Orem (Utah). Administrative Services
22932--Utility payment records22936--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
27510--First Party (City) property damage and subrogation files
27512--Credit card transactions
27527--Accounts receivable checks
29216--Equal Employment Opportunity reports
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)
84901--Personnel files
85094--Accounts payable records
84870--Payroll register
84872--Special improvement bonds
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
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 for 3 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after resolution date and then destroy.
APPRAISAL
Administrative
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.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Meter reading records, GRS-1130
AUTHORIZED: 05/22/2000
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
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.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Meter reading records, GRS-1130
AUTHORIZED: 05/22/2000
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
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 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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
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
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 for 3 year(s) after expiration of permit or license
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Permit and licensing records, GRS-1724
AUTHORIZED: 05/09/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after final renewal of license and then destroy.
APPRAISAL
Administrative
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: 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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
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
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
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
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after final payment and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative Fiscal Legal
PRIMARY DESIGNATION
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
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 05/04/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
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 for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Fiscal
fiscal
PRIMARY DESIGNATION
Public
AGENCY: Orem (Utah). Administrative Services
SERIES: 29216
TITLE: Equal Employment Opportunity reports
DATES: 1986-
ARRANGEMENT: Chronological.
DESCRIPTION: These records are required by the Equal Employment Opportunity Commission (EEOC) in accordance with the provisions of Title VII and the Americans with Disabilities Act (ADA) (29 CFR 1602). Included are reports with statistical information on employees hired.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(2)(a)(2017)
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
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
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 12/1987
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: 82710
TITLE: Cancelled checks (payroll, general fund, group insurance, workers' compensation insurance)
DATES: 1978-
ARRANGEMENT: numerical by check number
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
Microfilm master: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 01/31/2005
FORMAT MANAGEMENT
Paper: Retain in Office permanently or until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in Archives 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 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
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
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 duplicate: Retain in Office for 4 years and then destroy.
APPRAISAL
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
Retain for 58 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Payroll post processing records, GRS-1904
AUTHORIZED: 07/15/2015
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.
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
Permanent. Retain for 1 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Microfilm duplicate: Retain in State Archives permanently.
APPRAISAL