Utah Department of Administrative Services

Division of Archives & Records Service

Risk Management Mutual Association

18641--Warrant requests
18214--Liability claims files
18216--Annual financial reports
18221--Personnel files
18312--Payroll records
18313--Policy and program development records
27199--Workers compensation claims files

AGENCY: Risk Management Mutual Association

SERIES: 18641
TITLE: Warrant requests
DATES: 1988-
ARRANGEMENT: Chronological thereunder numerical by warrant request number

DESCRIPTION: These are requests from municipal agencies to the municipal treasurer or finance director to pay vendors.

RETENTION

Retain for 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 4 years and then destroy.

Microfilm duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 27.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302(1)(f)


AGENCY: Risk Management Mutual Association

SERIES: 18214
TITLE: Liability claims files
DATES: 1985-
ARRANGEMENT: Chronological, thereunder alphabetical by city and by claimant within the city

DESCRIPTION: These are case files of the reporting, investigation and settlement of liability claims against member municipalities. The records include notice of claim forms, investigation reports, release and covenant not to sue, confidential attorney-client documents, and court documents.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after claims have been closed and then microfilm and destroy provided microfilm has passed inspection.

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

Microfilm duplicate: Retain in Office permanently.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on the administrative value of the agency. The records are subject to litigation and are considered vital.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(15)(16)(17)

SECONDARY DESIGNATION

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

Controlled. UCA 63G-2-304(1)


AGENCY: Risk Management Mutual Association

SERIES: 18216
TITLE: Annual financial reports
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are the general financial records of the organization. The records include trial balances, income statements, investment reports, and bank reconciliations.

RETENTION

Retain 5 years after close of fiscal year and then microfilm.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after close of fiscal year or until microfilmed and then destroy provided microfilm has passed inspection.

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

Microfilm duplicate: Retain in Office permanently.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative value of the agency. The records are subject to audits and are considered vital.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(1)(g) and UCA 63G-2-301(2)(e)


AGENCY: Risk Management Mutual Association

SERIES: 18221
TITLE: Personnel files
DATES: 1985-
ARRANGEMENT: Alphabetical by employees last names

DESCRIPTION: These records are the personnel files that relate to the supervision and management of Utah Risk Management Mutual Association employees. The records include applications for employment, employment agreements, performance evaluations, letters of comendation, letters of reprimand, W-2 forms, bonus and payroll information, and letters of termination.

RETENTION

Retain 30 years after separation of employee or until 3 years after retirement whichever is longer.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after separation of employee and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 30 years after separation of employee or until 3 years after retirement whichever is longer and then destroy.

Microfilm duplicate: Retain in Office for 30 years after separation of employee or until 3 years after retirement whichever is longer and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative value of the agency. The records may be subject to litigation purposes and are considered vital.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(b) and UCA 63G-2-302(2)(e)

SECONDARY DESIGNATION

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


AGENCY: Risk Management Mutual Association

SERIES: 18312
TITLE: Payroll records
DATES: 1985-
ARRANGEMENT: Chronological, thereunder alphabetical by employee name

DESCRIPTION: This series consists of payroll information for Utah Risk Management Mutual Association employees. The records include time cards and payroll registers.

RETENTION

Retain 30 years after separation of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 30 years after separation of employee and then destroy.

Microfilm duplicate: Retain in Office for 30 years after separation of employee and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e)

SECONDARY DESIGNATION

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


AGENCY: Risk Management Mutual Association

SERIES: 18313
TITLE: Policy and program development records
DATES: 1985-
ARRANGEMENT: Alphabetical by subject, thereunder chronological by year

DESCRIPTION: This series consists of general information regarding the day to day operations of Utah Risk Management Mutual Association. The records include board meeting agenda packets and minutes, service provider agreements, general correspondence and historical data.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until microfilmed and then destroy provided microfilm has passed inspection.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on the administrative value of the agency. The record is considered somewhat vital.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(1)(e), 63G-2-301(2)(b) and 63G-2-301(3)


AGENCY: Risk Management Mutual Association

SERIES: 27199
TITLE: Workers compensation claims files
DATES: 1993-
ARRANGEMENT: Alphabetical by name of city, thereunder by name of claimant.

DESCRIPTION: This series contains workers' compensation claims for municipality employees insured by URMMA (Utah Risk Management Mutual Association). Records are used to record personal injuries suffered by employees and proscribed medical treatments. Information includes names, addresses, Social Security numbers, medical conditions and prognoses.

RETENTION

Retain 80 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 80 years and then destroy.

Microfilm duplicate: Retain in Office for 80 years and then destroy.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Public