Carbon County School District (Utah)
3736--School land applications register9649--Accounts payable audit
9651--Financial reports
9652--Accounts payable check register
9653--Payroll register
9654--Retirement and distribution report
15317--Withdrawn student records
15318--Personnel records
19028--Transaction summary reports
22054--Payroll posting report
24199--Receipt distribution report
25888--School board minutes
25297--Publications
29529--Policies and procedures
29501--Budget and finance
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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/02/2015
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
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
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Computer output microfiche duplicate: Retain in State Records Center for 1 year and then destroy.
APPRAISAL
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 for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 65 years and then destroy.
Computer output microfiche master: Retain in State Records Center for 65 years and then destroy.
Computer output microfiche duplicate: Retain in Office for 65 years and then destroy.
APPRAISAL
Administrative Fiscal Historical
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
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
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
Permanent. Retain for 75 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Graduation and transcripts, GRS-1506
AUTHORIZED: 05/26/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 30 years and then transfer to State Archives.
Digital image: Retain in Office permanently.
APPRAISAL
Administrative Historical
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until optically scanned and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.
Optical disks: Retain in Office for 65 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA 63G-2-301(1)(b)
Protected. Attorney work product
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
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.
APPRAISAL
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Computer output microfiche master: Retain in State Records Center for 65 years and then destroy.
Computer output microfiche duplicate: Retain in Office for 65 years and then destroy.
APPRAISAL
Administrative Historical
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
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
PRIMARY DESIGNATION
Public
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 06/18/2013
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
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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 01/05/2004
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
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: 29529
TITLE: Policies and procedures
DATES: 2017-
ARRANGEMENT: none
DESCRIPTION: These files contain records related to the issuance of policies and procedures and document their formulation. Includes narrative or statistical reports and studies regarding district or office operations, and related correspondence.
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
APPRAISAL
Administrative Fiscal Legal
AGENCY: Carbon County School District (Utah)
SERIES: 29501
TITLE: Budget and finance
DATES: 2017-
ARRANGEMENT: chronological
DESCRIPTION: The tentative budget is prepared by the superintendent and filed with the school board prior to June 1. "Prior to June 22 of each year, each local school board shall adopt a budget and make appropriations for the next fiscal year" (Utah Code 53A-19-102 (1995). According to Utah Code 53A-19-101(1995), "the budget and its supporting documents are required to include: the revenues and expenditures of the current fiscal year, estimate of revenues for the succeeding fiscal based upon the lowest tax levy that will raise the required revenue, using the current year's taxable value as the basis for this calculation; and a detailed estimate of the essential expenditures for the purposes for the succeeding fiscal year." The school board is required to file a copy of the adopted budget with the state auditor and the State Board of Education.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
APPRAISAL
Administrative Fiscal