Utah Department of Administrative Services

Division of Archives & Records Service

Treasurer. Unclaimed Property Division

24045--Publications
24961--Audit work papers
27367--Financial report
27368--Cash receipts
27369--Contract files
27370--Payment records
27374--Inventory of fixed assets
27375--Telephone bills
27376--Travel and transportation files
27377--Records destruction files
9415--Abandoned property claims
9417--Unclaimed contents of safe deposit boxes
9418--Unclaimed property reports

AGENCY: Treasurer. Unclaimed Property Division

SERIES: 24045
TITLE: Publications
DATES: 2001-
ARRANGEMENT: Chronological

DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency history and functions. Publications have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 24961
TITLE: Audit work papers
DATES: 1983-
ARRANGEMENT: Alphabetical by holder name.
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: The records contained within this series consist of detailed audit work papers created as a result of a business audit. Files contain documentation of research and correspondence used in the creation of the Division's Audit Reports. Information compiled within these files may be referred to in subsequent audits. Documents collected during the course of an audit include bank statement information, business financial information, internal control questionaires, general ledger copies, and other audit reports.

RETENTION

Retain 10 years after audit becomes inactive

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until audit becomes inactive and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

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


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27367
TITLE: Financial report
DATES: 1998-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: Reports of accounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, accounting reports, and bank reconciliations.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 55.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27368
TITLE: Cash receipts
DATES: 1998-
ARRANGEMENT: Numerical by deposit number

DESCRIPTION: Cash receipt transaction forms accompanying agency deposits to the State Treasurer's Office.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 17.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27369
TITLE: Contract files
DATES: 1998-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: Files which document transactions of any value. They include contract, requisition, purchase order and lease records, correspondence, related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after final payment and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27370
TITLE: Payment records
DATES: 1998-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: Records processed through the state accounting system that document the expenditure of cash and the appropriate supporting information. Includes payment invoices, purchasing records, and travel reimbursements.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after end of fiscal year in which they were initiated and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27374
TITLE: Inventory of fixed assets
DATES: 1998-
ARRANGEMENT: Alphabetical
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records are used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 27.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27375
TITLE: Telephone bills
DATES: 1998-
ARRANGEMENT: Alphabetical
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Bills which document calls made from state offices and state cellular phones. Bills also include the number called and the length, time, and date of phone call.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 43.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27376
TITLE: Travel and transportation files
DATES: 1998-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records document payments made to state employees and agencies for the purpose of reimbursing travel, transportation, equipment, service, training, and other reimbursable costs. Records include correspondence, forms, travel reservations, travel authorizations, per diem vouchers, transportation requests, hotel reservations, invoices, itemized expenses, and other supporting records used to validate reimbursable expenses.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 27377
TITLE: Records destruction files
DATES: 1998-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Records which document the destruction of a governmental agency's records, such as destruction letters or destruction logs. May also contain documentation of records maintained and destroyed by the State Archives.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 38.

PRIMARY DESIGNATION

Public


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 9415
TITLE: Abandoned property claims
DATES: 1953-
ARRANGEMENT: Chronological, thereunder by claim number
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These records support the agency's function to manage abandoned and unclaimed property left in the state's custody (Utah Code 67-4a-201 (2007)). Records document the process of returning abandoned property to its rightful owner and may include the claim, disputes or other claims of ownership, evidence of ownership produced by the claimants, and records of eventual payment or release of property to claimant.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Digital image: Retain in Office permanently.

Digital image Duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Fiscal Legal

This disposition is based upon the agency's conviction that there are no time limits as to when a citizen or another state may claim ownership of property held by this agency (67-4a).

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(2)(d) (2014) and Utah Code 63G-2-310 (2008)


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 9417
TITLE: Unclaimed contents of safe deposit boxes
DATES: 1957-
ARRANGEMENT: none

DESCRIPTION: These records consist of contents of safe deposit boxes, items held in safekeeping or lost and found holdings. These items are sent to the state from medical facilities, police stations, and financial institutions. This property is held by the state until claimed by the individual or next of kin, or sold according to state law. The contents or the monetary value of the items must be available for return or payment to the rightful owner when claimed. This series contains only paper records that could not be sold.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative use ends and then transfer to State Records Center. Retain in State Records Center permanently.

APPRAISAL

Administrative Fiscal Legal

This disposition is based upon the agency's conviction that there are no time limits as to when a citizen or another state may claim ownership of property held by this agency (UCA 67-4a).

PRIMARY DESIGNATION

Private. 63G-2-302 (2008)


AGENCY: Treasurer. Unclaimed Property Division

SERIES: 9418
TITLE: Unclaimed property reports
DATES: 1958-
ARRANGEMENT: Alphabetical by company name
ANNUAL ACCUMULATION: 8.00 cubic feet.

DESCRIPTION: Detail on the holder i.e. Verification and Checklist (ST2) and detail on the individual whose property is being held i.e. Detail Report (ST1) filed annually by law (UCA 78-44) and sent to the office of Unclaimed Property by anyone authorized to do business in the state of Utah to declare that the individual or company is holding (in possession of) property that belongs to another individual.

RETENTION

Retain Permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative use ends and then transfer to State Records Center. Retain in State Records Center permanently.

Microfilm master: Retain in State Records Center permanently.

Microfilm duplicate: Retain in Office permanently.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on UCA 78-44 (1992) which gives no time limits as to when a citizen or another state may claim ownership of property held by this agency. Previous decision RDR# 78-38: Microfilm.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public. Name of owner and last known address. UCA 78-44-19 (2008).