Mountainland Association of Governments (Utah)
30137--Meeting minutes30149--Audits
30156--Community and Economic Development records
29979--Aging adult service and billing records
29670--Aging adult service provider contracts
29694--Aging adult client case files
29695--Home delivered meals case files
30840--Budget and Operations
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 30137
TITLE: Meeting minutes
DATES: 1980-
ARRANGEMENT: Chronological.
DESCRIPTION: These records are the meeting minutes and supplementary materials for the Mountainland Association of Governments. May include closed portions and recordings.
RETENTION
Retain permanently
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: 06/28/2021
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
These records are considered permanent because they provide evidence of significant policy formulation and business processes of the government, as well as evidence of our government's conduct of political and/or interstate relations.
PRIMARY DESIGNATION
Public
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 30149
TITLE: Audits
DATES: 1975-
ARRANGEMENT: Chronological
DESCRIPTION: These audits document the annual review of the Mountainland Association of Governments' finances.
RETENTION
Retain permanently
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 07/13/2021
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 30156
TITLE: Community and Economic Development records
DATES: 2003-
ARRANGEMENT: Chronological.
DESCRIPTION: These records are the community and economic development block grant records created by Mountainland Association of Governments. Records may include agreements, subrecipient agreements, applications, monitoring reports, execution reports, and surveys.
RETENTION
Retain permanently
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Community development block grant historical records, GRS-667
AUTHORIZED: 08/09/2021
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records are considered historical because they provide evidence of significant policy formulation and business processes of the government.
PRIMARY DESIGNATION
Public
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 29979
TITLE: Aging adult service and billing records
DATES: 2011-
ARRANGEMENT: Chronological
DESCRIPTION: These records include billing and service data relating to aging adults who participate in the Mountainland Association of Governments' Home and Community Based Services (HCBS), including Medicaid assistance, New Choices program, Veterans HCBS, and the National Caregiver Support Program. Information can include aging adult name, date of service, name of service, units of service, and total dollar amount.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 05/11/2020
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
Computer data files: Retain in Office for 4 years and then delete.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(1)(b)
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 29670
TITLE: Aging adult service provider contracts
DATES: 2015-
ARRANGEMENT: Numerical by contract number.
DESCRIPTION: These are contracts between Mountainland Association of Governments and private service providers for home based services for aging adults. Contracts are used to determine the appropriate rates, services, insurance coverage, and liability coverage requirements for work done on behalf of Mountainland Association of Governments.
RETENTION
Retain for 7 year(s) after expiration of contractual agreement
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 06/28/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after contract expires and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301(3)(2018)
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 29694
TITLE: Aging adult client case files
DATES: 2011-
ARRANGEMENT: Alphabetical by last name.
DESCRIPTION: These records document the case management services provided to aging adult clients. They may include medical, health, service and home statuses of aging adults.
RETENTION
Retain for 7 year(s) after separation
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Patient and client case files, GRS-1706
AUTHORIZED: 08/27/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after separation and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.
Computer data files: Retain in Office for 7 years and then delete.
APPRAISAL
Administrative Legal
These records have a administrative and legal value based on Utah Administrative Code R432-100-34 (4)(c) (2018). "Medical records shall be retained for at least seven years. Medical records of minors shall be kept until the age of eighteen plus four years, but in no case less than seven years".
PRIMARY DESIGNATION
Controlled. Utah Code 63G-2-304 (2008).
SECONDARY DESIGNATION
Private
Private
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 29695
TITLE: Home delivered meals case files
DATES: 2014-
ARRANGEMENT: Alphabetical by last name.
DESCRIPTION: These records are used to determine eligibility for home delivered meals. They may contain the name of the client, date of birth, contact information, emergency contact information, nutrition assessment, nutrition risk score, Activities of Daily Living (ADL) Report and Instrumental Activites of Daily Living (IDAL) Report.
RETENTION
Retain for 4 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Homebound meals case files, GRS-406
AUTHORIZED: 08/27/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 6 months after separation and then transfer to State Records Center. Retain in State Records Center for 42 months and then destroy.
Computer data files: Retain in Office for 4 years and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Controlled. Utah Code 63G-2-304 (2008).
SECONDARY DESIGNATION
Private
AGENCY: Mountainland Association of Governments (Utah)
SERIES: 30840
TITLE: Budget and Operations
DATES: 1990-
ARRANGEMENT: Chronological by year
DESCRIPTION: These records detail the source and use of funds for state or federally sponsored activities. Supporting documentation is required for all awards, authorizations, financial commitments, unobligated balances, assets, expenses, revenue, and interest. These records include the expenditures versus budget amounts for each award and supporting documentation. Expenditures for eligible Medicare participants reflect one-on-one help, counseling, and education to Medicare beneficiaries, their families, and caregivers.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 04/11/2024
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(1)(a)(2023)
SECONDARY DESIGNATION
Public. Utah Code 63G-2-301(3)(e)(2020)