Utah Department of Administrative Services

Division of Archives & Records Service

Board of Regents. Higher Education Assistance Authority

83110--Borrower files
83111--Borrower payment deposit
83113--Guaranteed fees report
83114--Month-end interest journal
83115--Final holder report
83117--Purchase journals
83118--Loan servicing client reconciliation files
83119--Borrower balance report
83120--Payment journal
83121--Master control file
83122--Accounts payable
83123--Accounts receivable files
83133--Aging report
83135--Late fee journal
17505--Student loan data base quality reports
21780--Bond information records
12493--Student loan default requests and cures
12321--Utah Student Loan Program board and subcommittee records
12324--Utah Student Loan Program internal correspondence
12332--External correspondence
12335--Financial aid applications and promissory notes
12336--Operations reports
12355--Personnel files
12626--Assistance records
12627--Defaulted borrower payments
12629--Guarantee volume and fee billings
12631--Compliance reporting records
12635--Accounting records
12637--Proposal and loan purchase requests
12356--Financial aid administrative records
12357--Utah Student Loan Program audit files
12358--Closed school records
12639--U.S. Department of Education reports and audits
12640--Board and meetings records
25416--Utah Educational Savings Plan participant records
26335--Utah Educational Savings Plan administrative transactions
26336--Confidential case files
24923--Utah Educational Savings Plan payments
26711--Student disability claims

AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83110
TITLE: Borrower files
DATES: 1985-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 37.00 cubic feet.

DESCRIPTION: These are student loans that have been either paid off, or been written off because the person has died, gone bankrupt or had a permanent disability as described in 34 CFR 682.402

RETENTION

Retain 10 years after file is closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until file is closed and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative Fiscal

The recommended retention for these records is 5 years as stated in 34 CFR 682.414. The submitted retention is for administrative need.

PRIMARY DESIGNATION

Exempt. Family Education Rights and Privacy Act (FERPA)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83111
TITLE: Borrower payment deposit
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are deposits of loans payments made to the Treasurer and include a list of name, social security number, amount paid, check number and borrower status. They also include the deposit receipt.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

According to 34 CFR 682.412, these records will be audited not less frequently than every 2 years and 1988 General Schedule suggests these records be kept 1 year. The submitted retention reflects administrative request.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (2)(2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83113
TITLE: Guaranteed fees report
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: When a student receives a loan for school, the guarantee agency (UHEEA) must guarantee this loan. This report is a record of the guarantee fees paid to each lending agency. It is a yearly report for the Secretary of Education Office.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

According to 34 CFR 682.414 these records should be kept 5 years. The submitted retention reflects administrative need.


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83114
TITLE: Month-end interest journal
DATES: 1982-
ARRANGEMENT: Chronological by date.
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a computer printout run monthly which reports the interest accrued on loans during the month.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

According to 34 CRF 682.412 these records will be audited not less frequently than every two years.


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83115
TITLE: Final holder report
DATES: 1983-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: When a student defaults on a student loan the Utah Higher Education Assistance Authority will purchase the loan (after a good faith effort on the part of the lender to collect) and collect the money. It includes the name and social security number of the loanee and the outcome of the loan.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

According to 34 CFR 682.414 these records need not be kept longer than 5 years. The submitted retention reflected administrative need.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (2)(2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83117
TITLE: Purchase journals
DATES: 1981-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: When a student defaults on a student loan the State (as a guarantee agency of the Federal Government) will purchase an uncollectable loan and pursue collection. This is a computer report listing the purchase date, borrower's social security number and principal and interest allocation. It also contains a listing of the loans purchased and the lender agency.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (2)(2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83118
TITLE: Loan servicing client reconciliation files
DATES: 1986-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These are reports for the servicing unit used to reconcile debits, credits, and other activity on the computer system. Reports included are: client reconciliation reports, aging of delinquent accounts, reports of debts serviced, debts converted, late charges and fees assessed, refund and cancellation reports, sale reports, deposit reports, disbursement reports.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

According to 34 CFR 482.412 these files will be audited not less frequently than every 2 years. State audit requirements are generally 3 years.

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83119
TITLE: Borrower balance report
DATES: 1984-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 9.00 cubic feet.

DESCRIPTION: These are computer reports run at month-end closing. It lists the borrower's name, social security number, account status and current balance.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on administrative need. The 1988 General Schedule 6:25 suggests a retention of 7 years.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (2)(2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83120
TITLE: Payment journal
DATES: 1982-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a daily record of payments received. Payments are posted daily.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on administrative need the 1988 General Schedule 6:25 suggests a retention of 7 years.

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83121
TITLE: Master control file
DATES: 1983-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are computer reports run at month-end closing. It contains summaries and copies of all transactions which would affect a borrower's outstanding balance.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on administrative need.

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83122
TITLE: Accounts payable
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are the expenditure reporting and control files of the Utah Higher Education Assistance Authority.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on administrative need. In the 1988 General Schedule, 6-19, the suggested retention is 3 years.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(3)(e)(2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83123
TITLE: Accounts receivable files
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are the income accounting records for the Utah Higher Education Assistance Authority unit.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on administrative need. The 1988 General Retention Schedule 6:2 suggests 3 years.

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83133
TITLE: Aging report
DATES: 1986-2007
ARRANGEMENT: Chronological

DESCRIPTION: This report shows the delinquency of the account and the amount the loan is delinquent. This is the delinquency status of the borrower report.

RETENTION

Retain 12 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 10 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 83135
TITLE: Late fee journal
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This report is posted the 15th of the month and includes how much late fee must be paid by the borrower and how much interest has accrued on that account during the month.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 17505
TITLE: Student loan data base quality reports
DATES: 1991-
ARRANGEMENT: Alphabetical by title, thereunder chronological.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These reports track the history of information maintained in the student loan database. When changes in the types of information occur or the way information is collected and maintained, it must be recorded in the system documentation. Also, when corrections or programming changes take place in the data base they are documented. These reports are used for historical reference regarding the data base and are also helpful when audits are conducted and questions asked about why software programming changes were made. Information includes error detail research which lists specific student loan records and the data errors corrected.

RETENTION

Retain 1 year

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently.

Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the reference value the records hold for documenting the student loan electronic system. Records documenting the loans themselves and supportive information are maintained "at least five years after the loan is paid in full or has been determined to be uncollectable" according to 34 CFR 682.414(a)(2) (1992). Included would be "documents required for the exercise of forbearance" under (3)(ii)(G).


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 21780
TITLE: Bond information records
DATES: 1988-
ARRANGEMENT: Chronological by bond maturity date
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These records document bonds which are issued. Information includes the draft prospectus ("red herring") and final proposal, which delineates how the bonds are paid out, where the money comes from, and how they are secured. Information may also include bond financing documentation such as general ledgers. Both the draft and final proposals are retained for comparison purposes for litigation.

RETENTION

Retain 10 years after bond maturity.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after bond maturity and then transfer to State Records Center. Retain in State Records Center for 9 years and then destroy.

APPRAISAL

Fiscal Legal

This disposition is based on the value these records hold during litigation, particularly when individuals who purchased bonds during the "red herring" stage bring suit. After 10 years, most claims and all audit requirements have been met.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12493
TITLE: Student loan default requests and cures
DATES:
ARRANGEMENT: Chronological by date received, thereunder by request date

DESCRIPTION: Pre-claims Assistance (PCA) Requests (notification from a loan lender/servicer that a loan is delinquent) and cures (notification that the loan is no longer delinquent). Information includes borrower's name, social security number, and information pertaining to the delinquency or reason PCA is cured.

RETENTION

Retain 25 years

DISPOSITION

Destroy provided retained 5 years after final payment or write-off

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 23 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Exempt. Family Education Rights Privacy (FERPA) 34 CFR 99.


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12321
TITLE: Utah Student Loan Program board and subcommittee records
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records reflect items considered by the Utah Higher Education Assistance Authority Board and the Loan Finance Subcommittee and subsequent actions taken. Information includes agendas, mailings, and other related material.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12324
TITLE: Utah Student Loan Program internal correspondence
DATES: 1978-
ARRANGEMENT: Chronological

DESCRIPTION: Records of a general nature which would be created in the course of administering agency programs. Information could include office organization, staffing, procedures, and internal communications. Files include management reports.

RETENTION

Retain 3 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12332
TITLE: External correspondence
DATES: 1978-
ARRANGEMENT: Chronological

DESCRIPTION: Records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements. Information includes policies and procedures, policy updates, UHEAA (Utah Higher Education Assistance Authority) bulletins, executive director's correspondence, data reports (externally generated), participation agreements, RFP (Requests for proposal) and vendor selection documents, and all other related correspondence.

RETENTION

Retain 5 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 Archives.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12335
TITLE: Financial aid applications and promissory notes
DATES: 1985-
ARRANGEMENT: Numerical by batch number
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: Promissory note loan data, loan disclosure data, applications for Stafford student loans, SLS (Supplemental Loans for Students) PLUS loans, loan consolidation, verification certificates, and copies of promissory notes.for initial application and loan of funds to students. Original records held by the lender, which is sometimes an educational institution.

RETENTION

Retain 25 years

DISPOSITION

Destroy provided retained 5 years after final payment or write-off

FORMAT MANAGEMENT

Paper copy: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 23 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Exempt. Family Education Rights and Privacy (FERPA) 34 CFR 99.


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12336
TITLE: Operations reports
DATES: 1990-
ARRANGEMENT: Chronological by processing date
ANNUAL ACCUMULATION: 16.00 cubic feet.

DESCRIPTION: Guarantee fee billing statements, daily operations reports, balancing reports, lender's manifest reports, and enrollment verification reports from the Utah Student Loan Program.

RETENTION

Retain 25 years

DISPOSITION

Destroy provided retained 5 years after final payment or write-off

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 23 years and then destroy.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Exempt. Family Education Rights and Privacy (FERPA) 34 CFR 99.

SECONDARY DESIGNATION

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


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12355
TITLE: Personnel files
DATES: 1978-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. File should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM_33), Human resource profile/events (DHRM_34), Termination form (DHRM_35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports. Also contains resumes and interview evaluations.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after separation of employee and then transfer to State Records Center. Retain in State Records Center for 63 years or until 3 years after death or retirement and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(e) (2008)

SECONDARY DESIGNATION

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

Exempt. UCA 53B-7-201 thru 205 (1987)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12626
TITLE: Assistance records
DATES: 2007
ARRANGEMENT: Chronological

DESCRIPTION: Pre-claim assistance (PCA) requests (notifications of delinquent loans) and Cures (notifications that the delinquent loans have been paid) received on a weekly and monthly basis, also number of loans in aversions and how delinquent they are and the weekly and monthly totals of work completed. Information includes PCA requests, cures, delinquencies, contacts, and skips.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after delinquency is cleared and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on audit requirements identified by the agency.

PRIMARY DESIGNATION

Exempt. Family Education Rights and Privacy (FERPA) 34 CFR 99.


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12627
TITLE: Defaulted borrower payments
DATES: 1977-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: Check copies, computer reports, and adjustments to borrower accounts for payments made on defaulted loans.

RETENTION

Retain 25 years

DISPOSITION

Destroy provided retained 5 years after final payment or write-off

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 23 years and then destroy.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Exempt. Family Educational Rights and Privacy (FERPA) 34 CFR 99.


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12629
TITLE: Guarantee volume and fee billings
DATES: 1977-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Billings, refunds, and cumulative guarantee volume reports for fees charged and added to the total amount of the loan by the guarantee agency and the lender for processing student loans.

RETENTION

Retain 25 years

DISPOSITION

Destroy provided retained 5 years after final payment or write-off

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 25 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(e) (2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12631
TITLE: Compliance reporting records
DATES: 1977-
ARRANGEMENT: Chronological by federal fiscal year
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: Monthly form 1189 and quarterly form 1130 and all supporting documentation, repurchases/rehabilitations, indemnification letters, unfiled bankruptcy receivables, trigger calculations, reinsurance reports, and default claim schedules which demonstrate to the federal government the agency's compliance with its laws and rules regarding student loans.

RETENTION

Retain 25 years

DISPOSITION

Destroy provided retained 5 years after final payment or write-off.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 23 years and then destroy.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(e) (2008)

SECONDARY DESIGNATION

Exempt. Family Educational Rights and Privacy (FERPA) 34 CFR 99. (All personal data).


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12635
TITLE: Accounting records
DATES: 1977-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 16.00 cubic feet.

DESCRIPTION: Financial statements (interim), financial statements (audited), accounts payable, daily investment reports, accounting work papers, trustee statements, Utah State Treasurer's statements, bank statements, bank reconciliations, letters of transfer, journal entries, third party reviews, bond insurance files, bond issuance records, bond compliance records, correspondence, servicer reports, money management reports, audits, discretionary funds, and rating agency files of the Utah Student Loan Program.

RETENTION

Retain 25 years.

DISPOSITION

Destroy provided final payment is made or written-off

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 24 years and then destroy provided final payment is made or written-off.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Exempt. Family Educational Rights and Privacy (FERPA) 34 CFR 99.

SECONDARY DESIGNATION

Public. UCA 63G-2-301(2)(e) (2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12637
TITLE: Proposal and loan purchase requests
DATES: 1977-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Requests for proposals (RFP's) from financial institutions for investments and for student loan purchases, includes RFP's, responses, and student loan purchases.

RETENTION

Retain 25 years

DISPOSITION

Destroy provided retained 5 years after final payment or write-off

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 24 years and then destroy provided retained 5 years after final payment or write-off.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on 34 CFR 682.414, which states that loan information must be retained "for at least 5 years after the loan is paid in full or has been determined to be uncollectable." The administrative need is due to possible loan deferments which could extend the payment period.

PRIMARY DESIGNATION

Exempt. Family Educational Rights and Privacy (FERPA) 34 CFR 99.

SECONDARY DESIGNATION

Public. UCA 63G-2-301(2)(e) (2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12356
TITLE: Financial aid administrative records
DATES: 1978-
ARRANGEMENT: Alphabetical by program type
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are the records of the State Board of Regents which demonstrate how the financial aid programs are administered. Includes information, policies, and procedures concerning the administration of various programs including SSIG (State Student Incentive Grant Program), SEOG (Supplemental Education Opportunity Grant) , Title II (Math/Science Program), and Paul Douglas (Teacher Scholarship Program).

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until superseded and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

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


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12357
TITLE: Utah Student Loan Program audit files
DATES: 1978-
ARRANGEMENT: Alphabetical by school, thereunder by lender
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Audits of the Utah Student Loan Program include audit records, school history files, and lender history files.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the fiscal and administrative needs of the agency.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Protected. UCA 63G-2-305 (2008)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12358
TITLE: Closed school records
DATES: 1987-
ARRANGEMENT: Chronological by school closure date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Any proprietary school in this state that ceases operations is required to file copies of the students' transcripts with the State Board of Regents in accordance with UCA 53B-5-109 (1992) to receive the records of closed schools. These files usually contain fiscal records and financial aid records, as well as student academic records which contain official documentation listing student's courses, grades, credits earned, and status achieved and are often referred to as a transcript.

RETENTION

Retain 10 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 9 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Exempt. Family Educational Rights and Privacy (FERPA) 34 CFR 99.


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12639
TITLE: U.S. Department of Education reports and audits
DATES: 1977-
ARRANGEMENT: Chronological by fiscal year or quarter
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are reports and audits from the U.S._Department of Education.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 29.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 12640
TITLE: Board and meetings records
DATES: 1977-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Records created by a committee or conference, including advisory committee's relating to executive establishment, organization, membership, and policy. May include agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees.

RETENTION

Retain 1 year

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Archives.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

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


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 25416
TITLE: Utah Educational Savings Plan participant records
DATES: 1996-
ARRANGEMENT: Chronological by submission date.
ANNUAL ACCUMULATION: 20.00 cubic feet.

ANNUAL ACCUMULATION: 20.00 cubic feet. 20.00 files.

DESCRIPTION: This series documents the activity of participants in the Utah Educational Savings Plan (UESP). The UESP creates investment accounts for individuals who would like to save money for a college education, typically to benefit a child or grandchild. The average length of participation in the program is between one to eighteen years. Records in the series include participation agreement forms, correspondence, direct deposit forms, and disbursement request forms. Documents in the series may contain home addresses, income information, beneficiary information, payment information, and Social Security numbers.

RETENTION

Retain 50 years provided no litigation is pending.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after documents are digitally imaged and then transfer to State Records Center provided no litigation is pending. Retain in State Records Center for 49 years and then destroy.

Digital image: For records beginning in 2006 and continuing to the present. Retain in Office for 7 years after account is closed and then delete.

APPRAISAL

Administrative Fiscal Legal

This appraisal is based on the need for the agency to account for custody of participant funds. Legal authority and obligations are outlined in UCA 53B-08a (2009).

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (j); (2)(b) and (d) (2009)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(55) (2009)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 26335
TITLE: Utah Educational Savings Plan administrative transactions
DATES: 2006-
ARRANGEMENT: Chronological by date of processing.

DESCRIPTION: This series contains the records of adjustments made to accounts, dividends, bounced checks, and automated clearing house transactions such as electronic account withdrawals. The records are used to track account adjustments and corrections. Information includes, names, addresses, Social Security numbers, payment information, account ledgers, and correspondence.

RETENTION

Retain 50 years provided no litigation is pending.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after documents are imaged and then transfer to State Records Center provided no litigation is pending. Retain in State Records Center for 48 years and then destroy.

Digital image: For records beginning in 2006 and continuing to the present. Retain in Office for 7 years after account is closed and then delete.

APPRAISAL

Administrative Fiscal Legal

This administrative and fiscal appraisal is based on the need for the agency to account for corrections and adjustments made to participant accounts. The records have legal value as they are required by UCA 53B-8a (2009).

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (j); (2)(b) and (d) (2009)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(55) (2009)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 26336
TITLE: Confidential case files
DATES: 2006-
ARRANGEMENT: Alphabetical by surname.

DESCRIPTION: This series contains outstanding claims and litigation proceedings from account owners who request reimbursement from the Utah Education Savings Plan (UESP). Information includes names, addresses, Social Security numbers, and correspondence.

RETENTION

Retain 50 years provided no litigation is pending.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after documents are imaged and then transfer to State Records Center provided no litigation is pending. Retain in State Records Center for 48 years and then destroy.

Digital image: For records beginning in 2006 and continuing to the present. Retain in Office for 7 years after account is closed and then delete.

APPRAISAL

Administrative Fiscal Legal

This administrative and fiscal appraisal is based on the need for the agency to account for corrections made to participant fund accounts. Records also have legal value as they are required by UCA 53-B-8a (2009).

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (j); (2)(b) and (d) (2009)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(55) (2009)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 24923
TITLE: Utah Educational Savings Plan payments
DATES: 1996-
ARRANGEMENT: Chronological by date of payment.

DESCRIPTION: This series contains payments made to Utah Educational Savings Plan (UESP) accounts. Records document contributions credited to UESP account balances. Information includes copies of checks, bill payment records, wire instructions, and automated clearing house documentation processes such as electronic withdrawals from accounts.

RETENTION

Retain 50 years provided no litigation is pending.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after documents have been imaged and then transfer to State Records Center provided no litigation is pending. Retain in State Records Center for 48 years and then destroy.

Digital image: For records beginning in 2006 and continuing to the present. Retain in Office for 7 years after account is closed and then delete.

APPRAISAL

Administrative Fiscal Legal

These records have administrative and fiscal value as they document the value of the individual accounts and account tax benefits. Legal authority and obligations are outlined in UCA 53B-08a (2009).

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(h) and (j); (2)(b) and (d) (2009)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(55) (2009)


AGENCY: Board of Regents. Higher Education Assistance Authority

SERIES: 26711
TITLE: Student disability claims
DATES: 1990-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These records document claims made by students regarding the inability to repay student loans due to a permanent disability. Claims include personal information such as name, address, Social Security number, and medical records regarding the disability.

RETENTION

Retain 1 year after scanned.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Digital image: Retain in Office until administrative needs end and then delete.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 57.

PRIMARY DESIGNATION

Exempt. Family Education Rights and Privacy Act (FERPA) 34 CFR 99.32(c)(3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302(b)