Utah Department of Administrative Services

Division of Archives & Records Service

Orem (Utah). Administrative Services

84870--Payroll register
84872--Special improvement bonds
84901--Personnel files
82893--Comprehensive Employment and Training Program (CETA) and Public Employment Program (PEP) personnel files
82710--Cancelled checks (payroll, general fund, group insurance, workers' compensation insurance)
85094--Accounts payable records
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
27510--First Party (City) property damage and subrogation files
27512--Credit card transactions
27527--Accounts receivable checks
26040--Investment accounting monthly reports
26041--Special assessment ledgers
26042--Insurance deduction files
26043--Subsidiary ledger and journal files
26152--First party (city) property damage and subrogation files

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

Retain 7 or 58 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 10, Item 31.

AUTHORIZED: 07/15/2015

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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.

PRIMARY CLASSIFICATION

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

SECONDARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL


AGENCY: Orem (Utah). Administrative Services

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

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 30 years after separation.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 9, Item 12.

AUTHORIZED: 01/31/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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 65 years and then destroy.

Microfilm duplicate: Retain in Office for 65 years and then destroy.

APPRAISAL

Administrative

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 CLASSIFICATION

Private

SECONDARY CLASSIFICATION

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


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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 12/1987

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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: 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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 1.

AUTHORIZED: 12/08/2006

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

Microfilm master: Retain in Office permanently.

APPRAISAL

PRIMARY CLASSIFICATION

Public


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

Retain 4 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 1.

AUTHORIZED: 09/20/2000

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

PRIMARY CLASSIFICATION

Public


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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 22, Item 27.

AUTHORIZED: 05/22/2000

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative

PRIMARY CLASSIFICATION

Public

SECONDARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 22, Item 7.

AUTHORIZED: 05/22/2000

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative

PRIMARY CLASSIFICATION

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.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 22, Item 22.

AUTHORIZED: 05/22/2000

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative

PRIMARY CLASSIFICATION

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.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 22, Item 22.

AUTHORIZED: 05/22/2000

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative

PRIMARY CLASSIFICATION

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 records relate to billing transactions and are used for audit purposes. They include accounts deleted, accounts transferred, routes billed, adjustments posted, reported balances, direct billing authorizations, and other records related to utility billing functions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 22, Item 5.

AUTHORIZED: 05/22/2000

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative

PRIMARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 6, Item 2.

AUTHORIZED: 10/17/2000

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative

PRIMARY CLASSIFICATION

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 files document traffic accidents investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions. The original report is sent to the State Department of Public Safety if damage exceeds $1,000, or injury or death occurs (UCA 41-6a-404 (2007)), and is maintained for seven years.

RETENTION

Retain 3 years.

DISPOSITION

.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 21, Item 1.

AUTHORIZED: 09/09/2010

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

Administrative

PRIMARY CLASSIFICATION

Public

SECONDARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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 CLASSIFICATION

Public

SECONDARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Fiscal

fiscal

PRIMARY CLASSIFICATION

Public


AGENCY: Orem (Utah). Administrative Services

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

DESCRIPTION: These are monthly accounting reports. They include outstanding reports, amortization reports, and earning reports.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 34.

AUTHORIZED: 12/05/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative Fiscal

PRIMARY CLASSIFICATION

Public


AGENCY: Orem (Utah). Administrative Services

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

DESCRIPTION: These ledgers record the expenditures for taxes levied for special assessments. They include the year, month, disbursement, balance, warrants paid, balance credit, cash, and transfers.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 12, Item 5.

AUTHORIZED: 12/05/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative Fiscal

PRIMARY CLASSIFICATION

Public


AGENCY: Orem (Utah). Administrative Services

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

DESCRIPTION: These are reports and related papers including copies of vouchers and payment schedules pertaining to insurance deductions.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 10, Item 30.

AUTHORIZED: 07/15/2015

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative Fiscal Legal

PRIMARY CLASSIFICATION

Private


AGENCY: Orem (Utah). Administrative Services

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

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 20.

AUTHORIZED: 12/05/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative Fiscal

PRIMARY CLASSIFICATION

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: These files document traffic accidents investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions. The original report is sent to the State Department of Public Safety if damage exceeds $1,000, or injury or death occurs (UCA 41-6a-404 (2007)), and is maintained for seven years.

RETENTION

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 21, Item 1.

AUTHORIZED: 08/07/2006

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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