Utah Department of Administrative Services

Division of Archives & Records Service

Utah Statehood Centennial Commission

18611--Officially licensed centennial products
18618--Audio-visual materials
19514--Posters
14610--Grants case files
14611--Rejected grant applications
14613--Rejected licensing applications
14614--Grants activity log
14941--Petty cash records
14942--Travel reimbursement files
14943--Warrant requests
14944--Interdepartmental transfer requests

AGENCY: Utah Statehood Centennial Commission

SERIES: 18611
TITLE: Officially licensed centennial products
DATES: 1993-1996
ARRANGEMENT: Chronological
TOTAL VOLUME: 1.00 cubic foot.

DESCRIPTION: These records establish which products would be officially licensed to bear the centennial logo. The marketing committee of the commission reviewed the applications. Information includes application, contract, royalties tracked, licensing fees paid, photos, catalog information and preparatory work to produce the catalog.

RETENTION

Retain until end of centennial year.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until end of centennial year and then transfer to State Archives with authority to weed.

APPRAISAL


AGENCY: Utah Statehood Centennial Commission

SERIES: 18618
TITLE: Audio-visual materials
DATES: 1996-1997
ARRANGEMENT: None
TOTAL VOLUME: 4.00 cubic feet.

DESCRIPTION: Videos, cassette tapes, and compact discs, including radio and television spots, a promotional video distributed to all schools and agencies, music, etc. pertaining to centennial activities around the state.

RETENTION

Retain until end of centennial year.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Video recordings master: Retain in Office until end of centennial year and then transfer to State Archives with authority to weed.

Video recordings duplicate: Retain in Office until administrative need ends and then destroy.

Sound recordings: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on the historical research value of this information.

PRIMARY DESIGNATION

Public


AGENCY: Utah Statehood Centennial Commission

SERIES: 19514
TITLE: Posters
DATES: ca. 1996
ARRANGEMENT: none

DESCRIPTION: Posters created in honor of Utah's centennial, often sponsored by or copyright by the Centennial Commission. Includes original art of proposed logos done by Timpview High School students, Provo.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until centennial year ends and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the intrinsic value of the records.

PRIMARY DESIGNATION

Public


AGENCY: Utah Statehood Centennial Commission

SERIES: 14610
TITLE: Grants case files
DATES: 1993-1997
ARRANGEMENT: Numerical by contract number
TOTAL VOLUME: 3.00 cubic feet.

DESCRIPTION: These applications, grant contracts, contract amendments, quarterly reports, invoices, correspondence, and related documents are maintained to document the activities funded by the commission and carried out by local organizations (county centennial commissions, individuals, and non-profit private organizations) to celebrate the centennial of Utah statehood in 1996. Information includes the name, address, and location of applicant; name of contact person; description of planned activities; budget estimates; application status with the Centennial Commission; amount awarded; amounts disbursed with dates of disbursement; and narrative descriptions of progress of the grantee.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after centennial celebration and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the historical value of this information.

PRIMARY DESIGNATION

Public


AGENCY: Utah Statehood Centennial Commission

SERIES: 14611
TITLE: Rejected grant applications
DATES: 1993-1997
ARRANGEMENT: Numerical by application number
TOTAL VOLUME: 2.00 cubic feet.

DESCRIPTION: Applications submitted by individuals or groups seeking funds to hold activities to celebrate the centennial of Utah statehood, but rejected by the Centennial Commission. Accepted applications are made a part of Grants case files, series 14610. Information includes the name, address, and location of applicant; name of contact person; description of planned activities; budget estimates; and application status with the Centennial Commission.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on the State Archivist's review of the files. The rejected grants provide insight into the reasoning of the committee and background information on activities proposed for funding which would be of historic interest.

PRIMARY DESIGNATION

Public


AGENCY: Utah Statehood Centennial Commission

SERIES: 14613
TITLE: Rejected licensing applications
DATES: 1993-1996
ARRANGEMENT: Numerical by application number

DESCRIPTION: These applications for merchandise licenses have been received and rejected by the Centennial Commission. They document groups and individuals wanting to manufacture and sell products commemorating the centennial of Utah statehood. Accepted applications are part of Licensing case files, series 14612. Information includes the name, address, and location of applicant; name of contact person; description of marketing strategy; products to be marketed; budget estimates; and application status with the Centennial Commission.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Utah Statehood Centennial Commission

SERIES: 14614
TITLE: Grants activity log
DATES: 1993
ARRANGEMENT: Chronological by application date

DESCRIPTION: Electronic log of weekly printouts maintained to administer the Centennial Commission Grants Program. Information includes name, address, and phone number of grantee; purpose; application number; presentation date (before the Centennial Commission's Committee); committee and commission approval or disapproval; amount requested; amount approved; project grand total cost (including other funding sources); and contract number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Utah Statehood Centennial Commission

SERIES: 14941
TITLE: Petty cash records
DATES: 1988-1996
ARRANGEMENT: Chronological

DESCRIPTION: Records which verify all monies received or expended through a petty cash account. Includes cash receipts, adding machine tapes, daily accounting records, reconciliation, transmittals, etc.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Utah Statehood Centennial Commission

SERIES: 14942
TITLE: Travel reimbursement files
DATES: 1988-1996
ARRANGEMENT: Chronological

DESCRIPTION: Documents request made by traveler for reimbursement of out-of-pocket expenses regarding state approved travel.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 45.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Utah Statehood Centennial Commission

SERIES: 14943
TITLE: Warrant requests
DATES: 1988-1996
ARRANGEMENT: Chronological

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Utah Statehood Centennial Commission

SERIES: 14944
TITLE: Interdepartmental transfer requests
DATES: 1988-1996
ARRANGEMENT: Chronological

DESCRIPTION: An accounting document that requests the transfer of funds between agencies for services rendered or materials purchased.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 26.

PRIMARY DESIGNATION

Public