Utah Department of Administrative Services

Division of Archives & Records Service

West Valley City (Utah). Finance Department

85250--Bids and quotes
85270--Cash receipts
85271--Witness and jury pay vouchers
84386--Deductions and other earnings register
84387--General ledgers
82803--Business license file
17176--Official correspondence
13280--Journal entries
6812--Payroll-time sheets
6813--Accounts payable files
10251--License registers
10020--Payroll files

AGENCY: West Valley City (Utah). Finance Department

SERIES: 85250
TITLE: Bids and quotes
DATES: 1980-
ARRANGEMENT: chronological, thereunder numerical by bid number

DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 2.

PRIMARY DESIGNATION

Protected


AGENCY: West Valley City (Utah). Finance Department

SERIES: 85270
TITLE: Cash receipts
DATES: 1980-
ARRANGEMENT: Numerical by receipt number

DESCRIPTION: These are receipts issued for money received into municipal accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.

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 Municipal General Records Retention Schedule, Schedule 5, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Finance Department

SERIES: 85271
TITLE: Witness and jury pay vouchers
DATES: 1980-
ARRANGEMENT: Numerical by voucher number

DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).

RETENTION

Retain for 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Finance Department

SERIES: 84386
TITLE: Deductions and other earnings register
DATES: 1980-
ARRANGEMENT: none

DESCRIPTION: These are reports by department code used to reference the amount of retirement deducted and other miscellaneous deductions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 3.


AGENCY: West Valley City (Utah). Finance Department

SERIES: 84387
TITLE: General ledgers
DATES: 1980-
ARRANGEMENT: none

DESCRIPTION: Computer generated general ledger reports for West Valley City. Some of the reports include: appropriations report, expenditures and encumbrances ledger, check warrant register, vendor lists, outstanding encumbrances report, and revenue report.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 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

Administrative Fiscal

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

This retention is based on the Municipal Financial General Records Retention Schedule (3/89).


AGENCY: West Valley City (Utah). Finance Department

SERIES: 82803
TITLE: Business license file
DATES: 1980-
ARRANGEMENT: Alphabetical by name of business

DESCRIPTION: These files are used for licensing businesses in West Valley City as required by city ordinance. These files contain an application for a business license, inspection reports, and related correspondence. The application includes: the name of the business; address, phone number, and address; name of applicant, name, address, phone number, and social security number; emergency phone number; type of organization; description of business; license number; fees paid; signature of applicant; whether license granted; signatures of licensing official and the city treasurer, licensing official and the city treasurer.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of license and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

Paper: Retain in Office for 3 years after expiration of license and then microfilm and destroy provided microfilm has passed inspection.

APPRAISAL

Administrative

This retention is based upon the Municipal Financial General Records Retention Schedule (1985) and the administrative needs expressed by the division.


AGENCY: West Valley City (Utah). Finance Department

SERIES: 17176
TITLE: Official correspondence
DATES: 1986-
ARRANGEMENT: Alphanumerical by department/division/date
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: these files contain the program correspondence for the Finance Department. They document the actions of this office.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Archives permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 17.


AGENCY: West Valley City (Utah). Finance Department

SERIES: 13280
TITLE: Journal entries
DATES: 1980-
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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Finance Department

SERIES: 6812
TITLE: Payroll-time sheets
DATES: 1980-
ARRANGEMENT: Alphabetical by name

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

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in Archives for 3 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private


AGENCY: West Valley City (Utah). Finance Department

SERIES: 6813
TITLE: Accounts payable files
DATES: 1980-
ARRANGEMENT: Alphabetical by vendor's name

DESCRIPTION: These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

Microfilm master: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Finance Department

SERIES: 10251
TITLE: License registers
DATES: 1980-
ARRANGEMENT: chronological

DESCRIPTION: These registers record the issuance of licenses for persons or companies conducting business within municipal boundaries. They contain name, address, date, and type of license. Prior to 1960, many municipalities only maintained a register and no business license files. Most current registers are computer printouts.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Finance Department

SERIES: 10020
TITLE: Payroll files
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These copies contain memoranda, copies of payrolls, checklists, and related certification sheets.

RETENTION

Retain 3 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 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 11.

PRIMARY DESIGNATION

Public