Provo (Utah). Mayor

13431--Petitions
14849--Municipal Officers' and Employees' Ethics Act records
15859--Annual reports
15860--Census information files
15861--Scrapbooks
15862--Finding aids
15863--General subject files
15865--General housekeeping files
15866--Grant files
15867--Information technology feasibility studies
15869--Appointment files
15871--City charter
15873--Contracts and agreements files
15879--Election ballots
15881--Election records
15882--Election returns
15883--Hearings files
15884--Lease files
15887--Proof of publication
30301--Journal of Mayor's Court
30342--Provo City Capital Improvement Plans
30633--City newspaper scrapbooks

AGENCY: Provo (Utah). Mayor

SERIES: 13431
TITLE: Petitions
DATES: undated
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

Permanent. Retain for 5 year(s) after resolution of issue

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

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: 14849
TITLE: Municipal Officers' and Employees' Ethics Act records
DATES: 1989-
ARRANGEMENT: Alphabetical by subject or department or division

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 year(s) after separation

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 11/1995

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: 15859
TITLE: Annual reports
DATES: 1936-
ARRANGEMENT: Chronological by calendar or fiscal 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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678

AUTHORIZED: 03/09/2015

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

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: undated
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 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

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

APPRAISAL

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: undated
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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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: undated
ARRANGEMENT:

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

RETENTION

Retain for 1 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Information governance records, GRS-1713

AUTHORIZED: 03/09/2015

FORMAT MANAGEMENT

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

APPRAISAL

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: undated
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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Program and policy development records, GRS-1717

AUTHORIZED: 07/20/2018

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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: 15865
TITLE: General housekeeping files
DATES: undated
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 for 1 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720

AUTHORIZED: 09/18/2015

FORMAT MANAGEMENT

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

APPRAISAL

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: undated
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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678

AUTHORIZED: 09/18/1995

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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: undated
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 for 5 year(s) after end of project or program

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Feasibility studies, GRS-746

AUTHORIZED: 11/11/2003

FORMAT MANAGEMENT

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

APPRAISAL

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: undated
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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Municipal appointment files, GRS-1010

AUTHORIZED: 09/18/1995

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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: undated
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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

PRIMARY DESIGNATION

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


AGENCY: Provo (Utah). Mayor

SERIES: 15879
TITLE: Election ballots
DATES: undated
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 month(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

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


AGENCY: Provo (Utah). Mayor

SERIES: 15881
TITLE: Election records
DATES: undated
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(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Municipal election records, GRS-1019

AUTHORIZED: 09/18/1995

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

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


AGENCY: Provo (Utah). Mayor

SERIES: 15882
TITLE: Election returns
DATES: undated
ARRANGEMENT:

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

RETENTION

Retain for 22 month(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Municipal election ballots and returns, GRS-1020

AUTHORIZED: 09/18/1995

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

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


AGENCY: Provo (Utah). Mayor

SERIES: 15883
TITLE: Hearings files
DATES: undated
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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

PRIMARY DESIGNATION

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


AGENCY: Provo (Utah). Mayor

SERIES: 15884
TITLE: Lease files
DATES: undated
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

Retain for 7 year(s) after expiration of contractual agreement

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731

AUTHORIZED: 12/03/2019

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after termination of lease and then destroy.

APPRAISAL

Fiscal

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Protected


AGENCY: Provo (Utah). Mayor

SERIES: 15887
TITLE: Proof of publication
DATES: undated
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 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

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


AGENCY: Provo (Utah). Mayor

SERIES: 30301
TITLE: Journal of Mayor's Court
DATES: 1861-1862
ARRANGEMENT: Chronological by court date.

DESCRIPTION: Audio or video recordings document what transpired in open meetings of public bodies and are the official record of the meeting until and unless written meeting minutes are approved. Recordings used in place of written minutes in accordance with Utah Code 52-4-203(2)(b) are meeting minutes and are subject to the general retention schedule for open meeting minutes and public materials (GRS-1709), per Utah Code 52-4-203(6)(2018).

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709

AUTHORIZED: 03/31/2022

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives with authority to weed.

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

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

APPRAISAL

Historical

This series has permanent historical value as documentation of early judicial functions in Provo.


AGENCY: Provo (Utah). Mayor

SERIES: 30342
TITLE: Provo City Capital Improvement Plans
DATES: 2004-
ARRANGEMENT: Chronological.

DESCRIPTION: This records document the capital improvement planning for Provo City. Records project descriptions including project area maps, related plans or policies and consequences of delaying projects, estimated costs, and proposed budgets.

RETENTION

Retain permanently

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Program and policy development records, GRS-1717

AUTHORIZED: 05/06/2022

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical

These records have historical value based on evidence of the significant effects of governmental programs.

PRIMARY DESIGNATION

Public. Utah Code 63G-2-201(2)(2019)


AGENCY: Provo (Utah). Mayor

SERIES: 30633
TITLE: City newspaper scrapbooks
DATES: 1939-2010
ARRANGEMENT: Arranged chronologically by date.

DESCRIPTION: These are a chronological record of the activities of city government and general city events as reported in the local paper.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723

AUTHORIZED: 09/07/2023

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This series documents how the Provo mayor's office tracked publicity, milestones, and significant events through various newspaper articles. By collecting these articles, the agency created its own historical record for the city.

PRIMARY DESIGNATION

Public. Utah Code 63G-2-201(2)(2019).