Utah Department of Administrative Services

Division of Archives & Records Service

West Valley City (Utah). Department of Administration

85098--Hearings files
83994--Policies and procedures
80638--Animal monthly control reports
80639--Ordinance enforcement monthly reports
80640--Animal control-ordinance enforcement annual reports
80641--Animal control bite reports
82546--Public hearing files
82547--Employment application files
82548--Equal Employment Opportunity compliance reports
82549--Equal Employment Opportunity complaint file
82902--Personnel policy and procedures manual
82903--Employee wage printout
82904--Salary table file
82905--Job description printout
81155--Animal control daily reports
81157--Dog license application cards
81158--Ordinance enforcement daily reports
17137--Promotional testing for police and firefighters
17138--Volunteer employee personnel files
17175--Official correspondence
18081--Redevelopment Agency resolutions
18082--Redevelopment Agency minutes
18083--Redevelopment Agency subject files
18084--Housing Authority resolutions
18085--Housing Authority minutes
18086--Housing Authority subject files
18087--Building Authority subject files
18088--Building Authority resolutions
18089--Building Authority minutes
16956--Salary survey printouts
17808--Time cards
14339--Employment examinations
13077--Financial records
14533--General administrative correspondence
6681--Budget information files
6732--Leases, deeds, contracts, agreements, easements, election canvasses and annexation files
6834--Personnel files
6845--Resolutions
6846--City Council minutes

AGENCY: West Valley City (Utah). Department of Administration

SERIES: 85098
TITLE: Hearings files
DATES: undated
ARRANGEMENT: none

DESCRIPTION: These files contain information documenting hearings requested by the public for various reasons including the denial and revocation of various licenses (businesses, liquor, taxi licenses), or special hearings called by the mayor or city council. Files contain copies of transcribed minutes related to correspondence, copies of transcribed minutes related to correspondence, copies of applications, reports and agenda.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

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 Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 83994
TITLE: Policies and procedures
DATES: 1980-
ARRANGEMENT: Chronological, thereunder alphabetical by subject

DESCRIPTION: These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department or office participated.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until superseded and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 80638
TITLE: Animal monthly control reports
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are reports containing the monthly totals of all animal cases, types, dates and mileage. They are used for budgeting and planning purposes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. Since the division does not compile an annual report, this information is needed to document their activities it serves as an important backup to the MOR Reports.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 80639
TITLE: Ordinance enforcement monthly reports
DATES: 1984-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are monthly reports of Ordinance Enforcement. These officers enforce city ordinances concerning public dangers and nuisances (i.e. animals, unsafe facilities, weeds, garbage). They contain the monthly totals of officers time, types of complaints, and mileage records.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. These reports provide a history of violations and other information needed for the city's legal department. They also serve as an important backup for MOR Reports. The division reports the MOR report does not provide adequate detail for their administrative needs.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 80640
TITLE: Animal control-ordinance enforcement annual reports
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are the annual recap of monthly reports of the Division of Animal Control-Ordinance Enforcement. They contain the totals for every officer (number of calls, types of calls, number of responses, and results), money received, volunteer reports, and a summary.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This retention is based upon the administrative needs expressed by the division. Annual reports have been determined to be important historically to document the activities of the division. It is used for the budgeting process and for future planning.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 80641
TITLE: Animal control bite reports
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are reports of individual incidents of animal bites. They include the date, time, and location of the incident; name of person bit; type of animal and name of owner; and comments. They serve as a record of times each dog as bitten someone and are needed for legal purposes (court and lawsuits)

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Administrative Legal

This retention is based upon the needs expressed by the division to provide a history of violations and other information needed by the legal department for court cases.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82546
TITLE: Public hearing files
DATES: 1980-
ARRANGEMENT: Alphabetical by type of hearing

DESCRIPTION: These files contain a record of the proceedings of specific hearings requested by the public for various reasons including licensing, the denial of licenses (for businesses, liquor, taxi) revocation of business licenses, or special hearing called by the Mayor or City Council. They are used as a backup file to council minutes and ordinances. These files include petitions, proof of publications, related correspondence, and tape recordings.

RETENTION

Retain permanently.

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 Office permanently.

Sound recordings: Retain in Office for 1 year after resolution of suit and then erase.

Sound recordings: Retain in Office for 1 month after approval of the minutes and then erase.

APPRAISAL

Administrative Historical Legal

This retention is based upon the administrative needs expressed by the city recorder. These records are very important administratively and historically for gauging public opinion on council decisions.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82547
TITLE: Employment application files
DATES: 1980-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are files containing applications received from the general public for available city jobs but were not hired. The information in the files includes applicant's name, address, and phone number; social security number; title of position; work history; education; names of references; date; and signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon 1-15 of the state's general schedule.

PRIMARY DESIGNATION

Private


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82548
TITLE: Equal Employment Opportunity compliance reports
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These statistical reports are an annual computer printout. They are submitted to the federal government annually on form EEO-4 to prove the city complies with equal employment regulations. This includes race, sex, income according to job description.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the federal requirements expressed in 29 CFR 1602.3 for a three year retention.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82549
TITLE: Equal Employment Opportunity complaint file
DATES: 1980-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files contain the results of EEO investigations filed either through the internal process or state or federal agencies. They are used to document the investigation. These files include entire investigation, facts accumulated, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after resolution of case and then destroy.

APPRAISAL

Administrative Legal

29 CFR 1613.2222 prescribes that the records should be destroyed 4 years after the resolution of the case.

PRIMARY DESIGNATION

Private


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82902
TITLE: Personnel policy and procedures manual
DATES: 1982-
ARRANGEMENT: alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This manual contains the rules, regulations, and guidelines for the management and operation of personnel matters of West Valley City's employees.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until superseded and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division and the municipal administrative general records retention schedule 3/15/88, p. 5, item 11.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82903
TITLE: Employee wage printout
DATES: 1983-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This computer printout contains the wage history of all city employees. It is used for reference purposes and for retirement purposes. The printouts lists the names of employees; social security number; department number; status number; dependents claimed; marital status; pay code; wage grade; step; type of employment; pension; merit; and hire date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 56 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.

PRIMARY DESIGNATION

Private


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82904
TITLE: Salary table file
DATES: 1988-
ARRANGEMENT: alphabetical by department
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This annual computer printout contains the starting wages for all city positions and all step increases for years of service. The printout lists the job title, job code, starting salary for position individual step increase amounts for a ten year period, total compensation, and amount of FICA paid. It is used for budget purposes.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

Computer magnetic storage media: Retain in Office until superseded and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 82905
TITLE: Job description printout
DATES: 1988-
ARRANGEMENT: alphabetical by department
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This computer printout contains the job description of all city positions. The description includes job title, job code, department, division, date, basic function, supervision received, supervision exercised, examples of duties, minimum qualification, and required education and experience.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

Computer magnetic storage media: Retain in Office for 5 years after position is abolished or until description superseded and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division and the Municipal Personnel General Schedule 3/15/88, p. 12; item number 13.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 81155
TITLE: Animal control daily reports
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.10 cubic feet.

DESCRIPTION: These are individual case reports for each complaint received by animal control. They include the date and time complaint received, name and address of complainant; nature of complaint, and resolution.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the division.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 81157
TITLE: Dog license application cards
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These cards are the individual applications for dogs licensed in West Valley City. These licenses must be renewed annually. The information is input into the city's computer and is used to maintain a history the licensing of individual dogs.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the division. Once the license has expired, the division has no further need of the paper application.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 81158
TITLE: Ordinance enforcement daily reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.20 cubic feet.

DESCRIPTION: these are individual case reports describing the received complaints and resolution of the complaint.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 63.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(g) (2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(9) (2008)


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 17137
TITLE: Promotional testing for police and firefighters
DATES: 1980-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These files contain copies of test given to West Valley City and firefighters to determine whether they should be promoted. The files contain the tests, answer keys, individual test scores and the results of oral interviews.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 17138
TITLE: Volunteer employee personnel files
DATES: 1980-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These files document the work of volunteer and community service workers. They contain forms listing name, address, telephone number, job performance information and time sheets.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. These volunteers receive no renumeration from West Valley in the form of wages or benefits. The file is only maintained two years after volunteer ceases to work for the city as a service to the volunteer.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 17175
TITLE: Official correspondence
DATES: 1983-
ARRANGEMENT: Alphabetical by department name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. The correspondence is filed separately from program and project case files.

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.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18081
TITLE: Redevelopment Agency resolutions
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the approval and certification process of all official redevelopment projects. They contain all documents necessary to certify a project including consultant's reports; a copy of the redevelopment plan; a report detailing reasons for the selection of the project area; a description of physical, social, and economic conditions in the area; a financial analysis of the project; consultant proposals; a plan detailing methods for the relocating of all families and persons in the redevelopment area; an analysis of the preliminary plan; a report with the planning commission recommendations; a blight survey; notices of hearings; copies of minutes of hearings; and copies of resolutions.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18082
TITLE: Redevelopment Agency minutes
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda.

RETENTION

Retain in office forever.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18083
TITLE: Redevelopment Agency subject files
DATES: 1980-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These files contain evaluations of properties and structures within proposed projects. They are used to investigate project's viability, determine costs, and negotiate for purchase of real property. The files include financial assessments of the worth of real estate and buildings within proposed project areas. They may also include assessments of architectural and historical significance and condition of the involved structures.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18084
TITLE: Housing Authority resolutions
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the approval and certification process of all official redevelopment projects. They contain all documents necessary to certify a project including consultant's reports; a copy of the redevelopment plan; a report detailing reasons for the selection of the project area; a description of physical, social, and economic conditions in the area; a financial analysis of the project; consultant proposals; a plan detailing methods for the relocating of all families and persons in the redevelopment area; an analysis of the preliminary plan; a report with the planning commission recommendations; a blight survey; notices of hearings; copies of minutes of hearings; and copies of resolutions.

RETENTION

Retain in office after microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18085
TITLE: Housing Authority minutes
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda.

RETENTION

Retain in office after microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18086
TITLE: Housing Authority subject files
DATES: 1980-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These files contain evaluations of properties and structures within proposed projects. They are used to investigate project's viability, determine costs, and negotiate for purchase of real property. The files include financial assessments of the worth of real estate and buildings within proposed project areas. They may also include assessments of architectural and historical significance and condition of the involved structures.

RETENTION

Retain in office after microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18087
TITLE: Building Authority subject files
DATES: 1980-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These files contain evaluations of properties and structures within proposed projects. They are used to investigate project's viability, determine costs, and negotiate for purchase of real property. The files include financial assessments of the worth of real estate and buildings within proposed project areas. They may also include assessments of architectural and historical significance and condition of the involved structures.

RETENTION

Retain in office after microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18088
TITLE: Building Authority resolutions
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the approval and certification process of all official redevelopment projects. They contain all documents necessary to certify a project including consultant's reports; a copy of the redevelopment plan; a report detailing reasons for the selection of the project area; a description of physical, social, and economic conditions in the area; a financial analysis of the project; consultant proposals; a plan detailing methods for the relocating of all families and persons in the redevelopment area; an analysis of the preliminary plan; a report with the planning commission recommendations; a blight survey; notices of hearings; copies of minutes of hearings; and copies of resolutions.

RETENTION

Retain in office after microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 18089
TITLE: Building Authority minutes
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda.

RETENTION

Retain in office after microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 16956
TITLE: Salary survey printouts
DATES: 1983-
ARRANGEMENT: Alphabetical by job title.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These printouts are used to establish entry level wages for all city positions. They show a eight city comparison of wages and benefits and are used to compute West Valley's entry level wages.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 17808
TITLE: Time cards
DATES: 1981-
ARRANGEMENT:

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 14339
TITLE: Employment examinations
DATES: 1982-
ARRANGEMENT: Chronological, thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These examinations are required of applicants for police officer and firefighter positions. They include date, position tested for (i.e., police officer or firefighter), employee name, social security number, the actual test questions and applicant's answers, and score.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the human resource director.

PRIMARY DESIGNATION

Protected


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 13077
TITLE: Financial records
DATES: 1981-
ARRANGEMENT: none

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 14533
TITLE: General administrative correspondence
DATES:
ARRANGEMENT:

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

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


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 6681
TITLE: Budget information files
DATES: i 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain documentation associated with the adoption of the city's fiscal year budget, including mayor's recommended budget, minutes, tape recordings of public hearings associated with finalizing budget, council minutes, associated with budget discussions, the final budget which is adopted by resolution and all related correspondence.

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 State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 6732
TITLE: Leases, deeds, contracts, agreements, easements, election canvasses and annexation files
DATES: 1980-
ARRANGEMENT: Alphanumerical by code

DESCRIPTION:

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm duplicate: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 6834
TITLE: Personnel files
DATES: 1980-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These files are the official employment files for all municipal employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

Retain 65 years after employment date

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after death/retirement or 65 years after employment date or until microfilmed and then destroy provided microfilm has passed inspection.

Computer data files: Retain in Office for 65 years after employment date and then delete.

Microfilm duplicate: Retain in State Records Center for 65 years after employment date and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 6845
TITLE: Resolutions
DATES: 1980-
ARRANGEMENT: Numerical by resolution number

DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717 (1997)).

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.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Department of Administration

SERIES: 6846
TITLE: City Council minutes
DATES: i 1980-
ARRANGEMENT: Chronological.

DESCRIPTION: The city and town council minute books were created as the official record of the city council meetings. Handwritten entries usually were made by the city clerk in meetings that were held on a regular basis. Special meetings were scheduled as needed. Typical entries contain information about budgeting and finance; city ordinances; business and professional licensing procedures; police activities; and improvements in public service such as street repairs. The City Council has also been known as the City Commission.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then return to creating agency.

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

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 23.

PRIMARY DESIGNATION

Public