Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

82593--Motor vehicle release files
82594--Motor vehicle operating and maintenance files
82595--Agency leave slips
82596--Personnel files
82598--Surplus property case files
82600--Administrative files
82601--Rehabilitation client case files
82602--Client daily authorization data system
82603--Authorization for services files
82604--Case service weekly alphabetical list report
82605--Cumulative case load report
82606--Client intake/closed file reports
82607--Billing files
82608--Social Security referral files
82609--Client case card files
82610--Rehabilitation Services director's administrative files
82611--Rehabilitation Services section personnel files
82612--Supervisors' leave slips
82613--Travel files
82614--Motor vehicle operation files
82615--Warrant requests
82590--Governor's advisory council meeting files
82591--Petersen fund and visually handicapped trust fund files
82592--Original braille primers

AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82593
TITLE: Motor vehicle release files
DATES: ca._1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are files relating to transfer, sale, donation, or exchange of vehicles. They include titles to vehicles, other records relating to release of vehicle.

RETENTION

Retain 4 years after vehicle leaves custody of agency.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after vehicle leaves custody of agency and then destroy.

APPRAISAL

Administrative

General Schedule 10 Item 6.


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82594
TITLE: Motor vehicle operating and maintenance files
DATES: [ca. 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are records relating to the general maintenance and service of motor pool vehicles. They include gas receipts, mileage reports, repair reports.

RETENTION

Retain 1 year after disposal of vehicle.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposal of vehicle and then destroy.

APPRAISAL

Administrative

General Schedule 10 Item 2.


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82595
TITLE: Agency leave slips
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are the agency copies of leave applications. They include employee name and social security number, hours requested, and dates.

RETENTION

Retain 1 year after employee has signed annual leave compilation card.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after employee has signed annual leave compilation card and then destroy.

APPRAISAL

Administrative

General Schedule 2 Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82596
TITLE: Personnel files
DATES: [ca. 1957-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the agency's personnel files containing the complete work history of the employee. Included in these files are duplicate material from the official personnel file as well as the application, notices of changes in status, leave cards, letters of commendation, and other certificates.

RETENTION

Retain 1 year after separation or transfer.

DISPOSITION

Transfer unique material to Office of Education.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation or transfer and then transfer unique material to Office of Education.

APPRAISAL

Administrative

General Schedule 1 Item 18.

PRIMARY DESIGNATION

Public. The approved 17 data elements

SECONDARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82598
TITLE: Surplus property case files
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are case files on sales of surplus property and related documentation. They include correspondence, surplus property forms, lists of materials, and other documentation.

RETENTION

Retain 6 years after payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

General Schedule 4 Item 6.


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82600
TITLE: Administrative files
DATES: [ca. 1957-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain the director's administrative correspondence and other materials relating to the development of services and the administration of the agency. They include correspondence, memoranda, and other materials; names, addresses, and issues relating to the needs of the legally blind and visually handicapped.

RETENTION

Retain 10 years.

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 transfer to State Archives with authority to weed.

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

General Schedule 23 Item 1 lists a two year retention for general housekeeping administrative files. Program correspondence, however, has a permanent retention. Records under "A" relate solely to the internal housekeeping activities of the agency including budget papers; expenditure of funds; day-to-day administration of office personnel, including training and travel; supplies, office services and equipment requests; and all other materials that do not serve as the official documentation of the programs of the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Personnel and client issues are private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82601
TITLE: Rehabilitation client case files
DATES: ca._1958-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These are active and closed case files that document the services supplied to legally blind and handicapped individuals to aid them in entering the work force and providing them with educational opportunities. These files include application, copies of correspondence, financial statements, copies of purchase authorizations, counselor's update forms (R-11), copies of eye examination reports, and other materials indicating training, education and equipment supplied or subsidized. Data elements include age, case number, civil/criminal court involvement, current and past addresses, date of birth, educational level, employer, employment history, ethnic group, job position information, insurance information, marital status, income, medical information, military service, name, occupation, occupational preferences, physical disabilities, psychiatric information, race, references, social security number, and telephone number.

RETENTION

Retain 5 years after file is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after file is closed and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

As clients are allowed access to their files, a classification of private is appropriate and consistent with 34 CFR 366.42. 34 CFR 379.43(1) and 34 CFR 379.43(m)(7) indicate that records involving federal grants and rehabilitation services must be available for audits and for comparison over a several year period. 34 CFR 401.19(10) indicates that records be maintained for five years for evaluation of vocational education programs. This retention is therefore in keeping with agency needs and federal requirements. Previous decision: RDR 82-04 indicates a total retention of five years and a classification of confidential.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82602
TITLE: Client daily authorization data system
DATES: 1985-
ARRANGEMENT: none

DESCRIPTION: This data system contains and tracks information concerning rehabilitation clients, is updated continually, and is used for generating reports, purchase authorizations, and for billing. This data is entered on a Courier system with access to the mainframe at the Utah State Office of Education. This series includes age, birthplace, client status codes, current and past addresses, date of birth, dates of activity in programs, job position information, marital status, medical information, name of next of kin, name, occupation, public housing occupancy, race, sex, social security number, telephone number, and types of services and items purchased.

RETENTION

Retain 10 years after client file is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 5 years after client file is closed and then transfer to magnetic tape.

Computer magnetic storage media: Retain in Tape Library for 5 years and then erase.

APPRAISAL

Administrative Fiscal

This data system is related to information contained in the Client Case Files and has the same retention.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82603
TITLE: Authorization for services files
DATES: 1980-
ARRANGEMENT: Numerical by authorization number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are copies of purchase authorizations and adjustment forms which document the purchase of equipment, bus passes, and other services for clients of the program and generated by the Client Daily Authorization Data System. The vendor maintains the original. These files include date; description of equipment, item or service purchased; vendor name, number, and address; and case number.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This retention is based on the needs of the agency and in the event of a federal audit.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82604
TITLE: Case service weekly alphabetical list report
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a computer printout generated by the Utah State Office of Education (USOE) which indicates amounts paid to vendors on behalf of clients and is used to track expenditures of the agency. These reports include name of vendor, name of client, dates, and amounts paid out.

RETENTION

Retain 5 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 2 years and then destroy.

APPRAISAL

Administrative

This information is used in program planning and ties in with client files; therefore a five year retention is needed.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82605
TITLE: Cumulative case load report
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a computer printout generated by the Utah State Office of Rehabilitation and indicates the clients assigned to various counselors. This report includes name of client, name of counselor, and inclusive dates.

RETENTION

Retain 5 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 2 years and then destroy.

APPRAISAL

Administrative

This information is used in program planning and ties in with client files; therefore a five year retention is needed.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82606
TITLE: Client intake/closed file reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This is a computer printout report generated by the Utah State Office of Rehabilitation and provides a list of new clients and clients whose files are closed. This report includes client numbers and dates files closed.

RETENTION

Retain 5 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 2 years and then destroy.

APPRAISAL

Administrative

This information is used in program planning and a five year retention is needed.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82607
TITLE: Billing files
DATES: 1980-
ARRANGEMENT: Numerical by authorization number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files collect the necessary documentation for payment to vendors for items and services purchased. These files include vendor name, number, and address; description of items or services purchased; copy of Daily Purchase Authorization; correspondence; and invoices.

RETENTION

Retain until file is complete.

DISPOSITION

Transfer to the Utah State Office of Education.

FORMAT MANAGEMENT

Paper: Retain in Office until file is complete and then transfer to Utah State Office of Education.

APPRAISAL

Administrative Fiscal

This retention is based on the needs of the agency in order to accumulate the necessary documentation for payment.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82608
TITLE: Social Security referral files
DATES: 1980-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files contain referrals from the federal Social Security Office and document individuals eligible for Social Security Disability Insurance or Social Security Supplemental Security Income who may also be eligible for services provided by the agency. These files Includes age, current and past addresses, income, job position information, marital status, name, occupation, physical disabilities, rehabilitation status, social security number, and telephone number.

RETENTION

Retain 5 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after case is closed and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

Positive referrals are accepted as clients and the documentation is then added to the Client Case Files. The remaining files indicate that the referred individuals did not want to participate in Rehabilitation Services programs, and are maintained according to agency needs.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82609
TITLE: Client case card files
DATES: 1968-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are card files which act as indexes to active and closed Client Case Files. These files includes client name, address, telephone number, and case status.

RETENTION

Retain 5 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after case is closed and then destroy.

APPRAISAL

Administrative

These cards are used to reference client files and are needed for the retention of the files.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82610
TITLE: Rehabilitation Services director's administrative files
DATES: ca._1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain the director's administrative correspondence and other materials relating to the development of services and the administration of the agency. These files include correspondence, memoranda, and other materials; names, addresses, and issues relating to the rehabilitation of the legally blind and visually handicapped.

RETENTION

Retain 10 years.

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 transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

General Schedule 23 Item 1 lists a two year retention for general housekeeping administrative files, which include budget papers; expenditure of funds; day-to-day administration of office personnel, including training and travel; supplies, office services and equipment requests; and all other materials that do not serve as the official documentation of the programs of the agency. Program correspondence and other materials that document the development of services and programs, however, have a permanent retention.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Administrative Files, personnel and client issues are private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82611
TITLE: Rehabilitation Services section personnel files
DATES: ca._1976-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the supervisor's personnel files, maintained as a convenience for the section. These files include duplicate material from the official personnel file including the application, notices of changes in status, leave cards, letters of commendation, and other certificates.

RETENTION

Retain 1 year after separation or transfer

DISPOSITION

Transfer unique material to Office of Education.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation or transfer and then transfer unique material to Office of Education.

APPRAISAL

Administrative

General Schedule 1 Item 18.

PRIMARY DESIGNATION

Public. Approved 17 data elements

SECONDARY DESIGNATION

Private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82612
TITLE: Supervisors' leave slips
DATES: 1985-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the supervisor's copies of completed applications for leave. These applications include employee's name, social security number, hours requested, and dates.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

General Schedule 2 Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82613
TITLE: Travel files
DATES: 1980-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files provide the documentation for employee travel. They include employee name, receipts, copies of itinerary, and other documentation.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

General Schedule 9 Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82614
TITLE: Motor vehicle operation files
DATES: 1985-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are files relating to individual employee operations of government-owned vehicles. These files include employee name, insurance information, authorizations, and other documentation.

RETENTION

Retain 3 years after separation of employee or until cancellation of authorization to operate vehicle.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee or until cancellation of authorization to operate vehicle and then destroy.

APPRAISAL

Administrative

General Schedule 10 Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82615
TITLE: Warrant requests
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are agency copies of warrant requests. They include vendor name and number, intended use, date, and amounts.

RETENTION

Retain 1 year after end of fiscal year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after end of fiscal year and then destroy.

APPRAISAL

Administrative Fiscal

General Schedule 6 Item 1.


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82590
TITLE: Governor's advisory council meeting files
DATES: 1970-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are minutes and meeting files of the Governor's Advisory Council which document discussions of issues and resolutions regarding Utah's legally blind and visually handicapped citizens. They include names and resumes of advisory council members, minutes of meetings, and correspondence relating to the issues of the council.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

General Schedule 24 Item 1 indicates a permanent retention for meeting files.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82591
TITLE: Petersen fund and visually handicapped trust fund files
DATES: 1970-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These records provide the documentation for the administration of the Petersen fund, a trust established to support services to the blind through direct funding, and the Visually Handicapped Trust Fund, a trust established to provide services to groups by supplementing the programs operated by the division. The files contain banking records, reports, and correspondence relative to the administration of the trust. They include correspondence; reports; statements and other banking records; stocks and securities documentation; accounts of money loaned, received, and expended; lists of donors and recipients; and other administrative records.

RETENTION

Retain 6 years after funds are expended.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after funds are expended and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Historical

26 CFR 1.6033-2 indicates that trusts may be treated as a private foundation and that appropriate documentation by maintained. 26 CFR 1.6033-3 indicates a six year retention for records relating to taxable funds. This retention will also allow for audits. However, because of the research value of many of the records, the correspondence and reports will be maintained permanently.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Visually Handicapped Trust Fund files, identifying information about client is private


AGENCY: Board of Education. Office of Rehabilitation. Division of Services for the Blind and Visually Impaired

SERIES: 82592
TITLE: Original braille primers
DATES: 1975-
ARRANGEMENT: none

DESCRIPTION: These are thin metal plates bound with masking tape that are perforated with braille symbols (alphabetic and numeric). The plates are used to make three basic primers, through a heat process and plastic paper, for teaching braille.

RETENTION

Retain 20 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Artifacts: Retain in Office for 20 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These plates were created by the staff of the division and provide excellent evidence of the manner in which braille has been taught to Utah's visually handicapped citizens.