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. Business Enterprise Program

82844--Vending stands case histories
82845--Monthly and year end reports
82846--Requests for payment and "set aside" receipts
82847--Operating stand envelopes
82848--Assigned and unassigned vending machine income files
82849--Data input sheets
82850--Vending stands personnel files
82851--Merchandise inventories
82852--Health, Education, and Welfare/Health and Human Services memoranda
82853--Director's administrative files
82854--Policies and procedures manual
82855--Leave slips
82856--Warrant requests
82857--Personnel files
82858--Annual budget reports from the Utah State Office of Education
82859--Budget working papers

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

SERIES: 82844
TITLE: Vending stands case histories
DATES: 1978-
ARRANGEMENT: Alphabetical by stand name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files provide a complete history of vending stands operated by the visually handicapped, and which chart operations, development, remodeling, and closure. They includes copies of contracts established between the Division of Services for the Visually Handicapped and the building where the stand is housed, copies of contracts established between Business Enterprise Program and the operator, progress notes, floor plans, copies of purchase authorizations, equipment inventories, financial documents, narrative evaluation reports, correspondence, merchandise inventories, and documentation relating to the operation, repair, and closure of the stands.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based on agency needs and 34 CFR 401.19(10) which indicates a five year retention for evaluation of vocational programs.

PRIMARY DESIGNATION

Public


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

SERIES: 82845
TITLE: Monthly and year end reports
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are computer-generated reports which indicate the cumulative totals of sales and wages and chart the operations of the vending stand. They include name and home address of vending stand operators, dates, operator and location identification code, totals of gross sales, and wages.

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 Fiscal

This retention is based on the needs of the agency for planning and audit trails.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Reports, home addresses and wage information are private


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

SERIES: 82846
TITLE: Requests for payment and "set aside" receipts
DATES: 1980-
ARRANGEMENT: Numerical by receipt number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are copies of receipts for funds received by the vending stands operators. The operators are billed 10% of the stand net income for the upkeep and repair of the stands. This record series includes copies of the request for payment and a copy of the receipt, name of the operator, amount of funds set aside.

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 Fiscal

This retention is based on the administrative and audit needs of the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home addresses and wage information are private


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

SERIES: 82847
TITLE: Operating stand envelopes
DATES: 1986-
ARRANGEMENT: Alphabetical by name of operator
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These envelopes contain all receipts generated by the operation of the vending stands and are used to verify expenditures and income, and for data entry for the Data Input Sheets. This record series includes name of operator, location of stand, dates, cost of goods, gross sales, operating expenses, wages paid, weekly totals, and all receipts.

RETENTION

Retain until end of year.

DISPOSITION

Return to vending stand operator.

FORMAT MANAGEMENT

Paper: Retain in Office until end of year and then return to vending stand operator.

APPRAISAL

Administrative Fiscal

The Business Enterprise Program verifies the information written on the outside of the envelope using the receipts contained inside. The information is entered into the computer and is no longer needed by the program after the end of the year.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home addresses and wage information are private


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

SERIES: 82848
TITLE: Assigned and unassigned vending machine income files
DATES: 1980-
ARRANGEMENT: alphabetical by location of stand
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files document the income gained from vending machines placed in public buildings throughout the state and indicate whether the account is federal or non-federal. They include photocopies of checks, log of checks, location of vending machine, and name of operator if assigned.

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 agency and federal audit needs.

PRIMARY DESIGNATION

Public


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

SERIES: 82849
TITLE: Data input sheets
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are working papers generated from information contained in the Operating Stand Envelopes and used for data entry to account for the operation of the vending stands. They include dates, wage information, weekly totals of sales and expenditures, name and location identification number.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative

This retention is based on agency needs and General Schedule 6 Item 4(a).

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home addresses and wage information are private


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

SERIES: 82850
TITLE: Vending stands personnel files
DATES: 1987-
ARRANGEMENT: Alphabetical by operator name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are files maintained for the vending stand operators and document their history working with the program. These files include name of operator, locations of stands, correspondence, insurance files, credit union account statements, referral forms, and other documentation relating to the operators.

RETENTION

Retain 5 years after operator leaves program.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after operator leaves program and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based on agency needs and 34 CFR 401.19(10) which indicates a five year retention for evaluation of vocational programs.

PRIMARY DESIGNATION

Private


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

SERIES: 82851
TITLE: Merchandise inventories
DATES: [ca. 1958-
ARRANGEMENT: Alphabetical by stand location

DESCRIPTION: These are initial inventories of merchandise held by the vending stands. The inventories are now included in the Vending Stand Histories. The information includes name of stand, list of merchandise to be sold.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

General Schedule 3 Item 10(a).


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

SERIES: 82852
TITLE: Health, Education, and Welfare/Health and Human Services memoranda
DATES: [ca. 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These memoranda from federal agencies indicate policy guidelines and procedures for the Business Enterprise Program. This record series includes memoranda from various federal agencies.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This retention is based on agency needs relating to federal audit requirements and general administration of the program.


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

SERIES: 82853
TITLE: Director's administrative files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files are working papers of the director of the program. They include correspondence, floor plans, bid information, names, addresses, and issues relating to the operation of the Business Enterprises Program.

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 Fiscal Historical

General Schedule 23:1 lists a two year retention for general housekeeping administrative files. Program correspondence, however, has a permanent retention.

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. Business Enterprise Program

SERIES: 82854
TITLE: Policies and procedures manual
DATES: umdated
ARRANGEMENT: none

DESCRIPTION: Policies and procedures that govern the operation and administration of various programs.

RETENTION

Retain until superseded.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then transfer to State Archives with authority to weed.

Paper copy: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 23.

General Schedule 16 Item 1(a) and (c).


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

SERIES: 82855
TITLE: Leave slips
DATES: undated
ARRANGEMENT: none

DESCRIPTION: These are the agency copies of leave applications.

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. Business Enterprise Program

SERIES: 82856
TITLE: Warrant requests
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

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. Business Enterprise Program

SERIES: 82857
TITLE: Personnel files
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

Retain 1 year after separation or transfer.

DISPOSITION

Destroy provided unique material placed in official file

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after separation or transfer and then destroy provided unique material placed in official file.

APPRAISAL

Administrative

General Schedule 1 Item 18.

PRIMARY DESIGNATION

Public. There are 17 data elements which are public information

SECONDARY DESIGNATION

Private


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

SERIES: 82858
TITLE: Annual budget reports from the Utah State Office of Education
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

General Schedule 5 Item 5(a).


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

SERIES: 82859
TITLE: Budget working papers
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

Retain 1 year after close of fiscal year covered by budget.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after close of fiscal year covered by budget and then destroy.

APPRAISAL

Administrative Fiscal

General Schedule 5 Item 4.

PRIMARY DESIGNATION

Public