Utah Department of Administrative Services

Division of Archives & Records Service

Orem (Utah). Administrative Services

84901--Personnel files
85094--Accounts payable records
84870--Payroll register
84872--Special improvement bonds
82710--Cancelled checks (payroll, general fund, group insurance, workers' compensation insurance)
82893--Comprehensive Employment and Training Program (CETA) and Public Employment Program (PEP) personnel files
22932--Utility payment records
22936--Trouble-call work orders
22938--Monthly/bi-monthly/annual meter reports
22939--Monthly/bi-monthly/annual meter books
22940--Daily revenue report
22942--Business licenses
26152--First party (city) property damage and subrogation files
26040--Investment accounting monthly reports
26041--Special assessment ledgers
26042--Insurance deduction files
26043--Subsidiary ledger and journal files
24595--General administrative records - town meeting sign-in sheets
27510--First Party (City) property damage and subrogation files
27512--Credit card transactions
27527--Accounts receivable checks

AGENCY: Orem (Utah). Administrative Services

SERIES: 84901
TITLE: Personnel files
DATES: i 1973-
ARRANGEMENT: Alphabetical by employee surname

DESCRIPTION: A file maintained by the city personnel office is created for each employee upon hire. The file is retained and updated throughout the term of employment. Files may contain a W4; employment applications; requests for employment from Job Service; action notices for hire or termination; any correspondence between employee and employer regarding employment.

RETENTION

Retain 30 years after separation.

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 State Records Center for 30 years and then destroy.

Microfilm duplicate: Retain in Office for 30 years 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

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: Orem (Utah). Administrative Services

SERIES: 85094
TITLE: Accounts payable records
DATES: 1977-
ARRANGEMENT: Chronological by date.

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.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center for 4 years and then destroy.

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

Microfilm master: Retain in State Records Center for 4 years and then destroy.

Microfilm duplicate: 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: Orem (Utah). Administrative Services

SERIES: 84870
TITLE: Payroll register
DATES: 1919-
ARRANGEMENT: Numerical by department, thereunder numerical by employee number

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the municipality. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 58 years and then destroy.

Microfilm duplicate: Retain in Office for 58 years and then destroy.

Paper: For records beginning in 1982 and continuing to the present. Retain in Office for 7 years and then destroy provided the agency has employee history files.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

Private. 2-30-6-19 Orem City Code

SECONDARY DESIGNATION

Public. 2-30-5-4 Orem City Code


AGENCY: Orem (Utah). Administrative Services

SERIES: 84872
TITLE: Special improvement bonds
DATES: undated
ARRANGEMENT: Numerical by bond series number.

DESCRIPTION: Bonds are sold to fund a specific municipal improvement or building project. The governing body of the municipality levies the assessment based on an ordinance or resolution. To obtain a bond bids are received and reviewed. The bonds are sold at a set price and mature within a given time period as they accrue interest. Information includes state, county and city that issues the bond; series number and date; amount of the bond; legal stipulations and rate per annum; and the mayor and city recorder's signatures. The debt must apply to projects within the lawful limits of the city according to law.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL


AGENCY: Orem (Utah). Administrative Services

SERIES: 82710
TITLE: Cancelled checks (payroll, general fund, group insurance, workers' compensation insurance)
DATES: 1978-
ARRANGEMENT: numerical by check number
ANNUAL ACCUMULATION: 0.50 cubic feet.

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

Retain until microfilmed.

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: Orem (Utah). Administrative Services

SERIES: 82893
TITLE: Comprehensive Employment and Training Program (CETA) and Public Employment Program (PEP) personnel files
DATES: 1976-
ARRANGEMENT: Chronological, thereunder alphabetical by last name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These personnel files contain information on all persons (full-time, part-time, and temporary employees) hired through two federally funded programs the PEP and the CETA. These employees were not later hired as full-time regular city employees. These files include applications, contracts to hire, and invoices for wages.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based upon 20 CFR 676.35. These provisions provide that the recipient of such funding "shall maintain a record of each participant's participation in a CETA program including dates of entry and termination of each activity" and to "retain such for each participant for a period of five years from the date of enrollment." The provisions of the Public Service Employment Program indicate that records are retained for "a period of five years" (20 CFR 678).


AGENCY: Orem (Utah). Administrative Services

SERIES: 22932
TITLE: Utility payment records
DATES: 1919-
ARRANGEMENT: Chronological by date

DESCRIPTION: These stubs are received with payments for services. They are used as the official record of customers, payments being received and posted. They include account number, name, service address, payment received, receipt date and number.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 27.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 2-30-6-19 Orem City Code


AGENCY: Orem (Utah). Administrative Services

SERIES: 22936
TITLE: Trouble-call work orders
DATES: 1983-
ARRANGEMENT: Numerical by account number

DESCRIPTION: These files contain customer complaints concerning utility problems which require research and a resolution. They include complaint, results of investigation, meter sheets, and method of resolution.

RETENTION

Retain 3 years after resolution date.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Administrative Services

SERIES: 22938
TITLE: Monthly/bi-monthly/annual meter reports
DATES: 1983-
ARRANGEMENT: Chronological by month

DESCRIPTION: These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. The books include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges. Information includes name, account number, address and meter reading.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public. 2-30-6-19 Orem City Ordinance


AGENCY: Orem (Utah). Administrative Services

SERIES: 22939
TITLE: Monthly/bi-monthly/annual meter books
DATES: 1983-
ARRANGEMENT: Chronological by month

DESCRIPTION: These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. The books include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges. Information includes name, account number, address, and meter reading.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public. 2-30-6-19 Orem City Code


AGENCY: Orem (Utah). Administrative Services

SERIES: 22940
TITLE: Daily revenue report
DATES: 1919-
ARRANGEMENT: Chronological by date

DESCRIPTION: These computer printouts list daily billing transactions. They are used for audit purposes. They include accounts deleted, accounts transferred, routes billed, adjustments posted, and reported balance.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 5.

PRIMARY DESIGNATION

Public. 2-30-6-19 Orem City Code


AGENCY: Orem (Utah). Administrative Services

SERIES: 22942
TITLE: Business licenses
DATES: 1948-
ARRANGEMENT: Alphabetical by name of business
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting business within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health).

RETENTION

Retain 4 years after final renewal of license.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after final renewal of license and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Administrative Services

SERIES: 26152
TITLE: First party (city) property damage and subrogation files
DATES: 1919-
ARRANGEMENT: Numerical by file number

DESCRIPTION: Reports and information pertaining to accidents on and to city property. This information is collected for statistical purposes, to document employee performance, and to recover damages to city property by filing insurance claims or initiating collection actions against the fault parties. Police reports, damage estimates, photographs, witness statements, accident reports, copies of deposited checks or receipts, and miscellaneous correspondence. These records do not include files pertaining to anything that would trigger city liability.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 1.


AGENCY: Orem (Utah). Administrative Services

SERIES: 26040
TITLE: Investment accounting monthly reports
DATES: 1919-
ARRANGEMENT: Chronological by date

DESCRIPTION: Monthly accounting reports; amoritization and earning reports

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Administrative Services

SERIES: 26041
TITLE: Special assessment ledgers
DATES: 1919-
ARRANGEMENT: Chronological by year thereunder by month

DESCRIPTION: Expenditures for taxes levied - to include year, month, dispursement, balance, warrants paid, balance credit, cash, and transfers

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Administrative Services

SERIES: 26042
TITLE: Insurance deduction files
DATES: 1919-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: Reports and related papers including copies of vouchers and payment schedules pertaining to insurance deductions

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee and then destroy.

APPRAISAL

Administrative Fiscal Legal

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

PRIMARY DESIGNATION

Private


AGENCY: Orem (Utah). Administrative Services

SERIES: 26043
TITLE: Subsidiary ledger and journal files
DATES: 1919-
ARRANGEMENT: Chronological by date

DESCRIPTION: Account books that provide backup to the general ledger

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 5, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Administrative Services

SERIES: 24595
TITLE: General administrative records - town meeting sign-in sheets
DATES: 1993-
ARRANGEMENT: Chronological by date

DESCRIPTION: This record is a sign-in sheet for citizens attending town meetings. It requests the name, address, and phone number. The city gathers the information to assist in following up with the citizens about issues they raised in the meeting.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Addresses and phone numbers are to be deleted from the record before released to the public.


AGENCY: Orem (Utah). Administrative Services

SERIES: 27510
TITLE: First Party (City) property damage and subrogation files
DATES: 2006-
ARRANGEMENT: By file number

DESCRIPTION: These records include documentation pertaining to damages to City property that has been caused by city employees or outside parties. The information is collected for statistical purposes, to document employee performance, and to recover damages to City property by filing insurance claims or initiating collection actions against the at fault parties.Data in this record series could include police reports, damage estimates, photographs, witness statements, accident reports, copies of deposited checks or receipts, and miscellaneous correspondence. These records DO NOT include files pertaining to anything that would trigger City Liability.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 1.

Administrative

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private

Protected


AGENCY: Orem (Utah). Administrative Services

SERIES: 27512
TITLE: Credit card transactions
DATES: undated
ARRANGEMENT: Chronological by date

DESCRIPTION: This record series contains files for Orem City credit card transactions, including: date of transaction, total cost of the transaction, the authorization number, a partial credit card number, the location of the transaction and occasionally the card holder's name.

RETENTION

Retain 15 years in agency records center.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Compact disc: Retain in Office for 0 years and then transfer to State Records Center. Retain in State Records Center for 15 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

administrative, fiscal, legal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Orem (Utah). Administrative Services

SERIES: 27527
TITLE: Accounts receivable checks
DATES: 2010-
ARRANGEMENT: Chronologically by date received

DESCRIPTION: Accounts receivable checks are checks taken for utility payments, library payments,fitness and senior center payments, and public works and cemetery payments. They are scanned through a bank provided program that makes a legal electronic copy that is instantly deposited to the account and makes the paper checks useless except perhaps for short term reference (1-2 weeks maximum). Information on the checks includes: name, address, checking account information, telephone number and the total amount of the check.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Fiscal

fiscal

PRIMARY DESIGNATION

Public