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: Travel authorization sent to the Division of Finance. The Division of Finance files these as part of the Employee Travel Reimbursement Files.

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: These records document payments made to state employees and agencies for the purpose of reimbursing travel, transportation, equipment, service, training, and other reimbursable costs. Records include correspondence, forms, travel reservations, travel authorizations, per diem vouchers, transportation requests, hotel reservations, invoices, itemized expenses, and other supporting records used to validate reimbursable expenses.

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: These records document payments made to state employees and agencies for the purpose of reimbursing travel, transportation, equipment, service, training, and other reimbursable costs. Records include correspondence, forms, travel reservations, travel authorizations, per diem vouchers, transportation requests, hotel reservations, invoices, itemized expenses, and other supporting records used to validate reimbursable expenses.

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: Business-related messages that document work accomplished, transactions made, or actions taken. These records do not offer unique information about agency functions, programs, or policies, though they may cite them. These records may originate on paper, electronic mail, or other media.

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: Records used as posting and control media, subsidiary to the general and allotment ledgers, and not elsewhere covered in this schedule.

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

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)]