Utah Department of Administrative Services

Division of Archives & Records Service

Clearfield (Utah). City Recorder

23181--Technical reference files
25536--Real estate acquisition files
25537--Feasibility studies
24490--Proof of publication of records
24491--Election ballots
24492--Oath of office files
24493--Election returns
24494--Election canvass
24495--Campaign financial disclosure statement files
24496--Annexation files
24497--Tentative budget files
24498--City manager budget background records
24499--Annual budget
24500--Notary bond files
24501--Clearfield city records index
24502--Our town
24503--City scrapbooks
24504--Annual historical reports
24505--Comprehensive annual financial reports
10212--Deeds files
10213--Easement file
10350--Deeds and easements records

AGENCY: Clearfield (Utah). City Recorder

SERIES: 23181
TITLE: Technical reference files
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 25536
TITLE: Real estate acquisition files
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

DESCRIPTION: These records document the purchase of real property by the municipality. They include the contract and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after unconditional sale of property by the municipality and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 13.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA63G-2-305(8)


AGENCY: Clearfield (Utah). City Recorder

SERIES: 25537
TITLE: Feasibility studies
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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(11), 63G-2-204(22)


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24490
TITLE: Proof of publication of records
DATES: 1992-
ARRANGEMENT: Chronological by year thereunder alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings, invitations to bid, and requests for proposals (UCA 78-25-14 (1997)).

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 6 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24491
TITLE: Election ballots
DATES: 1922-
ARRANGEMENT: Chronological by year thereunder alphabetical by subject

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 22 months after the election or until resolution of contested election and then destroy.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Exempt. UCA 20A-4-106; UCA 20A-4-401 (2008)


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24492
TITLE: Oath of office files
DATES: 1940-
ARRANGEMENT: Chronological by year thereunder alphabetical by subject

DESCRIPTION: These files contain copies of signed oaths required of all officials of municipal offices, whether elected or appointed, before entering the duties of their respective offices (UCA 10-3-827 and 10-3-828 (1997)).

RETENTION

Retain permanently. May be transferred to the State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

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

This disposition is based on both the evidential and informational value of these records. They are important research tools. These oaths may be used to document the organization of the agency/office and to identify individual persons serving in elected and appointed positions.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24493
TITLE: Election returns
DATES: 1971-
ARRANGEMENT: Chronological by year thereunder alphabetical by subject
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.

RETENTION

Retain 22 months

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 22 months after the election (UCA 20A-4-202 (2)(c) and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24494
TITLE: Election canvass
DATES: 1971-
ARRANGEMENT: Chronological by year, thereunder alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: They are the official canvass of primary, municipal, or special elections. They contain a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, number of votes, and totals.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24495
TITLE: Campaign financial disclosure statement files
DATES: 1971-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are financial statements required by law to be completed by municipal candidates in accordance with UCA 10-3-208 (1997). Each candidate for municipal office is required to report their itemized and total campaign contributions and expenditures at least once within two weeks before the election. The financial report must identify each contribution over $50, the donor's name, and amount; and for each expenditure, the name of the recipient, and the amount of the expenditure. An ordinance should be adopted by each first and second class city and each third class city having a population of 10,000 or more, establishing campaign finance disclosure requirements for candidates for municipal offices.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24496
TITLE: Annexation files
DATES: 1927-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files document the annexation of property into municipal boundaries. They usually contain correspondence, citizens' petitions, maps, and the official annexation action approved by City Council (UCA 10-2-401 to 422 (1997)).

RETENTION

Retain permanently. May be transferred to the State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24497
TITLE: Tentative budget files
DATES: 1991-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain tentative budget requests. "On or before the first regularly scheduled meeting of the governing body in May of each year, the budget officer shall prepare for the ensuing year, on forms provided by the state auditor, and file with the governing body, a tentative budget for each fund for which a budget is required" (UCA 10-6-111(1) (1997)).

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 5 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24498
TITLE: City manager budget background records
DATES: 1991-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records are used to assist in the preparation of department budget requests presented to the city council.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24499
TITLE: Annual budget
DATES: 1991-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: The budget is a "plan of financial operations for a fiscal year which embodies estimates of proposed expenditures for given purposes and the proposed means of financing them" (UCA 10-6-106(10) (1997)). "Before June 22 of each fiscal year, or August 17 in the case of a property tax increase under Sections 59-2-919 through 59-2-923, the governing body shall by resolution or ordinance adopt a budget for the ensuing fiscal year for each fund for which a budget is required under this chapter. A copy of the final budget for each fund shall be certified by the budget officer and filed with the state auditor within thirty days after adoption" (UCA 10-6-118 (1997)).

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24500
TITLE: Notary bond files
DATES: 1980-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document municipal employees providing service to municipal agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 1 year after expiration or renewal of bond and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24501
TITLE: Clearfield city records index
DATES: 1992-
ARRANGEMENT: Alphabetical by title
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are indexes, lists, registers, and other aids that assist in the efficient use of other records.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center until records they pertain are destroyed and then destroy.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24502
TITLE: Our town
DATES: 1994-
ARRANGEMENT: Alphabetical by title
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are published or unpublished histories written on the municipal government or an individual municipal agency. The histories are financed by municipal funds. They may include title, author, date written, and a historical narrative.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24503
TITLE: City scrapbooks
DATES: 1939-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are a chronological record of the activities of the municipality or individual municipal departments. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality's citizens.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24504
TITLE: Annual historical reports
DATES: 1960-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are reports on program activities and accomplishments of the municipality or individual department for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 24505
TITLE: Comprehensive annual financial reports
DATES: 1940-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

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 Agency Record Center permanently.

APPRAISAL

Administrative Fiscal Historical

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

PRIMARY DESIGNATION

Public. UCA 51-2-3(3)(2008)


AGENCY: Clearfield (Utah). City Recorder

SERIES: 10212
TITLE: Deeds files
DATES: 1922-
ARRANGEMENT: Chronological

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

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 10213
TITLE: Easement file
DATES: 1922-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and destroy provided microfilm has passed inspection.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Recorder

SERIES: 10350
TITLE: Deeds and easements records
DATES: 1922-
ARRANGEMENT: Chronological

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

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public