Utah Department of Administrative Services

Division of Archives & Records Service

St. George (Utah). Department of Administrative Services

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 11074
TITLE: Employment applications (hired)
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are forms listing name of applicant, address, professional information, previous employment, education, references, and certificates submitted to Personnel Office by applicant.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided not hired.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 11075
TITLE: Employee benefit enrollment application file
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files document the authorization for deductions made for U.S. Savings Bonds and other authorizations.

RETENTION

Retain 3 years after superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded or 3 after separation and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 7.

PRIMARY DESIGNATION

Private. Ordinance 6-3-1992, 1-20-13 (1), and UCA 63G-2-302 (1)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 11076
TITLE: Risk Management incident reports
DATES: undated
ARRANGEMENT: Chronological

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

RETENTION

Retain 20 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years after case is closed and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Protected. Ordinance 6-3-1991, 1-20-15 (21), and UCA 63G-2-305 (23)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17946
TITLE: Feasibility studies
DATES:
ARRANGEMENT:

DESCRIPTION: These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.

RETENTION

Retain 5 years after completion of study.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after completion of study and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(21) and UCA 63G-2-305(10) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17948
TITLE: Policies and procedures manuals
DATES: 1988-
ARRANGEMENT: Alphabetical by subject

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.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(10)(11) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17949
TITLE: Notary bonds
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: These are $5,000.00 bonds that are required to be filed with and approved by the State Division of Corporations and Commercial Code for a term of four years (UCA 46-1-4 (1997)).

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of bond and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 Application form

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17954
TITLE: Travel reimbursement requests
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by name

DESCRIPTION: These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting papers documenting official travel by officers, employees, dependents, or others authorized by law to travel.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 23.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17955
TITLE: Travel reimbursement files
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by name

DESCRIPTION: These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting papers documenting official travel by officers, employees, dependents, or others authorized by law to travel.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 23.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17957
TITLE: Travel- private vehicle usage files
DATES: 1980-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by name

DESCRIPTION: These are authorization forms for municipal officials or employees to use a private vehicle for municipal business when it is the most economical method of travel.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 25.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17963
TITLE: Beer licensing application files
DATES: 1982-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files contain completed applications to obtain licenses for selling beer within municipal boundaries per local ordinances. Applicants are also required to file a cash or corporate bond "conditioned upon the licensee's faithful compliance" (UCA 32A-10-205(2) (1997)).

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after completion of application and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17965
TITLE: License registers
DATES: 1993-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These registers record the issuance of licenses for persons or companies conducting business within municipal boundaries. They contain name, address, date, and type of license. Prior to 1960, many municipalities only maintained a register and no business license files. Most current registers are computer printouts.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17969
TITLE: Employee earnings history files
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files are a cumulative salary history for individual municipal employees. They contain the name and address of each employee, name of department and position, social security number, date of birth, date employed, earnings and deductions by pay period, gross earnings year-to-date, net pay, and check number. These files are considered to be the most important payroll record for retirement purposes.

RETENTION

Retain until separation of employee then transfer to personnel file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until separation of employee and then to personnel file and then transfer to Agency Record Center. Retain in Agency Record Center for 65 years after date of employement or until 3 years after death or retirement.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 4.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17980
TITLE: Worker's compensation claim files
DATES: ca. 1900-
ARRANGEMENT:

DESCRIPTION: These are files containing claims for on-the-job injuries or job related disabilities under the Workers' Compensation Act (Title 34, Chapter 9). A report is filed with the Utah Industrial Commission.

RETENTION

Retain 10 years after final settlement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after final settlement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17989
TITLE: Emergency and other personal leave files
DATES: 1995-
ARRANGEMENT: Alphabetical

DESCRIPTION: These records show the name of employee, dates of absence, explanation of emergency, signature of employee taking emergency leave, and signature of supervisor.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 5.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17990
TITLE: Employee history card
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These cards provide a summary of individual employee municipal employment. They are used exclusively for easy reference. The cards include the employee's name, date service began, social security number, birth date, health certificates and dates, work experience, salaries, and special assignments.

RETENTION

Retain 7 years after separation or 2 years retirement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after separation or until 2 years after retirement if not part of per. file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 6.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17991
TITLE: Employee performance files
DATES: ca.1900
ARRANGEMENT: Alphabetical

DESCRIPTION: These are performance-related records pertaining to summary performance appraisal, including appraisals and job element standards upon which they are based; and any supporting documentation.

RETENTION

Retain 3 years after date of appraisal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of appraisal and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 27.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17993
TITLE: Grievance and disciplinary files
DATES: 1989-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document the review of grievances and appeals raised by municipal employees, except EEO complaints. These case files include witnesses' statements, reports of interviews; and hearings, examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.

RETENTION

Retain 3 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 9.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(2)(o) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17994
TITLE: Personal injury files
DATES: ca. 1900-
ARRANGEMENT: Chronological, there under alphabetical

DESCRIPTION: These files contain forms, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies filed in the Personnel files and those submitted to the Utah Industrial Commission.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 11.

PRIMARY DESIGNATION

Private

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17995
TITLE: Personnel files
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files are the official employment files for all municipal employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17997
TITLE: Employee warning files
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are unacceptable performance appraisals where a notice of proposed demotion or removal is issued but not effected, along with all related documents.

RETENTION

Retain 2 years after employee completes acceptable performance review from the date of the written notice of proposed removal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after completes acceptable performance review and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 19.

PRIMARY DESIGNATION

Private

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 17998
TITLE: Employment applications (not hired)
DATES: 1988-
ARRANGEMENT: Chronological, thereunder alphabetical by name

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were not hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references.

RETENTION

Retain 2 years after application deadline

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after application deadline and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Private

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18000
TITLE: Interview records
DATES: 1988-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are records described in 29 CFR 1602.14 (1992) relating to interviews with prospective employees. They include correspondence, reports, lists of questions, notes, and test scores.

RETENTION

Retain 2 years after hiring decision is made.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after hiring decision is made and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 25.

PRIMARY DESIGNATION

Private

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18001
TITLE: Merit employee performance-related records
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are performance-related records pertaining to summary performance appraisal, including appraisals and job element standards upon which they are based; and any supporting documentation.

RETENTION

Retain 3 years after date of appraisal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of appraisal and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 27.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18004
TITLE: Employment eligibility records (I-9)
DATES:
ARRANGEMENT:

DESCRIPTION: This form is required by the U.S. Immigration and Naturalization Service to be completed by all employers when hiring, when recruiting for a fee, or when continuing to employ individuals in accordance with 8 CFR 274a.2 (1993)). It is used to verify the prospective employee is a U.S. citizen, resident alien, or legal immigrant eligible to be hired in the United States.

RETENTION

Retain 3 years after date of hire or until 1 years after individual's employement ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of hire or until 1 year after date the individual's employment ends and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 34.

PRIMARY DESIGNATION

Private

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18007
TITLE: Promotional files
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are tests taken by municipal employees to determine eligibility for promotion. They include the actual tests, answer keys, individual test scores, and the results from oral interviews.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 39.

PRIMARY DESIGNATION

Protected

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18013
TITLE: Medical and dental insurance claim files
DATES: ca. 1900-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain medical and dental claims submitted by municipal employees. They are used to track medical and dental claims, and cost analysis of insurance programs.

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 Municipal General Records Retention Schedule, Schedule 11, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18029
TITLE: Deeds files
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These are the original deeds which provide evidence of city ownership of property. Includes name, addresses of grantor or grantee, description of property, date property was transferred to grantor. Usually filed alphabetically by name of property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 10.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names, addresses, tax information and telephone numbers

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18030
TITLE: Election ballots
DATES: ca. 1900-
ARRANGEMENT: Alphabetical by district

DESCRIPTION: These are packets of official ballots of municipal elections cast by voters. "Each election officer shall preserve ballots for 22 months after the election or until the time has expired during which the ballots could be used in an election contest" (UCA 20A-4-202(2)(a) (1997)). If the election is not contested, "after that time, destroy them without opening or examining them" (UCA 20A-4-202(2)(d) (1997)).

RETENTION

Retain 22 months after the election or until the time has passed for a contest of the election results.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election or until time has expired for a contest of the results and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 12.

PRIMARY DESIGNATION

Exempt. UCA 20A-4-202 (2008)

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 18049
TITLE: Public customer deposit cards
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These cards provide a record of customers required to pay a deposit to receive service. They include date, amount of deposit, name and address, account number, date signed, date account closed, and amount of deposit confiscated and reason.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after account is closed and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 24626
TITLE: Cemetery records
DATES: 1862-
ARRANGEMENT: Chronological by year

DESCRIPTION: These books or files contain the exact location of all persons buried in the cemetery. They include plot, lot, grave location, and lot ownership record.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 6.

PRIMARY DESIGNATION

Public

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 24627
TITLE: Ordinances and resolutions
DATES: 1862-
ARRANGEMENT: Chronological

DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 715 (1997). An ordinance includes a number, a title, preamble, an ordaining clause, the body or subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.

PRIMARY DESIGNATION

Public

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 24628
TITLE: Annual audit reports
DATES: 1926-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

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

PRIMARY DESIGNATION

Public

AGENCY: St. George (Utah). Department of Administrative Services

SERIES: 27751
TITLE: City volunteer background checks
DATES: 2008-
ARRANGEMENT: chronological by year thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: The records in this series are created to protect the public. The records are used to verify background information on city volunteers. The series contains criminal history and background investigations.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after separation and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 60.

UCA 78B-4-103 provides that an entity is not liable for the acts or omissions of volunteers unless the entity knew or should have known of the volunteer's unfitness to provide the services.

PRIMARY DESIGNATION

Private