Utah Department of Administrative Services

Division of Archives & Records Service

Provo (Utah). Mayor

13431--Petitions
15859--Annual reports
15860--Census information files
15861--Scrapbooks
15862--Finding aids
15863--General subject files
15864--General administrative records
15865--General housekeeping files
15866--Grant files
15867--Information technology feasibility studies
15869--Appointment files
15870--Campaign financial disclosure statement files
15871--City charter
15873--Contracts and agreements files
15879--Election ballots
15880--Election canvasses
15881--Election records
15882--Election returns
15883--Hearings files
15884--Lease files
15885--Oaths
15887--Proof of publication
15888--Resolutions
14849--Municipal Officers' and Employees' Ethics Act records
10088--Ordinances

AGENCY: Provo (Utah). Mayor

SERIES: 13431
TITLE: Petitions
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain formal written petitions from citizens or municipal departments. Petitions state the issue of concern and list names and signatures of citizens requesting a particular action.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after resolution of issue and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

Petitions document political and social issues.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15859
TITLE: Annual reports
DATES: 1936-
ARRANGEMENT: chronological by year

DESCRIPTION: "Annual Report of City Affairs" is the report on program activities and accomplishments for the previous year in the city of Provo. Includes statistics, narrative reports, graphs, and diagrams. Publication was produced under the commission government.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper copy: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 2.

Publications which document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public. UCA 63G-2-201(2) Provo City Ordinance 1993 3.13.020(3)


AGENCY: Provo (Utah). Mayor

SERIES: 15860
TITLE: Census information files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of U.S. Census Bureau forms on government employment and local government tax revenues. They are used to meet the requirements for Federal Revenue Sharing and to make financial information available to the public.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 3.

PRIMARY DESIGNATION

Public. UCA 63G-2-201(2) Provo City Ordinance 1993 3.13.020(3)


AGENCY: Provo (Utah). Mayor

SERIES: 15861
TITLE: Scrapbooks
DATES:
ARRANGEMENT:

DESCRIPTION: These are a chronological record of the municipality or individual municipal departments which include photographs, newspaper clippings and other items pertaining to the activities, actions and reactions of citizens.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public. UCA 63G-2-201(2) Provo City Ordinance 1993 3.13.020(3) UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15862
TITLE: Finding aids
DATES:
ARRANGEMENT:

DESCRIPTION: These are indexes, lists, registers, and other finding aids necessary for the efficient use of other records.

RETENTION

Retain until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 5.

PRIMARY DESIGNATION

Public. UCA 63G-2-201(2) Provo City Ordinance 1993 3.13.020(3)


AGENCY: Provo (Utah). Mayor

SERIES: 15863
TITLE: General subject files
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(a) Provo City Ordinance 1993 3.13.080(2)(a)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(4)


AGENCY: Provo (Utah). Mayor

SERIES: 15864
TITLE: General administrative records
DATES:
ARRANGEMENT:

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

RETENTION

Retain for 2 years or until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public. UCA 63G-2-201(2) Provo City Ordinance 1993 3.13.020(3)


AGENCY: Provo (Utah). Mayor

SERIES: 15865
TITLE: General housekeeping files
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of a general housekeeping nature or maintained by an office which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives; custodial service requests; parking space assignments; and distribution of keys.

RETENTION

Retain until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public. UCA 63G-2-201(2) Provo City Ordinence 1993 3.13.020(3)

SECONDARY DESIGNATION

Private. key distribution records, United Way deductions UCA 63G-2-302(1)(e) Provo City Ordinance 1993 3.13.090(1)(d)


AGENCY: Provo (Utah). Mayor

SERIES: 15866
TITLE: Grant files
DATES:
ARRANGEMENT:

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, annual and final performance reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public. UCA 63G-2-201(2) Provo City Ordinance 1993 3.13.020(3)


AGENCY: Provo (Utah). Mayor

SERIES: 15867
TITLE: Information technology feasibility studies
DATES: ?
ARRANGEMENT:

DESCRIPTION: These are studies conducted before the installation of any technology or equipment associated with information management systems, such as computers, micrographics, and communication systems. Also, studies and system analyses for the initial establishment and major changes of these systems.

RETENTION

Retain until completed study is 5 years old.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 11.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(1) Provo City Ordinance 1993 3.13.110(1)

SECONDARY DESIGNATION

Public. Vendor studies are proprietary; as studies are completed, they become public


AGENCY: Provo (Utah). Mayor

SERIES: 15869
TITLE: Appointment files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the appointment of persons to advisory boards and committees established by the City Council or Mayor, usually by resolution or policy and procedure. These files may include letters of recommendation, letters of appointment, resumes, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 2.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15870
TITLE: Campaign financial disclosure statement files
DATES:
ARRANGEMENT:

DESCRIPTION: These are financial statements required by law to be completed by municipal candidates. They contain a list of all contributions received and expenditures made during a candidate's campaign (UCA 20-14-7 to 19).

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 3.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15871
TITLE: City charter
DATES: 1963-
ARRANGEMENT:

DESCRIPTION: These files contain constitution, bylaws and all amendments to city charters approved by the State Legislature.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 4.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15873
TITLE: Contracts and agreements files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15879
TITLE: Election ballots
DATES:
ARRANGEMENT:

DESCRIPTION: These are packets of official ballots of municipal elections cast by voters. They must be kept "unopened and unaltered for twelve months." If election is not contested the ballots are "burned without opening or examining the contents" (UCA 20-7-38, 20-5-45).

RETENTION

Retain for 22 months after election unless election is contested.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after election unless election is contested and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 12.

PRIMARY DESIGNATION

Exempt. UCA 20-7-38 UCA 20-5-45


AGENCY: Provo (Utah). Mayor

SERIES: 15880
TITLE: Election canvasses
DATES:
ARRANGEMENT:

DESCRIPTION: They are the official canvass of primary, municipal, or special elections. They contain a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, number of votes, and totals.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 13.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15881
TITLE: Election records
DATES:
ARRANGEMENT:

DESCRIPTION: These include all other records and forms (excluding ballots, canvasses, and returns) required in the municipal election (UCA 20-5-45(2)).

RETENTION

Retain for 22 month after the election.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 14.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15882
TITLE: Election returns
DATES:
ARRANGEMENT:

DESCRIPTION: These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 15.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15883
TITLE: Hearings files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information documenting hearings requested by the public for various reasons including the denial and revocation of various licenses (businesses, liquor, taxi licenses) or special hearings called by the mayor or city council. Files contain copies of transcribed minutes, related correspondence, copies of applications, reports and agenda.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 16.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15884
TITLE: Lease files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of leases, subleases, assignments of leases and memoranda of leases for property which city leases. They show the name and addresses of lessor and lessee; description of property; rent; purpose for which property may be used; and indicate any additional conditions or terms (determination of payment of utilities, taxes, insurance, maintenance and repair, and alterations to the property during the term of the lease), as well as any options to renew.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after termination of lease and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 17.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)

SECONDARY DESIGNATION

Protected


AGENCY: Provo (Utah). Mayor

SERIES: 15885
TITLE: Oaths
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of signed oaths required of all officials of all municipal officials, whether elected or appointed, before entering the duties of their respective offices (UCA 10-3-827 and 10-3-828).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

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

This disposition is based on both the evidential and informational value of these records. They are important research tools. These oaths may be used to document the organization of the agency/office and to identify individual persons serving in elected and appointed positions.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15887
TITLE: Proof of publication
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings (UCA 78-25-14).

RETENTION

Retain for 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 21.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 15888
TITLE: Resolutions
DATES:
ARRANGEMENT:

DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Mayor

SERIES: 14849
TITLE: Municipal Officers' and Employees' Ethics Act records
DATES: 1989-
ARRANGEMENT: Alphabetical by subject or department or division
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: "Legal/Disclosure Forms," "Disclosure Forms," and "Council Disclosure Forms," used by elected or appointed municipal officials to disclose any actual or potential conflict of interest in accordance with UCA 10-3-1302 through 10-3-1312 (Municipal Officers' and Employees' Ethics Act). The disclosures are made to the mayor. Includes personal benefits, special privileges or compensation received for assisting any person or business in transactions involving the city; disclosure of any officer, director, agent employee of a substantial interest of a business entity regulated by or doing business with the city; and any personal interest or investment which creates a conflict between public duties and personal interest.

RETENTION

Retain for 10 years after termination of municipal employment/appointment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after termination of municipal employment/appointment and then destroy.

APPRAISAL

Administrative

This disposition is based on the recommendation of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Provo (Utah). Mayor

SERIES: 10088
TITLE: Ordinances
DATES: 1877-
ARRANGEMENT: Chronological by year

DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit. govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 714. An ordinance includes the title, preamble, an ordaining clause, subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

In archives's custody are two examples of the Revised Ordinances of the City of Provo: 1877 and 1937. The 1877 volume includes a history of the Provo City Council, listing mayors and city council members serving from the organization of the city in April 1851 to the first Monday in February 1877. It also contains the organic act of Utah, the Provo City charter, an act amending certain charters, an act amending the charters of incorporated cities, and the revised ordinances. The 1937 volume includes a fold-out zone map of Provo City.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody provided the ordinance volumes date after 1937.

FORMAT MANAGEMENT

Paper: For records beginning in 1877 through 1937. Retain in State Archives permanently with authority to weed.

Paper: For records beginning in 1938 and continuing to the present. Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.

PRIMARY DESIGNATION

Public. UCA 63G-2-103(17) and (18)(a)(i) and (ii)