 year and then destroy.
APPRAISAL
AGENCY: University of Utah (Utah)
SERIES: 23701
TITLE: Electronic mailing lists
DATES: 1994-
ARRANGEMENT: Chronological
DESCRIPTION: The Utah Education Network hosts about 150 electronic mailing lists. (A mailing list has an e-mail address [e.g. uted@lists.uen.org] that is set aside for electronic discussion. Individuals can 'subscribe' to a list - which means they add their e-mail address to the list. Then when someone sends a message to the list address, everyone who is currently subscribed to the list receives a copy of the message.)
The electronic mailing lists are used to facilitate discussion among users belonging to the list. A user can add or remove himself from the list at any time by sending an e-mail request to the listserv software. The discussions vary according to the topic of each list, but generally lists are used to notify list members of training opportunities, or to discuss education issues.
The mailing list software is used to create the list name (list address), to add or remove users from a list, and to send messages directed to the list out to list subscribers.
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 07/2001
FORMAT MANAGEMENT
Computer data files: Retain in Office for 1 year or until administrative need expires and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 26377
TITLE: As-built plans
DATES: 1911-
ARRANGEMENT: Numerical by project number.
DESCRIPTION: Final plans and specifications for approved buildings constructed by the University of Utah.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Government construction as-built plans and specifications, GRS-1789
AUTHORIZED: 11/16/2006
FORMAT MANAGEMENT
Paper: Retain in Office until scanned and quality checked and then transfer to State Archives with authority to weed.
Compact disc: Retain in Office until administrative needs end and then destroy.
APPRAISAL
Administrative Historical
AGENCY: University of Utah (Utah)
SERIES: 27571
TITLE: administrative reports
DATES: 1896-
ARRANGEMENT: Chronological
DESCRIPTION: This series contains addresses, memos, organization, statements, history, policies, etc. Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101(7)(2017) and 9-7-208(4)(2006).
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 05/18/2011
FORMAT MANAGEMENT
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 value of records in documenting the achievements, actions and history of the University of Utah.
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 80072
TITLE: Payroll check reconciliation
DATES: 1982-
ARRANGEMENT: Chronological
DESCRIPTION: This series contains computer generated payroll check reconciliation reports. The report documents checks that have cleared the bank, been cancelled, or are still outstanding. The specific categories on the report are: date issued, serial number, items paid, date paid, items outstanding, items unmatched, items deleted, and comments.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 3 years and then destroy.
Microfilm duplicate: Retain in Archives for 3 years and then destroy.
APPRAISAL
Fiscal
AGENCY: University of Utah (Utah)
SERIES: 80073
TITLE: Plant fund detail ledgers
DATES: 1976-
ARRANGEMENT: Numerical
DESCRIPTION: This series contains computer generated financial reports. These reports include a chart of accounts juxtaposing old account numbers with new account codes and an account description. This series is primarily a detailed accounting ledger for the University of Utah plant fund.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 7 years and then destroy.
Microfilm duplicate: Retain in Archives for 7 years and then destroy.
APPRAISAL
Fiscal
AGENCY: University of Utah (Utah)
SERIES: 80074
TITLE: Physical plant fund
DATES: undated
ARRANGEMENT: Numerical
DESCRIPTION: This series contains a computer generated financial report titled "detail statement" ledger. This report includes the following categories: reference number for transactions, description, balance forward, estimated income, actual income, unrealized balance, and obligated amounts. This report is not limited to a single accounting fund. Some of the categories listed are: consultants, leasing, salaries, supplies, and equipment.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 7 years and then destroy.
Microfilm duplicate: Retain in Archives for 7 years and then destroy.
APPRAISAL
Fiscal
AGENCY: University of Utah (Utah)
SERIES: 80091
TITLE: Administrative council minutes
DATES: undated
ARRANGEMENT: Chronological
DESCRIPTION: Records created by a committee or conference, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recordings if minutes are not taken.
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
These records have historical value as evidence of the activities of the administrative council.
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 80172
TITLE: Economics facts
DATES: undated
ARRANGEMENT: None
DESCRIPTION:
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Microfilm master: Retain in Office permanently after being microfilmed.
APPRAISAL
AGENCY: University of Utah (Utah)
SERIES: 60006
TITLE: USDA records of dogs and cats on hand
DATES: 1974-
ARRANGEMENT: Chronological
DESCRIPTION: These records are kept by the research facility in order to make, keep, and maintain information concerning dogs and cats entering the facility for research.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1988
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 80011
TITLE: Inactive personnel listings
DATES: 1983-
ARRANGEMENT: Alphanumerical by pay period code.
DESCRIPTION: These records document employees of the University of Utah who have recieved pay for their work. Includes name, social security number, date of birth, years of education, date of hire, last pay date, home address, and employee number.
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 06/1987
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 80012
TITLE: Employers' withholding statement confirmation listings
DATES: 1979-
ARRANGEMENT: Chronological, thereunder alphabetical by name
DESCRIPTION:
RETENTION
Retain for 99 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 06/1987
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year or until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 99 years and then destroy.
Microfilm duplicate: Retain in Agency Record Center for 99 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 80013
TITLE: College of Engineering grade point averages
DATES: 1960-
ARRANGEMENT: Alphabetical by name.
DESCRIPTION: These are grade point averages of students enrolled in the College of Engineering at the University of Utah. They are used for statistical studies in the college to determine variations from year to year and between different universities.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 06/1987
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 99 years and then transfer to Univ. Archives for permanent storage.
Microfilm master: Retain in State Records Center for 99 years and then transfer to Univ. Archives for permanent storage.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 80017
TITLE: Restricted fund and cash disbursement journal
DATES: undated
ARRANGEMENT: Numerical.
DESCRIPTION: General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1987
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 3 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 80018
TITLE: General and cash disbursement journal
DATES: undated
ARRANGEMENT: Numerical by account number.
DESCRIPTION: General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 7 years and then destroy.
Microfilm duplicate: Retain in Archives for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 80020
TITLE: Uniform school fund and general cash disbursement journal
DATES: undated
ARRANGEMENT: Numerical
DESCRIPTION: This series contains a computer generated general ledger for the uniform school fund.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 7 years and then destroy.
Microfilm duplicate: Retain in Archives for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: University of Utah (Utah)
SERIES: 80023
TITLE: Physical plant general and cash disbursement journal
DATES: undated
ARRANGEMENT: Numerical
DESCRIPTION: This series consists of a computer generated general ledger for the physical plant fund of the University of Utah.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 7 years and then destroy.
Microfilm duplicate: Retain in Archives for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: University of Utah (Utah)
SERIES: 80026
TITLE: Disbursement journal
DATES: undated
ARRANGEMENT: Numerical
DESCRIPTION: This series contains a computer generated general and cash disbursements journal for the University of Utah endowment fund.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule State government accounts payable and receivable records, GRS-1854
AUTHORIZED: 01/23/2017
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 7 years and then destroy.
Microfilm duplicate: Retain in Archives for 7 years and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: University of Utah (Utah)
SERIES: 80027
TITLE: Auxiliary fund general and cash disbursement journal
DATES: undated
ARRANGEMENT: Numerical
DESCRIPTION:
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1987
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
AGENCY: University of Utah (Utah)
SERIES: 80028
TITLE: Payroll voucher register
DATES: undated
ARRANGEMENT: Numerical
DESCRIPTION: This series includes a computer generated report titled "special check register" and includes the following employee information: employee name, check number, gross pay, FICA withheld, federal tax withheld, state tax withheld, miscellaneous deductions, and net pay. The report is arranged by check number.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Microfilm master: Retain in Archives for 3 years and then destroy.
Microfilm duplicate: Retain in Archives for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: University of Utah (Utah)
SERIES: 80051
TITLE: Payroll accounts reconciliation
DATES: undated
ARRANGEMENT: numerical by series number
DESCRIPTION: Display of earnings, deductions, taxes, net income, and warrant or direct deposit information. These documents are prepared and used for payroll disbursement.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in Office for 3 years and then destroy.
Microfilm duplicate: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA_63G-2-301_(1)(b)_(2008)
AGENCY: University of Utah (Utah)
SERIES: 81744
TITLE: Receiving copies of purchase orders
DATES: 1984-
ARRANGEMENT: Numerical by purchase order number
DESCRIPTION: These are copies of records which document the sale of goods and services to the University. These records include description and cost of the item being purchased.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 06/1987
FORMAT MANAGEMENT
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
Administrative Fiscal
General Schedule 3 Item 4 directs that copies of purchase orders be destroyed upon final payment. Because of the volume of these records, a two year retention will satisfy this retention while providing for consistent destruction dates.
AGENCY: University of Utah (Utah)
SERIES: 83349
TITLE: Research contracts
DATES: 1946-
ARRANGEMENT: none
DESCRIPTION: This record contains such contracts as classified military research studies, trade secrets and product development for private corporations. These are primarily held by the Research Administration.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Administrative Fiscal Historical Legal
AGENCY: University of Utah (Utah)
SERIES: 83083
TITLE: Associated student check vouchers
DATES: 1968-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Microfilm master: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: University of Utah (Utah)
SERIES: 84282
TITLE: Vouchers, warrants, checks
DATES: 1983-
ARRANGEMENT: Numerical by number (voucher, warrant, check)
DESCRIPTION: These records are used to monitor financial transactions for the university's accounts payable section. The vouchers represent promise of payment to vendors. Includes checks, invoices, and so forth.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
Microfilm master: Retain in State Records Center for 7 years and then destroy.
Microfilm duplicate: Retain in Office for 7 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
This record is kept for an audit trail. The amount of volume requires that these records be filmed and used in that format. The paper copies may be discarded and the microfilm retained according to UCA 63-2-70. The seven year retention on the microfilm copy covers the audit requirement. (See General Retention Schedule 1988:6:45.)
PRIMARY DESIGNATION
Public. except for home address, social security number, and telephone number which are private.
AGENCY: University of Utah (Utah)
SERIES: 84390
TITLE: Final purchase orders
DATES: 1983-
ARRANGEMENT: numerical by invoice number
DESCRIPTION: These records are used to document the purchase transaction and to notify the department of purchase approval. These records are the Final (paid) Purchase Orders and include all attachments such as invoices, receipts, and so forth.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 4 years and then destroy.
Microfilm duplicate: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
The microfilm copy of these records are used for administrative purposes. The retention of four years for the microfilm covers the audit period. (See General Retention Schedule 1988:14:6) The paper copies may be discarded under the Utah Code Annotated 63-2-70.
AGENCY: University of Utah (Utah)
SERIES: 84392
TITLE: Numeric purchase orders
DATES: 1983-
ARRANGEMENT: Numerical by purchase order number
DESCRIPTION: These records are used to document the purchase transaction and to notify the department of purchase approval. They consist of the front page of the Final Purchase Order and are apparently used as an index, access point, or as a means of quick verification by Accounts Payable.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
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.
Microfilm master: Retain in State Records Center for 4 years and then destroy.
Microfilm duplicate: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
These records are used for administrative purposes in microfilm format to monitor university expenses. The film is retained for four years for audit purposes. The paper copies may be discarded when the film is retained in accordance with UCA 63-2-70.
AGENCY: University of Utah (Utah)
SERIES: 84394
TITLE: Campus orders
DATES: 1983-
ARRANGEMENT: numerical by purchase order number
DESCRIPTION: These records are used to request the transfer of funds between university departments for services rendered or materials purchased. They are similar to Interdepartmental Transfers (GRS 88:6:26) used by other state agencies.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
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.
Microfilm master: Retain in State Records Center for 3 years and then destroy.
Microfilm duplicate: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
These records are used daily at the accounts payable office of the university in microfilm format. The three year retention of the microfilm copy covers the audit period. The original paper copies may be discarded under UCA 63-2-70.
AGENCY: University of Utah (Utah)
SERIES: 84395
TITLE: Journal entries
DATES: 1983-
ARRANGEMENT: numerical by account number
DESCRIPTION: These records are used to keep track of internal account transactions for the university. They are similar to Expenditure Adjustment Requests (GRS 88:6:20) used by other state agencies.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
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.
Microfilm master: Retain in State Records Center for 3 years and then destroy.
Microfilm duplicate: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
These records are used daily by the accounting department at the univerisity. They are used in microfilm format and their three year retention covers the audit period. See General Retention Schedule 1988:6:20. The original paper documents may be discarded under UCA 63-2-70.
PRIMARY DESIGNATION
Public. except for home address which is private.
AGENCY: University of Utah (Utah)
SERIES: 84397
TITLE: Student loans: promissory notes
DATES: 1983-
ARRANGEMENT: numerical by student number
DESCRIPTION: These records are the promissory notes of student loan records. They are used to keep track of student loan transactions at the university.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1989
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Records Center for 5 years after after loan is paid off and then destroy.
Microfilm duplicate: Retain in Office for 5 years after after loan is paid off and then destroy.
APPRAISAL
Administrative Fiscal Legal
These records are used currently at the university. The retention on student loan records is five years after the loan is paid off in accordance with the Code of Federal Regulations (see 34 CFR 682.610 [d] [1-3]). The retention of the microfilm copy and the disposal of the paper is in accordance with 34 CFR 682.610 (d) (4) and the Utah Code Annotated 63-2-70.
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 84453
TITLE: Donor records
DATES: 1975-
ARRANGEMENT: none
DESCRIPTION: These records include identification of donor, goods, services or money donated and restrictions thereon.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: University of Utah (Utah)
SERIES: 84454
TITLE: Placement center files to assist students in job market
DATES: undated
ARRANGEMENT: none
DESCRIPTION: These files include student record letters of recommendation, and test results, job qualifications.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 02/1985
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private