Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

82616--Client case files
82617--Out-of-state client case files
82618--Too Much Vision client case files
82619--Registry of clients and assigned teachers
82620--Current client index card file
82621--Deceased client index card file
82623--Client information form file
82624--Client information reports
82625--Received medical report log
82627--Daily referral log
82628--Teacher's visit log
82629--Application for library materials log
82630--Public relations video tape
82631--Training and Adjustment Services director's administrative files
82632--Training and Adjustment Services management meeting files
82633--Receipts for merchandise sold
82634--Budget printout report
82635--Petersen fund files
82636--Public relations activity reports
82637--Library of Congress reports
82638--Training and Adjustment Section personnel files
82639--Leave slips
82640--Travel files
82642--Surplus property case files
82643--Warrant requests

AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82616
TITLE: Client case files
DATES: ca._1970-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 2.40 cubic feet.

DESCRIPTION: These files form complete case histories and document client registration, eligibility, and services rendered to legally blind and visually handicapped individuals. The files are divided into Current Case Files and Deceased Case Files. These files include case information and referral form; clinical reports; physician's report of eye examination including diagnosis, prognosis, and insurance information; supplemental report of eye examination; remarks of teachers; obituaries; and other documentation relating to care and treatment of eligible individuals. Data elements include age, current and past addresses, date of birth, educational level, medical information, marital status, military service, name, name of kin, occupation, physical disabilities, religious preferences, social security number, and telephone number.

RETENTION

Retain 7 years after client is deceased.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after client is deceased 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

These case files may be current for several years and may contain many personal impressions of physicians and teachers, therefore requiring a classification of "confidential" for those selected pieces fo information. These case files document the programs and treatment of Utah's legally blind and visually handicapped and possess rich research value similar to other patient case files.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled. Personal evaluations are confidential, the remaining information is private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82617
TITLE: Out-of-state client case files
DATES: 1975-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These case files are incomplete histories of clients originally participating in programs and receiving other services from the division but who have moved from the state. These files include case information and referral form; physician's report of eye examination including diagnosis, prognosis, and insurance information; supplemental report of eye examination; remarks of teachers; and other documentation relating to care and treatment of eligible individuals. Data elements include age, current and past addresses, date of birth, educational level, medical information, marital status, military service, name, name of next of kin, occupation, physical disabilities, religious preferences, social security number, and telephone number.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

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 destroy.

APPRAISAL

Administrative

These files are maintained to provide the case histories for clients returning to the state and then provide for the destruction of the files.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled. Personnel evaluations are confidential, the remaining information is private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82618
TITLE: Too Much Vision client case files
DATES: 1975-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are incomplete case files of individuals who have applied, but whose doctors' report indicate too high a level of visual capability to participate in programs and services of the division. These files include case information and referral form, physician's report of eye examination indicating degree of visual handicap, and supplemental report of eye examination.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs of the agency to document applicant rejection.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82619
TITLE: Registry of clients and assigned teachers
DATES: ca._1974-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This registry lists legally blind and visually handicapped individuals and their assigned teachers. The list is now obsolete. It includes names of clients, addresses, telephone numbers, years of birth, and names of assigned teachers.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This registry was a one-time record and is now obsolete.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82620
TITLE: Current client index card file
DATES: 1974-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a card file which serves as an index to the Current Client Case Files. This file includes client name, address, telephone number, year of birth, and social security number.

RETENTION

Retain until client is deceased.

DISPOSITION

Transfer to Deceased client card file.

FORMAT MANAGEMENT

Paper: Retain in Office until client is deceased and then transfer to Deceased Client Card File.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 11.

This file is needed to reference individuals receiving services and participating in programs of the division as long as the client case file is current.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82621
TITLE: Deceased client index card file
DATES: 1974-
ARRANGEMENT: Alphabetical by name and year
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a card file which serves as an index to the Deceased Client Case Files and indicates year of death. This file includes client name, address, telephone number, year of birth, year of death, and social security number.

RETENTION

Retain 15 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 11.

This file is needed to reference the files of deceased individuals who have participated in programs of the division.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82623
TITLE: Client information form file
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This form is used for data entry when a client is registered, and when the client file needs to be updated or deleted. This file includes name of client, identification number or social security number, address, telephone number, sex, birth date, veteran status, marital status, location data, and codes relating to case service and location.

RETENTION

Retain until printout is received and verified.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until printout is received and verified and then destroy.

APPRAISAL

Administrative

This retention is based on the needs of the agency as the data entry forms have no value after the printouts are verified.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82624
TITLE: Client information reports
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are computer printouts used to verify the accuracy of data input from the Client Information Form. Specific reports may also be called for that group client information by age, area, or some other common factor. These forms include name of client, identification number or social security number, address, telephone number, sex, birth date, veteran status, marital status, location data, and codes relating to case service and location.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the needs of the agency. The reports are no longer needed after the data has been verified and the specific reports are too sporadic to provide any research value.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82625
TITLE: Received medical report log
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a log listing prospective clients who are waiting for the return of the Physician's Report of Eye Examination in order to document their eligibility for program participation. This includes name of prospective client, date the Physician's Report of Eye Examination form was sent out and returned, and the name of the physician.

RETENTION

Retain 1 year after notebook is filled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after notebook is filled and then destroy.

APPRAISAL

Administrative

The log is maintained in a notebook and has no further administrative value after one year.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82627
TITLE: Daily referral log
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log lists individuals who are clients or who have been referred to the Division of Services for the Visually Handicapped. It is used to track visits of teachers to these individuals. This includes name of client of referred individual, social security number, city of residence, and name of teacher.

RETENTION

Retain 1 year after notebook is filled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after notebook is filled and then destroy.

APPRAISAL

Administrative

The log is maintained in a notebook and has no further administrative value after one year.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82628
TITLE: Teacher's visit log
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log documents visits made by teachers to individuals who are clients or who have been referred to the Division of Services for the Visually Handicapped. The log is used to monitor the time span between the referral and the actual visit. It includes name of client, name of teacher, date referred, and number of days between referral and visit.

RETENTION

Retain 1 year after notebook is filled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after notebook is filled and then destroy.

APPRAISAL

Administrative

The log is maintained in a notebook and has no further administrative value after one year.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82629
TITLE: Application for library materials log
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log tracks the application for library materials and documents that the materials were sent to the requestor. It includes name of client, city of residence, name of teacher, and date library materials sent.

RETENTION

Retain 1 year after notebook is filled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after notebook is filled and then destroy.

APPRAISAL

Administrative

The log is maintained in a notebook and has no further administrative value after one year.

PRIMARY DESIGNATION

Private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82630
TITLE: Public relations video tape
DATES: 1986-
ARRANGEMENT: none

DESCRIPTION: This is a video tape produced by participants in the Orientation Training Program (O.T.P.) that is used in a public relations capacity to inform the legislature, prosepctive students, and the general public about the orientation program conducted by Services for the Visually Handicapped. This record series includes names of studente participating in the video, types of classes offered by the program, and a general description and promotion of the program.

RETENTION

Retain 15 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Video recordings master: Retain in Office for 10 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

This video is unique in that it was produced by the students of the O.T.P. It provides graphic documentation of the program and the students' reaction to services offered to the visually handicapped.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82631
TITLE: Training and Adjustment Services director's 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. Some notes are in braille. 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.

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. Personnel and client issues are private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82632
TITLE: Training and Adjustment Services management meeting files
DATES: ca._1957-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are minutes and other materials related to meetings of the management team of Training and Adjustment Services. These files include minutes, names of those attending the meetings, issues, and memoranda relating to the meetings.

RETENTION

Retain 15 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

General Schedule 24 Item 1 gives a permanent retention to minutes and meeting files.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Personnel and client issues are private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82633
TITLE: Receipts for merchandise sold
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are receipts for merchandise sold to visually handicapped individuals, such as slates, styli, canes, and other items. They include description of item purchased, amount, name of client, and date.

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

Administrative Fiscal

General Schedule 6 Item 6 gives a retention of 3 years.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82634
TITLE: Budget printout report
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are computer printouts from the Utah State Office of Education which indicate budget status for planning purposes. They include inclusive dates, beginning balances, funds expended, and ending balances.

RETENTION

Retain 3 years after close of the fiscal year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after the close of the fiscal year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

General Schedule 5 Item 5(b) indicates a three year retention.


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82635
TITLE: Petersen fund files
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain copies of documentation regarding the use of funds from the Petersen Trust Fund, a trust established to support services to the blind through direct funding. The originals are sent to the accounting officer and these copies are used for tracking client expenses and for planning. These files include name of client, use of funds, amounts, copies of checks, correspondence, receipts, and other materials.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

These copies have no further administrative value after one year.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Identifying inforamtion about clients is private


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82636
TITLE: Public relations activity reports
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are forms completed by counselors reporting on presentations given, noting attendance and evaluative comments. They include name of counselor; date and type of conference, committee meeting, or other presentation, number of participants, and evaluative comments.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the needs of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82637
TITLE: Library of Congress reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are six-month reports and related materials which describe activities and programs designed for the visually handicapped and were sent to the Library of Congress. As of January 1987, the State Library performs this function. These reports include number of clients, inventories of reading machines, descriptions of activities, and other statistical data.

RETENTION

Retain 3 years.

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.

APPRAISAL

Administrative Historical

As these reports provide documentation of a function no longer performed by the division, and because the reports provide excellent research value, a permanent retention is needed.


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82638
TITLE: Training and Adjustment Section personnel files
DATES: ca._1957-
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. They 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

Destroy provided unique material is transferred to the Office of Education

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

General Schedule 1 Item 18.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. except 17 data elements which are public


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82639
TITLE: 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. They 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. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82640
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

General Schedule 9 Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82642
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

General Schedule 4 Item 6.


AGENCY: Board of Education. Rehabilitation Services. Services for the Blind & Visually Impaired. Training & Adjustment Services

SERIES: 82643
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.