Utah Department of Administrative Services

Division of Archives & Records Service

Utah State University Eastern

81799--Scrapbooks
17683--Academic records
23253--Accounts receivable invoices
23388--Accounts payable
23389--Payroll returned and cancelled checks
23390--Accounts payable returned and cancelled checks
23391--Administrative payroll records

AGENCY: Utah State University Eastern

SERIES: 81799
TITLE: Scrapbooks
DATES: 1950-
ARRANGEMENT: Chronological

DESCRIPTION: Scrapbooks, photographs, articles, program notes and documentation of events sponsored or funded by an agency. Also included are narrative audio or audiovisual agency histories.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University Eastern

SERIES: 17683
TITLE: Academic records
DATES: 1980-
ARRANGEMENT: Chronological by year, thereunder alphabetical by student surname.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are used to document enrollment and graduation from college. They are used to verify classes attended and credits earned. They are also used for admission to graduate school or professional employment. They contain student names, addresses, birth dates, class rankings, class grades, grade point averages, student identification numbers, and Social Security numbers.

RETENTION

Retain until microfilmed.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

These records have administrative and historical value as they document a student's level of achievement and are used to qualify students for graduation.

PRIMARY DESIGNATION

Private


AGENCY: Utah State University Eastern

SERIES: 23253
TITLE: Accounts receivable invoices
DATES: 1937-
ARRANGEMENT: Numerical by year.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Invoices billing non-state agencies or institutions for supplies, services or repairs provided by an agency. These receipts come from the Cashier's office.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being microfilmed and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University Eastern

SERIES: 23388
TITLE: Accounts payable
DATES: 1937-
ARRANGEMENT: Numerical by year.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series provides information on our vendors. Included are check numbers, dates paid, amounts paid, and discounts taken. This information is used for internal purposes.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 6 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 53.

PRIMARY DESIGNATION

Public


AGENCY: Utah State University Eastern

SERIES: 23389
TITLE: Payroll returned and cancelled checks
DATES: 1937-
ARRANGEMENT: Numerical by check number.
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These are returned and cancelled checks kept by payroll. They are maintained for periodic office reference.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 6 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 47.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Utah State University Eastern

SERIES: 23390
TITLE: Accounts payable returned and cancelled checks
DATES: 1937-
ARRANGEMENT: Numerical by check number
ANNUAL ACCUMULATION: 7.00 cubic feet.

DESCRIPTION: These are returned and cancelled checks maintained by accounts payable. They are used to verify proof of payment and for other internal purposes.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 6 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 47.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Utah State University Eastern

SERIES: 23391
TITLE: Administrative payroll records
DATES: 1937-
ARRANGEMENT: Numerical by year.
ANNUAL ACCUMULATION: 15.00 cubic feet.

DESCRIPTION: Reports and statistics with supporting and related records pertaining to workload and personnel management, payroll operations and administration. Also included is information on insurance, workers compensation and full- or part-time status.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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