Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City School District (Utah). Business Services. Data Processing

84637--Student card indexes
84638--Adult school transfer cards
84639--Student history records
84641--Block history monthly reports
84642--Block distribution printouts
84643--Registration survey printouts
84645--Enrollment surveys cards
84646--Impact aid survey cards
84647--Membership rosters
84648--Special education level worksheets
84649--Family history cards
84650--Optional program information pamphlets
84651--Student dropouts annual report
84652--Administrative subject files
84653--Transcript request forms
84654--Public Law 874 files
84655--Student transfer forms
84656--Student dropout case files
84657--Graduates lists
84658--Public relations records
6986--High school graduate and withdrawal student records

AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84637
TITLE: Student card indexes
DATES: i 1969-
ARRANGEMENT: Alphabetical by student's surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are binders showing the location of student history records. They serve as an index to all student cards in the district and are constantly being updated. These records include: student's name, address and phone number, sex, birth date, parents' names, and name of school.

RETENTION

Retain permanently.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until automated and then destroy.

APPRAISAL

Administrative

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


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84638
TITLE: Adult school transfer cards
DATES: i 1968-
ARRANGEMENT: Alphabetical by student's surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are student history cards. They are used to transfer student records to adult education programs. They include:__student's name, sex, race, birth date and place, parents' names and address, schools attended and dates, and information concerning health (i.e._immunization record, serious illness).

RETENTION

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 office.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84639
TITLE: Student history records
DATES: i 1915-
ARRANGEMENT: Alphabetical by student's surname
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: These history file cards contain information on all students who have attended school in the Salt Lake City School District. These file cards are used to document all aspects of attendance by each district student. The information on the cards includes the names of the student, sex, race, birth date and place, name of parents, address or addresses while attending school in the district, schools attended by the student as well as grades, test results, health information (i.e._immunizations, serious illnesses) and the matriculation of the student.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office for 75 years and then destroy.

Digital image: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division and their historical value because they contain detailed information on all students who have attended school in the Salt Lake City School District.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84641
TITLE: Block history monthly reports
DATES: i 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.20 cubic feet.

DESCRIPTION: These monthly reports provide geographic projections on student enrollment, and are used for future planning and budget preparation. The books contain the number of people living on each block within the city and the number of school age children per block. These statistics help project future school enrollment.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

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


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84642
TITLE: Block distribution printouts
DATES: i 1964-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are computer reports containing collected data on school age children for every city block in the school district. The analysis provides an accounting for all children within the school district. Originally, these were used for a mandatory annual school census. They are now used to plan school population growth as well as changing demographic trends.

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

Administrative Historical

This retention is based on the administrative needs expressed by the office and the historical value of these records. This information has potential research value in identifying movements of families in Salt Lake City. As no comprehensive report has been made from the reports, they are of historic value.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84643
TITLE: Registration survey printouts
DATES: i 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are computer printouts compiled from registration surveys. They are used to check on the attendance and academic status of students to ensure that those who have registered for school are actually attending.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after the school year being recorded and then destroy.

APPRAISAL

Administrative

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


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84645
TITLE: Enrollment surveys cards
DATES: i 1988-
ARRANGEMENT: Alphabetical by school name
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These are surveys of all district enrollments. They are used as audit backup for the S-3 Report (a report submitted to the State Office of Education). The report gives the official district statistics and information, such as the average daily attendance for which the district receives benefits. The reports are broken down by student attendance per program. At the beginning of the school year the survey is taken to identify who is enrolled. The cards include: name, race, sex, address, names of parents or guardians.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

The S-3 Report is considered by the district to be one of the most important reports and this survey is critical to the report. The retention is based upon the administrative needs expressed by the office.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84646
TITLE: Impact aid survey cards
DATES: i 1988-
ARRANGEMENT: Alphabetical by school
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These cards are used to verify which students live on federal land or whose parents are employed by the federal government. They include: student's name, address, phone, date of birth, parent's names, parent's employer, school being attended, grade, teacher's name. The federal government does not pay local taxes for property (i.e._Fort Douglas or low rent housing). For this reason, the federal government has tried to compensate the school district with federal funds, for the loss in revenue that local agencies might experience.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

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


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84647
TITLE: Membership rosters
DATES: i 1985-
ARRANGEMENT: Chronological, thereunder alphabetical by student name
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These are rosters of students within the district. They are used to verify number of students and to obtain state and federal funding. They contain: student's name, age, grade, and address.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative

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


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84648
TITLE: Special education level worksheets
DATES: i 1986-
ARRANGEMENT: Alphabetical by school name
ANNUAL ACCUMULATION: 13.00 cubic feet.

DESCRIPTION: These worksheets verify work with special education students. They contain student's name and number, birth date, handicapped code, teacher's (or therapist's) name, and hours spent with child. They also include transmittal sheets.

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 School District (Utah). Business Services. Data Processing

SERIES: 84649
TITLE: Family history cards
DATES: i 1948-
ARRANGEMENT: Alphabetical by student's name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are card files containing information on individual students within the school district and their families. The records are used as an official accounting of all students that have ever attended school within the Salt Lake School District, as well as back-up for auditing purposes. They include student's full name, student number, parent's names, sex, race, birth date and place, address (or addresses), and schools attended within the district. The active and inactive files are separated. The active files are for students attending school. The inactive files are for students who have graduated, moved from district, dropped out of school. While card files have been used to record this data, the district will soon be automating its record keeping system, and card filing will no longer be used.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office for 75 years and then destroy.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the office. The district has identified these cards as very important to the operation of the district for use in various reports.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84650
TITLE: Optional program information pamphlets
DATES: i 1983-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are information files on the district's optional programs concerning gifted and handicapped children. They are used to provide information on these programs to the public. These files contain brochures and flyers describing the optional programs.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. These files are regularly updated. These lists are considered the record copy because of their location at the school district offices.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84651
TITLE: Student dropouts annual report
DATES: i 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This annual report is required by the State Office of Education, which in turn prepares a report based on the information provided by the various school districts within the state. The report is used to give basic information and statistics on those who dropped out of school during the course of the school year. The information about the students includes name, address, phone number, race, sex, and grade. It is used to create the Office of Education's Annual Report.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This information is based upon the administrative needs expressed by the office.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84652
TITLE: Administrative subject files
DATES: i 1966-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are informational subject files. They are used as reference material for questions which might arise within the office or from the school board. They include: racial composition reports, year-end reports, boundary maps, census maps, voting district maps, county information, Boy Scout information, immunization, and history card information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy provided federal reports are transferred to the archives.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division. These files contain largely informational material which are updated on a regular basis. These files also contain a small collection of federal reports (ca. 1890-1910). It is not known whether they are the only copies in the district. They will be transferred to the State Archives for preservation.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84653
TITLE: Transcript request forms
DATES: [ca.1987]-
ARRANGEMENT: Alphabetical by student surname
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are files of completed request forms to obtain copies of transcripts. They are also used to identify who requested the transcript. They include: student's name, age, birth date, home address while attending school, and number of transcripts to sent to another school or university.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based solely on the administrative needs expressed by the office.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84654
TITLE: Public Law 874 files
DATES: i 1988-
ARRANGEMENT: Chronological

DESCRIPTION: These files are used for audit purposes. The files include information concerning the children of parents who either live on federal land or are employed by the federal government in a military capacity (i.e._Fort Douglas employees). The files also include the school reports to the state and federal government.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until resolution of any question on a federal review and then destroy.

APPRAISAL

Administrative Fiscal Legal

According to 34 CFR 222.41, records concerning Public Law 874 must be kept five years after each fiscal year for which funds were received. Also, if the records have been questioned on a federal audit or review, they must be kept until the question has been resolved.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84655
TITLE: Student transfer forms
DATES: i 1981-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 8.80 cubic feet.

DESCRIPTION: These files contain completed forms used by students transferring from one school to another school within the district. They include: student's name, address, student number, birthdate, grade, and reason for transfer.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 9 years or until no longer needed for information purposes and then destroy.

APPRAISAL

Administrative

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


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84656
TITLE: Student dropout case files
DATES: i 1988-
ARRANGEMENT: Alphabetical by name of student
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This file contains forms completed by the division on students who have dropped out of school. The completed forms are then transferred to the Pupil Services Division. They are used to identify student drop-outs and include: student name, address, phone, birth date, sex, the school last attended, and the reason for leaving school.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month or until transferred to Pupil Services.

APPRAISAL

Administrative

This retention is based upon an approved administrative policy. The Data Processing Division is responsible for creating, but not for maintaining the record.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84657
TITLE: Graduates lists
DATES: i 1944-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are lists of graduates from the district's high schools. They are used to verify whether individuals appearing on high school graduation programs actually graduated. As they are also recorded on computer lists and on master files which are kept at the high schools, these lists are used as a back-up. They include: year, name of school, and name of graduate.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

This retention is based on the administrative needs expressed by the office. This is the only complete list of graduates from the Salt Lake City School. Each high school also maintains its own list.


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 84658
TITLE: Public relations records
DATES: i 1989-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These files contain public informational handouts. They are updated at the beginning of each school year. They are used for reference purposes for parents and other members of the public requesting information on various aspects of the school district and area. They include: school calendars, codes, history card information, maps, transfer policy, and school addresses.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

Administrative

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


AGENCY: Salt Lake City School District (Utah). Business Services. Data Processing

SERIES: 6986
TITLE: High school graduate and withdrawal student records
DATES: i 1987-
ARRANGEMENT: Chronological, thereunder alphabetical by student's name
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These are the student records for East, Highland, South and West High Schools. They document students' matriculation and progress through high school in the district.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 3.

PRIMARY DESIGNATION

Private