Utah Department of Administrative Services

Division of Archives & Records Service

University of Utah

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
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
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
83083--Associated student check vouchers
83349--Research contracts
81744--Receiving copies of purchase orders
19163--Academic Senate minutes
18972--Annuity fund detail ledgers
18974--Distribution account
18978--Bound or published histories
17268--Biennial reports
17270--General catalogs
17271--Class schedule/winter quarter
17279--Institutional council records
17280--Institutional council minutes
17281--Student credit hour enrollment
17282--Faculty contracts
17285--Utah coordinating council/class size and teaching report
17286--Minority employment reports
17287--Grade distribution summary
17290--Teachers Annuity Insurance
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
17317--Endowment Fund detail ledgers
17318--General accounts journal entry vouchers
17328--Confirmed salary budget account
17329--Chart of accounts
17331--Revolving fund detail ledgers
17335--Student activity accounts
17336--Student loan ledgers
17337--National defense student loan register
17338--Teachers insurance and annuity association annual reports
17339--Loan and trust ledgers
17340--Teachers annuity insurance association remittance reports
17345--Uniform school fund detail ledgers
17346--Transfer check reconciliation registers
17347--Contract section journal vouchers
17353--Transfer check reconciliations
17356--State retirement deduction resister
17357--Payroll check reconciliations register
17358--Campus order daily credit logs
17362--Settlement register
17393--Contingent fund logs
17396--Auxiliary fund detail ledgers
17397--Studies on business and economics
17398--Health study report
17399--Tourist and recreation feasibility study
17400--Materials science and engineering reports
17404--Employee salary records
17422--Financial register
17423--National defense student loan cash receipts
14353--Teachers Insurance and Annuity Association/College Retirement Equities Fund (TIAA/CREF) reconciliations and deductions
23701--Electronic mailing lists
16633--University of Utah Board of Trustees' minutes
16426--Poison control reports
26377--As-built plans
27571--administrative reports
1834--Division of education seminar records
5866--Geological maps
5867--Anthropology map
6952--Monthly minority activity reports
6679--Ledger of financial reports and restricted fund
6687--State Retirement-College Retirement Fund records
6983--Personnel records
11578--Budget requests
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
9528--Public Safety investigative reports
9530--Earnings record
9537--Student case files
9539--Student counseling records
9540--Student health records
9544--Salaried and hourly personnel time and attendance reports

AGENCY: University of Utah

SERIES: 84282
TITLE: Vouchers, warrants, checks
DATES: 1983-
ARRANGEMENT: Numerical by number (voucher, warrant, check)
ANNUAL ACCUMULATION: 167.00 cubic feet.

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 7 years.

DISPOSITION

Destroy.

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

SERIES: 84390
TITLE: Final purchase orders
DATES: 1983-
ARRANGEMENT: numerical by invoice number
ANNUAL ACCUMULATION: 60.00 cubic feet.

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 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 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

SERIES: 84392
TITLE: Numeric purchase orders
DATES: 1983-
ARRANGEMENT: Numerical by purchase order number
ANNUAL ACCUMULATION: 10.00 cubic feet.

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 4 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 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

SERIES: 84394
TITLE: Campus orders
DATES: 1983-
ARRANGEMENT: numerical by purchase order number
ANNUAL ACCUMULATION: 30.00 cubic feet.

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

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.

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

SERIES: 84395
TITLE: Journal entries
DATES: 1983-
ARRANGEMENT: numerical by account number
ANNUAL ACCUMULATION: 5.00 cubic feet.

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

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.

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

SERIES: 84397
TITLE: Student loans: promissory notes
DATES: 1983-
ARRANGEMENT: numerical by student number
ANNUAL ACCUMULATION: 9.00 cubic feet.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 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

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: University of 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

DISPOSITION

Retain in agency custody.

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

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 80012
TITLE: Employers' withholding statement confirmation listings
DATES: 1979-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION:

RETENTION

Retain 1 year or until microfilmed.

DISPOSITION

Destroy.

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

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

.

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

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 80017
TITLE: Restricted fund and cash disbursement journal
DATES: undated
ARRANGEMENT: Numerical

DESCRIPTION:

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 3 years and then destroy.

APPRAISAL


AGENCY: University of 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 7 years

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.


AGENCY: University of 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 7 years

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.


AGENCY: University of 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 7 years

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.


AGENCY: University of 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 7 years

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.


AGENCY: University of Utah

SERIES: 80027
TITLE: Auxiliary fund general and cash disbursement journal
DATES: undated
ARRANGEMENT: Numerical

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL


AGENCY: University of 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 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in Archives for 4 years and then destroy.

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

Microfilm duplicate: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: University of 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 3 years

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 1.


AGENCY: University of 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 7 years

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.


AGENCY: University of 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 7 years

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.


AGENCY: University of 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

Retain Archives

DISPOSITION

Transfer to the State Archives with authority to weed.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

These records have historical value as evidence of the activities of the administrative council.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 80172
TITLE: Economics facts
DATES: undated
ARRANGEMENT: None

DESCRIPTION:

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Microfilm master: Retain in Office permanently after being microfilmed.

APPRAISAL


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: University of 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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 83349
TITLE: Research contracts
DATES: 1946-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 10.00 cubic feet.

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical Legal


AGENCY: University of 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

DISPOSITION

Destroy.

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

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

Retain 5 years.

DISPOSITION

Retain in agency custody.

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 with authority to weed.

Microfilm duplicate: Retain in Agency Record Center permanently.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: University of 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

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfilm duplicate: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 18974
TITLE: Distribution account
DATES: 1978-
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of 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

DISPOSITION

Retain in agency custody.

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

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

Disposition based on value of histories published by the University dating back to 1896.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17268
TITLE: Biennial reports
DATES: 1896-1956
ARRANGEMENT:

DESCRIPTION: This series contains reports of activities from the previous two years for the university.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until reviewed and then transfer to University of Utah.

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

APPRAISAL


AGENCY: University of Utah

SERIES: 17270
TITLE: General catalogs
DATES: 1870-1969
ARRANGEMENT:

DESCRIPTION: This series contains catalogs containing classes offered during the school year.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until reviewed and then transfer to the University of Utah.

Microfilm master: Retain in State Records Center until reviewed and transfer to University of Utah.

APPRAISAL


AGENCY: University of Utah

SERIES: 17271
TITLE: Class schedule/winter quarter
DATES:
ARRANGEMENT:

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the municipality or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until reviewed and then transfer to University of Utah.

Microfilm master: Retain in State Records Center until reviewed and transfer to University of Utah.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: University of 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

DISPOSITION

Transfer to the State Archives with authority to weed.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17280
TITLE: Institutional council minutes
DATES: 1978-1985
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

DISPOSITION

Transfer to the State Archives with authority to weed.

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 transfer to State Archives with authority to weed.

Microfilm duplicate: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17281
TITLE: Student credit hour enrollment
DATES: 1970-1973
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17282
TITLE: Faculty contracts
DATES: 1962-1976
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17285
TITLE: Utah coordinating council/class size and teaching report
DATES: 1958-1967
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

DISPOSITION

Transfer to the State Archives with authority to weed.

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 transfer to State Archives with authority to weed.

Microfilm duplicate: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17286
TITLE: Minority employment reports
DATES: undated
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17287
TITLE: Grade distribution summary
DATES: 1954-1967
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17290
TITLE: Teachers Annuity Insurance
DATES: 1976-1977
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

Microfilm duplicate: Retain in Office for 10 years and then destroy.

Microfilm master: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 52.

PRIMARY DESIGNATION

Public


AGENCY: University of 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

Retain seven years.

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

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

SERIES: 17315
TITLE: Agency fund detail ledgers
DATES: 1963-
ARRANGEMENT:

DESCRIPTION: Ledgers and forms used to accumulate data for use in cost reports.

RETENTION

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17316
TITLE: Athletic fund ledger
DATES: 1966-
ARRANGEMENT:

DESCRIPTION: Ledgers and forms used to accumulate data for use in cost reports.

RETENTION

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17317
TITLE: Endowment Fund detail ledgers
DATES: 1969-1978
ARRANGEMENT:

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

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center for 7 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

Records have temporary administrative and fiscal value and may be destroyed according to retention schedule.

PRIMARY DESIGNATION

Public


AGENCY: University of 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

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

Records have temporary administrative value and may be destroyed according to retention schedule.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17328
TITLE: Confirmed salary budget account
DATES: 1970-1976
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17329
TITLE: Chart of accounts
DATES: 1949-1975
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17331
TITLE: Revolving fund detail ledgers
DATES: 1958-1978
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17335
TITLE: Student activity accounts
DATES: 1924-1978
ARRANGEMENT:

DESCRIPTION: These records are financial ledgers and supplemental statements regarding accounts and receipts for student activities. Account balance sheets, account payable information and funds related to events, sports and activities.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17336
TITLE: Student loan ledgers
DATES: 1974-1977
ARRANGEMENT:

DESCRIPTION: This is green bar output of student loan ledgers. Account information, balance sheets and loan information is included.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17337
TITLE: National defense student loan register
DATES: 1968-1976
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17338
TITLE: Teachers insurance and annuity association annual reports
DATES: 1923-1975
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17339
TITLE: Loan and trust ledgers
DATES: 1928-1974
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17340
TITLE: Teachers annuity insurance association remittance reports
DATES: 1950-1968
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17345
TITLE: Uniform school fund detail ledgers
DATES: 1959-1978
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17346
TITLE: Transfer check reconciliation registers
DATES: 1967-1976
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17347
TITLE: Contract section journal vouchers
DATES: 1970-1974
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17353
TITLE: Transfer check reconciliations
DATES: 1977-1982
ARRANGEMENT:

DESCRIPTION: These are transfer check reconciliations including monthly account information and account payable information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17356
TITLE: State retirement deduction resister
DATES: 1964-1975
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17357
TITLE: Payroll check reconciliations register
DATES: 1977-1982
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: University of Utah

SERIES: 17358
TITLE: Campus order daily credit logs
DATES: 1972-1981
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17362
TITLE: Settlement register
DATES: 1976-1983
ARRANGEMENT: Numerical by check number

DESCRIPTION:

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of Utah

SERIES: 17393
TITLE: Contingent fund logs
DATES: 1974-1975, 1977-1978
ARRANGEMENT:

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

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

Microfilm master: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17396
TITLE: Auxiliary fund detail ledgers
DATES: 1975-1976
ARRANGEMENT:

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

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

Microfilm master: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17397
TITLE: Studies on business and economics
DATES: 1966-1967
ARRANGEMENT:

DESCRIPTION: This series contains reports pertaining to studies on business and economics.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center until reviewed and transfer to University of Utah.

APPRAISAL


AGENCY: University of Utah

SERIES: 17398
TITLE: Health study report
DATES: 1965-1967
ARRANGEMENT:

DESCRIPTION: This series contains a health study report done by the university.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center until reviewed and transfer to University of Utah.

APPRAISAL


AGENCY: University of Utah

SERIES: 17399
TITLE: Tourist and recreation feasibility study
DATES:
ARRANGEMENT:

DESCRIPTION: This series contains reports pertaining to tourism and recreation.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center until reviewed and transfer to University of Utah.

APPRAISAL


AGENCY: University of Utah

SERIES: 17400
TITLE: Materials science and engineering reports
DATES: 1966-1971
ARRANGEMENT:

DESCRIPTION: These are report pertaining to materials science and engineering.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center until reviewed and transfer to University of Utah.

APPRAISAL


AGENCY: University of Utah

SERIES: 17404
TITLE: Employee salary records
DATES:
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 65 years after retirement or separation of employee.

DISPOSITION

Destroy.

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

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


AGENCY: University of Utah

SERIES: 17422
TITLE: Financial register
DATES: 1975-
ARRANGEMENT:

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 17423
TITLE: National defense student loan cash receipts
DATES: 1977-1981
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 75 years and then destroy.

Microfilm duplicate: Retain in Office for 75 years and then destroy.

APPRAISAL

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: University of 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 1 year or until administrative need expires.

DISPOSITION

Destroy.

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

SERIES: 16633
TITLE: University of Utah Board of Trustees' minutes
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

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

DISPOSITION

Retain in agency custody.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 16426
TITLE: Poison control reports
DATES: 1971-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 8.00 cubic feet.

DESCRIPTION: These are reports concerning the treatment of patients through the poison control center. Includes diagnosis, treatment, and follow-up of patients.

RETENTION

DISPOSITION

Retain in agency custody.

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

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

Retain until scanned and quality checked.

DISPOSITION

Transfer to the State Archives with authority to weed.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 6, Item 2.


AGENCY: University of Utah

SERIES: 27571
TITLE: administrative reports
DATES: 1896-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains addresses, memos, organization, statements, history, policies, etc.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

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

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

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

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

Retain until reviewed then transfer.

DISPOSITION

Transfer to the State Archives with authority to weed.

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

SERIES: 5866
TITLE: Geological maps
DATES: 1963-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until reviewed and then transfer to the University of Utah.

APPRAISAL


AGENCY: University of Utah

SERIES: 5867
TITLE: Anthropology map
DATES:
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until reviewed and then transfer to the University of Utah.

APPRAISAL


AGENCY: University of 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

DISPOSITION

Transfer to the State Archives with authority to weed.

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

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

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

SERIES: 6679
TITLE: Ledger of financial reports and restricted fund
DATES: ca. 1960-1980
ARRANGEMENT: Numerical by account number

DESCRIPTION: These are ledger records that detail the movement of money in the restricted accounts and tracks the funds as they are utilized. The restricted accounts are associated with funds derived from federal, state, and private industry. Many restricted accounts are funded for several years. These reports include amounts, titles, names of principle investigators and investors, salary information, and the account number under which the fund was established.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 20 years and then transfer to State Archives.

APPRAISAL

Administrative

General Schedule 8 Item 1 indicates a permanent retention for ledger records relating to real property. Microfilming these records will provide a secure and cost-efficient storage medium. These ledgers also deal with funds from restricted accounts including salary information, and therefore have a classification of private. Previous decision: RDR 74-02: microfilm.

PRIMARY DESIGNATION

Private


AGENCY: University of 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

DISPOSITION

Destroy.

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

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 65 years after separation.

DISPOSITION

Destroy.

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

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

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

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 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 3 years after grant has expired and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: University of Utah

SERIES: 9466
TITLE: Veterans education and training records
DATES: 1950-
ARRANGEMENT: None

DESCRIPTION: These include attachments and training records.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private


AGENCY: University of 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

DISPOSITION

Destroy.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 3.

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

SERIES: 9468
TITLE: Accounts payable voucher register, settlement register
DATES: 1982-
ARRANGEMENT: None

DESCRIPTION: Register of all accounts payable.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

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

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9471
TITLE: Applications for fellowship/scholarship (rejected)
DATES: undated
ARRANGEMENT: None

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9472
TITLE: Application for non-matriculated students
DATES: 1979-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These are official forms including transcripts and other applicable information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9473
TITLE: Applications for employment (not hired)
DATES: 1982-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 19.00 cubic feet.

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Private


AGENCY: University of 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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Private


AGENCY: University of 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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9478
TITLE: Credit profile records
DATES: 1982-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These records include credit history, credit collections, dishonored check information, garnishments, civil court involvements.

RETENTION

DISPOSITION

Destroy.

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

SERIES: 9483
TITLE: Donor case files
DATES: 1975-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: Includes identification of donor, goods, services or money donated and restrictions thereon.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

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

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

DISPOSITION

Destroy.

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

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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9505
TITLE: Grade sheets
DATES: 1900-
ARRANGEMENT: Chronological, thereunder alphabetical by department name.
ANNUAL ACCUMULATION: 2.00 cubic feet.

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 25 years.

DISPOSITION

Destroy.

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

SERIES: 9507
TITLE: Letters of recommendation
DATES: 1910-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These letters relate to faculty retention, promotion and review.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Protected


AGENCY: University of 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

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical Legal

PRIMARY DESIGNATION

Private


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.

PRIMARY DESIGNATION

Private


AGENCY: University of 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after last referral and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9528
TITLE: Public Safety investigative reports
DATES: 1970-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 9.00 cubic feet.

DESCRIPTION: These records include investigations, arrests, and prosecution of individuals suspected of involvement in a crime, safety services workman's compensation records.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until general police deptartment schedule is adopted and then destroy.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Protected


AGENCY: University of Utah

SERIES: 9530
TITLE: Earnings record
DATES: 1979-
ARRANGEMENT: None

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: University of 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

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Paper: Retain in Office for 5 years or until terminated and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 75 years and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9539
TITLE: Student counseling records
DATES: 1930-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 1.50 cubic feet.

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

PRIMARY DESIGNATION

Controlled


AGENCY: University of Utah

SERIES: 9540
TITLE: Student health records
DATES: undated
ARRANGEMENT: None

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

PRIMARY DESIGNATION

Private


AGENCY: University of Utah

SERIES: 9544
TITLE: Salaried and hourly personnel time and attendance reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.

PRIMARY DESIGNATION

Private