Utah Department of Administrative Services

Division of Archives & Records Service

Box Elder Mosquito Abatement District (Utah)

12524--Residential yard spray records
12525--Aerial spray reports
12526--Accounts payable
12527--Accounts receivable
12528--Agenda
12529--Leave data files
12530--Annual reports
12531--Employment applications
12532--Audit reports
12533--Bank deposit
12534--Bank statements
12535--Budget reports
12536--Building and maintenance records
12537--Warrant/check
12538--Correspondence records
12539--Daily activity records
12540--Executive board travel files
12541--Fidelity bonds
12542--General ledgers
12543--Insurance reports
12544--Insurance policy files
12545--Investment fund register
12546--Minutes
12547--News releases
12548--Newsletters/Monthly reports
12549--Payroll deductions records
12550--Payroll files
12551--Policies and procedures
12556--Personnel files
12557--Public complaint files
12558--Public relations files
12559--Purchase orders
12560--Receipt books
12561--Retirement records
12562--Tax forms
12563--Vehicle records
12564--Utility bills

AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12524
TITLE: Residential yard spray records
DATES: 1973-
ARRANGEMENT: Chronological

DESCRIPTION: These are project background records, such as studies, analyses, notes, drafts, and interim reports.

RETENTION

Retain 5 years after project completion.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12525
TITLE: Aerial spray reports
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: These are project background records, such as studies, analyses, notes, drafts, and interim reports.

RETENTION

Retain 5 years or until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12526
TITLE: Accounts payable
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12527
TITLE: Accounts receivable
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files consist of copies prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies (UCA 70A-2-725).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12528
TITLE: Agenda
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: They are notices of date, time, locations of meeting and items to be discussed by committee members at regularly scheduled, special, and emergency public meetings.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided they are not attached to the minutes.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12529
TITLE: Leave data files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain records of leave data.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 10.

PRIMARY DESIGNATION

Private


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12530
TITLE: Annual reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are reports on program activities and accomplishments of the municipality or individual department for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12531
TITLE: Employment applications
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are forms listing name of applicant, address, professional information, previous employment, education, references, and certificates submitted to Personnel Office by applicant.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided they are not hired.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Private


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12532
TITLE: Audit reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. These reports include statements of receipts and disbursements for each department (UCA 10-6-151).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

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

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12533
TITLE: Bank deposit
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These books record municipal savings accounts. They include amount, description of transaction, date, current balance, name of bank, and account number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12534
TITLE: Bank statements
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, and withdrawals, and cash balance with interest on daily bank balances.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12535
TITLE: Budget reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are monthly and/or quarterly reports regarding the status of receipts and disbursements in comparison to annual budget. Reports are prepared for council and mayor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12536
TITLE: Building and maintenance records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This log records all repairs made to municipal buildings and grounds. It is used to verify that repairs were made.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12537
TITLE: Warrant/check
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: The actual warrant or check cut from a warrant request.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12538
TITLE: Correspondence records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Private


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12539
TITLE: Daily activity records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of municipal employees. These are records containing substantive information relating to the official activities of the mayor and other high-level city officials, the substance of which has not been incorporated into memoranda, reports, correspondence, or other records included in the official files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12540
TITLE: Executive board travel files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain records relating to the reimbursement of employees for for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting paper documenting official travel by officers, employees, dependents, or others authorized by law to travel.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12541
TITLE: Fidelity bonds
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of treasurer. Bond usually covers four years and "may be set by resolution or ordinance in any amount, not less than that established by the state money management council" (UCA 10-3-821).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12542
TITLE: General ledgers
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are a summary of receipts and disbursements by account and fund. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12543
TITLE: Insurance reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These reports are used for the reference and generation of claims files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 12 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 3.

PRIMARY DESIGNATION

Private


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12544
TITLE: Insurance policy files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12545
TITLE: Investment fund register
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is a record of all investments made by the municipality. A work sheet is kept on each investment including the check stub to institution issuing investment, plus a copy of the investment, and the check issued by the vendor and a validated receipt written by the municipality.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12546
TITLE: Minutes
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12547
TITLE: News releases
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain formally prepared descriptions of the responsibility assigned to executive officers.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12548
TITLE: Newsletters/Monthly reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are records of a general housekeeping nature or maintained by an office which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives; custodial service requests; parking space assignments; and distribution of keys.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12549
TITLE: Payroll deductions records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are reports by department code used to reference the amount of retirement deducted and other miscellaneous deductions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 3.

PRIMARY DESIGNATION

Public. UCA 63G-2-301

SECONDARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12550
TITLE: Payroll files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These copies contain memoranda, copies of payrolls, checklists, and related certification sheets.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy provided earnings record is maintained in personnel file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12551
TITLE: Policies and procedures
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are manuals which indicate the responsibilities and guidelines on administrative policies, operational procedures, and rules and regulations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12556
TITLE: Personnel files
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These files are the official files for all municipal employees and usually include the original job application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

Public. UCA 63G-2-301


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12557
TITLE: Public complaint files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: Whistle-blower, fraud and criminal complaints. Includes anonymous letters, complaints, criticism and suggestions, and agency replies thereto. Also includes those complaints which were the basis of an investigation or from which administrative action was taken, and those incorporated into individual personnel files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Controlled. UCA 63G-2-305 (2)(a) (2008)


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12558
TITLE: Public relations files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain speeches, addresses, and official comments or remarks made at formal municipal ceremonies by elected municipal officials. The format may be paper, videotape, motion picture film, etc.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12559
TITLE: Purchase orders
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are orders issued to vendor to supply specific goods or services at a given price.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12560
TITLE: Receipt books
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are receipts issued for money received into municipal accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12561
TITLE: Retirement records
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These records are control documents relating to retirement. They include reports and registers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12562
TITLE: Tax forms
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales and to remit the amount collected and due to the state (e.g., municipal swimming pools).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12563
TITLE: Vehicle records
DATES:
ARRANGEMENT: Numerical

DESCRIPTION: These registration forms document municipal ownership of vehicle.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until disposition and then transfer with vehicle.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Box Elder Mosquito Abatement District (Utah)

SERIES: 12564
TITLE: Utility bills
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are the actual bills for telephone service and long distance toll charges.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public