Utah Department of Administrative Services

Division of Archives & Records Service

Uintah Mosquito Abatement District (Utah)

12707--Fuel records
12708--Vehicle maintenance records
12709--Vehicle registration certificates
12710--Time and attendance report files
12711--Employee earnings history record file
12712--Income tax files
12713--Payroll files
12714--Retirement records
12715--Workers' compensation claim files
12716--Employment applications
12717--Employee performance files
12718--Grievance and disciplinary files
12719--Personnel files
12720--Training records
12721--Solicited and unsolicited bids and proposal files
12722--Vendor list
12723--Insurance policy files
12724--Insurance reports
12725--Contracts and agreements files
12727--Administrative information or subject files
12728--Snow survey and water supply records
12729--Field technicians daily reports
12730--Aerial spray reports
12731--Encephalitis surveillance reports
12732--Mosquito control request files
12733--Light trap reports
12734--Larvae count records
12735--Drainage and easement records
12736--OSHA survey reports
12737--Field/operational data maps
12738--Pesticide inventory records
12739--Employment acknowledgment files - personnel files
12617--Agenda
12618--Annual reports
12619--Policy and program development records
12620--General administrative records
12621--Mailing lists
12622--Minutes
12623--Policies and procedures
12624--Public relations files
12676--Publications
12677--Reading or chronological files
12678--Schedules of daily activities
12679--Technical reference files
12680--Employee bonds
12681--Fidelity bonds
12682--Annual budget
12683--Budget reports
12684--Tentative budget
12685--Annual fixed asset report
12686--Fixed asset files
12687--Accounts payable
12688--Annual financial report
12689--Audit reports
12690--Bank statements
12691--Check copy file
12692--Check register
12693--Deposit slips
12694--General ledgers
12696--Receipt books
12698--State treasurer's accounting statements
12699--Telephone bills
12700--Travel reimbursement files
12701--Travel reimbursement requests
12702--Warrant/check
12703--Warrant registers
12704--Buildings and grounds maintenance logs
12705--Daily work logs
12706--Equipment maintenance and repair records

AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12707
TITLE: Fuel records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by 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: Uintah Mosquito Abatement District (Utah)

SERIES: 12708
TITLE: Vehicle maintenance records
DATES:
ARRANGEMENT: Chronological there under by vehicle number

DESCRIPTION: This is a daily record of maintenance on all department vehicles. It is used to provide a maintenance history of all department vehicles. It includes work order numbers, dates, maintenance performed, mileage of vehicle, type of problem, name of driver, and action taken.

RETENTION

Retain 1 year

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12709
TITLE: Vehicle registration certificates
DATES:
ARRANGEMENT: Numerical

DESCRIPTION: These registration forms document municipal ownership of vehicle.

RETENTION

Retain until vehicle transferred or destroyed

DISPOSITION

transfer with vehicle.

FORMAT MANAGEMENT

Paper: Retain in Office until vehicle transferred or sold 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: Uintah Mosquito Abatement District (Utah)

SERIES: 12710
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

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12711
TITLE: Employee earnings history record file
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These cumulative records contain information on individual earnings and municipal service.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until separation and then place in personnel file and transfer to Agency Record Center. Retain in Agency Record Center for 65 years after hire date or until death or retirement and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12712
TITLE: Income tax files
DATES:
ARRANGEMENT: Alphabetical

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

SECONDARY DESIGNATION

Public. UCA 63G-2-301


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12713
TITLE: Payroll files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These copies contain memoranda, copies of payrolls, checklists, and related certification sheets.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy provided earning history file is transferred to personnel file.

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


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12714
TITLE: Retirement records
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These records are control documents relating to retirement. They include reports and registers.

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

Private. UCA 63G-2-302

SECONDARY DESIGNATION

Public. UCA 63G-2-301


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12715
TITLE: Workers' compensation claim files
DATES:
ARRANGEMENT: Alphabetical

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

SECONDARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12716
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12717
TITLE: Employee performance files
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document the performance of exempt employees. They may include performance records supserseded through an administrative, judicial, or quasi-judicial procedure; performance appraisals along with job elements and standards upon which they are based; and supporting documentation.

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 9, Item 27.

PRIMARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12718
TITLE: Grievance and disciplinary files
DATES:
ARRANGEMENT: Alphabetical

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12719
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


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12720
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12721
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 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: Uintah Mosquito Abatement District (Utah)

SERIES: 12722
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12723
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

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12724
TITLE: Insurance reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These reports are used for the reference and generation of claims 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


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12725
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


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12727
TITLE: Administrative information or subject files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are duplicated 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 and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12728
TITLE: Snow survey and water supply records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are duplicated 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 and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12729
TITLE: Field technicians daily reports
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This is a record of compilation of mosquito breeding sources and daily work performed by the field technicians. It includes topographic maps and data collected by field technicians.

RETENTION

Retain 5 years after project completion

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12730
TITLE: Aerial spray reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is a record of compilation of mosquito breeding sources and daily work performed by the aerial field technicians. It includes topographic maps and data collected by field technicians.

RETENTION

Retain 5 years after project completion.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12731
TITLE: Encephalitis surveillance reports
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This report is used by the Utah State Health Department to verify if there is any danger of an occurrence of encephalitis in certain areas of the state. Chickens are raised in certain areas of the district, blood is drawn periodically from these birds for testing. These tests are conducted by the mosquito abatement districts. It includes type of tests, flock, draw number, draw date, report date, and bird number.

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 1, Item 46.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12732
TITLE: Mosquito control request files
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: This is a file used to document requests or complaints made by citizens for mosquito/vector control services. If complaints are justifiable, adequate spraying will be provided. Includes name, address, telephone number and nature of service requested or type of complaint made.

RETENTION

Retain 2 years or until resolution of any litigation, whichever occurs last.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until resolution of litigation, whichever occurs last and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12733
TITLE: Light trap reports
DATES: undated
ARRANGEMENT: Chronological

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

Retain 3 years after final report.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of final report and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12734
TITLE: Larvae count records
DATES:
ARRANGEMENT: Chronological

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 and larvae counted.

RETENTION

Retain 3 years after date of final report.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of final report.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12735
TITLE: Drainage and easement records
DATES:
ARRANGEMENT: Alphabetical

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12736
TITLE: OSHA survey reports
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: Each year a municipal agency may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might also be used as evidence in defense of a claim.

RETENTION

Retain 12 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12737
TITLE: Field/operational data maps
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: These are used by the mosquito abatement district to plot the areas of investigation and abatement control. 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

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12738
TITLE: Pesticide inventory records
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: These inventories are listings of equipment, supplies, and other items owned or administered by municipality.

RETENTION

Retain 1 year after being reconciled with subsequent inventory records.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12739
TITLE: Employment acknowledgment files - personnel files
DATES: undated
ARRANGEMENT: Alphabetical

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 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12617
TITLE: Agenda
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: They are notices of date, time, locations of meeting and items to be discussed by committee members at regularly scheduled, special, and emergency public meetings.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12618
TITLE: Annual reports
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12619
TITLE: Policy and program development records
DATES:
ARRANGEMENT: Chronological

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

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12620
TITLE: General administrative records
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12621
TITLE: Mailing lists
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 0 years or until superseded and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12622
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12623
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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12624
TITLE: Public relations files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files include speeches, addresses, comments, and remarks made at formal municipal ceremonies by elected municipality officials. The format may be paper, videotape, motion picture, or tape recording.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12676
TITLE: Publications
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar materials 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. The State Archives should receive one copy of all municipal publications.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12677
TITLE: Reading or chronological files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are duplicated 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 and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12678
TITLE: Schedules of daily activities
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of municipal employees. These are records containing substantive information relating to the official activities of the mayor and other high-level city officials, the substance of which has not been incorporated into memoranda, reports, correspondence, or other records included in the official files.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12679
TITLE: Technical reference files
DATES:
ARRANGEMENT: Chronological

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until no further reference value and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12680
TITLE: Employee bonds
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is a blanket bond for "the elected officials of each municipality and the treasurer of cities of first and second class" to guarantee "honest and faithful performance". Bonds are placed at such amounts as may be determined by the governing board (UCA 10-3-819).

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 7.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12681
TITLE: Fidelity bonds
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of treasurer. 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).

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12682
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 Permanent.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12683
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12684
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12685
TITLE: Annual fixed asset report
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are worksheets for annual reports listing totals of all fixed assets, purchases, and disposition.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12686
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12687
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12688
TITLE: Annual financial report
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12689
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12690
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12691
TITLE: Check copy file
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is a carbon copy or photocopy of checks issued and maintained solely as a quick reference source.

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 8.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12692
TITLE: Check register
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This is a multi-columnar record with chronologically arranged entries of checks. Usually includes check number and amount of deposits per each account.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12693
TITLE: Deposit slips
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are bank cashiers' slips showing 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: Uintah Mosquito Abatement District (Utah)

SERIES: 12694
TITLE: General ledgers
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are a summary of receipts and disbursements by account and fund. 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: Uintah Mosquito Abatement District (Utah)

SERIES: 12696
TITLE: Receipt books
DATES:
ARRANGEMENT: Chronological

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

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 16.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12698
TITLE: State treasurer's accounting statements
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are monthly reports of monies deposited with and invested by the State Treasurer under the State Money Management act of 1974 (UCA 51-7). These statements are required by law (UCA 51-7-9). 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: Uintah Mosquito Abatement District (Utah)

SERIES: 12699
TITLE: Telephone bills
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are the actual bills for telephone service and long distance toll charges.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12700
TITLE: Travel reimbursement files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain records relating to the reimbursement of employees for for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting paper documenting official travel by officers, employees, dependents, or others authorized by law to travel.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12701
TITLE: Travel reimbursement requests
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: Uintah Mosquito Abatement District (Utah)

SERIES: 12702
TITLE: Warrant/check
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: The actual warrant or check cut from a warrant request.

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 29.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12703
TITLE: Warrant registers
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: A numerical listing of check numbers of all checks issued by department. Shows vendor number, name, date of payment, invoice number and/or purchase number, account debit, description of expenditure, and amount.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12704
TITLE: Buildings and grounds maintenance logs
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: This log records all repairs made to municipal buildings and grounds. It is used to verify that repairs were made.

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 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Mosquito Abatement District (Utah)

SERIES: 12705
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 signature of crew chief.

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: Uintah Mosquito Abatement District (Utah)

SERIES: 12706
TITLE: Equipment maintenance and repair records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are records of service repair and maintenance of municipality 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