Utah Department of Administrative Services

Division of Archives & Records Service

Governor's Office of Economic Development. Procurement Assistance

19960--Workshop records
19961--Scrapbooks
19962--Meeting minutes and newsletters
14245--Correspondence
14261--Weekly activity reports
14262--Monthly activity reports
14263--Travel reimbursement files
14264--Defense Logistics Agency contract files
14265--Regional affiliate office files
14289--Regional affiliate monthly reports
14290--Parking validation disbursement record
14293--Client case files
14294--Publications

AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 19960
TITLE: Workshop records
DATES: 1991-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records document the annual Utah Supplier Development Conference, sponsored by the Procurement Outreach office. This large event, in which 300-400 small companies in Utah participate, assists businesses in working with the federal government. All related government agencies and large commercial entities are invited to come and help the small business get acquainted with each other, their buyers, and to sell their products. Products needed by the federal government change frequently, so the conference serves as a way to keep small business informed of current demand. Information includes informal minutes from meetings following the conference, handouts, a directory, mailers, correspondence sent, budget records, publicity items, speaker information, brochures, news articles, and other data gathered to organize the conference. These data are summarized in the Monthly activity reports, series 14262, and retained permanently there.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 19961
TITLE: Scrapbooks
DATES: 1985-
ARRANGEMENT: Chronological, thereunder alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These scrapbooks and news clippings document the history of the Procurement Office, which exists to assist small companies in selling their products to the federal government, particularly the Dept. of Defense.

RETENTION

Retain 5 years.

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 State General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 19962
TITLE: Meeting minutes and newsletters
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records document staff meeting minutes, newsletters, and similar data that illustrate the history of the Procurement Outreach office.

RETENTION

Retain 5 years.

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 State General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14245
TITLE: Correspondence
DATES: 1985-
ARRANGEMENT: Chronological by month
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This incoming and outgoing correspondence of the Procurement Outreach office documents the communication between the office and outside entities. It generally concerns announcements of trade shows, training for affiliated regional offices, and solicitations for federal contractors.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14261
TITLE: Weekly activity reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These weekly reports of the employees provide source information for the Monthly activity reports, series 14262, and provide a means of reporting employee activity to supervisors. The information includes an activity summary of employees, including identification of newly registered clients, problems with existing contracts, employee projects, and number of consultations during the week.

RETENTION

Retain 4 years after creation of related monthly report.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after creation of related monthly report and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on 7 CFR 3016.42 (1992), which states to retain the records three years. The division needs these records for an additional year for administrative purposes.


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14262
TITLE: Monthly activity reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These monthly reports of the Procurement Outreach Office facilitate legislative and administrative oversight and provide historical documentation of agency activities. The information is derived from the Weekly activity reports, series 14261, and is edited to allow public access. Copies of this report go to the State Legislature and to the Division of Business and Economic Development Administration.

RETENTION

Retain 2 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the evidential value of this information to researchers interested in agency activities.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14263
TITLE: Travel reimbursement files
DATES: 1985-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This series contains requests for reimbursement, itineraries, related supporting documents, and a profile of each employee. The series is maintained in order to document requests for travel reimbursement and to process those requests. Information includes employee name, social security number, home address and phone number, credit card account numbers, travel schedule, amounts expended on travel and meals, receipts, and authorization for travel and reimbursement.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 44.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home address and phone number, social security number, and employee credit card numbers. UCA 63G-2-302(1)(e) and 302(2)(d) (2008).


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14264
TITLE: Defense Logistics Agency contract files
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This series is composed of grant requests to the Defense Logistics Agency (DLA), contracts between the Procurement Outreach Office and the DLA, quarterly reports to the DLA, and any related documents. They document the reciprocal obligations of the office and the DLA. Information includes reasons for the grant request, agreement terms, dollar-value of client firm contracts, budget information, and lists of individual contract amounts and numbers.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the administrative needs expressed by the agency. According to 7 CFR 3016.42 (1992), the records must be kept at least three years.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Business confidentiality claims, provided such are made. UCA 63G-2-305(1)-(2), and 308 (2008).


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14265
TITLE: Regional affiliate office files
DATES: 1985-
ARRANGEMENT: Alphabetical by region name, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These contracts (between the Procurement Office and the local affiliates), activity reports, correspondence, and related documentation are maintained to provide administrative oversight of the affiliated procurement offices, operated by nine councils of government. The information includes summaries of activities by the local office, policy statements from the main office, and other related information.

RETENTION

Retain 3 years.

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 evidential value of these records to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14289
TITLE: Regional affiliate monthly reports
DATES: 1985-
ARRANGEMENT: Chronological, thereunder numerical by region number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These reports are summaries of local affiliate office activity. They facilitate effective oversight of the procurement outreach program and contain information collected from the local offices, which is entered into a database. Included are the names of firms receiving contracts, contract value, total number of contracts awarded, and related information.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Protected. Provided all firms have made a business confidentiality claim, UCA 63G-2-305(1)-(2), 308 (2008).


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14290
TITLE: Parking validation disbursement record
DATES: 1991-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These forms document the disbursal of parking validations to Procurement Outreach visitors. Information includes the date of visit, visitor name, name and type of firm represented, and number of validations issued.

RETENTION

Retain 2 years.

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 16, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14293
TITLE: Client case files
DATES: 1985-
ARRANGEMENT: Alphabetical by client/firm name, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document businesses seeking assistance from the Procurement Outreach Program and are used to track the work that the consultants do with a specific client. Consultants counsel businesses on how the government purchases items, how to market a product, and they also conduct data base searches to let the company know who is buying widgets on that particular day. Information includes the correspondence, hand-written consultant notes, and data regarding client firm name, a contact person's name and phone number, address and size of firm, geographic distribution, and bonding capability.

RETENTION

Retain 3 years after close of grant period.

DISPOSITION

Destroy provided client is inactive

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after close of grant period and then destroy provided client is inactive.

APPRAISAL

Legal

This disposition is based on 7 CFR 3016.42 (1992), which says that these records must be kept at least three years.

PRIMARY DESIGNATION

Protected. Provided the firm has made a business confidentiality claim, UCA 63G-2-305(1)-(2), 308 (2008).


AGENCY: Governor's Office of Economic Development. Procurement Assistance

SERIES: 14294
TITLE: Publications
DATES: 1991-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

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

Retain until publication.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until publication 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 25.

PRIMARY DESIGNATION

Public