Utah Department of Administrative Services

Division of Archives & Records Service

Board of Education. Office of Education. Information Services and Production Section

12927--Equipment inventory
12928--Equipment repair record
12929--Graphics technical reference files
12930--Graphics job tickets
12931--Electronic drafts of publications
12932--Records management files

AGENCY: Board of Education. Office of Education. Information Services and Production Section

SERIES: 12927
TITLE: Equipment inventory
DATES: 1993-
ARRANGEMENT: None

DESCRIPTION: These records are used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 2 years after equipment is surplused and then delete.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 27.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Information Services and Production Section

SERIES: 12928
TITLE: Equipment repair record
DATES: 1993-
ARRANGEMENT: None

DESCRIPTION: Records documenting the service, repair, and inspection of computer hardware (mainframes, mini and micro computers), which also include service/maintenance agreements.

RETENTION

Retain 1 year after equipment is repaired.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 year after equipment is repaired and then delete.

APPRAISAL

Administrative

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

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Information Services and Production Section

SERIES: 12929
TITLE: Graphics technical reference files
DATES: 1975-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 3.00 cubic feet.

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

RETENTION

Retain until obsolete.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until obsolete and then destroy.

Computer data files: Retain in Office until obsolete and then delete.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Information Services and Production Section

SERIES: 12930
TITLE: Graphics job tickets
DATES: 1975-
ARRANGEMENT: Chronological by fiscal quarter, cumulated annually
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: The Graphic Design subsection provides selected media production services to Education staff. These records comprise forms submitted by Education staff for assistance in graphic design. Included are the name, division, section, and phone number of the person requesting services; deadline for completion of the project; project specifications, an itemized list of materials used, and the signature of approval by the Information Services Coordinator, as of July 1993. Formerly, the Graphic Design subsection was in the Public Relations Section.

RETENTION

Retain 3 years.

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 12, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Information Services and Production Section

SERIES: 12931
TITLE: Electronic drafts of publications
DATES: 1985-
ARRANGEMENT: Alphabetical by organizational division, thereunder by staff member responsible for publication

DESCRIPTION: The Graphic Design subsection of Information Services produces camera ready copies of most official agency publications. Many of these are stored in electronic format on Macintosh diskettes.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until superseded or obsolete and then delete.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 45.

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Education. Office of Education. Information Services and Production Section

SERIES: 12932
TITLE: Records management files
DATES: 1990-
ARRANGEMENT: Grouped by subject in no discernable order
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: The Research Library, a part of the Information Services Section, collaborates with the School Law and Legislation Section in managing Utah State Office of Education records. These records comprise document related to the inventory of record series, training of staff, and technical assistance in everyday problems of records management. Files concerning GRAMA [UCA 63-2 et seq.] requests are maintained by the School Law and Legislation Section.

RETENTION

Retain until updated or superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 37.

PRIMARY DESIGNATION

Public