Utah Department of Administrative Services

Division of Archives & Records Service

Ogden School District (Utah). Office of Personnel and Staff Support Services

84188--Rental agreement files
84190--Salary data books
84191--Permanent employee card
3889--FICA report

AGENCY: Ogden School District (Utah). Office of Personnel and Staff Support Services

SERIES: 84188
TITLE: Rental agreement files
DATES: 1979-
ARRANGEMENT: alphabetical by school
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These files contain agreements between the district and persons or organizations for renting space in district buildings. They are used to authorize the rental, collect fees, indicate the need of any equipment, and explain any applicable rules and regulations for the use of district buildings. They include: date, name of individual, business, or organization; space to be rented and name of school; date and time of use; equipment needed; amount of rent; date fees due; rules for usage of space, signature of district administrator approving rental; signature, address, and phone number of renter. After the use of rental space custodians complete a copy of the form indicating any additional fees to be charged and/or any problems with the rental.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after expiration of rental agreement and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office. It was determined the previous year's files should be kept for the preparation of repeat contracts. The form has no value after agreement has expired. For audit purposes, the business office maintains for three years a copy of receipts issued for all rentals.


AGENCY: Ogden School District (Utah). Office of Personnel and Staff Support Services

SERIES: 84190
TITLE: Salary data books
DATES: 1967-
ARRANGEMENT: chronological, thereunder numerical by position code, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These books are compilations of salary data on all district personnel. They are used for planning and reference purposes. The books from 1966 to 1972 include: name, age, training, salary, total experience, salary schedule, military service, extra experience years, plus thirty hours, dependency, and total salary. From l972 to l984, the books included: name, cost code, step, grade, hours per day, days per week, days scheduled, hourly rate, daily rate, monthly salary, salary earned, and scheduled salary. In l984, the information was automated and the books became computer printouts. They include: name of employee, social security code, account number, percent of full time equivalent (FTE), salary survey (SS), step (ST), lane (LN), number of hours per day, number of contract days, daily rate, monthly salary, and annual contract salary.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 50 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 50 years and then destroy.

Computer data files: For records beginning in 1984 and continuing to the present. Retain in Office for 2 years after put to Computer Output Microfiche and then erase.

Computer output microfiche master: Retain in Office for 50 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office. This report is seen as the most valuable salary record. It is used for reference and planning purposes.


AGENCY: Ogden School District (Utah). Office of Personnel and Staff Support Services

SERIES: 84191
TITLE: Permanent employee card
DATES: [ca._1905]-
ARRANGEMENT: alphabetical by name of employee
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These cards summarize the work history of district employees. They are used for reference purposes. The cards are updated as information is changed. They include: name, address, marital status, date and place of birth, employment history (year, school worked, name of supervisor, assignment, and salary), date and reason for termination.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 30 years after termination of employee and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office. These files are seen as essential for referencing information on district employees.


AGENCY: Ogden School District (Utah). Office of Personnel and Staff Support Services

SERIES: 3889
TITLE: FICA report
DATES: 1980-
ARRANGEMENT: Chronological, thereunder numerical by program number

DESCRIPTION: This is a computer report of social security taxes (FICA) collected by program code.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 5.

This disposition is based on the record's primary administrative value to the agency.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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