Utah Department of Administrative Services

Division of Archives & Records Service

South Utah Valley Solid Waste District (Utah)

13252--Accounts payable
13253--Accounts receivable
13254--Accounts receivable invoices
13255--Audit reports
13256--Personnel files
13258--Individual authorized allotments files
13259--Income tax files
13261--Deductions and other earnings register
13262--Time and attendance report files
13263--Employment applications
13264--Agenda
13265--Annual reports
13266--Minutes
13267--Policies and procedures
13268--Notary bonds
13269--Annual budget
13270--Budget message
13271--Budget reports
13272--Tentative budget
13273--Fixed asset files
13274--Solicited and unsolicited bids and proposal files
13275--Vendor list
13276--Insurance policy files
13277--Resolutions
13278--Contracts and agreements files

AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13252
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: South Utah Valley Solid Waste District (Utah)

SERIES: 13253
TITLE: Accounts receivable
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13254
TITLE: Accounts receivable invoices
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are invoices billing non-municipal 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

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

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13255
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: South Utah Valley Solid Waste District (Utah)

SERIES: 13256
TITLE: Personnel files
DATES:
ARRANGEMENT: Alphabetical

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

Public. UCA 63G-2-301


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13258
TITLE: Individual authorized allotments files
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document the authorization for deductions made for U.S. Savings Bonds and other authorizations.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded or 3 yrs. after separation and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13259
TITLE: Income tax files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are Internal Revenue Service forms including the W-4 and W-2 and reports of withheld federal taxes such as IRS Form W-3 with related to income and social security taxes.

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


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13261
TITLE: Deductions and other earnings register
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13262
TITLE: Time and attendance report files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are a record of hours worked, sick leave, vacation, and overtime, and holidays earned and taen 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

Private. UCA 63G-2-302


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13263
TITLE: Employment applications
DATES:
ARRANGEMENT: Alphabetical

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13264
TITLE: Agenda
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are copies of notices of regular and special meetings of the city council and other pertinent committees. They may include date, time, location of meeting, list of items to be discussed by committee members at regular, special, and emergency public meetings.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13265
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: South Utah Valley Solid Waste District (Utah)

SERIES: 13266
TITLE: Minutes
DATES:
ARRANGEMENT: Chronological

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

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

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

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

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13267
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: South Utah Valley Solid Waste District (Utah)

SERIES: 13268
TITLE: Notary bonds
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These $5,000 bonds are required to be filed with and approved by the State Division of Corporations and Commercial Code for a term of four years (UCA 46-1-4).

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 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (Application form)


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13269
TITLE: Annual budget
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

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: South Utah Valley Solid Waste District (Utah)

SERIES: 13270
TITLE: Budget message
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This message accompanies the tentative budget and is submitted by the budget officer to the governing body and explains the budget, contains an outline of the proposed financial policies of the municipality for the budget year, and describes the important features of the budgetary plan (UCA 10-6-11(b)).

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 6.

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13271
TITLE: Budget reports
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13272
TITLE: Tentative budget
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: On forms prepared by the state auditor, the budget officer prepares a tentative budget and files it with the governing body for the ensuing year for each fund for which a budget is required on or before the first regularly scheduled meeting in May (UCA 10-6-111).

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: South Utah Valley Solid Waste District (Utah)

SERIES: 13273
TITLE: Fixed asset files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.

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 4, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13274
TITLE: Solicited and unsolicited bids and proposal files
DATES:
ARRANGEMENT: Alphabetical

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 5 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Protected. UCA 63G-2-305


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13275
TITLE: Vendor list
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: A list of vendors providing goods and services to municipality. Usually includes name of vendors, addresses, phone numbers, description of goods or services provided.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13276
TITLE: Insurance policy files
DATES:
ARRANGEMENT: Alphabetical

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13277
TITLE: Resolutions
DATES:
ARRANGEMENT: Chronological

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

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 18, Item 22.

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

PRIMARY DESIGNATION

Public


AGENCY: South Utah Valley Solid Waste District (Utah)

SERIES: 13278
TITLE: Contracts and agreements files
DATES:
ARRANGEMENT: Alphabetical

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