Utah Department of Administrative Services

Division of Archives & Records Service

Jordan Valley Water Conservancy District (Utah)

17875--Water rate studies/updates
17876--Meter deposit records
17877--Automobile accident reports
17878--Construction requests for proposals
17879--Occupational Safety and Health Administration/Industrial Commission investigative files
21971--Section 125 cafeteria plan requests
24101--Board minutes
24102--Accounts payable
24132--Compliance Review (newsletter)
24133--Summary of Operations reports
24134--Water Clarifier (newsletter)
24135--Quarterly update reports
24136--Audit reports
15775--Property tax notices
24506--Position survey files
24507--Personnel files
24509--Notice of appointment
24510--Policies and procedures manual
24511--Census information
24512--Employment applications
24514--Employee communication file
24515--Wage survey files
24516--Employment application (hired)
24517--Employment application (not hired)
24518--Retirement records
24519--Income tax files
24520--Garnishment records
24521--Time sheets
24522--Grievance and Disciplinary files
24523--Equal employment opportunity(EEO) compliance case files
24525--Personal injury files
24526--Payroll register
24527--Employment eligibility records (I-9)
24528--Routine control files
24529--Reading or chronological files
24530--Publications
24531--Public relations files
24533--Mailing lists
24538--Board packets
24539--Notice of open positions
24540--General housekeeping files
24541--Litigation files
24542--Routine control files
24543--Information technology feasibility studies

AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 17875
TITLE: Water rate studies/updates
DATES: 1982-
ARRANGEMENT: Chronological by date of update study completion

DESCRIPTION: These studies and/or updates document the water rate setting process and the annual updates to that process. They are used as a statistical barometer in determining water rates. The studies include information concerning historical and forecasted water deliveries, budgeted operation and maintenance costs and other pertinent information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 17876
TITLE: Meter deposit records
DATES: 1951-
ARRANGEMENT: Numerical by account number order, thereunder chronological by deposit date

DESCRIPTION: These are records of refundable deposits made at the time customers sign up for water service. They are used to help the district in collection of delinquent accounts and to protect the district when a customer moves out with a balance owing for water service. They include account number, name of depositor, telephone number, receipt and/or check reference, date deposited, amount deposited, and refunded amount (if any).

RETENTION

Retain until account is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until account is closed and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative needs expressed by the agency for the purpose of conducting audits.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(d) (2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 17877
TITLE: Automobile accident reports
DATES: 1951-
ARRANGEMENT: Alphabetical by driver's name

DESCRIPTION: These are automobile accident reports, officer's reports, and damage estimates. They are used to settle automobile accidents, caused or experienced by district employees. Included are police reports, witness reports, victim's reports, insurance information, diagrams of accident sequence, and photographs.

RETENTION

Retain for 4 years or until injured minor reaches age of majority.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years or until injured minor reaches age of majority and then destroy.

APPRAISAL

Fiscal

This disposition is based on the fiscal need of the agency for the purpose of conducting audits.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(15)(16)(17)(23)(2008) District 4.4(12)(14)(17)(2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 17878
TITLE: Construction requests for proposals
DATES: 1982-
ARRANGEMENT: Chronological by project

DESCRIPTION: These are district requests for professional service construction proposals. They are usually published as a public notice in a newspaper and/or mailed. Included are letters with accompanying maps and tables, as pertinent to each project.

RETENTION

Retain 5 years after completion of project.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 17879
TITLE: Occupational Safety and Health Administration/Industrial Commission investigative files
DATES: 1951-
ARRANGEMENT: Chronological by date and order of occurrence

DESCRIPTION: These records are Occupational Safety and Health Administration and/or Industrial Commission investigative files. They are used in the investigative process. The files include regulations, citations, investigations and correspondence.

RETENTION

Retain 4 years after resolution of investigation.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on the administrative needs expressed by the agency and the legal requirements of Title 29, Code of Federal Regulation (1992).

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(b)(f) (2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 21971
TITLE: Section 125 cafeteria plan requests
DATES: 1993-
ARRANGEMENT: Chronological by month, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records are used to reimburse employees for child care and medical expenses. This is in accordance with section 125 of the Internal Revenue Code (26 CFR 1.125 (1998)). It contains the employees' identification data the type of care provided, the amount charged, and the amount to be reimbursed. Receipts are attached for payments made. To cover these expenses, employees can elect to have a certain amount of money withheld from their paychecks before taxes.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

The federal code does not specify a retention period.

PRIMARY DESIGNATION

Private


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24101
TITLE: Board minutes
DATES: 1951-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of to Board of Directors. UCA 52-4-7(1) (2001) 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) (2001) 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." Also included are the agenda and backup documentation.

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 Fiscal Historical Legal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Minutes of closed meetings. UCA 63G-2-305(32)(2008).


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24102
TITLE: Accounts payable
DATES: 1951-
ARRANGEMENT: Alphabetical by vendor name
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These records are used to pay district bills. They include copies of checks, invoices, purchase orders, receiving reports and correspondence with vendors. Information includes date of order, date of purchase, names and contact information for vendors, items purchased, amounts paid, number of check issued and account charged.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24132
TITLE: Compliance Review (newsletter)
DATES: 1994-
ARRANGEMENT: Chronological

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 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 1, Item 21.

This disposition is based on the 1998 Municipal General Retention Schedule, item 1-21.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24133
TITLE: Summary of Operations reports
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

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 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 1, Item 2.

This disposition is based on the 1998 Municipal General Retention Schedule item 1-2.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24134
TITLE: Water Clarifier (newsletter)
DATES: 1994-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are employee newsletters prepared and disseminated in-house for purposes of internal communication. Includes information about district projects, policy changes, trustee appointments or changes, legislative information, security updates, benefit updates, employee anniversaries, introduction of new employees, summarization of employee meetings, etc. This newsletter is usually prepared quarterly, but may be prepared more frequently as needed.

RETENTION

Retain permanently.

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 the 1998 Municipal General Retention Schedule item 1-21.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24135
TITLE: Quarterly update reports
DATES: 1999-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These reports inform the public, legislators, media and member agencies of projects the District is undertaking, update current issues and provide general water situation updates. The reports are disseminated for the purpose of educating the public and others about the means by which the District is meeting its responsibilities. May include information about new pipelines, well houses, treatment plants, water sources and infrastructure seminars, conservation and Demonstration Garden events.

RETENTION

Retain permanently.

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 the 1998 Municipal General Retention Schedule item 1-21.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24136
TITLE: Audit reports
DATES: ca. 1950-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are reports prepared by external auditors examining and verifying the district's financial activities for the past 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 (2001)). 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) (2001)).

RETENTION

Retain permanently.

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 Fiscal Historical Legal

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

This disposition is based on the 1998 Municipal General Retention Schedule item 5-5. 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.


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 15775
TITLE: Property tax notices
DATES: 1951-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This file contains property tax notices that are sent to the agency by the Salt Lake County Treasurer's office. They are used to confirm that all of the district's properties are tax-exempt and to make any corrections as necessary. The previous property owner is notified of taxes due, or other arrangements are made.

RETENTION

Retain until subsequent notice received.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until subsequent notice received and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the recommendation of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24506
TITLE: Position survey files
DATES: ?
ARRANGEMENT: Alphabetical

DESCRIPTION: These are survey reports on various positions prepared by classification specialists determining accuracy of position description, grade, and salary. They may also include periodic reports.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until office is resurveyed, whichever occurs first and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24507
TITLE: Personnel files
DATES: ?
ARRANGEMENT: Chronological

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after date of employment or until 3 years after retirement or death and then transfer to Agency Record Center. Retain in Agency Record Center for 55 years after date of employment or until 3 years after retirement or death.

APPRAISAL

Administrative Legal

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24509
TITLE: Notice of appointment
DATES: ?
ARRANGEMENT: Chronological

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

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until no longer needed if not part of the personnel file and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 30.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24510
TITLE: Policies and procedures manual
DATES: 2002-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department or office participated.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24511
TITLE: Census information
DATES: 1951-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain copies of U.S. Census Bureau forms completed by municipalities on government employment and tax revenues. They are used to compile state and national statistical reports, meet the requirements for Federal Revenue Sharing, and to make financial information available to the public.

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 Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24512
TITLE: Employment applications
DATES: 1955-
ARRANGEMENT: Alphabetical

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 in personnel file

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to personnel file.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24514
TITLE: Employee communication file
DATES: 2002-
ARRANGEMENT: Chronological

DESCRIPTION: This file contains the record copy of materials sent out in informational memos related to medical insurance, benefits, security issues and general District policy issued to employees.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24515
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

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24516
TITLE: Employment application (hired)
DATES: 1955-
ARRANGEMENT: Alphabetical by name

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 in personnel file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until hiring is complete and retain in personal file.

Paper: Retain in Office until transferred to personnel file.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b)(2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24517
TITLE: Employment application (not hired)
DATES: ?
ARRANGEMENT: Alphabetical

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were not hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after application deadline and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24518
TITLE: Retirement records
DATES: ?
ARRANGEMENT: Alphabetical by name

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

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1) (b) (2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24519
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

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after form is superseded or termination of employee and then destroy provided records needed for retirement are transferred to the personnel file.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24520
TITLE: Garnishment records
DATES: ?
ARRANGEMENT: Chronological

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

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 Legal

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA63G-2-301(1)(b)(2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24521
TITLE: Time sheets
DATES: ?
ARRANGEMENT: Chronological

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

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

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA63G-2-302(1)(2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24522
TITLE: Grievance and Disciplinary files
DATES: ?
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files document the review of grievances and appeals raised by municipal employees, except EEO complaints. These case files include witnesses' statements, reports of interviews; and hearings, examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.

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 after case is closed and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private. unsubstantiated

SECONDARY DESIGNATION

Public. UCA63G-2-301(2)(o)(2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24523
TITLE: Equal employment opportunity(EEO) compliance case files
DATES: ?
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document official discrimination complaints received and resolved by the municipality. The files contain complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1613.222 (1992).

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years after resolution of case and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 8.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA63G-2-301(1)(b)(2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24525
TITLE: Personal injury files
DATES: ?
ARRANGEMENT: Chronological

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

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24526
TITLE: Payroll register
DATES: ?
ARRANGEMENT: Chronological

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the district. 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.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 4 years and then destroy provided agency has employee earnings history files, if not retain 58 years.

APPRAISAL

Administrative Fiscal Legal

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

PRIMARY DESIGNATION

Private. UCA63G-2-302(1)(2008)

SECONDARY DESIGNATION

Public. UCA63G-2-301(1)(b)(2008)


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24527
TITLE: Employment eligibility records (I-9)
DATES: ?
ARRANGEMENT: Alphabetical

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

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after date of hire or 1 year after date of termination or until whichever is longer and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24528
TITLE: Routine control files
DATES: ?
ARRANGEMENT: Chronological

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24529
TITLE: Reading or chronological files
DATES: ?
ARRANGEMENT: Chronological
TOTAL VOLUME: 1.00 cubic foot.

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

Retain 3 year

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 22.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24530
TITLE: Publications
DATES: 1958-
ARRANGEMENT: Chronological

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 or until superseded.

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

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 21.

This disposition is based on the value of these records in documenting the achievements, assessments and activities of the conservancy district.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24531
TITLE: Public relations files
DATES: ?
ARRANGEMENT: Chronological

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

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24533
TITLE: Mailing lists
DATES: ?
ARRANGEMENT: Alphabetical

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

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24538
TITLE: Board packets
DATES: 1951-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files contain the packets used to organize the information for the board members and executive staff at the board meeting and become part of the minutes. The files include agendas contracts, agreements, financial information, engineering construction payments, newspaper monthly reports and whatever other information is to be presented at the monthly board meeting.

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.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24539
TITLE: Notice of open positions
DATES: ?
ARRANGEMENT: Chronological

DESCRIPTION: These files contain a listing of all current municipal job openings with job descriptions.

RETENTION

Retain 1 years

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 9, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24540
TITLE: General housekeeping files
DATES: ?
ARRANGEMENT: Chronological

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

RETENTION

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 Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24541
TITLE: Litigation files
DATES: ?
ARRANGEMENT: Chronological

DESCRIPTION: These are case files for significant lawsuits filed by the district and those filed against the district. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, research material, and attorneys' notes.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical Legal

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24542
TITLE: Routine control files
DATES: 1995-
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

Retain until no longer needed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Jordan Valley Water Conservancy District (Utah)

SERIES: 24543
TITLE: Information technology feasibility studies
DATES: 1955-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public