Utah Department of Administrative Services

Division of Archives & Records Service

Department of Human Services. Division of Services to People with Disabilities. Utah Developmental Disabilties Council

20755--Minutes
20844--Annual reports
25495--Grant case files
26363--FI-NET payment records and reports
27747--UDDC self- or other agency audits
6310--Report on population of people with disabilities in Utah

AGENCY: Department of Human Services. Division of Services to People with Disabilities. Utah Developmental Disabilties Council

SERIES: 20755
TITLE: Minutes
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records document the historical record for the Governor's Council for People with Disabilities. The minutes are taken from council meetings held eight times per year.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until no longer active and then transfer to State Records Center. Retain in State Records Center for 9 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 9.

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Division of Services to People with Disabilities. Utah Developmental Disabilties Council

SERIES: 20844
TITLE: Annual reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then transfer to State Archives with authority to weed.

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

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

This disposition is based on Utah General Retention Schedule, Schedule 1, Item 25, and the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Division of Services to People with Disabilities. Utah Developmental Disabilties Council

SERIES: 25495
TITLE: Grant case files
DATES: ca. 1972-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These grant case files document the agency's disbursal of federal grant funds from the Administration on Developmental Disabilities to various state agencies and community organizations as per 45 CFR 1386 et seq. The grants usually have a three year limit, and are given to applying governmental and non-governmental entities that provide services to the disabled. Examples of projects funds may be granted for include family training and counseling; conferences; making community facilities, streets and sidewalks more accessible; research projects and training to assist disabled individuals with the practical aspects of life. Examples of training include voting in elections and the use of public transportation. Records include grant applications, plans and contracts. Information includes applicant name and contact information, date submitted, anticipated date of completion, amount of funds requested and granted, expenditure details, details of issues to be addressed and authorizing signature.

RETENTION

Retain 7 years after grant has expired.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after grant has expired and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Division of Services to People with Disabilities. Utah Developmental Disabilties Council

SERIES: 26363
TITLE: FI-NET payment records and reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: Reports of accounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, accounting reports, and bank reconciliations.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

Computer data files: Retain in Office until administrative value has been met and then delete.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 55.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Division of Services to People with Disabilities. Utah Developmental Disabilties Council

SERIES: 27747
TITLE: UDDC self- or other agency audits
DATES: 2003-
ARRANGEMENT: chronological by year, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Periodic performance audits of the Utah Developmental Disabilities Council (UDDC) by UDDC and other agencies are conducted. These audits are used by UDDC for reference. Records include reports on goals and results pertaining to agency programs and agency record keeping and contracts. Recommendations on the findings of reports are included.

RETENTION

Retain 10 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 8 years and then transfer to State Archives.

APPRAISAL

Fiscal Historical Legal

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

These records may be sent to the State Archives after 10 total years but must not be destroyed or weeded. Weeding of the files is done at the time of archiving and a concerted effort is made to send as little as possible.

PRIMARY DESIGNATION

Public


AGENCY: Department of Human Services. Division of Services to People with Disabilities. Utah Developmental Disabilties Council

SERIES: 6310
TITLE: Report on population of people with disabilities in Utah
DATES: 1988-
ARRANGEMENT: Chronological, thereunder numerical by personal identifier
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: This special report is created by the Developmental Center for Handicapped Persons from Utah State University under contract to the Governor's Council for People With Disabilities. It contains both demographic and statistical information on the needs of the handicapped population of Utah. It includes an executive summary report which is used as a transitional document for planning for the expenditure of funds to handicapped programs. The report is also distributed to Utah's congressional delegation in order to provide information for federal programs to the handicapped.

RETENTION

Retain 1 year. Transfer to Archives.

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 Utah State General Records Retention Schedule, Schedule 1, Item 19.

This disposition is based on the secondary historical value to researchers interested in issues concerning the handicapped population of Utah and the needs expressed by the agency.

PRIMARY DESIGNATION

Private