Utah Department of Administrative Services

Division of Archives & Records Service

Ogden (Utah). Department of Management Services

AGENCY: Ogden (Utah). Department of Management Services

SERIES: 5315
TITLE: Financial Report
VARIANT TITLE: Annual Report
DATES: 1912-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: These are statistical reports on the financial affairs of the entire municipality. "Within 180 days after the close of each fiscal year the city recorder or other delegated person shall present to the governing body an annual financial report prepared in conformity with generally accepted accounting principles, as prescribed in the Uniform Accounting Manual for Utah cities (UCA 10-6-150 (1997)). "Copies of the annual financial report....shall be filed with the state auditor and shall be filed as a public document in the office of the city recorder" (UCA 10-6-150 (1997)). Holdings from about 1916 to 1932 were prepared by the City Auditor while those from about 1961 to 1966 were prepared by an outside auditor hired by the city and overseen by the Director of Finance.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 4.

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

PRIMARY DESIGNATION

Public

AGENCY: Ogden (Utah). Department of Management Services

SERIES: 17978
TITLE: Time sheets
DATES: 1980-
ARRANGEMENT: Chronological by payroll ending date

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)

AGENCY: Ogden (Utah). Department of Management Services

SERIES: 24127
TITLE: Liability risk management case files
DATES: ca. 1982-
ARRANGEMENT: Alphabetically by last name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These case files document the reporting, investigation, and settlement of liability claims filed against the municipality.

RETENTION

Retain 20 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to Agency Record Center. Retain in Agency Record Center for 16 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305 (17&18)(2008).

AGENCY: Ogden (Utah). Department of Management Services

SERIES: 23466
TITLE: Projects and policies files
DATES: 1992-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department or office participated.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public

AGENCY: Ogden (Utah). Department of Management Services

SERIES: 23467
TITLE: Reading files
DATES: 1992-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These are duplicate copies of all or selected correspondence sent or received. They are used solely as a reading file for the convenience of office personnel.

RETENTION

Retain 1 year or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 22.

PRIMARY DESIGNATION

Public

AGENCY: Ogden (Utah). Department of Management Services

SERIES: 25490
TITLE: Policy and program correspondence
DATES: 1980-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: Business-related messages which provide unique information about agency functions, policies, procedures, or programs. These records document the deliberations and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public