Utah Department of Administrative Services

Division of Archives & Records Service

Cache County School District (Utah)

23812--Personnel files
22314--School board minutes
22316--Audit reports
12017--Schools' time and attendance report
11965--Distribution report
11966--Time and attendance report
11967--Monthly retirement report
11968--Retirement exceptions report
11969--Insurance records
12012--Tax deductions annual reports
12013--Social security tax deduction reports
12014--Payroll reports
10552--Payroll registers

AGENCY: Cache County School District (Utah)

SERIES: 23812
TITLE: Personnel files
DATES: ca. 1950-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.

RETENTION

Retain 53 years or 3 years after retirement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 53 years or until 3 years after retirement and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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

Protected. Attorney work produce


AGENCY: Cache County School District (Utah)

SERIES: 22314
TITLE: School board minutes
DATES: 1908-
ARRANGEMENT: Chronological

DESCRIPTION: These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Cache County School District (Utah)

SERIES: 22316
TITLE: Audit reports
DATES: 1908-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports prepared by external auditors examining and verifying the school district's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1995)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1) (1995)).

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office 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 Office permanently.

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 4.

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public. UCA 51-2-3(3) (2008)


AGENCY: Cache County School District (Utah)

SERIES: 12017
TITLE: Schools' time and attendance report
DATES: 1970-
ARRANGEMENT: Chronological, thereunder numerical by school code
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: Monthly report received by the district payroll office from individual schools regarding the number of hours worked and leave earned and taken by school employees, used to create district payrolls. Includes date; location code; employee name; social security number; regular and extra hours worked; number of hours absent without pay; sick leave, vacation, professional leave, and unrestricted (emergency leave) used and balances; and principal's signature.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. social security number and leave taken


AGENCY: Cache County School District (Utah)

SERIES: 11965
TITLE: Distribution report
DATES: 1980-
ARRANGEMENT: Chronological, thereunder alphabetical by school
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: Monthly paper and computer output microfiche (1991-) report used to monitor program budgets. Received in four sorts, by: program code, function code, account code, and employee's name. Program and function reports used only for reference purposes, payroll register is arranged by location code, employee name report is only alphabetical payroll listing and is used extensively by the office. Includes names of employees, social security numbers, accoutn number, current amount paid, quater-to-date amount paid, calendar year-to-date amount, and fiscal year-to-date amont paid.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the office.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. social security number


AGENCY: Cache County School District (Utah)

SERIES: 11966
TITLE: Time and attendance report
DATES: 1970-
ARRANGEMENT: Chronological, thereunder alphabetical by school
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Computer printouts used to provide a record of leave earned and taken, printed monthly except June which is a year end report containing yearly totals of leave taken and earned. Contains the name of employee, social security number, amount of sick, vacation, unrestricted, personal and professional days earned and taken.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district.

PRIMARY DESIGNATION

Private


AGENCY: Cache County School District (Utah)

SERIES: 11967
TITLE: Monthly retirement report
DATES: 1970-
ARRANGEMENT: Chronological, thereunder alphabetical by school
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Monthly computer reports sent from the State Retirement Office containing information received from the district, used to verify funds contributed to the State Retirement System. Includes social security number, members name, monthly earnings, earnings subject to retirement, deductions from pay check, contributions by employer for employees, retirement deposits, salary deferred stock fund, salary deferred 401(k) fund, and contribution of employer 401(k)fund.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Cache County School District (Utah)

SERIES: 11968
TITLE: Retirement exceptions report
DATES: 1985-
ARRANGEMENT: Alphabetical by school
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Reports which list employees not currently flagged for contributions to the retirement system, assists departments in verifying that everyone eligible for retirement has had contributions flagged and deductions made. Lists name, social security number, school location, and gross earnings.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative needs expressed by the office.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social security number


AGENCY: Cache County School District (Utah)

SERIES: 11969
TITLE: Insurance records
DATES: 1970-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Reports on health and accident insurance,used as an accounting program and for reference purposes. Contains actual monthly insurance costs for a specific month only, not accumulated. Includes five sections: exception report, alphabetical report, program report, remittance advice report, and journal entry report. Includes employee's name and social security number, name of insurance, policy number, and detail distribution cost to accounting codes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the office.

PRIMARY DESIGNATION

Private


AGENCY: Cache County School District (Utah)

SERIES: 12012
TITLE: Tax deductions annual reports
DATES: 1970-
ARRANGEMENT: Chronological, thereunder numerical by location code
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Annual computer report created by the Office of Education and sent to the district, reports tax deductions listed on individual employee W-2 forms and is used to verify those amounts. Generated alphabetical by employee name and numerical by location code. The location code reports are distributed to individual schools. Includes name, social security number, gross salary, federal tax, FICA and any deferred amounts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 month and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district.

PRIMARY DESIGNATION

Private


AGENCY: Cache County School District (Utah)

SERIES: 12013
TITLE: Social security tax deduction reports
DATES: 1970-
ARRANGEMENT: Chronological, thereunder numerical by social security number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This quarterly report is created by the Office of Education and sent to the district. It is used to document FICA deductions. The report includes social security number, employee name, year-to-date gross wages, computed FICA, FICA quarterly wages, quarter-to-date FICA, and location code.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district.

PRIMARY DESIGNATION

Private


AGENCY: Cache County School District (Utah)

SERIES: 12014
TITLE: Payroll reports
DATES: 1970-
ARRANGEMENT: Chronological, thereunder numerical by school code
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These monthly computer reports document payroll expenditures. They are only used for reference purposes and to create other reports. There are three separate reports. The first is the payroll register totals summary report. It summarizes monthly, quarterly, and annual payroll expenditures. It includes date, location code, totals for hours worked and all deductions for current, monthly, quarterly-to-date, calendar year-to-date, and fiscal year-to-date. The second report is a deduction report listing annual deductions. It includes date, location code, employee name, and deduction amount. The third report is the payroll earning statement register, listing employees who have payroll checks directly deposited to their bank account. It includes location number, bank, earning statement number, bank code, account type, account number, earning statement date, social security number, employee name, and net pay.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative need expressed by the district.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. summary payroll totals


AGENCY: Cache County School District (Utah)

SERIES: 10552
TITLE: Payroll registers
DATES: 1929-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 3.00 cubic feet.

ANNUAL ACCUMULATION: 3.00 cubic feet. 37.00 reels.

DESCRIPTION: This computer report is a complete record of the payment of all district employees. It is printed monthly and sometimes more often for special payments. The district is linked to the Office of Educations' computer system. The report has been computerized since 1970. This report includes the location code, name of employee, marital status, number of exemptions, pay status, phone number, check number, social security number, regular rate, regular hourly rate, other rate, other hours, other earnings, current gross, gross pay, deductions (federal and state taxes, FICA, retirement, insurance), and net pay. In 1991, the report began also to be received on Computer Output Microfiche.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1929 through 1992. Retain in Office for 3 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: For records beginning in 1929 through 1992. Retain in State Records Center for 53 years and then destroy.

Microfilm duplicate: For records beginning in 1929 through 1992. Retain in Office for 53 years and then destroy.

Paper: For records beginning in 1992 and continuing to the present. Retain in Office for 1 year and then destroy.

Computer output microfiche master: Retain in State Records Center for 53 years and then destroy.

Computer output microfiche duplicate: For records beginning in 1991 and continuing to the present. Retain in Office for 53 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district. The Payroll register is the district's only record of payments to its employees. Since they do not maintain a separate Employee Payroll History, the payroll register is maintained longer than the traditional 7 years. The register is essential for retirement purposes.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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