Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Management Services Department

82725--Monthly billing documentation files
82726--Burroughs documentation files
82727--Administrative office files
82728--Budget and financial information files
82730--Program listings
82732--System resource management facility files
82733--Summary logs
82734--System journals
82735--Sun City programs
82736--Object source backup tapes
82737--Computer time statistical printout
82738--Personnel time for billing file
82739--Input/output instruction files
82740--Computer operator instructions
82741--Telecommunications files
26405--Labor management relationship files
26406--Project files
26407--Working papers
26408--City/County shared facilities files
26409--General administrative records
26558--Network backup tapes
27209--Environmental planning and study reports
76--Budget development reports and files
98--Fixed assets files
99--Disposition records
100--Year end closing report
101--Fixed assets
111--Acquisition of real property
112--Disposition of real property
113--Property management files
114--Real property general correspondence
115--Automated real property inventory
3931--Surplus property log

AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82725
TITLE: Monthly billing documentation files
DATES: 1974-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.90 cubic feet.

DESCRIPTION: These files contain all backup documentation used to determine charges for user departments. They are used for billing purposes. These files include report showing computer and tape charges (jobs run, amount of computer time, input/output time, lines printed, associated with each of the billing codes); reports showing tapes utilized by various user department and calculation of charges for tapes based on the number tapes used by each department; reports showing how a disk pack is utilized by each of the systems; work sheets used to allocate computer disk pack charges to the appropriate departments; reports showing personnel charges, which includes detailed reports showing work done for various billable accounts by day and by individual. They also comtain summary reports showing by charge code, amount of hours spent.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82726
TITLE: Burroughs documentation files
DATES: 1974-
ARRANGEMENT: Alphabetical by category
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain all documentation associated with the city's Burrough's computer system. These files include copies of hardware and software contracts, invoices, correspondence, literature, and installation information.

RETENTION

Retain Retain 20 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82727
TITLE: Administrative office files
DATES: 1970-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain all general information on the operation of the division. These files include incoming and outgoing correspondence, various literature, and information from vendors.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division for reference and future planning purposes.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82728
TITLE: Budget and financial information files
DATES: 1983-
ARRANGEMENT: numerical by application

DESCRIPTION: This automated files contain financial information concerning the city's computer services. They are used for revenue projection analysis and preparation of quotes for services. These files include history of useage of computer time, lines printed, disk pack storage, tape utilization and personnel hours. This file includes expenditure budget alternatives used in the budget development process.

RETENTION

Retain Retain 7 years.

DISPOSITION

.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 7 years and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82730
TITLE: Program listings
DATES: 1974-
ARRANGEMENT: Alphabetical by system
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These are listings of all computer program applications. These listings include applications for financial system, payroll system, Police applications, in most cases are COBOL compiled listings, but it also contains audit reporter specifications and COGEN specifications. Recent system developed utilizes COGEZN specifications which is a Fourth Generation type of programming language.

RETENTION

Retain 5 years after system has been discontinued.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after the system has been discontinued and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82732
TITLE: System resource management facility files
DATES: 1984-
ARRANGEMENT: none

DESCRIPTION: This automated file contain information and statistics generated by the SMF II and STATISTICSBD software. It is used for monitoring efficiency of the systems as well as in planning future capacity requirements. This file includes system performance and system utilization during those times, as well as response time of day and percent of system utilized during those times,as well as response time for on-line applications. This file is stored on hard disk for a year and then dumped to tape.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 1 year and then dump to tape.

Computer magnetic storage media: Retain in Office for 10 years and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division to use information for planning purposes.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82733
TITLE: Summary logs
DATES: 1974-
ARRANGEMENT: none

DESCRIPTION: This automated log contain detailed statistics on jobs run on the main city computer system. It is used for billing departments for the actual useage and for creating a history of utilization for departments that are billed on a quote basis. This log includes name of job, time that it was run, amount of computer time used, amount of lines printed, and job and task number assigned by system. The log is stored on hard disk and then dumped to tape

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 1 month and then dump to tape.

Computer magnetic storage media: Retain in Office for 5 years and then erase.

APPRAISAL

Administrative Fiscal

This retention is based upon the administrative needs expressed by the division for budget and project planning.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82734
TITLE: System journals
DATES: 1974-
ARRANGEMENT: Alphabetical by application system
ANNUAL ACCUMULATION: 7.10 cubic feet.

DESCRIPTION: These journals contain documentation of all application systems. They are used by the Information Management Services (IMS) staff in maintaining and changing or enhancing the Automated Application System. These journals include system description, system flow charts, sample input documents, sample screens, and sample reports.

RETENTION

Retain 5 years after system is no longer used.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after system is no longer used and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82735
TITLE: Sun City programs
DATES: 1974-
ARRANGEMENT: none

DESCRIPTION: These consist of source and object programs that have been removed from the main computer system's hard disk due to lack of use within a 90 day period. These programs are called "Sun City Programs" because like the retirement community these computer programs are retired. Programs are removed in order to make the most effective use of hard disk space on the main system. Tapes are required so Information Management Services (IMS) has the ability to go back to programs that have been removed to put back on system as needed.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 5 years and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82736
TITLE: Object source backup tapes
DATES: 1974-
ARRANGEMENT: none

DESCRIPTION: These computer tapes contain a copy of objects and source programs maintained on the main computer system's hard disk. It is used for backup in case a source object program is removed or lost or in case it is important to have a copy of a program as it existed at a certain period in time.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 10 years and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82737
TITLE: Computer time statistical printout
DATES: 1974-
ARRANGEMENT: Numerical by charge code
ANNUAL ACCUMULATION: 0.90 cubic feet.

DESCRIPTION: These computer printouts list the amount of computer time used by each billing. They are used for the evaluation of work load, monitoring what tasks have been run, backup support for quotes, and the actual billings for services. These printouts include amount of computer time used by each billing type charge code.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82738
TITLE: Personnel time for billing file
DATES: 1980-
ARRANGEMENT: none

DESCRIPTION: This computer file contains the number of hours worked by billing code and by day for Information Management Services (IMS) personnel. Information is used for project management activities within the Division and for the actual billings of time used to enterprise funds and for establishment of quotes for personnel time for various general fund departments.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 3 years and then erase.

APPRAISAL

Administrative Fiscal

This retention is based upon the standard three year audit period.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82739
TITLE: Input/output instruction files
DATES: 1974-
ARRANGEMENT: Alphabetical by application system
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain the instructions for the setting up of computer application runs, distribution of reports, tape requirements, and special handling information.

RETENTION

Retain 5 years after the application system is no longer used.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after the application system is no longer used and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82740
TITLE: Computer operator instructions
DATES: 1974-
ARRANGEMENT: Alphabetical by application
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain computer instructions on special forms, approximate time required for job, an indication of which tasks are restartable and which are not, and other special instructions for running the job.

RETENTION

Retain 5 years after application of system is no longer used.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after application of system is no longer used and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 82741
TITLE: Telecommunications files
DATES: 1983-
ARRANGEMENT: Alphabetical by category
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These files contain all documentation associated with the telephone system used by the Salt Lake County Corporation. These files include correspondence, copies of vouchers, Mountain Bell Company listings, copies of contracts, telephone requests such as moves or changes, installation information or Centel equipment, information on legislation affecting telephones, and documentation for budget preparation.

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division for budget and planning purposes.


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 26405
TITLE: Labor management relationship files
DATES: 1983-
ARRANGEMENT: Chromological by date

DESCRIPTION: These files document the relationship between municipal management and employee unions or associations. They include correspondence, memoranda, and reports.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 26406
TITLE: Project files
DATES: 1983-
ARRANGEMENT: Chromological by year, thereunder alphabetical by name

DESCRIPTION: These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.

RETENTION

Retain 15 years after project is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after project is closed and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 26407
TITLE: Working papers
DATES: 1983-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

DESCRIPTION: These are project background records, such as studies, analyses, notes, drafts, and interim reports.

RETENTION

Retain 5 years after project is completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after project is completed and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 26408
TITLE: City/County shared facilities files
DATES: 1983-
ARRANGEMENT: Alphabetical by name, thereunder chronological by year

DESCRIPTION: Salt Lake City shares this facility with Salt Lake County government. These records document the administration of the facility. Information includes correspondence, budget documents, research, and project documents.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 26409
TITLE: General administrative records
DATES: 1983-
ARRANGEMENT: Alphabetical by name, thereunder chronological by year

DESCRIPTION: These are records of a general facilitative nature created or received in the course of administering programs. They include daily, weekly, or monthly activity reports which are summarized in an annual report, correspondence and memoranda.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 26558
TITLE: Network backup tapes
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series contains a set of backup tapes for network files copied to tape monthly. This tape set is not rotated but is used specifically to restore files in case of a mistaken deletion, corruption of a file on the network drive, or restoration of files due to an equipment failure. The record contains individual user files that have been stored on network drives for future use. This may include word processing documents, letters, memos, spreadsheets, and other similar documents.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 5 years and then erase.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 27209
TITLE: Environmental planning and study reports
DATES: 1990-
ARRANGEMENT: Alphabetical by project name thereunder chronological by date

DESCRIPTION: These reports provide information about environmental issues in Salt Lake City. Reports relate to specific projects and include reference data. Environmental research can be completed either in-house or by outside consultants.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 11.

Documentation of the current environment will have perpetual significance and interest.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 76
TITLE: Budget development reports and files
DATES: 1983-
ARRANGEMENT: Numerical by report number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a computer printout detailing financial information used to compile the annual budget. Fifteen different reports are received, each compiles the same information in a different structure. These printouts include all related correspondence, input documents, department generated budget forms, budget committee notes, and other miscellaneous items pertaining to the development of the annual budget.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 98
TITLE: Fixed assets files
DATES: 1986-
ARRANGEMENT: Numerical by depart number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files consist of worksheets used to record fixed asset additions which are then entered into the computer, and a printout which is received monthly, quarterly, and annually showing additions, retirements, and deprecation. Files are updated constantly. These files include cost; vendor number; date; salvage value; reproduction cost; exclusion amount; percent depreciated; insurance class; if property, the location, quantity, etc., maintenance data; and computer printout received monthly, quarterly, and annually showing additions, retirements,depreciation, etc. Printout includes asset number, class code, site building, division, section, quantity, date acquired, life of property, replacement years, purchase authority, cost basis, reproduction cost, depreciated reduction cost, and a description of each item.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 99
TITLE: Disposition records
DATES: 1978-
ARRANGEMENT: Chronological by auction date
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These are forms completed by each city department when it becomes necessary to dispose of property by public auction, competitive bidding, or destruction per Salt Lake City Ordinance 33-1-1 thru 8. These forms include date, department name, detailed description of article to be disposed of, asset number, site and building number, disposition method and reason, condition, value, approval signature of department head or designee, Fixed Asset Control, and Purchasing Agent, and name and telephone number of person to contact.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 100
TITLE: Year end closing report
DATES: 1982-
ARRANGEMENT: Chronological by fiscal year.
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files consist of a worksheet and computer printout of year end totals of all fixed assets. These files include cost; vendor number; date; salvage value; reproduction cost; exclusion amount; percent depreciated; insurance class; and if property, the location, quantity, etc., maintenance data; and computer printout received monthly, quarterly, and annually showing additions, retirements, depreciation, etc. Printout includes asset number, class code, site, building, division, section, quantity, date acquired, life of property, replacement years, purchase authority, cost basis, reproduction cost, depreciated reduction cost, and a description of each item.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in Office for 10 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 101
TITLE: Fixed assets
DATES: 1986-
ARRANGEMENT: None.

DESCRIPTION: This is an automated system of information concerning all city property, including buildings, real estate, equipment, furniture, etc. Every two weeks, information is backed up on tape. This system includes cost; vendor number; date; salvage value; reproduction cost; exclusion amount; percent depreciated; insurance class; and if property, the location, quantity, etc., maintenance data, and computer printout received monthly, quarterly, and annually showing additions, retirements, depreciation, etc. Printout includes asset number, class code, site, building, division, section, quantity, date acquired, life of property, replacement years, purchase authority, cost basis, reproduction cost, depreciated reduction cost, and a description of each item.

RETENTION

Retain 10 years after disposition of asset.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Agency Record Center for 10 years after disposition of asset and then purge.

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 111
TITLE: Acquisition of real property
DATES: 1950-
ARRANGEMENT: Alphanumerical by category.
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: This is a record of acquisition of real property by Salt Lake City Corporation. This record includes correspondence, title reports, appraisals, purchase offers, closing statements, copies of deeds, copies of petitions, and copies of title policies pertaining to the acquisition of real property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after final acquisition and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 112
TITLE: Disposition of real property
DATES: 1950-
ARRANGEMENT: Alphanumerical by category.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a record of the permanent disposition of city property. This record includes correspondence, title reports, title updates, appraisals, copies of deeds, copies of petitions, and bid information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after final disposition and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 113
TITLE: Property management files
DATES: 1950-
ARRANGEMENT: Alphanumerical by category.
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are files concerning the management of all city property. These files include correspondence and copies of agreements or easements for lease and permit management, and partial property interest conveyances. May also include appraisals, cash receipts, copies of check received, and copies of petitions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after expiration of agreement and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 114
TITLE: Real property general correspondence
DATES: 1950-
ARRANGEMENT: Chronological by calendar year.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are general correspondence that do not pertain to either acquisitions, disposition or property management, but still pertains to real property. Correspondence are transitory dealing with informational requests about city property, do not include any policy decisions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 115
TITLE: Automated real property inventory
DATES: 1986-
ARRANGEMENT: None.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is an automated listing of all city owned property. It may be sorted by parcel number, department, survey key, Sidwell Parcel number, or address. The information is backed up every two weeks. Includes: description of property, address, survey information, department having jurisdiction, date acquired, from whom purchased, purchase price, acreage information, county recording information.

RETENTION

Retain 5 years after property is no longer owned by city.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month and then destroy.

Computer magnetic storage media: Retain in Agency Record Center for 5 years after property is no longer owned by city and then purge.

APPRAISAL


AGENCY: Salt Lake City (Utah). Management Services Department

SERIES: 3931
TITLE: Surplus property log
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a log of all surplus property stored at the city's Impound Lot. It is used as an internal control document to locate surplus property. The log includes date received, item, description, date and location (if transferred from lot), person receiving property, and identification number, if applicable.

RETENTION

Retain 3 years or until 1 year after disposition of asset.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until 1 year after disposition of asset and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the division and later approved by the Salt Lake City Records Committee.