Utah Department of Administrative Services

Division of Archives & Records Service

Governor's Office of Economic Development. Business Development

82878--Private Activity Bond Review Board case files
14219--Contract files
14220--Staff meeting minutes
14221--Board of Business and Economic Development member expense records
14222--Technical reference files
14224--Ethnic Affairs staff meeting minutes
14226--Subordinate agency oversight records
14227--Contract correspondence
14228--Contract tracking electronic system
14229--Contract electronic database
14230--Opinions of counsel
14231--Centers of Excellence monitoring records
14233--Copy machine reports
14234--Mailing lists
14235--Board of Business and Economic Development minutes
14240--Board of Business and Economic Development Executive Committee minutes
14241--Board of Business and Economic Development member disclosure statements
14243--Board of Business and Economic Development legislative correspondence
14244--Board general correspondence
14246--Accounts receivable invoices
14247--Adjustment forms
14248--American Express monitoring report
14269--Appropriation allotment files
14270--Cash receipts
14271--Cost accounting reports
14272--Cost report data files
14277--Employee travel files
14278--Expenditure accounting general correspondence and subject files
14279--Financial Information Resources System (FIRMS) periodic reports
14280--Financial Information Resources System (FIRMS) year end report
14281--Inter-departmental transfer requests
14282--Petty cash records
14285--Stores accounting files
14286--Telephone bills
14287--Warrant requests
14288--Contract purchasing files
23333--Publications
23121--Business and industry directories
14905--Requests for proposal
14644--Advertising invoices
14645--Advertising correspondence
14646--Tourism, Recreation, and Economic Coalition records
25827--Utah Incentives Program audit records

AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 82878
TITLE: Private Activity Bond Review Board case files
DATES: i 1984-
ARRANGEMENT: Alphanumerical by date and applying agency.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This series contains applications submitted by political subdivisions on behalf of the project owner/operator requesting allocation of volume cap for tax-exempt bonding. These applications are maintained to document the requests of political subdivisions which issue Private Activity Bonds for these projects for private owners using their tax-exempt status. Information included in the application includes name of the political subdivision, project summary, name of owner/operator of the project, confidential information on project owner/operator, amount of bonds requested, confidential financing terms of the project, amount of volume cap allocated, certificates of allocation, legal documentation of bond sale, IRS Filings of Bond Sale, Inducement and TEFRA Resolution, political subdivision public meeting minutes, engineering reports, impact studies and statements, architectural plans, drawings, detailed costs of project, related correspondence, and related documents.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after approval of allocation and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative need expressed by the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(1)


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14219
TITLE: Contract files
DATES: ca._1984-
ARRANGEMENT: Alphabetical by subject or agency name, thereunder by private contracting party name
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: Contracts, correspondence, invoices, and budget summaries, for contracts entered into by the division and selected other Department (DCED) agencies. They concern funding for research through the Centers for Excellence Program, provision of advertising services, agreements with local Councils of Government about local economic development efforts, provision of services to DCED, and misc. projects related to economic development in Utah. Include names and addresses of contracting entity, terms of the agreement, expiration dates, amounts to be paid by DCED, issues of concern which arise during the term of the contract, detail of how funds are to be expended for the project (if applicable), and itemization of services or products purchased with the state funds.

RETENTION

Retain 6 years after termination of contract.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after termination of contract and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Legal

This disposition is based on UCA 78-12-23 (1984), which says that actions cannot be brought six years after the expiration of the contract.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Material for contracts under negotiation [UCA 63G-2-305(3),(7), (21) (2008)]; commercial information, trade secrets, or valuable proprietary information with business confidentiality claim


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14220
TITLE: Staff meeting minutes
DATES: 1992-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This series includes the minutes, agenda, and any related supporting documents for the meetings of the Division Director and the directors of all of the subordinate agencies within the division, excluding the ethnic offices. The information in this series is maintained in order to document the history of the Division of Business and Economic Development and its decisions or conclusions. These meetings occur approximately bimonthly and are concerned with human resources issues, general program coordination, and other administrative matters as needed. Information includes the date and place of meeting, names of the persons present, a summary of the matters discussed, and any decisions reached.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

Sound recordings: Retain in Office until administrative need ends and then erase provided written minutes of the meeting have been approved.

Computer data files: Retain in Office until administrative need ends and then delete provided a paper copy has been filed.

APPRAISAL

Historical

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

Minutes document decisions made by the agency. These records have research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14221
TITLE: Board of Business and Economic Development member expense records
DATES: 1991-
ARRANGEMENT: Chronological, thereunder alphabetical by board member surname
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This series is maintained in three-ring binders and contains payroll reimbursement forms and travel reimbursement requests in part I, and copies of warrants and correspondence in part II. The records provide documentation of payments to the members of the Board of Economic Development for their attendance at board meetings. Part I includes the names of the members of the board and any staff attending; date of meeting; low organization number; meeting code; traveler home address; meal costs claimed; accounts charged; and total amounts of reimbursement sought. Part II includes name and address of the board members, social security numbers, payroll deductions, and amounts of payments. Additional miscellaneous correspondence, including letters of recusal for particular decisions may be included in Part II.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until administrative need ends and then delete provided paper copy has been produced.

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 45.

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home address, social security number, payroll deductions UCA 63G-2-302(1)(e) (2008)


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14222
TITLE: Technical reference files
DATES: 1989-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This series consists of reports, studies, periodicals, catalogs, brochures, and miscellaneous other publications or documents not originating with the division, yet retained for reference purposes by the employees of the division.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14224
TITLE: Ethnic Affairs staff meeting minutes
DATES: 1994-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This series includes the minutes, agenda, and any related supporting documents for the meetings of the Division Director and the directors of all of the ethnic offices within the division. The information in this series is maintained in order to document the history of the Ethnic Affairs offices and their decisions or conclusions. These meetings occur approximately bimonthly and are concerned with human resources issues, general program coordination, and other administrative matters as needed. Information includes the names of the persons present, date and place of meeting, a summary of matters discussed , and any decisions reached.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

Sound recordings: Retain in Office until administrative need ends and then erase provided the written minutes have been approved.

Computer data files: Retain in Office until administrative need ends and then delete provided a paper copy has been generated.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14226
TITLE: Subordinate agency oversight records
DATES: 1992-
ARRANGEMENT: Alphabetical by agency name, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Quarterly budget reports, monthly activity reports, statements of agency goals, and correspondence in three-ring binders relating . to oversight of subordinate agencies by the division administration. Quarterly budget reports include expenditure descriptions, fiscal year budget, comparisons of budgeted and actual expenditures, encumbrances, and balances remaining unencumbered. Monthly activity reports comprise the second section of each binder. These reports include a summary of staff activity for each month, including meetings, training, projects underway, and projects planned or completed during the month. Agency goals include action plans, quantifiable goals, budget goals, and programmatic objectives. Miscellaneous correspondence between the division and agency, and copies of selected letters of import from the agencies to outside entities are included.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the historical value of this information which is not fully duplicated elsewhere.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14227
TITLE: Contract correspondence
DATES: 1993-
ARRANGEMENT: Alphabetical by computer file name

DESCRIPTION: This series contains form letters used in correspondence with contractors. These letters are maintained in electronic form.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete provided paper copy is filed in contractor's contract file.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 43.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14228
TITLE: Contract tracking electronic system
DATES: 1993-
ARRANGEMENT:

DESCRIPTION: Database maintained with the commercial software package DataEase and paper reports generated from this database, containing information of Department (DCED) contracts, to track progress of contract through approval stages and the physical location. Information includes contract identificaiton number, low organization code of contracting DCED agency, activity and account codes, contract name, contractor, contact person name and phone number, length of contract term, expiration date, contract amount, dates sent to and returned from Division of Purchasing, comments and a tracing review including the initials of any person receiving the contract and the date given to that person. The three paper reports are alphabetical, by expiration date, and pre-purchasing report.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 6 years and then delete.

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Legal

This disposition is based on UCA 78-12-23 (1984) which says that actions cannot be brought six years after the expiration of the contract.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14229
TITLE: Contract electronic database
DATES: 1992-
ARRANGEMENT:

DESCRIPTION: Database managed withthe commercial software package Quattro Pro and paper reports generated from the database at irregular intervals, maintained in order to allow rapid access to information about contracts entered into by the department (DCED) or its constituentagencies. Database includes: contract name and number, contractor name, begin and end dates, program within DCED responsible for contract, bid process used, budgeted amount for project, invoice numbers, contract amount, and balance owing. The two paper reports include the current contract report which lists all contracts which are in force and includes: date updated, contract number, name of contractor, amount, expiration date, and contracting agency and the the summary report which lists all contracts in the database and includes: contract number, contractor, begin and end dates, contract amount, amount paid, and balance owing.

RETENTION

Retain 6 years after termination of contract.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 6 years after termination of contract and then delete.

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Legal

This disposition is based on UCA 78-12-23 (1984) which says that actions against contracts cannot be brought after six years after expiration of contract.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14230
TITLE: Opinions of counsel
DATES: 1993-
ARRANGEMENT: Alphabetical by name of requesting agency
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This series contains the opinions offered by Department of Community and Economic Development (DCED) counsel in response to requests from DCED executives. These opinions may concern any matter which arises and is pertinent to the administration of DCED, its agencies, or its programs.

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.

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Any opinions concerning specific litigation or threats of specific litigation [UCA 63G-2-305(15)-(17)].


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14231
TITLE: Centers of Excellence monitoring records
DATES: 1989-
ARRANGEMENT: Alphabetical by center or university name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series contains correspondence and audit-related documents, created to track the progress of individuals receiving funds from the Centers of Excellence Program. Information includes project goals and criteria for evaluation, evaluation of compliance with goals, and matching funds received by the contractor from non-agency sources.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after contract expiration and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Any commercial information, trade secrets, or other valuable proprietary information; or any information which might jeopardize audit procedures [UCA 63G-2-305(1),(2),(8) (2008)]


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14233
TITLE: Copy machine reports
DATES: 1992-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series contains reports from the Division of Business and Economic Development (DBED) and its constituent entities to Copy Services at the Department of Administrative Services. They are maintained in order to have a properly apportioned billing for services among DBED units and to provide information necessary for the restocking of copier supplies. The report contains the date of issue, the low organization number, and the number of copies being reported.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14234
TITLE: Mailing lists
DATES: 1991-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: Computerized WordPerfect files of mailing lists which facilitate communication with members of the Board of Business and Economic Development. The lists include the names, home addresses, and office addresses of members of the board. Different files may maintain identical information in different formats.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until obsolete or superseded and then delete.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home addresses [UCA 63G-2-302(1)(e) (2008)]


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14235
TITLE: Board of Business and Economic Development minutes
DATES: 1992-
ARRANGEMENT: Chronological by meeting date.
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This series contains the minutes, agenda, and any related documents or supporting materials associated with the meetings of the Board of Business and Economic Development. The information is maintained in order to document the history of the Board and its decisions or conclusions. Information contained within the series includes the names of persons present, dates of meetings, items considered, and decisions or conclusions reached. Items discussed include division programs and several funds administered by the Board.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

Sound recordings: Retain in Office until administrative need ends and then erase provided a paper copy has been filed.

Computer data files: Retain in Office until administrative need ends and then delete provided a paper copy has been filed.

APPRAISAL

Historical

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

These records have evidentiary value and serve as a history of board and committee actions taken in planning and committee meetings.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14240
TITLE: Board of Business and Economic Development Executive Committee minutes
DATES: 1992-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This series contains the minutes, agenda, and any related documents or supporting materials associated with the meetings of the Board of Business and Economic Development Executive Committee. The information is maintained in order to document the history of the board and its decisions or conclusions. Information includes the names of persons present, dates of meetings, items considered, and decisions or conclusions reached. Items discussed generally include the agenda for the upcoming meeting of the full board and approval/screening of task force recommendations for the board.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office until administrative need ends and then delete provided a paper copy has been filed.

Sound recordings: Retain in Office until administrative need ends and then erase provided written minutes of the meeting have been approved.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14241
TITLE: Board of Business and Economic Development member disclosure statements
DATES: 1992-
ARRANGEMENT: Alphabetical by board member surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series contains the forms or letters which disclose the involvement of members of the Board of Business and Economic Development in business with the State of Utah. They are maintained in order to comply with the requirements of the Utah Public Officers' and Employees' Ethics Act [UCA 67-16-1 et seq. (1994)]. The records include the name of the board member, home address, any firms which the member is assisting in their dealings with the state, and any firms which do business with the state for which a member is an officer. Miscellaneous related correspondence may also be included.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 18.

PRIMARY DESIGNATION

Public. UCA 67-16-6(2), 7(4) (2008)


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14243
TITLE: Board of Business and Economic Development legislative correspondence
DATES: 1990-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series contains the correspondence of the board with members of the legislature. Topics of the correspondence concern the development of legislation related to areas of responsibility of the board.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 40.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14244
TITLE: Board general correspondence
DATES: 1989-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Correspondence of the board members primarily concerning issues of meeting attendance, placing items on the agenda, and related issues.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14246
TITLE: Accounts receivable invoices
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: Invoices billing non-state agencies or institutions for supplies, services or repairs provided by an agency.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14247
TITLE: Adjustment forms
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Adjustments created by agency accounting officers and sent to the Division of Finance to correct errors on warrant requests and interdepartmental transfers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14248
TITLE: American Express monitoring report
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Report generated by American Express showing expenditures made by state employees on agency American Express Cards.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14269
TITLE: Appropriation allotment files
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Allotment records showing status of obligations and allotments under each authorized organization number.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14270
TITLE: Cash receipts
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Agency copy of receipts given to customers who pay the agency for services rendered.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14271
TITLE: Cost accounting reports
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Reports maintained by receiving and reporting units, which document how much it costs an entity to provide a service and the fee they charge for that service.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14272
TITLE: Cost report data files
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Ledgers and forms used to accumulate data for use in cost reports.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14277
TITLE: Employee travel files
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Records relating to reimbursing individuals, such as travel orders, travel authorizations, per diem vouchers, transportation requests, hotel reservations, and all supporting records documenting official travel by officers, employees, dependents, or others authorized by law to travel.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14278
TITLE: Expenditure accounting general correspondence and subject files
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Correspondence or subject file maintained by operating units responsible for expenditure accounting, pertaining to their internal operations and administration.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14279
TITLE: Financial Information Resources System (FIRMS) periodic reports
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Includes the following: FICAA01T Trail balance monthly. FICAA05P Outstanding encumbrance. FICAA09P Outstanding reservation. FICAA10P Cash deposits. FICAA30P General ledger activity. FICAA85P Revenue and expenditure status by fund. FICAED01 Expenditure detail by sub-account. FICAES01 Expenditure status by sub-account. FICAES02 Work program/expenditure comparison by summary account. FICARD01 Revenue detail by sub-account within organization. FICARS01 Revenue status by sub-account. FICARS02 Estimated revenue/realized revenues. FICAER01 Expenditure/revenue summary by level 2. FICAMP01 Revenue account status by activity other than Department of Transportation. OBSOLETE RECORD SERIES BY 1998.

RETENTION

Retain 2 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 21.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14280
TITLE: Financial Information Resources System (FIRMS) year end report
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Yearly or period 13 edition of FIRMS reports. OBSOLETE RECORD SERIES BY 1998.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 22.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14281
TITLE: Inter-departmental transfer requests
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: An accounting document that requests the transfer of funds between agencies for services rendered or materials purchased.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14282
TITLE: Petty cash records
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: Records which verify all monies received or expended through a petty cash account. Includes cash receipts, adding machine tapes, daily accounting records, reconciliation, transmittals, etc.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14285
TITLE: Stores accounting files
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: Files used for the acquisition of items purchased through the Division of Central Stores. Information includes accounting records and returned items form.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 38.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14286
TITLE: Telephone bills
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: Bills which document calls made from state offices and state cellular phones. Bills also include the number called and the length, time, and date of phone call.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 43.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14287
TITLE: Warrant requests
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 47.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14288
TITLE: Contract purchasing files
DATES: 1988-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: Files which document transactions of $10,000 or less and construction contracts under $2,000. They include contract, requisition, purchase order and lease records, correspondence, related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 23333
TITLE: Publications
DATES: 1986-
ARRANGEMENT: Chronological.

DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Publications document the history of the agency and provide the public information about services and programs provided by the state.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 23121
TITLE: Business and industry directories
DATES: 1989-
ARRANGEMENT: Chronological.

DESCRIPTION: The directory is an annual publication designed primarily to provide its users with a ready reference of Utah's major employers. It is intended as an Economic Development tool for use in evaluating the nature of Utah's employers and the Utah labor market. Data presented are obtained mainly from the records of the Utah Department of Workforce Services. Included are all employers considered to be manufacturers and those non-manufacturing establishments who employ 20 or more workers.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

Disposition based on the historical value of the records as they document businesses within the state for specific time periods.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14905
TITLE: Requests for proposal
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are solicited and unsolicited unsuccessful bids and proposals to provide products or services to an agency by a private contractor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14644
TITLE: Advertising invoices
DATES: 1991-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Invoices, work orders, and similar documents from advertising firms retained by the Division (DBED) to facilitate efficient contract management. Information includes document dates, amounts charged, itemization of charges, and similar information. They are duplicated in DBED Accounting for billing purposes, but are held here as well to provide contract history information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14645
TITLE: Advertising correspondence
DATES: 1989-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Correspondence between the Division of Business and Economic Development and advertising agencies facilitates efficient contract management. Information includes the status of projects contracted to advertising firms, responses to previous efforts, and similar information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 14646
TITLE: Tourism, Recreation, and Economic Coalition records
DATES: 1993-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Record of all memoranda and correspondence generated by an agency and retained only for reference purposes.

RETENTION

Retain 1 year or until administrative need ends, whichever is first.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until until administrative need ends, whichever is first and then destroy.

APPRAISAL

Administrative

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

disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Business Development

SERIES: 25827
TITLE: Utah Incentives Program audit records
DATES: 1991-
ARRANGEMENT: Chronological by audit date.
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: The State of Utah through the Division of Business and Economic Development offers a variety of incentives to companies either expanding within the state or companies looking to move into Utah. These incentive programs include the Industrial Assistance Fund, the Film Incentives Fund, and the Tax Increment Funds. These records include verification records required for disbursement of the incentives, verification of milestones such as construction and employment, and receipts of dollars spent in the state. All detailed documents include summaries.

RETENTION

Retain 7 years after final disbursement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until final disbursement and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy.

CD-ROM: Retain in Office until final disbursement and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public