Utah Department of Administrative Services

Division of Archives & Records Service

Magna Mosquito Abatement District (Utah)

12471--Mosquito control request files
12233--Light trap records
12246--Accounts payable
12247--Accounts receivable
12249--Annual budget
12250--Annual financial reports
12251--Annual reports
12252--Annual fixed asset reports
12253--Audit reports
12254--Bank deposit book
12255--Bank statements
12256--Bids and proposal files
12257--Budget information files
12258--Budget reports
12259--Contracts and agreements files
12260--Daily work logs
12261--Deposit slips
12263--Easement files
12264--Employee earnings history record files
12265--Equipment maintenance and repair records
12266--Equipment inventories
12267--Fidelity bonds
12268--Maintenance complaint/request files
12269--Service request files
12270--Field/operational data maps
12271--Fuel records
12272--General ledgers
12273--Income tax files
12274--Insurance deduction files
12275--Insurance policy files
12276--Insurance reports
12277--Investment accounting
12278--Mailing lists
12279--Material safety data sheet files
12281--Minutes
12282--Payroll files
12284--Payroll warrant register
12286--Policies and procedures
12288--Pesticide inventory files
12289--Personal injury files
12290--Personnel files
12291--Publications
12292--Purchase orders
12293--Retirement records
12294--Service exchange contracts
12295--Drainage and easement records
12296--State treasurer's accounting statements
12297--Time and attendance report files
12298--Tentative budget
12299--Training records
12301--Travel reimbursement files
12302--Vehicle assignment records
12303--Vehicle maintenance records
12304--Vehicle registration certificates
12305--Wage survey files
12306--Workers' compensation claim files

AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12471
TITLE: Mosquito control request files
DATES: 1975-
ARRANGEMENT: Chronological

DESCRIPTION: These files document complaints received and how they were responded to by the department (e.g., streets, sanitation, traffic signals). They include name and address of complainant, date received, description of problem, and action taken.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 3.

This disposition is based on the administrative need of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12233
TITLE: Light trap records
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These records are used to document the numbers of mosquitos that are trapped each night in light traps. This information is used to determine if the spraying in the area was adequate, if not spraying will be repeated. Includes date and time, location, truck number, trap number, date, weather conditions, and number of mosquitos trapped.

RETENTION

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 46.

This disposition is based on the administrative need of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12246
TITLE: Accounts payable
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12247
TITLE: Accounts receivable
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12249
TITLE: Annual budget
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: The final annual municipal financial plan approved by the city council for all expenditures of municipality.

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 3, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12250
TITLE: Annual financial reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are statistical reports on the financial affairs of the entire municipality or a specific department. These reports usually include a statement on the value of all municipally owned property, and an accounting of all income and expenditures in relationship to the final budget.

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 4.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12251
TITLE: Annual reports
DATES:
ARRANGEMENT: Chronological

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

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12252
TITLE: Annual fixed asset reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12253
TITLE: Audit reports
DATES:
ARRANGEMENT: Chronological

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

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

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

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12254
TITLE: Bank deposit book
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12255
TITLE: Bank statements
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12256
TITLE: Bids and proposal files
DATES:
ARRANGEMENT: Alphanumerical by vendor name

DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12257
TITLE: Budget information files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files document the adoption of the city's annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.

RETENTION

Retain permanently.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after budget has been adopted and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12258
TITLE: Budget reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are routine budget reports prepared monthly or quarterly. They document the status of city appropriation accounts and apportionment and are only used for reference purposes. The reports are prepared for the council and mayor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12259
TITLE: Contracts and agreements files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12260
TITLE: Daily work logs
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This daily log is maintained by each work crew to verify work completed. This log includes date, work order number, location, job requirements, date completed, equipment used, and initials or crew chief's signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12261
TITLE: Deposit slips
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12263
TITLE: Easement files
DATES:
ARRANGEMENT: Alphanumerical by name

DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

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 18, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12264
TITLE: Employee earnings history record files
DATES:
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files are a cumulative salary history for individual municipal employees. They contain the name and address of each employee, name of department and position, social security number, date of birth, date employed, earnings and deductions by pay period, gross earnings year-to-date, net pay, and check number. These files are considered to be the most important payroll record for retirement purposes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until 56 years after separation or 3 years retirement and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

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


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12265
TITLE: Equipment maintenance and repair records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are records of service repair and maintenance of municipal equipment, including office machines and furniture.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12266
TITLE: Equipment inventories
DATES:
ARRANGEMENT: Alphabetical by name

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12267
TITLE: Fidelity bonds
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of the treasurer. The bond usually covers four years and "may be set by resolution or ordinance in any amount, not less than that established by the state money management council" (UCA 10-3-821 (1977)).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12268
TITLE: Maintenance complaint/request files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain a record of complaints or requests received from the general public concerning municipal parks and recreational facilities. They are used to verify that action was taken to resolve issues. They include date, name, telephone, and address of requesting person; type of request; and comments of foreman handling request.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12269
TITLE: Service request files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are requests for maintenance, service, cleaning, or repair of vehicles, equipment, and buildings, received from any municipal department.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12270
TITLE: Field/operational data maps
DATES: 1965-
ARRANGEMENT: Chronological and by map number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are city maps and plats for surveys and maintenance of city property and facilities. They are used for research purposes by the public, other city departments, and title companies. They include townships and range, rights-of-way, monument markers, lot measurements, street names, centerline measurements, blocks, and subdivision names.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 8.

This disposition is based on administrative need of the agency

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12271
TITLE: Fuel records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by the municipal vehicles.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12272
TITLE: General ledgers
DATES:
ARRANGEMENT: Chronological

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12273
TITLE: Income tax files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain forms for individual employee's exemptions and withholding taxes. Includes withholding tax exemption certificates, such as IRS form W-4 and similar tax exemption forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 6.

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

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


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12274
TITLE: Insurance deduction files
DATES:
ARRANGEMENT: Alphabetical by name

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

RETENTION

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 Municipal General Records Retention Schedule, Schedule 8, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12275
TITLE: Insurance policy files
DATES:
ARRANGEMENT: Alphabetical by name

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12276
TITLE: Insurance reports
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12277
TITLE: Investment accounting
DATES:
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12278
TITLE: Mailing lists
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are lists of names and addresses used for various municipal mailings (billings and other administrative purposes).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12279
TITLE: Material safety data sheet files
DATES: 1988-
ARRANGEMENT: Chronological

DESCRIPTION: These are duplicate copies of all or selected correspondence sent or received. They are used solely as a reading file for the convenience of office personnel.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12281
TITLE: Minutes
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are the official minutes of regular, special, and emergency meetings of municipal committees, boards, and task forces.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

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

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12282
TITLE: Payroll files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain memoranda, copies of payrolls, checklists, and related certification sheets. They also include security copies of documents prepared or used for disbursement, along with supporting documentation. Please refer to Schedule 8, Item #4 "Employee Earnings History Files," if an earning history file/card is not maintained.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy provided earning record is maintained, 30 years if not.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

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


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12284
TITLE: Payroll warrant register
DATES:
ARRANGEMENT: Chronological

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy provided agency has individual earning records, if not 58.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

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


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12286
TITLE: Policies and procedures
DATES:
ARRANGEMENT: Chronological

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

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12288
TITLE: Pesticide inventory files
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12289
TITLE: Personal injury files
DATES:
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files contain forms, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies filed in the Personnel files and those submitted to the Utah Industrial Commission.

RETENTION

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 9, Item 11.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12290
TITLE: Personnel files
DATES:
ARRANGEMENT: Alphabetical by name

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

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


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12291
TITLE: Publications
DATES:
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the municipality or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published.

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 21.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12292
TITLE: Purchase orders
DATES:
ARRANGEMENT: Numerical

DESCRIPTION: These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12293
TITLE: Retirement records
DATES:
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are reports and register control documents relating to an employee's retirement.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12294
TITLE: Service exchange contracts
DATES:
ARRANGEMENT: Alphabetical by vendor name

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products, and also agreements between districts for services. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12295
TITLE: Drainage and easement records
DATES: 1972-
ARRANGEMENT: Alphabetical by property owners name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

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 18, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Signature of property owner


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12296
TITLE: State treasurer's accounting statements
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are quarterly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (2010)). These statements are required by law (UCA 51-7-9 (1984)). They include a deposit form, an account statement and an investment credit notice.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12297
TITLE: Time and attendance report files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12298
TITLE: Tentative budget
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain tentative budget requests. "On or before the first regularly scheduled meeting of the governing body in May of each year, the budget officer shall prepare for the ensuing year, on forms provided by the state auditor, and file with the governing body, a tentative budget for each fund for which a budget is required" (UCA 10-6-111(1) (2010)).

RETENTION

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 3, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12299
TITLE: Training records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are records of teaching aids which include manuals, syllabi, textbooks, and other training aids developed by the agency.

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 9, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12301
TITLE: Travel reimbursement files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files document requests made by travelers for reimbursements of out of pocket expenses.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12302
TITLE: Vehicle assignment records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are assignment logs, reports, authorizations, and similar records relating to the assignment and use of vehicles by municipal employees or officials.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12303
TITLE: Vehicle maintenance records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are daily maintenance records on all municipal vehicles. They are used to provide a maintenance history and include work order number, dates, maintenance performed, mileage of vehicle, problem type, driver's name, and action taken.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposition of vehicle and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12304
TITLE: Vehicle registration certificates
DATES:
ARRANGEMENT: Numerical by vehicle number

DESCRIPTION: These motor vehicle registration forms document municipal ownership of vehicle.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12305
TITLE: Wage survey files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain 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 development of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until completion of second succeeding wage survey and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Magna Mosquito Abatement District (Utah)

SERIES: 12306
TITLE: Workers' compensation claim files
DATES:
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are files containing claims for on-the-job injuries or job related disabilities under the Workers' Compensation Act (Title 34, Chapter 9). A report is filed with the Utah Industrial Commission.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Private. UCA 63G-2-302