Utah Department of Administrative Services

Division of Archives & Records Service

Carbon County School District (Utah)

19028--Transaction summary reports
22054--Payroll posting report
24199--Receipt distribution report
15317--Withdrawn student records
15318--Personnel records
25888--School board minutes
25297--Publications
3736--School land applications register
9649--Accounts payable audit
9651--Financial reports
9652--Accounts payable check register
9653--Payroll register
9654--Retirement and distribution report

AGENCY: Carbon County School District (Utah)

SERIES: 19028
TITLE: Transaction summary reports
DATES: 1990-
ARRANGEMENT:

DESCRIPTION: This monthly computer report lists all the district's financial transactions. It provides year-to-date detail information for all individual postings for the general ledger. It includes date, item description, transaction type, posting date, purchase order or receipt number, check number, encumbrance, debit or credit, account balance, and vendor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 24.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 22054
TITLE: Payroll posting report
DATES: 1999-
ARRANGEMENT: Chronological, thereunder alphabetical by name

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. 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 58 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 58 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 58 years and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.

Disposition based on value of historical records of payroll for one year.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Carbon County School District (Utah)

SERIES: 24199
TITLE: Receipt distribution report
DATES: 1999-
ARRANGEMENT: Numerical by receipt number
ANNUAL ACCUMULATION: 1.00 fiche.

DESCRIPTION: This is a monthly computer report of all cash receipts issued by the district. It includes receipt number, date of receipt, account number, description of account, source of funds, amount of receipt, and totals.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 15317
TITLE: Withdrawn student records
DATES: 1927-
ARRANGEMENT: Alphabetical by student surname, thereunder chronological by date of birth.

DESCRIPTION: These are student cumulative files for students where records were neither transferred nor the student graduated. They were used to document the student's attendence. They contain the copies of achievement test scores, the official transcript, copies of report cards, health records, and immunization cards. The student may have dropped out of school and will later return.

RETENTION

Retain 75 years

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 75 years and then transfer to State Archives.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 17.

These records need to be maintained permanently because they include the official transcript which proof that an individual attended school.

PRIMARY DESIGNATION

Exempt. 34 CFR 99


AGENCY: Carbon County School District (Utah)

SERIES: 15318
TITLE: Personnel records
DATES: ca. 1950-
ARRANGEMENT: Alphabetical by surname, thereunder numerical by social security number

DESCRIPTION: These are the personnel files for all classified district employees. They are used to document employment. The files usually contain the employment applications, authorization for hire forms, employee history card, pay and leave history, work performance and evaluation records, reassignment of personnel forms, termination forms and related correspondence. May also include fingerprint records and verification of a criminal background check.

RETENTION

Retain 53 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until optically scanned and then transfer to State Records Center. Retain in State Records Center for 53 years and then destroy.

Optical disks: Retain in Office for 53 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 2.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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

Protected. Attorney work product


AGENCY: Carbon County School District (Utah)

SERIES: 25888
TITLE: School board minutes
DATES: 1917-
ARRANGEMENT: Chronological by meeting date

DESCRIPTION: These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently.

Microfilm duplicate: Retain in Regional Repository permanently.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 25297
TITLE: Publications
DATES: 1930-
ARRANGEMENT: Chronological by year.

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

Disposition based on the value of these records in documenting agency achievements, policies, procedures, and function.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 3736
TITLE: School land applications register
DATES: 1894-
ARRANGEMENT: Alphanumerical

DESCRIPTION: Minutes of open and closed committee and board meetings as required by UCA 52-4-203 (2014), et seq. "Written minutes shall be kept of all open meetings" UCA 52-4-203 (2013). May include agenda, meeting minutes, transcripts, and other supporting documentation.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 51.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 9649
TITLE: Accounts payable audit
DATES: 1989-
ARRANGEMENT: Numerical by program or location code

DESCRIPTION: This report documents account payable. The report shows item description, transaction type, date posted, and check number.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 9651
TITLE: Financial reports
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: This monthly budget report is prepared by the business administrator for the school board in accordance with UCA 53A-19-108 (1995). The report includes amounts of all budget appropriations, disbursements from the appropriation, and percentage of disbursement, and reporting date. The report usually becomes part of the School Board Minutes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche duplicate: Retain in State Records Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 3, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 9652
TITLE: Accounts payable check register
DATES: 1989-
ARRANGEMENT: Numerical by check number

DESCRIPTION: This is a check Payment Register for the Carbon School District it shows the check number, vendor number, Name Description, Invoice and the amount of the check.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years or until microfilmed and then destroy provided microfilm has passed inspection.

Computer output microfiche master: Retain in State Records Center for 7 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 31.

PRIMARY DESIGNATION

Public


AGENCY: Carbon County School District (Utah)

SERIES: 9653
TITLE: Payroll register
DATES: 1989-
ARRANGEMENT: Numerical by social security number

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. 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 58 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 58 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 58 years and then destroy.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.

These records document payroll history for the Carbon County School District.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Carbon County School District (Utah)

SERIES: 9654
TITLE: Retirement and distribution report
DATES: 1989-
ARRANGEMENT: Numerical by social security number

DESCRIPTION: This is a monthly report submitted to State Retirement on amounts contributed to retirement system. It is used for verification purposes. The Office of Education sends monthly the information on magnetic tape to State Retirement and prints a paper copy for the school district, later the Retirement Office sends the district worksheets to check data. Includes social security number, member name, fund agency, period covered, amount contributed, earnings, and amounts employee and employer paid.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 22.

PRIMARY DESIGNATION

Private