Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City Mosquito Abatement District (Utah)

26146--Manager's workbook
26147--Time sheets
26159--Spray sheets
26160--Service requests
26201--Workers' Compensation Claim Forms
26202--Insurance policy files
26203--Airport security badges
26204--Income tax exemption and withholding files
26205--Contract purchasing records
26206--Surplus property case files
26207--Unsuccessful bids and proposal files
26208--Successful bid proposals
26209--Vehicle regristration certificates
26210--Vehicle maintenance records
26211--Employment eligibility records
26212--Income tax exeptions & withholding
26213--Employee performance-related records
26214--Equipment inventory
26215--Composite spray maps
26216--Check copy files
26217--Check registers
26218--General ledgers
26219--Deposit slips
26220--Checkbook stubs
26221--State treasurer's accounting statements
26222--State treasurer's deposit
26223--Accounts payable
26224--Accounts receivable
26225--Accounts receivable invoices
26226--Larval collections
26227--Bank deposits
26228--Bank statements
26252--Audio recordings of meeting
24920--Annual report

AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26146
TITLE: Manager's workbook
DATES: 1983-
ARRANGEMENT: Chronological by year.

DESCRIPTION: The purpose for this data is for reference this is also how the record series is used. This series contains draft minutes, financial statement, board meeting handouts, manager's report, table of deposit and withdrawals, table of tax revenue, yearly tax settlement, legal notices.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 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: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26147
TITLE: Time sheets
DATES: 1960-
ARRANGEMENT: Chronological by year.

DESCRIPTION: This record series purpose is to reflect time worked and leave taken (sick and vacation). It is used as a reference source for time worked and leave taken (sick and vac.)

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 8, Item 14.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26159
TITLE: Spray sheets
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These records are used to control work flow and to record routine actions. Includes job control records, status cards, routing slips, work processing sheets, correspondence forms, and receipts for records charged-out.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26160
TITLE: Service requests
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: This log records incoming documents that require distribution or action. Includes date received, description of record, action and date taken.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 32.


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26201
TITLE: Workers' Compensation Claim Forms
DATES: 1966-
ARRANGEMENT: chronological by year

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

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26202
TITLE: Insurance policy files
DATES: 1966-
ARRANGEMENT: Chronological by year

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 settlement of all claims and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26203
TITLE: Airport security badges
DATES: 1966-
ARRANGEMENT: Chronological by year

DESCRIPTION: These files contain permits and certifications from the Federal Aviation Administration (FAA) or other state and federal agencies and other reports, correspondence, or other documentation bearing directly on the application for the issuance or the renewal of the permit or certification.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26204
TITLE: Income tax exemption and withholding files
DATES: 1966-
ARRANGEMENT: Chronological by year

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 after form is superseded or until termination of employee and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26205
TITLE: Contract purchasing records
DATES: 1966-
ARRANGEMENT: chronological by year

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26206
TITLE: Surplus property case files
DATES: 1966-
ARRANGEMENT: Chronological by year

DESCRIPTION: These files document the sale of surplus municipal property. Includes invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26207
TITLE: Unsuccessful bids and proposal files
DATES: 1966-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.

RETENTION

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 10, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26208
TITLE: Successful bid proposals
DATES: 1966-
ARRANGEMENT: Chronological by year

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

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26209
TITLE: Vehicle regristration certificates
DATES: 1966-
ARRANGEMENT: Chronological by year

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until vehicle is transferred or sold and provided then transfer with vehicle..

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26210
TITLE: Vehicle maintenance records
DATES: 1966-
ARRANGEMENT: chronological by year

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

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26211
TITLE: Employment eligibility records
DATES: 1966-
ARRANGEMENT: Chronological by year

DESCRIPTION: This form is required by the U.S. Immigration and Naturalization Service to be completed by all employers when hiring, when recruiting for a fee, or when continuing to employ individuals in accordance with 8 CFR 274a.2 (1993)). It is used to verify the prospective employee is a U.S. citizen, resident alien, or legal immigrant eligible to be hired in the United States.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of hire or until 1 year after date employment is terminated and then destroy provided whichever is longer.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 34.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26212
TITLE: Income tax exeptions & withholding
DATES: 1970-
ARRANGEMENT: Alphabetically by name

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 after form is superseded or termination of employee and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26213
TITLE: Employee performance-related records
DATES: 1980-
ARRANGEMENT: Alphabetically 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

Administrative Fiscal

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


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26214
TITLE: Equipment inventory
DATES: 1960-
ARRANGEMENT: Chronological by year

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

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26215
TITLE: Composite spray maps
DATES: 1969-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are drawings and blueprints of engineering "as-built" projects. They are used by the public and city personnel to establish existing information for all city locations. They include drawings of street construction, sidewalks, storm drains, waterlines, reservoirs, public facilities, and other city building projects, providing date, legend, city title, scale and actual drawings.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26216
TITLE: Check copy files
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are facsimile or photocopies of checks issued and are maintained solely as a quick reference source. If documentation is attached see Accounts payable.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26217
TITLE: Check registers
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26218
TITLE: General ledgers
DATES: 1960-
ARRANGEMENT: Chronological by year

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

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26219
TITLE: Deposit slips
DATES: 1960-
ARRANGEMENT: Chronological year

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

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26220
TITLE: Checkbook stubs
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are stubs from which checks or warrants have been removed upon issuance. They are used as a record of verification of disbursements of municipal funds. Includes check number, name of payee, amount, purpose, date drawn, and signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 32.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26221
TITLE: State treasurer's accounting statements
DATES: 1960-
ARRANGEMENT: Chronological by years

DESCRIPTION: These are quarterly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (1997)). These statements are required by law (UCA 51-7-9 (1997)). 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

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26222
TITLE: State treasurer's deposit
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are multi-copy deposit forms which accompany agency deposits to the State Treasurer's Office. These records also serve as a receipt of deposit.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 35.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26223
TITLE: Accounts payable
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26224
TITLE: Accounts receivable
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These records consist of copies of accounts receivables prepared by special districts to collect amounts owed by vendors, organizations, and citizens having accounts with district agencies (UCA 70A-2-725, 17A-1-406 1991).

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26225
TITLE: Accounts receivable invoices
DATES: 1960-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are invoices billing non-district agencies or institutions for supplies, services or repairs provided by an agency.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26226
TITLE: Larval collections
DATES: 1985-
ARRANGEMENT: Chronological by yeaar

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 until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until annual review and then destroy provided no longer needed for reference.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26227
TITLE: Bank deposits
DATES: 1960-
ARRANGEMENT: Chronological by year

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

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26228
TITLE: Bank statements
DATES: 1960-
ARRANGEMENT: Chronological by year

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, 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

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 26252
TITLE: Audio recordings of meeting
DATES: 2006-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are the tape recordings of the proceedings of regularly scheduled, special and emergency municipal meetings. They are used to create the official minutes. UCA 52-4-7 requires that "written minutes shall be kept of all open meetings" and that they "shall be available within a reasonable time after the meeting." UCA 52-4-7.5(2)(a) (1997) requires that "if a public body closes a meeting . . . for any other purpose than to discuss the deployment of security personnel, devices, or systems, the public body shall either tape record the closed portion of the meeting or keep detailed written minutes that disclose the content of the closed portions of the meeting."

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 1 year after approval of official minutes and then erase provided resolution of any related litigation..

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 45.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City Mosquito Abatement District (Utah)

SERIES: 24920
TITLE: Annual report
DATES: 1930-
ARRANGEMENT: Chronological by year

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

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

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

Publications which document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public