Utah Department of Administrative Services

Division of Archives & Records Service

Park City (Utah). Leisure Services

21590--Reservation records
21400--Americans With Disabilities Act records
21401--As-built construction plans and specifications
21402--Building and grounds maintenance log
21405--Daily work logs
21406--Equipment maintenance and repair records
22767--Interlibrary loan records
22768--Lost library materials and refund receipts
22769--Patron requests
22770--Registration records
22771--Statements of unreturned materials
22772--Daily sign-in sheets
22776--Library accession records
22777--Library annual report
22780--Board of director's minutes
22781--Circulation records
22783--Holding catalog
22784--Library complaints
22785--Library operation policies
22786--Library Services and Construction Act (LSCA) grant files
22787--Patron assistance publications
22788--Planning and evaluation studies
22789--Public library services development grant records
22790--Shelf list
22791--State library annual report
22792--Strategic plans

AGENCY: Park City (Utah). Leisure Services

SERIES: 21590
TITLE: Reservation records
DATES: 1986-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain the actual request forms submitted by the general public. They are used as a record to schedule park facilities and/or sports facilities (e.g., baseball, softball, football, soccer). The files include date of request, name of group, number of people, name, address, and telephone number of requesting person, area and park requested, time, date, and amount paid.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Leisure Services

SERIES: 21400
TITLE: Americans With Disabilities Act records
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These records document compliance with the Americans with Disabilities Act (ADA). They include surveys of municipal buildings to determine accessibility for the physically handicapped, federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.

RETENTION

Retain 15 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 21401
TITLE: As-built construction plans and specifications
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These are the final plans and specifications for approved and constructed municipal buildings.

RETENTION

Retain Permanent, may be transferred to State Achrives

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 7, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 21402
TITLE: Building and grounds maintenance log
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: This log records all repairs made to municipal buildings and grounds. It is used to verify that repairs were made.

RETENTION

Retain 3 years, after completion of repairs

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after completion of repairs and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 21405
TITLE: Daily work logs
DATES: 1997-
ARRANGEMENT: Chronological

DESCRIPTION: This daily log is maintained by each work crew to verify work completed. This log includes date, work order number, location, job requirements, date completed, equipment used, and initials or crew chief's signature.

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 7, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 21406
TITLE: Equipment maintenance and repair records
DATES: 1985-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are records of service repair and maintenance of municipal equipment, including office machines and furniture.

RETENTION

Retain 2 years. Records are in electronic format.

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 7, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22767
TITLE: Interlibrary loan records
DATES: 1988-
ARRANGEMENT: Reverse chronological

DESCRIPTION: These records document the lending and borrowing of library materials through the interlibrary loan network. They include interlibrary loan forms, computer searches, related correspondence and memoranda. The interlibrary loan forms include patron's name, address, telephone number, description of material being requested (author, title, publisher, publication date), status indication (overdue, lost, out-of-print), indication of search strategy, date material provided, and date material to be returned.

RETENTION

Retain until request completed or cancelled, applicable fees and fines paid, material returned, and statistics collected.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until request completed or cancelled,fees/fines paid and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 7.

PRIMARY DESIGNATION

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


AGENCY: Park City (Utah). Leisure Services

SERIES: 22768
TITLE: Lost library materials and refund receipts
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These are receipts issued by the library when a patron pays for lost library materials. They are used to verify payment and if the book is located a refund will be granted. These receipts also serve as a backup record to verify payment if a question arises. The receipts include the patron name and identification number (barcode number), library materials' titles, amount paid and date.

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 25, Item 11.

PRIMARY DESIGNATION

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


AGENCY: Park City (Utah). Leisure Services

SERIES: 22769
TITLE: Patron requests
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These are library patron requests. They may be either requests for library materials, such as requests for materials currently checked out or to add new materials to the library collection, or they may be requests to use library owned equipment such as computers and listening stations. Materials requests may include library card number, patron's name, address, telephone number, and signature, as well as information about the requested library material. Equipment usage requests may additionally include information about the use of computers or other equipment such as date and time used, Inter-net sites visited, or terms of use.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until request is filled, fill is attempted or denied and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 13.

PRIMARY DESIGNATION

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


AGENCY: Park City (Utah). Leisure Services

SERIES: 22770
TITLE: Registration records
DATES: 1983-
ARRANGEMENT: Alphabetical

DESCRIPTION: This registration card is completed by patrons applying for a library card. This information is frequently computerized and is used for the checkout of library materials, monitoring of overdue books, fines and fees, and for the on-going verification of address and telephone number. Some libraries issue library cards for a specified period while other library cards never expire if used on a regular basis. Nonexpiring library cards normally become inactive after one year of nonuse. The card may be retained for verification purposes. The card includes patron name, home and business addresses and telephone numbers, application date, and birthdate.

RETENTION

Retain 1 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after expiration or inactive and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 16.

PRIMARY DESIGNATION

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


AGENCY: Park City (Utah). Leisure Services

SERIES: 22771
TITLE: Statements of unreturned materials
DATES: 1995-
ARRANGEMENT: Chronological

DESCRIPTION: These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until items are returned or paid for and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 4.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Leisure Services

SERIES: 22772
TITLE: Daily sign-in sheets
DATES: 1997-
ARRANGEMENT: Alphabetical

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 day.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 day 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

Private


AGENCY: Park City (Utah). Leisure Services

SERIES: 22776
TITLE: Library accession records
DATES: 1995-
ARRANGEMENT: Chronological

DESCRIPTION: These records document the accession of library materials. They include title, publisher's name, date ordered and received, list price, and discount price.

RETENTION

Retain until adminisrtative needs end.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy provided accession books created before 1960 permanent, transfer to ARC..

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22777
TITLE: Library annual report
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: This is an annual report by the library board of directors required by UCA 9-7-406(1) (1997) "to the city governing body on the condition and operation of the library, including a financial statement." It is also used to inform the general public regarding the operations of the library. The report includes budget figures both income and expenditure, circulation and other figures, and may include a brief description of the previous year's activities.

RETENTION

Retain permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22780
TITLE: Board of director's minutes
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These are the official minutes of regular and special meetings of the City Library Board of Directors. They are used to document the actions of the board. They include the agenda, dates and times meetings convened and adjourned, board members present and excused, and a summary of the proceedings of meetings, including motions, votes, discussions, official actions, and decision.

RETENTION

Retain permanently, may be transferred to the State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22781
TITLE: Circulation records
DATES: 1983-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.

RETENTION

Retain until items returned and late fees paid.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until items returned and late fees paid and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 4.

PRIMARY DESIGNATION

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


AGENCY: Park City (Utah). Leisure Services

SERIES: 22783
TITLE: Holding catalog
DATES: 1987-
ARRANGEMENT: Numerical

DESCRIPTION: This catalog serves as a finding aid for library users in locating library materials currently in library collection. Manual card catalogs have been replaced in many libraries with on-line catalogs. These catalogs are constantly being updated as materials are added and withdrawn. The information includes call number, author, title, publisher, number of copies, date, and subject headings. Computer catalogs also include number and status of copies (on shelf, checked out, and date due).

RETENTION

Retain until catolog closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22784
TITLE: Library complaints
DATES: 1997-
ARRANGEMENT: Chronological

DESCRIPTION: These records document complaints received and actions taken concerning library services including programming and material selection policies. They include complainant's name, address, and telephone number, date, explanation of complaint, and related correspondence,

RETENTION

Retain 1 year after resolution.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after resolution and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Leisure Services

SERIES: 22785
TITLE: Library operation policies
DATES: 1983-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are policies adopted by the Library Board of Directors concerning all library operations including material selection. The policy adoptions are documented in the Board of Directors Minutes. The information varies by policy, but all include policy title, purpose, and adoption date.

RETENTION

Retain permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22786
TITLE: Library Services and Construction Act (LSCA) grant files
DATES: 1997-
ARRANGEMENT: Chronological

DESCRIPTION: These records document the expenditure of monies and the operation of Title I, II, and III programs funded through the Library Services and Construction Act grants, which are regranted by the Utah State Library Division to public libraries (34 CFR 770 (1997)). The grants are used to implement or update programs for literacy, institutional development, inadequate services or library construction. Grant records include some or all of the following: application and supporting materials, budget revisions, quarterly reports, final summary and evaluation reports, statistical reports, audit reports, deposit slips, invoices and bills, and publicity. The State Library Division retains Title I and III grant records for 7 years, Title II grant records for 20 years.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after expiration of contract and then destroy provided all claims and litigation have been resolved and audits completed.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22787
TITLE: Patron assistance publications
DATES: 1997-
ARRANGEMENT: Alphabetical

DESCRIPTION: These publications are booklists and other patron assistance guides created by library staff members. They are used to aid library patrons in locating library materials and to assist in using the library. The information contained in these publications vary but all include the library name and location.

RETENTION

Retain until administrtive need ends then transfer the significant items to the State Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22788
TITLE: Planning and evaluation studies
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These studies are undertaken periodically to identify library service needs. They include user, community and other evaluation studies. They are used for planning future services. The studies may include responses to patron surveys, demographic information, circulation statistics, and collection development studies.

RETENTION

Retain until superseded.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded 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 25, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22789
TITLE: Public library services development grant records
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: The records document the expenditure of monies and the operation of the State Library Division's Upgrade Process and the state aid grants which operate hand-in-hand. Funds are appropriated by the Utah Legislature to the State Library Division which then distributes the grants on a formula basis to qualifying Utah public libraries. Grant records include some or all of the following: public library planning documents, signed grant agreements, final reports and financial statements, statistical reports, audit reports, deposit slips, invoices, bills, and publicity.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after expiration of contract and then destroy provided all claims and litigation resolved and audits completed.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22790
TITLE: Shelf list
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: This is the master inventory of all library holdings currently in the library collection. Traditionally the record was a card file which was arranged by shelf or classification number, but has now largely been computerized. This master inventory is constantly being changed as materials are added and withdrawn from the collection. It includes classification number (or call number), author, title, and number of copies.

RETENTION

Retain until catalog closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until catalog closed and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 17.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22791
TITLE: State library annual report
DATES: 1998-
ARRANGEMENT: Chronological

DESCRIPTION: This is an annual report required by UCA 9-7-211 (1997) to be submitted by "all municipal, city, county, and public school libraries" to the state librarian. It reports "on the condition and affairs of the library as required by the State Library Board." The State Library retains the record copy of these reports permanently.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Leisure Services

SERIES: 22792
TITLE: Strategic plans
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These are strategic goals and plans adopted by the Library Board of Directors to guide the development of the library. The plans are adopted periodically (every 3-5 years). Goals are adopted both on a long and short term basis. They include statements regarding the library's role, plans for the development of various library operations, and goals to achieve the plans.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 19.

PRIMARY DESIGNATION

Public