Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Division of Business and Operations

12987--Deputy superintendent's executive correspondence
12988--Deputy superintendent's technical reference files
12989--Time sheets
12990--Travel requests
12991--School Fee Waivers Task Force administrative records
12992--Travel authorization log for state-reimbursed travel
12993--Travel authorization log for third-party-reimbursed travel
12994--Travel regulations correspondence
12996--Electronic mail access log
12998--Expenditure approval log
12999--Staff meeting minutes
13000--Information Resource Management Advisory Committee minutes
13001--American Express travel account bills
13002--American Express corporate card statements

AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12987
TITLE: Deputy superintendent's executive correspondence
DATES: ca._1896-
ARRANGEMENT: Chronological by date of correspondence
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.

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 State General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12988
TITLE: Deputy superintendent's technical reference files
DATES: ca._1896-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.

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: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12989
TITLE: Time sheets
DATES: ca._1980-
ARRANGEMENT: Alphabetical by employee surname, thereunder chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records include copies of all time sheets for the deputy superintendent and immediate staff. Time sheets generally indicate the name, social security number, and daily hours worked for each employee over a two-week pay period.

RETENTION

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 10, Item 25.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social security number [UCA 63G-2-302(1)(e)]


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12990
TITLE: Travel requests
DATES: 1990-
ARRANGEMENT: Alphabetical by employee surname, thereunder chronological
ANNUAL ACCUMULATION: 1.30 cubic feet.

DESCRIPTION: These records include copies of all travel requests for the Utah State Offices of Education and Rehabilitation employees. Prior to traveling, employees must receive an authorization number from the administrative secretary of the Agency Services Division. Included are copies of the Request for Out-of-State Travel Authorization Form (DF-5) which indicate the traveler's name and title; destination; date and time leaving, arriving, and returning; dates of convention or other event; mode of transportation; balance available; estimates of costs, including transportation, car rental, per diem payable, hotel, meals, and registration fees; purpose of travel; account to be charged; and approval of department budget officer, division director, and department director. Also included are the documents used as supporting material for the request, including handouts received, workshop or conference agenda, and programs.__The Division of Finance maintains the record copy of these documents.

RETENTION

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 29.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12991
TITLE: School Fee Waivers Task Force administrative records
DATES: 1992-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: In 1992, a task force on school fee waivers was organized to investigate the issue of school fees and fee waivers for students who are impecunious. The task force was organized in response to school districts' expressed financial difficulty following a judicial order on October 15, 1992 that school districts must grant fee waivers to poor students. The records for this task force are maintained in a three-ring binder and include minutes, agenda, correspondence (primarily with school districts), and miscellaneous reference material.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after completion of task force's work 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: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12992
TITLE: Travel authorization log for state-reimbursed travel
DATES: 1992-
ARRANGEMENT: Numerical by authorization number

DESCRIPTION: When travel is authorized for the Utah State Offices of Education or Rehabilitation employees and that travel is to be financed by the state, the authorization is recorded in this log which is maintained only in electronic format. The log includes a travel authorization number, name of traveler, destination, dates of travel, contact person, phone number, date DF-5 form received, total amount of DF-5, date C-6 form receive, amount of C-6, and comments.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12993
TITLE: Travel authorization log for third-party-reimbursed travel
DATES: 1992-
ARRANGEMENT: Numerical by authorization number

DESCRIPTION: This electronic log documents the authorization for Education or Rehabilitation employee travel when that travel is financed by a third party. Information includes an authorization number, traveler name, destination, travel dates, contact person, and phone number.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

Administrative

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

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12994
TITLE: Travel regulations correspondence
DATES: 1990-
ARRANGEMENT: Chronological by date of correspondence
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are composed of the correspondence between the Agency Services' administrative secretary and the Division of Finance concerning state employee travel regulations. Also included are copies of state regulations.

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 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12996
TITLE: Electronic mail access log
DATES: 1993-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Records which monitor the activities of a data processing system. Information includes console logs, physical, and on-line access.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office until superseded or administrative need ends and then delete.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12998
TITLE: Expenditure approval log
DATES: 1990-
ARRANGEMENT: Numerical by approval number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log documents the flow of funds from Education to recipient school districts by maintaining a record of all Awarded Funds Approvals (C-20's). A C-20 is generated when a local school is awarded state or state-administered federal funds. It lists all school districts and amount of money received by each for a given grant program. The log includes the approval number and the date approved. Since 1993, the log has been maintained in electronic form and includes the following data elements: approval number, recipient, purpose, amount, approval date, and comments.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 20.

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 12999
TITLE: Staff meeting minutes
DATES: ca._1896-
ARRANGEMENT: Chronological by meeting date
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These minutes document the people present at the Utah State Office of Education's staff meetings, dates of meetings, items discussed, and the decisions made or directives issued there.

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: Board of Education. Office of Education. Division of Business and Operations

SERIES: 13000
TITLE: Information Resource Management Advisory Committee minutes
DATES: 1993-
ARRANGEMENT: Chronological by meeting date
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: The Information Resource Management Advisory Committee (IRMAC) evolved as an intersectional committee which has responsibility for formulating proposals related to improving information resource management policy and procedures at the Utah State Office of Education. The minutes to IRMAC meetings are maintained by the administrative secretary for the Agency Services Division. These minutes document the people present at the meeting, date, and items discussed.

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.

Computer data files: Retain in Office until paper copy is filed and then delete.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 13001
TITLE: American Express travel account bills
DATES: 1993-
ARRANGEMENT: Chronological by bill date
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: When air travel is necessary for Education employees, arrangements are made with State Travel, which in turn bills tickets through an American Express Business Travel Account. These records are composed of the bills from American Express to the Utah State Office of Education (USOE) and the warrant requests by USOE to pay the bills. The bills show the name of the traveler, dates of travel, ticket number, and cost. Warrant requests indicate the name and number of the vendor, description and cost of items purchased, and accounting information such as the control number, organization code, account, and the signature of the deputy superintendent.

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 49.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Board of Education. Office of Education. Division of Business and Operations

SERIES: 13002
TITLE: American Express corporate card statements
DATES: 1993-
ARRANGEMENT: Chronological by document date
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These records include applications, card-member activity reports from American Express to the Utah State Office of Education, notices of overdue accounts, and correspondence between Agency Services and individual employees. The application includes the name, home address, business address, social security number, and income level for the employee applicant. The card-member activity report includes the merchant name, account number, amount of transaction, and total amount due for each card member. The notices of overdue accounts include the name, account number, social security number of employee, and amount due, including the total (and 30, 60, and 90 day overdue categories). Correspondence from Agency Services to employees would consist of memoranda warning the employee about overdue amounts and improper use of the card.

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 7, Item 5.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Employee home addresses, phone numbers, and social security numbers [UCA 63G-2-302(1)(e) (2008)]