Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Contracts and Construction

8805--Monthly meter installation reports
8806--Water stock purchase files
8807--State and county project files
8808--Water and sewer main installation project files
8809--Claim files
8810--Pump stations, wells, and reservoirs project files
8811--Annual reports
8812--Meter location cards
8813--Water stock certificate index
8814--Agreements and index files
8815--Pipe laid annually report
8816--Public utilities videotapes

AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8805
TITLE: Monthly meter installation reports
DATES: 1951-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These monthly reports record the installation of water meters. They are used to keep track of the number of meters in the system for inventory purposes. These reports include total meters in system, size, make, area installed, date of installation, and work order number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This retention is based upon the administrative needs expressed by the division. These monthly reports are only needed to create the annual report and should be destroyed after one year.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8806
TITLE: Water stock purchase files
DATES: 1920-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document the purchase of water stock. The city purchases shares from irrigation companies and individuals. Each year the city is billed for the assessment of water stock. These files are used to verify purchase of stock and for yearly assessment information. These files include actual stock certificates, documentation of culinary water rights purchased by city, number of shares and certificate numbers.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after microfilm.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Since the water stock is a permanent purchase, these files must be kept permanently as evidence of purchase. These files are seen as essential to the operation of the division. Stock is sold in accordance with UCA 73-1-19. These files are only microfilmed for security purposes. They are seen as essential for the documentation of city water rights.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8807
TITLE: State and county project files
DATES: 1950-
ARRANGEMENT: Numerical by project number
ANNUAL ACCUMULATION: 1.60 cubic feet.

DESCRIPTION: These project files document state and county projects in Salt Lake City. These projects include curb and gutter; the widening of streets; asphalting; water mains; and sewer mains or storm drain installations on roads maintained by the State of Utah or Salt Lake County where city water facilities are involved. They are used to keep a record of all state and county projects for maintenance purposes and ownership information. These files include work orders, bid abstracts, plans, estimates, billing information and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative Historical

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


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8808
TITLE: Water and sewer main installation project files
DATES: 1950-
ARRANGEMENT: Alphanumerical by project number
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These project files document the installation of water and sewer mains on city streets. They are used to keep a record of all city projects for maintenance purposes and ownership information. These files include copies of contracts (consulting engineer, aid to construction, contractor), correspondence, work orders, modification, plans, copies of insurance policies, bonds, rights of way, easements, sale of property, demolitions, bidding documents, payment letters, and specification books.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after warranty period has lapsed and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative

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


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8809
TITLE: Claim files
DATES: 1970-
ARRANGEMENT: Alphabetical by name in calendar year
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files document research undertaken for litigation purposes for any type of claim that could arise from the water department (such as flooding). They are used to provide informational use until litigation is resolved. These files include pictures, work orders, court documentation, address of claim, and claimant's name.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This retention is based upon the administrative needs of the division and the six year statute of limitations period (UCA 78-2-24).


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8810
TITLE: Pump stations, wells, and reservoirs project files
DATES: 1899-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These project files document the installation of pump stations, wells, and reservoirs. They are used to reference the construction projects in the city system. These files include copies of contracts; correspondence; work orders; plans; copies of insurance policies; bonds and payments to contractors.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then transfer to State Archives with authority to weed.

Microfilm master: Retain in Office permanently.

APPRAISAL

This retention is based upon the administrative and research needs of the division. These files are viewed as very important in the research of water supply in the Salt Lake Valley and for future project planning.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8811
TITLE: Annual reports
DATES: 1925-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is an annual statistical report of all functions performed by the Public Utilities Department. They are used for informational and historical purposes. This report includes budget, financial statement, hydrants and meters installed.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This retention is based upon the general retention schedule for municipal offices.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8812
TITLE: Meter location cards
DATES: 1900-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 1.10 cubic feet.

DESCRIPTION: These cards contain information about all water meter service accounts (including new installations, removals, changes in service or maintenance performed). They are used to locate meters for purposes of maintenance, changes, and any problems. These cards include address, work order number, size of meter, contractor, owner, plumber, and date installed.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This retention is based upon the administrative needs expressed by the division to provide a history of service and maintenance of water meters at specific addresses.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8813
TITLE: Water stock certificate index
DATES: 1920-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is an index to all water stock purchases, assessments, and certificates. It is used for location purposes and for recording assessments. This index includes certificate number and name of persons stock was received from.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This retention is based upon the administrative needs expressed by the division to research water stock purchases.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8814
TITLE: Agreements and index files
DATES: 1875-
ARRANGEMENT: Numerical by project number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain water agreements and appropriate indexes for all irrigation and culinary rights. They serve as a record of contracts.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then transfer to State Archives with authority to weed.

Microfilm master: Retain in Office permanently.

APPRAISAL

This retention is based upon the general retention schedule for municipal offices. Agreements are important historically valuable records for determining water rights and for researching water history.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8815
TITLE: Pipe laid annually report
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These annual reports document pipe laid or abandoned in the city water system areas. They are used to compile the annual report and for budget and inventory purposes. These reports include extension number, location, type of pipe, size, length, and whether valves or hydrants.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This retention is based upon the administrative needs expressed by the division. This report is used in compiling annual report and no value after the annual report is published.


AGENCY: Salt Lake City (Utah). Contracts and Construction

SERIES: 8816
TITLE: Public utilities videotapes
DATES: 1984-
ARRANGEMENT: Numerical by project number
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These videotapes document programs of the Public Utilities Department such as: pipeline installations; illegal activities by consumers; before and after pictures; and training films for water and sewer facility installations. They are used for litigation purposes; to determine responsibility for damage; and to train new employees.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after project is completed or litigation claim resolved and then destroy.

APPRAISAL

This retention is based upon administrative needs of the division and the six year statute of limitations period UCA 78-12-23.