Utah Department of Administrative Services

Division of Archives & Records Service

Clearfield (Utah). Administration Division

23186--Garnishment records
23187--Employee training files
23188--Employment applications (not hired)
23189--Quarterly wage list reports
23190--Salary surveys
23191--Leave data files
23192--Time sheets
23193--Taxable wage earning reports
23194--Payroll register
23175--Workers' Compensation claim files
23176--Position description files
23177--Computer work order log
23178--Computer work orders
23182--Personnel files
23183--Pre-employment health records
23184--Personnel requisition and analysis files
23185--Insurance deduction files
26144--ICMA and URS records
26145--PAYABLES
25677--JOB POSTINGS
25678--Applicant ID records
25721--Pre-Employment tests
25723--Equal Employment Opportunity Program files
25724--Equal Employment Opportunity Reports
26367--Evaluations
24685--RDA Real Estate Acquisition Files
24810--Real estate acquisition files
26449--Random drug testing documentation

AGENCY: Clearfield (Utah). Administration Division

SERIES: 23186
TITLE: Garnishment records
DATES: 1970-
ARRANGEMENT: Chronological by year, thereunder alphabetical by last name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are records of garnishments or levies for debts owed by employees which are attached to employees' earnings.

RETENTION

Retain 3 years after end of garnishment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after end of garnishment and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 5.

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23187
TITLE: Employee training files
DATES: 1970-
ARRANGEMENT: Alphabetical by last name, thereunder chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document course availability and municipal employee participation in training programs sponsored by the municipality, other government agencies, and non-governmental institutions. They include correspondence, reports, participant lists, and other items. The actual training certificates and transcripts are filed in individual personnel files.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23188
TITLE: Employment applications (not hired)
DATES: 1970-
ARRANGEMENT: Chronological by year, thereunder alphabetical by position applied for
ANNUAL ACCUMULATION: 0.10 cubic feet.

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

Administrative

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

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23189
TITLE: Quarterly wage list reports
DATES: 1970-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are reports submitted quarterly to the State Department of Employment Security. They include the quarterly wage list (the name and address of employer, registration number, quarter ending date, employee social security number, name of employee, hire date of new employees, and total wages for quarter, the reimbursable employment, payrolls, and new hires report form (name and address of organization, non-insured workers, individual amount for the first, second, third and fourth quarters, insured workers' names; telephone number, and department of person completing form)).

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 9, Item 29.

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23190
TITLE: Salary surveys
DATES: 1970-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are salary survey reports on various municipal positions. They are used to compare salary ranges, benefits, education, and required experience. They include positions, grades, salaries, benefits, education, and experience.

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 9, Item 40.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23191
TITLE: Leave data files
DATES: 1970-
ARRANGEMENT: Numerical by department code, thereunder alphabetical by employee name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain compilations of leave earned and taken. Includes the annual leave compilation card.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 10.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23192
TITLE: Time sheets
DATES: 1970-
ARRANGEMENT: Numerical by department code, thereunder alphabetical by last name
ANNUAL ACCUMULATION: 0.50 cubic feet.

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

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: Clearfield (Utah). Administration Division

SERIES: 23193
TITLE: Taxable wage earning reports
DATES: 1970-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain records on individual employee income taxes. Includes returns filed for income taxes such as IRS Form W-2, reports on withheld federal taxes such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 22.

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23194
TITLE: Payroll register
DATES: 1970-
ARRANGEMENT: Chronological by year, thereunder chronological by pay period

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the municipality. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy provided employee earning file is transferred to personnel file.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23175
TITLE: Workers' Compensation claim files
DATES: 1995-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

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

Administrative

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (3)(b)(ii)(2008); UCA 63G-2-302 (1)(f)(2008)


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23176
TITLE: Position description files
DATES: 1995-
ARRANGEMENT: by department
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files describe established positions including information on title, grade, duties, and agency responsibilities.

RETENTION

Retain 5 years after position is abolished or description is superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after position is abolished or description is superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23177
TITLE: Computer work order log
DATES: 1999-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are authorization forms for repair or maintenance work on department vehicles, equipment, or municipally-owned facilities or structures.

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 7, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23178
TITLE: Computer work orders
DATES: 1999-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are authorization forms for repair or maintenance work on department vehicles, equipment, or municipally-owned facilities or structures.

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 7, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23182
TITLE: Personnel files
DATES: 1970-
ARRANGEMENT: Separated by current and terminated status, thereunder alphabetical by last name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files are the official employment files for municipal employees. They contain the employee's complete work history (excluding psychological information), which includes the following: employment application, employment eligibility certification records, Form I-9 and other documents required by the U.S. Citizenship and Immigration Services, overtime agreements, personnel actions, letters of appreciation or commendation, separation and leave without pay records, employee benefit notification forms, retirement accounts information, copies of transcripts, training certifications, and copies of any other documents that may affect the employee's salary.

RETENTION

Retain 65 years after date of employment

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment and then destroy.

APPRAISAL

Administrative Legal

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23183
TITLE: Pre-employment health records
DATES: 1970-
ARRANGEMENT: Alphabetical by last name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These health records document pre-employment physicals for municipal positions which provide the baseline health data on municipal employees who qualified for the specific positions, particularly for police department and fire department positions. These records are used to limit liability in deployment of workers, to establish the health status of potential workers, and to limit the effect of occupational related diseases and conditions that might limit an employee's ability to perform assigned duties. These records include chest and back x-rays, hypertension screenings, blood series, and medical histories. For pre-employment drug tests both positive and negative see Municipal General Schedule section 9 item 41 and 42.

RETENTION

Retain 30 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 30 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 37.

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23184
TITLE: Personnel requisition and analysis files
DATES: 1970-
ARRANGEMENT: Chronological by year, thereunder alphabetical by position
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These forms are used by municipal departments to fill vacant positions and to request new positions. The forms include position title, whether exempt or nonexempt, grade, step, classification, part or full-time, replacement or new position, reasons for replacement, requesting department, whether municipal employees will be considered for position, educational requirements, specialized training and experience required, and a section to be completed if requesting new positions (special functions, how those functions are currently being performed, why position is required, and signature of department head or elected official).

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 28.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 23185
TITLE: Insurance deduction files
DATES: 1970-
ARRANGEMENT: Chronological by year, thereunder alphabetical by vendor name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are reports and related papers including copies of vouchers and payment schedules pertaining to insurance deductions.

RETENTION

Retain 3 years after separation of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee and then destroy.

APPRAISAL

Administrative Legal

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

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Administration Division

SERIES: 26144
TITLE: ICMA and URS records
DATES: 1980-
ARRANGEMENT: Alphabetical by name.

DESCRIPTION: These are reports and register control documents relating to an employee's retirement. They also include 401 account records and reports.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 13.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 26145
TITLE: PAYABLES
DATES: 1980-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by vendor name.

DESCRIPTION: These registers record, by department code, amounts deducted from employees' payroll checks. They are used for reference of other miscellaneous deductions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 25677
TITLE: JOB POSTINGS
DATES: UNKNOWN
ARRANGEMENT: Alphabetical by job title

DESCRIPTION: THESE FILES CONTAIN EACH JOB OPENING WITH OPENING AND CLOSING DATES, WAGE INFORMATION, JOB REQUIREMENTS, AND JOB RESPONSIBILITIES.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until Administrative need ends and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 25678
TITLE: Applicant ID records
DATES: unknown
ARRANGEMENT: Alphabetical by job title

DESCRIPTION: The purpose of this form is to provide Clearfield City Corporation with the necessary information for its

Affirmative Action Program, referral, sex, ethnic origin, and disabilities. The information will be kept in a confidential file separate from the application.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 35.

PRIMARY DESIGNATION

Private


AGENCY: Clearfield (Utah). Administration Division

SERIES: 25721
TITLE: Pre-Employment tests
DATES: unknown
ARRANGEMENT: Alphabetical by job title, thereunder chronological by date of opening

DESCRIPTION: These examinations are required of applicants for specific municipal positions. They include date, position tested for, employee name, social security number, the actual test questions and applicant's answers, and scores.

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 9, Item 38.

PRIMARY DESIGNATION

Private


AGENCY: Clearfield (Utah). Administration Division

SERIES: 25723
TITLE: Equal Employment Opportunity Program files
DATES: 1995-
ARRANGEMENT: Chronological by year

DESCRIPTION: These files document the adoption and administration of municipal affirmative action programs under the Civil Rights Act of 1964 and the Equal Employment Opportunity Act of 1972. The files include program correspondence, program plans, reports, and may include anti-discrimination committee meeting records and reports.

RETENTION

Retain permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 25724
TITLE: Equal Employment Opportunity Reports
DATES: unknown
ARRANGEMENT: Chronological by every other year

DESCRIPTION: These reports are required to be filed with the Equal Employment Opportunity Commission in accordance with the provisions of Title VII and the Americans with Disabilities Act (ADA). They include statistical information on employees hired, rehired, and terminated. They are filed with the EEOC every other year.

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 9, Item 35.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 26367
TITLE: Evaluations
DATES: unk
ARRANGEMENT: Alphabetical by name, thereunder chronological by year

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after (in personnel folder) and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 24685
TITLE: RDA Real Estate Acquisition Files
DATES: 1990-
ARRANGEMENT: Chronological by year, thereunder alphabetical by subject

DESCRIPTION: see page 101 for description

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

Adminisrative

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


AGENCY: Clearfield (Utah). Administration Division

SERIES: 24810
TITLE: Real estate acquisition files
DATES: 1990-
ARRANGEMENT: Chronogical by year, therunder alphabetical by subject

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 and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Administration Division

SERIES: 26449
TITLE: Random drug testing documentation
DATES: 2007-
ARRANGEMENT: Chronological by month

DESCRIPTION: Started Random Drug testing in addition to pre-employment and post-accident screening. Third party company to choose and administer the random testing. According to the City Policy manual these record must be kept for 2 years. (Not drug test results - see UT state series 9-41 and 9-42). List of employee names, documents relating to the random selection process, documentation and agenda of training provided to supervisors to make a determination concerning the need for alcohol and/or drug testing based on reasonable suspicion.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 2 years and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 42.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled