Utah Department of Administrative Services

Division of Archives & Records Service

Intermountain Power Agency (Utah)

12161--IPA refunding scenarios records
11418--Property and liability insurance policy files
11421--Service contracts
11422--Coal and transportation contracts
11423--Independent auditor's reports
11424--Committee and conference files
11425--Minute books of the IPA committees
11426--Organization diagrams and charts
11427--Organizational function statements
11428--Permits
11429--Reports to members
11430--Resolutions
11431--Titles, franchises, and licenses files
11432--Accounting correspondence
11433--Executive correspondence
11434--Housekeeping correspondence
11435--Internal administrative correspondence
11436--Transmittal correspondence
11437--Bondholder relations correspondence
11438--Application documentation
11439--Batch/data entry control forms
11440--Computer hardware maintenance records
11441--Operating systems
11442--Insurance records
11443--Word processing work files
11444--Automobile titles
11445--Certificates of mileage
11446--Manufacturers' statement of origins
11447--Vehicle registration certificates
11448--Garnishments records (assignment and attachments)
11449--Biweekly payroll and deduction registers
11450--Income tax exemptions and withholdings certificates
11451--Insurance deduction files
11452--Leave application files
11453--Leave summary report
11454--Notices of payroll action
11455--Payroll register
11456--Retirement files
11457--Taxable wage earning reports
11458--Time and attendance reports
11459--Adverse action files
11460--Conflict of interest files
11461--Employees performance appraisals, personnel files
11462--Equal Employment Opportunity (EED) discrimination complaint cases
11463--Job applicant records - hired
11464--Length of service, vacation, and sick leave award files
11465--Letters of employee commendation
11466--Merit employee appraisal of unacceptable performance
11467--Merit employee performance-related records
11468--Merit promotion case files
11469--Personnel action notifications
11470--Personal injury case files
11471--Personnel files
11472--Personnel management rules
11473--Position change report and authorizations
11474--Position classification survey reports
11475--Position descriptions
11476--Recruitment files
11477--Requests for approval of overtime
11478--Salary and wage survey file
11479--Standards of conduct files
11480--Training aids
11481--Verification of employment eligibility
11482--Employee handbook
11483--Authorized wage schedules
11484--Natural disaster and damage survey of buildings
11485--Space utilization reports
11486--Commendation files
11487--Complaint/informant files
11488--Indexes and check lists
11489--Information access requests files
11490--Information request files
11491--Information annual report files
11493--Press service files
11494--Public relations files
11495--Public relation events
11496--Revenue summaries
11497--Key accountability files
11498--Payroll tax reports
11499--Federal Regulatory Commission reports
11500--State Auditors reports
11501--Special or periodic reports
11502--Tax records (benefit plans)
11503--Periodic tax returns records
11504--Arbitrage rebate files
11332--Accounting issues Papers
11333--Accounts receivable
11334--Annual financial reports
11335--Bond resolution
11336--Bonds official files
11337--Bonds, notes and coupons
11338--General and subsidiary ledgers
11339--Fixed asset inventory
11340--Journal vouchers and entries
11341--Monthly financial reports
11342--Performance bonds
11343--Personal surety bonds
11344--Personnel accounting administrative files
11345--Petty cash records
11346--Securities owned records
11347--Revenue bonds
11348--Triennial report files
11349--Safe deposit box listing
11350--Cash books
11351--Investor tour information files
11352--Restricted yield information files
11353--Acknowledgment files
11354--Administrative hearing transcripts
11355--Administrative reference/reading files
11356--Attorney's work product
11357--Daily activity schedules
11358--Executive calendars
11359--Feasibility studies
11360--Finding aids
11361--Forms development files
11363--Incoming document log
11364--Audit reports
11365--Management improvement reports
11367--Policies and procedures manuals
11368--Publications
11369--Records disposition files
11383--Routine activity schedules
11384--Statistics reports
11385--Utility technical reference files
11386--Transitory files
11387--Audit work papers
11388--Written history
11389--Legal documentation
11390--Legislative history file
11391--Executive workload working papers files
11392--Audit administrative working papers file
11393--Investment administrative working papers file
11394--Annual administrative and general budget files
11395--Annual budget reports
11396--Budget policy files
11397--Monthly budget reports
11398--Cartographic files
11399--Bank statements
11400--Checks lost
11401--Interdepartmental billings
11402--Monthly cash receipts
11403--Pay requests
11404--Real property acquisition files
11405--Real property sale files
11406--Records of deposits with banks and others
11407--Surplus property case files
11408--Mail control files
11409--Telecommunications service agreements
11410--Telecommunications service files
11411--Telephone message registers
11412--Telephone messages
11413--Contract appeals case files
11414--Contracts with other utilities
11415--Leasing contract files
11416--Other contracts and agreements
11417--Professional contractual agreement files

AGENCY: Intermountain Power Agency (Utah)

SERIES: 12161
TITLE: IPA refunding scenarios records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are trustee and/or paying agent related records. Included are book entries, statements and payment confirmations.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 12.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11418
TITLE: Property and liability insurance policy files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Insurance policy contracts between the State of Utah and private insurers.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 16, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11421
TITLE: Service contracts
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Files which document transactions of $10,000 or less and construction contracts under $2,000. They include contract, requisition, purchase order and lease records, correspondence, related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Retain 6 years after final payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11422
TITLE: Coal and transportation contracts
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Files which document transactions of more than $10,000 and construction contracts exceeding $2,000. The files include contract, requisition, purchase order and lease records, correspondence and related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Retain 6 years after contract termination or completion.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after contract termination or completion and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 5.

PRIMARY DESIGNATION

Protected


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11423
TITLE: Independent auditor's reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).

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 5, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11424
TITLE: Committee and conference files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records documenting the establishment, the organization, membership, and activities of committees and other staff non-policy making groups to handle problems or issues within an governmental entity. They usually include agenda, internal memoranda, notes, and informal minutes.

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 Municipal General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11425
TITLE: Minute books of the IPA committees
DATES: undated
ARRANGEMENT: None

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.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11426
TITLE: Organization diagrams and charts
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records detailing an organization, which could include charts, functional statements, reorganization studies. Also administrative maps that show regional boundaries and headquarters of decentralized agencies or that show the geographic extent or limits of an agency's programs and projects.

RETENTION

Retain 3 years may transfer to the State Archives.

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

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11427
TITLE: Organizational function statements
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Formally prepared descriptions of the responsibility assigned to the senior executive officers of an agency at the division level and above. They may include organizational charts and reorganizational studies. If the functional statements are printed in the Utah State Administrative Code, they are not required to be preserved or retained as a separate series.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11428
TITLE: Permits
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files document the application for conditional use permits. These permits allow for the construction of buildings on the condition that impacts on neighborhoods are mitigated. They include the original application, blueprint drawings, investigative reports, planning commission decisions, cash receipts, and related correspondence.

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 20, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11429
TITLE: Reports to members
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies.

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 25.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11430
TITLE: Resolutions
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717 (2010)).

RETENTION

Retain administrative value. Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11431
TITLE: Titles, franchises, and licenses files
DATES: 1993-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These registers record the issuance of licenses for persons or companies conducting business within municipal boundaries. They contain name, address, date, and type of license. Prior to 1960, many municipalities only maintained a register and no business license files. Most current registers are computer printouts.

RETENTION

Retain permanently at the IPA's permanent records storage facility.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after final non-appealable regulatory order and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11432
TITLE: Accounting correspondence
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.

RETENTION

Retain 3 years.

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 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11433
TITLE: Executive correspondence
DATES: undated
ARRANGEMENT: None

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

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 9.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11434
TITLE: Housekeeping correspondence
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records that are general in nature and do not relate directly to primary program responsibilities of an office or agency. Includes letters of appreciation, congratulations, charity fund, parking assignments, etc. These records may originate on paper, electronic mail, or other media.

RETENTION

Retain 1 year.

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 14.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11435
TITLE: Internal administrative correspondence
DATES: undated
ARRANGEMENT: None

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: Intermountain Power Agency (Utah)

SERIES: 11436
TITLE: Transmittal correspondence
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Business-related correspondence that is routine or transitory in nature and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain administrative need.

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 47.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11437
TITLE: Bondholder relations correspondence
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently or until bond is redeemed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until bond is redeemed..

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11438
TITLE: Application documentation
DATES:
ARRANGEMENT: Numerical, thereunder alphabetical by name, file number 400 Treasury

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

Retain Until no longer needed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until program is no longer in use and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Protected. IPA created software/program(s)

SECONDARY DESIGNATION

Public. All other software/program(s)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11439
TITLE: Batch/data entry control forms
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Information on all batch or data entry records received by the mainframe.

RETENTION

Retain 3 years.

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 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11440
TITLE: Computer hardware maintenance records
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records documenting the service, repair, and inspection of computer hardware (mainframes, mini and micro computers), which also include service/maintenance agreements.

RETENTION

Retain 1 year after disposal of equipment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposal of equipment and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11441
TITLE: Operating systems
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Automated program code which generates the machine-language instructions used to operate an automated information system.

RETENTION

Retain 3 years after program is no longer used.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years after the program is discontinued and then delete.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11442
TITLE: Insurance records
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 12 years.

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

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11443
TITLE: Word processing work files
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Protected


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11444
TITLE: Automobile titles
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records are proof of state ownership of the vehicle.

RETENTION

Retain until sold then transfer to buyer.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until vehicle is sold and then transfer to buyer.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11445
TITLE: Certificates of mileage
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Certificates issued by the dealer/manufacturer certifying the mileage is accurate on each vehicle purchased by the state.

RETENTION

Retain 3 years.

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 9, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11446
TITLE: Manufacturers' statement of origins
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Verification by the manufacturer of the vehicles's manufactured origin.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 9, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11447
TITLE: Vehicle registration certificates
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Copies of legal registrations required by law to be maintained with each car.

RETENTION

Retain until sold then transfer to buyer.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until vehicle is sold and then transfer to buyer.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 9, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11448
TITLE: Garnishments records (assignment and attachments)
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are records of garnishments or levies for debts owed by employees which are attached to employees' earnings.

RETENTION

Retain 3 years after end of garnishment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after end of garnishment and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 5.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11449
TITLE: Biweekly payroll and deduction registers
DATES: undated
ARRANGEMENT: None

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the municipality. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 7 years

DISPOSITION

Destroy provided agency has employee earning history files, if not retain 58 years.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy provided agency has employee earning history files, if not retain 58 years.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11450
TITLE: Income tax exemptions and withholdings certificates
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Form which records the number of exemptions an employee claims against his payment of income tax and any additional withholding from his paycheck, such as IRS Form W-4 and similar tax exemption forms.

RETENTION

Retain 4 years after form is superseded or until termination of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after form is superseded or until termination of employe and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11451
TITLE: Insurance deduction files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Reports and related papers including copies of vouchers and schedules of payment pertaining to insurance deductions.

RETENTION

Retain 3 years after separation of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11452
TITLE: Leave application files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Application for leave and supporting papers relating to request for and approval of leave.

RETENTION

Retain 1 year or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 11.

PRIMARY DESIGNATION

Private. UCA 63G-2-301 (1c,2o)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11453
TITLE: Leave summary report
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Reports which document the kind and amount of leave taken by an employee during a calendar year. After they are signed by the employee, they are maintained in the official personnel file.

RETENTION

Retain until report is made to the official personnel file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until report is made of official agency personnel file and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 13.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11454
TITLE: Notices of payroll action
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Notices which document all payroll actions entered into the Department of Human Resource Management automated system.

RETENTION

Retain until notices are made part of the official personnel file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until notices are made part of the official agency p. f. and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 14.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11455
TITLE: Payroll register
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Display of earnings, deductions, and taxes, providing net income, warrant or direct deposit information. These documents are prepared and used for payroll disbursement.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11456
TITLE: Retirement files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Reports and register control documents relating to retirement.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then destroy provided master is is with Office of retirement.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 18.

PRIMARY DESIGNATION

Private. UCA 63G-2-301 (1c, 2o)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1b)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11457
TITLE: Taxable wage earning reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Returns on income taxes such as IRS Form W-2 and reports of withheld federal taxes, such as IRS Form W-3, with related records, including reports relating to income and social security taxes.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 24.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11458
TITLE: Time and attendance reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: State employee time sheets, including Flextime Attendance Reports Supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime systems.

RETENTION

Retain 3 years.

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 10, Item 25.

PRIMARY DESIGNATION

Public. UCA 63--2-301 (1)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11459
TITLE: Adverse action files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Case files and related records created in reviewing an adverse action (disciplinary or non-disciplinary removal, suspension, leave without pay, reduction in force) against the employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; appeal of records, excluding letters of reprimand.

RETENTION

Retain 4 years after final action.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 1.

PRIMARY DESIGNATION

Private. Until resolved UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. After resolved UCA 63G-2-301 (1,2,3,)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11460
TITLE: Conflict of interest files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Conflict of interest documentation concerning any employment or activity outside State of Utah employment that may or may not present a conflict of interest.

RETENTION

Retain until reviewed. Put in agency personnel file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until reviewed and place in agency personnel file.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 6.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11461
TITLE: Employees performance appraisals, personnel files
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 65 years after separation of employee or 3 years after retirement or death

DISPOSITION

Destroy provided record is part of the official personnel file.

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

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11462
TITLE: Equal Employment Opportunity (EED) discrimination complaint cases
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Official complaint files containing complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, other records as described in 29 CFR 1613.222.

RETENTION

Retain 4 years after resolution of case.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after resolution of case and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 15.

PRIMARY DESIGNATION

Private. Until resolved UCA 63G-2-301 (1c, 2o)

SECONDARY DESIGNATION

Public. After resolved UCA 63G-2-301 (1b)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11463
TITLE: Job applicant records - hired
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were subsequently hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references. This should be filed in the Personnel file.

RETENTION

Retain transfer to personnel file.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until transferred to personnel file.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11464
TITLE: Length of service, vacation, and sick leave award files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records including correspondence, memoranda, reports, computations of service and sick leave, and lists of awardees. This information is entered into the Department of Human Resource Management automated system.

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 11, Item 26.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11465
TITLE: Letters of employee commendation
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Letters of employee commendation and appreciation, recognizing length of service, retirement, or performance.

RETENTION

Retain until placed in agency personnel file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until placed in agency personnel file.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 27.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11466
TITLE: Merit employee appraisal of unacceptable performance
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Appraisals of unacceptable performance and all related documents, except a Notice of Proposed Action for Unacceptable Employee Performance which is issued but not effected.

RETENTION

Retain 5 years as part of agency personnel file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after as part of agency personnel file and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 28.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11467
TITLE: Merit employee performance-related records
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records documenting performance of merit employees. Records include summary performance appraisal records, which may contain job elements, standards used to base the appraisal, performance plans, and any supporting documentation.

RETENTION

Retain until reviewed and transfer to personnel file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until reviewed and place in personnel file and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 30.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11468
TITLE: Merit promotion case files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records relating to the promotion of an individual that document qualification standards or the evaluation of candidates, excluding any records that duplicate information in the promotion plan or in other personnel records.

RETENTION

Retain 2 years after personnel action or until audited, whichever is first.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after personnel action or until audited by Dept. Human Res. Man., whichever is 1st and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 31.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11469
TITLE: Personnel action notifications
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Division of Human Resource Management (DHRM) Form 33 documents initial employment, promotion, transfers to or from agency, separation, and all other individual personnel actions. Prior to 1988 these records were microfilmed by the Division of Personnel Management. Beginning in 1988 this information is maintained on the Human Resource Management automated system.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 33.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11470
TITLE: Personal injury case files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Forms, reports, correspondence and related medical and investigative records regarding on-the-job injuries, whether or not a claim for compensation was made. These case files exclude copies of official reports filed in the Agency Personnel File and submitted to the Division of Worker's Compensation.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 35.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11471
TITLE: Personnel files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. When an employee transfers to another state agency, the official personnel file must be sent to the new agency.

RETENTION

Retain 65 years after retirement or separation of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-301 (1c,2o)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1b)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11472
TITLE: Personnel management rules
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Document which outlines policies and procedures to be followed by state agencies in the administration of the state human resource management system.

RETENTION

Retain in agency until superseded then transfer to the archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 20.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11473
TITLE: Position change report and authorizations
DATES: undated
ARRANGEMENT: none

DESCRIPTION: Documents used to create new positions, abolish old ones and change existing state employee positions. Common name DHRM 9.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 37.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11474
TITLE: Position classification survey reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Survey reports on various positions prepared by classification specialists, including periodic reports.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 41.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11475
TITLE: Position descriptions
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Files describing established positions including information on title, series, grade, duties, and responsibilities.

RETENTION

Retain 10 years after obsolete.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 42.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11476
TITLE: Recruitment files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Correspondence, letters, telegrams, offering appointments to potential employees. These files contain offers that are declined. Those offers accepted will be maintained in the employee personnel file.

RETENTION

Retain 2 years after decision is made.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after hiring decision is made and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 43.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11477
TITLE: Requests for approval of overtime
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Requests for approval, which is required by the Department of Human Resource Management and Fair Labor Standards for overtime compensation.

RETENTION

Retain 3 years.

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 11, Item 44.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63-3-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11478
TITLE: Salary and wage survey file
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Survey reports on various positions prepared by classification specialists. It compares salary ranges, benefits, education and experience required.

RETENTION

Retain 3 years.

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 11, Item 45.

PRIMARY DESIGNATION

Private. UCA 63G-2-301 (1c,2o)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1b)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11479
TITLE: Standards of conduct files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Correspondence, memoranda, and other records relating to codes of ethics and standards of conduct.

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

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 47.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11480
TITLE: Training aids
DATES: undated
ARRANGEMENT: None

DESCRIPTION: One copy of each syllabus, manual, textbook, and any other training materials created by the agency.

RETENTION

Retain until training program is complete.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until training program is complete and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 48.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11481
TITLE: Verification of employment eligibility
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Employment documentation required to comply with the Immigration Reform and Control Act, 1986.

RETENTION

Retain until placed in personnel file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until placed in personnel file.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 51.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1,2)

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11482
TITLE: Employee handbook
DATES: undated
ARRANGEMENT: None

DESCRIPTION: General policies and procedures that govern the operation and administration of various programs within the organization as it pertains to the employees.

RETENTION

Retain until superseded.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded 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 23.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11483
TITLE: Authorized wage schedules
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Wage survey reports and data, working papers and related correspondence pertaining to area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis of wage surveys; development and implementation of wage schedules; and requests for and authorization of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).

RETENTION

Retain until completion of second succeeding wage survey.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of second succeeding wage survey and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 26.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (1,2,3)

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1,2)


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11484
TITLE: Natural disaster and damage survey of buildings
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Survey and analysis of damage done to public buildings during natural disasters.

RETENTION

Retain 10 years then transfer to State Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 6, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11485
TITLE: Space utilization reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Reports on the amount of floor space in agency buildings, number of rooms, and the capacity.

RETENTION

Retain until superseded or obsolete.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded or obsolete and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 6, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11486
TITLE: Commendation files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Letters of commendation received by agency which impart important information or observations about agency programs or operations, but which do not belong in an individual's personnel file.

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 15, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11487
TITLE: Complaint/informant files
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 7 years after final resolution.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Protected. Until resolved

SECONDARY DESIGNATION

Public. After resolved


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11488
TITLE: Indexes and check lists
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Bibliographies, check lists, and indexes of agency publications and news releases, except those used as indexes to Public Relations Files.

RETENTION

Retain superseded or obsolete.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded or obsolete and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11489
TITLE: Information access requests files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Files created in response to requests from individuals to gain access to their records or to any information in the records pertaining to them, as provided for under UCA 63-2-85.2. Files contain original request, copy of the agency reply granting or denying access to all records requested, and all related supporting documents including those resulting from an appeal of the agency's decision. These files may also contain agency responses to requests for nonexistent records; to requesters who provide inadequate descriptions; and those who fail to pay agency reproduction fees. These files exclude the official file copy of the records requested but may include a copy thereof.

RETENTION

Retain 2 years after final agency action.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after final agency action and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 36.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11490
TITLE: Information request files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Files relate only to requests by individuals "contesting the accuracy or completeness" of records containing information on themselves as provided by UCA 63-2-603_(2008). Includes the individual's request to amend and/or review, agency approval or denial of the request, statements of disagreement, agency justification for refusal to amend a record, subsequent appeals of the agency's decision, and related materials.

RETENTION

Retain 4 years after agreement to amend or in accordance with related file's retention schedule.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after agreement to amend or in accordance with r.r. sch. and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 35.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11491
TITLE: Information annual report files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Information requirements relating to the agency implementation of the Information Practices Act (IPA), including annual reports created at the departmental level which are collected by the State Archives and submitted to the Governor and to the Legislature.

RETENTION

Retain permanently.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11493
TITLE: Press service files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Press service teletype news and similar materials.

RETENTION

Retain 3 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 9.

Press releases document an agency's activities and history and provide ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11494
TITLE: Public relations files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Speeches, addresses, and comments. Remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies. The format selected may be paper, video tape, motion picture film, etc.

RETENTION

Retain 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11495
TITLE: Public relation events
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Speeches, addresses, and comments. Remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies. The format selected may be paper, video tape, motion picture film, etc.

RETENTION

Retain 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11496
TITLE: Revenue summaries
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.

RETENTION

Retain 3 years.

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 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11497
TITLE: Key accountability files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Files relating to accountability for keys issued, including keys to maximum security areas.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 16, Item 7.

PRIMARY DESIGNATION

Protected


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11498
TITLE: Payroll tax reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Returns on income taxes such as IRS Form W-2 and reports of withheld federal taxes, such as IRS Form W-3, with related records, including reports relating to income and social security taxes.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 24.

PRIMARY DESIGNATION

Private


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11499
TITLE: Federal Regulatory Commission reports
DATES: 1989-
ARRANGEMENT: Alphabetical, legal opinion file number 53

DESCRIPTION: These are the formal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11500
TITLE: State Auditors reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Report prepared by internal or external auditors as a result of a financial audit.

RETENTION

Retain 3 years by the agency.

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

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11501
TITLE: Special or periodic reports
DATES: unknown
ARRANGEMENT: Alphabetical by department

DESCRIPTION: These are reports and statistics with supporting and related records which document payroll operations. They include reports and data used for workload and personnel management purposes.

RETENTION

Retain 7 years or 3 years after obligations have been paid or 25 years if securities or until securities are retired.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after obligations have been paid or until 25 years or securities are retired and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11502
TITLE: Tax records (benefit plans)
DATES: uknown
ARRANGEMENT: Alphabetical

DESCRIPTION: These registers record, by department code, amounts deducted from employees' payroll checks. They are used for reference of retirement and other miscellaneous deductions.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11503
TITLE: Periodic tax returns records
DATES: unknow
ARRANGEMENT: Chronological, file number 855

DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales tax and to remit the amounts collected and due to the state (e.g., municipal recreational facilities).

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11504
TITLE: Arbitrage rebate files
DATES: 1986-1996
ARRANGEMENT: Chronological by bond date

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain 5 years after retirement of bonds.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years after retirement of bonds and then destroy.

APPRAISAL

Administrative Fiscal Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11332
TITLE: Accounting issues Papers
DATES: undated
ARRANGEMENT: Alphabetical by title

DESCRIPTION: These paper contain Studies, reports or memoranda regarding accounting methods or issues and their applicability.

RETENTION

Retain 2 years or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 37.

This disposition is based on administrative need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11333
TITLE: Accounts receivable
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Power sales billing.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

This disposition is based on administrative need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11334
TITLE: Annual financial reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Annual financial reports including financial statements, trial balances, general ledger activity, accounts reconciliations, clearing reconciliations, etc.

RETENTION

Retain 3 years then transfer to the State Archives Records Center.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 4.

This disposition is based on administrative need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11335
TITLE: Bond resolution
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Authority for issuing bonds.

RETENTION

Retain permanently, may be transfered to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

This disposition is based on agencies needs.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11336
TITLE: Bonds official files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after bond expires and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Fiscal Historical

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

This disposition is based on agencies need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11337
TITLE: Bonds, notes and coupons
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the actual bonds and coupons redeemed throughout the lifetime of the bond.

RETENTION

Retain 1 year after being redeemed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after redeemed by paying agency and then destroy.

APPRAISAL

Administrative Fiscal

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

This disposition is based on agencies need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11338
TITLE: General and subsidiary ledgers
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain permanently.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 7 years and then delete.

APPRAISAL

Administrative Fiscal Historical

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

This disposition is based on agencies need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11339
TITLE: Fixed asset inventory
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.

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 Municipal General Records Retention Schedule, Schedule 4, Item 3.

This disposition is based on administrative need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11340
TITLE: Journal vouchers and entries
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 20.

This disposition is based on agencies need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11341
TITLE: Monthly financial reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are monthly accounting reports. They include outstanding reports, amortization reports, and earning reports.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 34.

This disposition is based on administrative need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11342
TITLE: Performance bonds
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These bonds constitute general obligations of the municipality, for the prompt and punctual payment of principal or interest on which the full faith and credit of the municipality are pledged. These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the municipal legislative body (UCA 11-14-310 (2006)).

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 9.

This disposition is based on agencies need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11343
TITLE: Personal surety bonds
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are bonds with good and sufficient sureties, payable to the municipality for the "elected officers of each municipality and the treasurer in cities of the first and second class before taking the oath of office" to guarantee "faithful performance of the duties of the respective officers." Bonds are placed at such amounts as may be determined by the governing body (UCA 10-3-819 (1987)).

RETENTION

Retain 15 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after bond becomes inactive and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 7.

This disposition is based on agencies need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11344
TITLE: Personnel accounting administrative files
DATES: undated
ARRANGEMENT: none

DESCRIPTION: These files describe established positions including information on title, grade, duties, and agency responsibilities.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 13.

This disposition is based on agencies needs

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11345
TITLE: Petty cash records
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursements.

RETENTION

Retain 3 years.

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 10.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11346
TITLE: Securities owned records
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are registers of all investments made by the municipality. A work sheet is kept on each investment. They include the check stub of the institution issuing the investment, a copy of the investment, the check issued by the vendor and a validated receipt written by the municipality.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

This disposition is based on agencies administritive need.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11347
TITLE: Revenue bonds
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These bonds are issued by the city council payable solely from revenues attributable to the extension and improvement to revenue producing facilities (UCA 11-14-306 (2006)).

RETENTION

Retain 1 year after paid or canceled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after paid or canceled and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 10.

This disposition is based on agencie administrative need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11348
TITLE: Triennial report files
DATES: undated
ARRANGEMENT: None

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 until administrative need ends and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Fiscal Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11349
TITLE: Safe deposit box listing
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.

RETENTION

Retain 1 year after reconciled with inventory.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being reconciled with subsequent inventory and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 3.

This disposition is based on agencies administrative need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11350
TITLE: Cash books
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after close of fiscal year and then destroy.

APPRAISAL

Administrative Fiscal

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

This disposition is based on agencies need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11351
TITLE: Investor tour information files
DATES: 1994-
ARRANGEMENT: Chronological, file Number 20

DESCRIPTION: These files contain information pertaining to site and facilities that are being offered for investment purposes.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 46.

This disposition is based on administrative need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11352
TITLE: Restricted yield information files
DATES: Current
ARRANGEMENT: Chronological by bond issue

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative

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

This disposition is based on agencies need

PRIMARY DESIGNATION

Protected. Until issued

SECONDARY DESIGNATION

Public. After issued


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11353
TITLE: Acknowledgment files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Business-related correspondence that is routine or transitory and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain administrative need.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until Admin. need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 42.

This disposition is based on agencies need

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11354
TITLE: Administrative hearing transcripts
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records of hearings conducted as part of the regulatory process and hearings on proposed rules and changes; they may be maintained with related information including meeting notices, proofs of publications, meeting minutes, and the conclusions reached. UCA 52-4-200 (2009) requires that written minutes be kept of all open meetings. May include audio and video recordings.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11355
TITLE: Administrative reference/reading files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Record of all memoranda and correspondence generated by an agency and retained only for reference purposes.

RETENTION

Retain 1 year or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11356
TITLE: Attorney's work product
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Copies of legal interpretations of the Attorney General's office written at the request of an agency asking for guidance in enforcing, obeying, and/or interpretation of the law. The Attorney General's Office maintains the record copy of all official opinions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Protected


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11357
TITLE: Daily activity schedules
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records containing substantive information relating to official activities, the substance of which has not been incorporated into official files. Includes calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of IPA employees.

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11358
TITLE: Executive calendars
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records containing substantive information relating to the official activities of high-level officials which are not incorporated into memoranda, reports, correspondence, or other records included in the official files. Includes calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of the employees. See Daily Activity Schedules.

UCA_63-2-103_(18)(b)_(1992) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. If used as part of attorney work product


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11359
TITLE: Feasibility studies
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Studies and system analyses conducted before program change, the purchase, installation, or replacement of any technology or equipment. May include studies and systems analyses for the initial establishment, major changes for program, equipment, or technology changes.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11360
TITLE: Finding aids
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Indices, lists, catalogs, registers, guides, and other aids necessary for the efficient use of other records.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative needs ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11361
TITLE: Forms development files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Working papers, background materials, requisitions, specifications, processing data, and control records.

RETENTION

Retain 1 month after superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until form is discontinued, superseded or canceled and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11363
TITLE: Incoming document log
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records which provide detailed information on incoming and/or outgoing documents, data, and other communications that require distribution or action.

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 1, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11364
TITLE: Audit reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Reports with internal audit department participation containing the results of internal and external audits.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Fiscal Historical

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

This disposition is based on agencies need.¶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: Intermountain Power Agency (Utah)

SERIES: 11365
TITLE: Management improvement reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Reports on the administrative review, analysis, and implementation of programs and operation of those programs.

RETENTION

Retain administrative need. Transfer to Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11367
TITLE: Policies and procedures manuals
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Case files related to policy and procedure issuances which document the development of the issuance. Includes issuances related to routine administrative functions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after manual is superseded and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11368
TITLE: Publications
DATES: undated
ARRANGEMENT: None

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 permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11369
TITLE: Records disposition files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Descriptive inventories, records disposal authorizations, schedules, and reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11383
TITLE: Routine activity schedules
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Routine materials containing no substantive information, regarding daily activities such as meetings, appointments, telephone calls, and other employee activities.

RETENTION

Retain 1 year after administrative need ends.

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 53.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11384
TITLE: Statistics reports
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain no longer needed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until no longer needed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11385
TITLE: Utility technical reference files
DATES: undated
ARRANGEMENT: None

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

Retain until administrative need ends.

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: Intermountain Power Agency (Utah)

SERIES: 11386
TITLE: Transitory files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Papers of short-term interest which have no documentary or evidential value. Includes quasi-official notices such as for holidays, charity, and fund appeals, bond campaigns, and other similar papers.

RETENTION

Retain 3 months or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 30.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11387
TITLE: Audit work papers
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions, or responsibilities.

RETENTION

Retain 1 year after project closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

Protected


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11388
TITLE: Written history
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Scrapbooks, photographs, articles, program notes and documentation of events sponsored or funded by an agency. Also included are narrative audio or audiovisual agency histories.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11389
TITLE: Legal documentation
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the informal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

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 15, Item 11.

PRIMARY DESIGNATION

Protected. Until resolved

SECONDARY DESIGNATION

Public. After resolved


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11390
TITLE: Legislative history file
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the informal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

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 15, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11391
TITLE: Executive workload working papers files
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 1 year after project completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after report completed.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11392
TITLE: Audit administrative working papers file
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 1 year after report completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Protected. Until report is published

SECONDARY DESIGNATION

Public. After report is published


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11393
TITLE: Investment administrative working papers file
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 1 year after completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11394
TITLE: Annual administrative and general budget files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files contain working papers used to assist in the preparation of municipal budgets and to justify budget requests presented to the city council. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.

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 Municipal General Records Retention Schedule, Schedule 3, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11395
TITLE: Annual budget reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Agency reports at the end of the fiscal year on the status of appropriation accounts and apportionment.

RETENTION

Retain 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11396
TITLE: Budget policy files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Correspondence or subject files of formally organized budget offices documenting agency policy and procedures governing budget administration, and reflecting policy decisions affecting expenditures for agency programs.

RETENTION

Retain 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11397
TITLE: Monthly budget reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Monthly or routine reports on the status of agency appropriation accounts and apportionment, excluding Annual Budget Reports.

RETENTION

Retain 3 years.

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 2, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11398
TITLE: Cartographic files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These maps document the layout of all parks, recreational facilities, and golf courses. They are used for planning purposes.

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 19, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11399
TITLE: Bank statements
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11400
TITLE: Checks lost
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Legal documentation explaining and justifying a lost warrant, so that a new one can be issued.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 48.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social security number


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11401
TITLE: Interdepartmental billings
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are accounting documents that request the transfer of funds between departments for services rendered or materials purchased.

RETENTION

Retain 3 years.

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 13.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11402
TITLE: Monthly cash receipts
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 3 years.

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: Intermountain Power Agency (Utah)

SERIES: 11403
TITLE: Pay requests
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are requests from entities to pay vendors.

RETENTION

Retain 4 years.

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 27.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11404
TITLE: Real property acquisition files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Title papers documenting the acquisition of real property by purchase, condemnation, donation, exchange, or otherwise.

RETENTION

Retain 10 years after unconditional sale of property.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after unconditional sale of property and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11405
TITLE: Real property sale files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records necessary or convenient for the use of real property sold, donated, or traded to non-state ownership.

RETENTION

Retain 6 years then transfer to State Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after a deed of sale is recorded and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 14, Item 3.

PRIMARY DESIGNATION

Protected. Until sold

SECONDARY DESIGNATION

Public. After sale


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11406
TITLE: Records of deposits with banks and others
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are bank cashiers' slips showing the amount and date of deposit of monies into municipal accounts.

RETENTION

Retain 4 years.

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 11.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11407
TITLE: Surplus property case files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Case files on sales of surplus personal property (including those transactions deviating from standard procedures), comprising invitations, bids acceptances, lists of materials, evidence of sales, and related correspondence.

RETENTION

Retain 6 years or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 14, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11408
TITLE: Mail control files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, including statistical reports of postage used on outgoing mail and fees paid for private deliveries (special delivery, foreign, registered, certified, and parcel post).

RETENTION

Retain 3 years.

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 4, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11409
TITLE: Telecommunications service agreements
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Copies of agreements with background data and other records relating to agreements for telecommunications services.

RETENTION

Retain 4 years after cancellation of agreement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after expiration or cancellation of agreement and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 4, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11410
TITLE: Telecommunications service files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Telecommunications general files including plans, reports, and other records pertaining to equipment requests, telephone service, and like matter.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 4, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11411
TITLE: Telephone message registers
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Message registers, logs, performance reports, daily load reports, and related or similar records.

RETENTION

Retain 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11412
TITLE: Telephone messages
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Incoming and outgoing telephone messages.

RETENTION

Retain 2 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 4, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11413
TITLE: Contract appeals case files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Case files consisting of notices of appeal and acknowledgments, correspondence between parties, contracts copies, plans, specifications, exhibits, change orders and amendments, transcripts of hearings, documents received from parties concerned, final decisions, and other related records.

RETENTION

Retain 5 years transfer to State Archives.

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 13, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11414
TITLE: Contracts with other utilities
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Retain 6 years after contract expires.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11415
TITLE: Leasing contract files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Building or equipment leases and related records documenting agreements, services, and payments.

RETENTION

Retain 4 years after contract expires.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11416
TITLE: Other contracts and agreements
DATES: undated
ARRANGEMENT: none

DESCRIPTION: These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Retain 6 years after contract expires.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Intermountain Power Agency (Utah)

SERIES: 11417
TITLE: Professional contractual agreement files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Files document the professional contractual agreements between an agency and professional individual or between agencies for temporary services. The files include contract, requisition, purchase order, including correspondence and related records.

RETENTION

Retain 5 years after last payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public