Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City School District (Utah). Business Services. Purchasing

84802--Purchase orders
84804--Inventory cards
84805--Computer inventory posting summary
84806--Problem requisitions
84807--Payroll records
84808--Personnel records
84810--Cash receipt books
84811--Petty cash checks
84812--Administrative subject files
84813--Price quotation records
84814--Food product information records
84767--Bid files
84768--Requisitions

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

SERIES: 84802
TITLE: Purchase orders
DATES: i 1974-1980; 1985-
ARRANGEMENT: Alphabetical by vendor or product name
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: These are orders issued to vendors to supply specific goods or services to the district at a given price. The purchase orders include the name of the school or department ordering, the name of the supplier, the amount ordered, cost, and date.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

These purchase orders are only copies of the originals which are kept in the Accounting Division. The originals are kept for 4 years.


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

SERIES: 84804
TITLE: Inventory cards
DATES: i 1958-
ARRANGEMENT: Alphabetical by type of products

DESCRIPTION: These cards are used to maintain an inventory of supplies and equipment previously purchased by the district and their suppliers. The cards include item number, item description, names of suppliers, stock on hand, and ordering information. The cards will soon become obsolete once the automation of the file has been completed. The automated file is programmed to automatically erase obsolete information from the files once they have become full.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until fully automated and then destroy.

Computer data files: Retain in Office for 3 years or until file is full and then delete.

APPRAISAL

Administrative Fiscal

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


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

SERIES: 84805
TITLE: Computer inventory posting summary
DATES: i 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These daily and monthly computer printouts are used to verify whether the department is within its allotted budget. An annual accumulation is received at the end of the fiscal year. The printout includes batch number, expenditures, encumbrances, and daily and year-to-date overhead adjustments and totals. These are shown with daily beginning and ending balances.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after annual accumulation printout received and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based upon the administrative needs expressed by the purchasing agent.


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

SERIES: 84806
TITLE: Problem requisitions
DATES: i 1989-
ARRANGEMENT: Numerical by requisition order number

DESCRIPTION: These files contain copies of requisition forms which have had problems in ordering (the item is not available at the time it was ordered or some other problem). These are more carefully watched by the purchasing agent and then are discarded after the order has been filled.

RETENTION

Retain 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative needs expressed by the district's purchasing agent.


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

SERIES: 84807
TITLE: Payroll records
DATES: i 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These completed forms are the division's copy of employee payroll records. These are kept as a reference for the division's director. The information in the records includes employee name, employee number, Social Security number, work hours, sick leave, vacation time, and completed Employee's Verification of Absence from Employment forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

The record copy of all district payroll records is maintained by the Payroll Division. This retention is based on the needs expressed by the division's director.


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

SERIES: 84808
TITLE: Personnel records
DATES: i 1981-
ARRANGEMENT: Alphabetical by name of employee

DESCRIPTION: These are personnel files for the division's employees. They are used for reference purposes. These files include the basic employee information of name, date of birth, address, telephone number, job application, letters of commendation, transcripts, pay and leave history, work performance and job evaluations.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until termination and then destroy.

APPRAISAL

Administrative

The Personnel Department maintains the record copy of all district employees' personnel files. These files are only the convenience copies maintained by the division director.


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

SERIES: 84810
TITLE: Cash receipt books
DATES: i 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are completed forms which document the payment of cash. The forms provide the date of the transaction and the amount of money paid in coins, currency or checks. A list is also included stating the name of the person paying the money and the purpose of the cash transaction.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the School District General Records Retention Schedule (1/86) and the needs expressed by the office.


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

SERIES: 84811
TITLE: Petty cash checks
DATES: i 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files document the issuance of checks for purchases and business transactions under $100.00. The files include the check payment order form (the names of the individuals involved in the transaction, accounting information, description of the item or items purchased) and a copy of the check.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This retention meets the audit and administrative needs expressed by the office.


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

SERIES: 84812
TITLE: Administrative subject files
DATES: i 1971-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are active administrative subject files which are used for reference purposes and contain notes, charts, memos, correspondence, brochures, and other items of information. Some of the subjects included in the files are the following:__accounting, Art Committee, bid lists, Code of Ethics, correspondence, food services, goals, inventories, mailing permits, memos, policies and procedures, repairs, surplus sales, textbooks reports, vandalism, work orders, and yearbook bids. This series also includes a collection of obsolete subject files (1971-l982).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until updated or superseded and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the office. The obsolete files (1971-l982) should immediately be destroyed.


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

SERIES: 84813
TITLE: Price quotation records
DATES: i 1985-
ARRANGEMENT: Alphabetical by name of vendor or goods supplied
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records relate to the bid process for obtaining goods or services. Price quotations are given by venders and other companies estimating the cost of their services to the school district. The records include quote forms, correspondence, purchase orders and other items of information.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the needs expressed by the purchasing agent.


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

SERIES: 84814
TITLE: Food product information records
DATES: [ca._1981]-
ARRANGEMENT: Alphabetical by name of food product

DESCRIPTION: These records are used by the purchasing agent responsible for the purchase of food items and other goods related to food preparation. The purchasing agent determines whether the products desired will meet federal food and nutrition standards. The records include detailed inventories of food items and their standings in terms of federal food standards, statements on the nutritional value of various products, information on food packaging (amount of food in each package), and other information important to the food purchasing function.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until outdated or superseded and then destroy.

APPRAISAL

Administrative

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


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

SERIES: 84767
TITLE: Bid files
DATES: i 1970-1976; 1980-
ARRANGEMENT: Alphabetical by name of product or project being bid
ANNUAL ACCUMULATION: 5.50 cubic feet.

DESCRIPTION: These files relate to obtaining goods or services through the bidding process. The files include:__bid forms, specifications, correspondence, the authorizing signature of the superintendent or board, and bid summary sheets.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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


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

SERIES: 84768
TITLE: Requisitions
DATES: i 1976-1980; 1985-
ARRANGEMENT: Alphabetical by school and department name
ANNUAL ACCUMULATION: 7.00 cubic feet.

DESCRIPTION: These are requests from schools or departments within the district for goods or services. They include requisition number, date, name of school or department making request, item or service to be supplied, approval, and date ordered.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This retention is based on the adminstrative and audit needs expressed by the district's purchasing agent.