Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. District Computer Services Section

13745--Student information system user's manual
12487--Staff meeting minutes
12489--Travel expenditures log
12417--Purchase authorizations
12418--Major purchase authorizations
12419--Pending warrant requests
12422--FAX log
12423--Correspondence
12424--Contract files

AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 13745
TITLE: Student information system user's manual
DATES: 1992-
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 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


AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 12487
TITLE: Staff meeting minutes
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: District Computer Services conducts regular staff meetings where minutes are taken. The people present may consist of the section as a whole or of either subsection:__Student Information System staff or Financial Information System staff. These minutes document the people present at the meeting, date of meeting, items discussed, and the decisions made or directives issued.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until administrative need ends 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. District Computer Services Section

SERIES: 12489
TITLE: Travel expenditures log
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records include a Request for Approval of Trip form (DF-5), which shows the planned itinerary and the costs of the trip. Supporting documentation, such as conference or meeting agenda, are attached. Upon completion of the trip, a DF-5A Reimbursement form is completed. In addition to this documentation on each trip taken by agency employees, the 3-ring binder in which this is kept contains program budget sheets which have been balanced with the travel information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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 45.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 12417
TITLE: Purchase authorizations
DATES: 1990-
ARRANGEMENT: Reverse chronological by date of authorization
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records consist of purchase authorizations forms (C-8) and the supporting documentation for each request. The authorization includes the name of the vendor, the items ordered, and cost of the items.

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 13, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 12418
TITLE: Major purchase authorizations
DATES: 1990-
ARRANGEMENT: Reverse chronological by date of authorization
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records document the purchase of items in excess of $2,000. Included are purchase authorization forms (DP-1) and the supporting documentation for each request. The authorization includes the name of the suggested source, the items ordered, and cost of the items.

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 13, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 12419
TITLE: Pending warrant requests
DATES: 1990-
ARRANGEMENT: Reverse chronological by date of warrant
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records are maintained in a three-ring binder and include copies of warrant requests which have been made in order to make payments on contracts or for other goods and services purchased by District Computer Services. Included are the name and number of the vendor, a bill from the vendor, description and cost of items purchased, and accounting information such as the control number, organization code, account, and the signature of the administrator who is to be charged.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year or until vendor's contract is terminated and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 12422
TITLE: FAX log
DATES: 1991-
ARRANGEMENT: Reverse chronological by date of transmission
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This log is maintained in order to have an accurate record of transmittals and acknowledgments of facsimile (FAX) transmissions by District Computer Services. The log is maintained in a three-ring binder and includes copies of the cover sheet sent, the transmittal verification produced by the machine, and a copy of the document. Information includes the names of the sender and recipient, FAX phone number of the recipient, subject, date, time, success of transmission, and length of document.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 4, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 12423
TITLE: Correspondence
DATES: 1990-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are memoranda and letters to and from District Computer Services. The memoranda may be regarding any internal subject, and the letters are generally concerned with vendor contracts.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. District Computer Services Section

SERIES: 12424
TITLE: Contract files
DATES: ca._1990-
ARRANGEMENT: Alphabetical by vendor name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: District Conputer Services maintains contracts with several vendors for the provision of services and supplies. These riles contain copies of the contract with the vendor, warrant requests for payment to the vendors, and correspondence with the vendors.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until vendor's contract is terminated and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public