Utah Department of Administrative Services

Division of Archives & Records Service

Clearfield (Utah). Finance Division

23724--Penalty Register
23471--Daily cash reports
23472--Billing status report
23473--Deposit complete checkout report
23474--Accounts receivable
23478--Bank statements
23479--Petty cash reports
23485--Customer application records
23486--Senior citizen customer application records
23487--Customer deposit cards
23488--Fixed asset lists
23489--Employee telephone bills accounts receivable invoices
23490--Vendor list
24233--Receipt books
23277--Accounts payable check register report
23278--General ledger trial balance reports
23546--Utility billing reference files
23548--Utility billing accounts number lists
23549--Finance policies and procedures manuals
23550--Utility termination billings copies files
23552--Cash check out reference files
23558--Accounts pending collection files
23316--Utility billing adjustment records
23319--Residential and commercial utility work orders
23320--Purchase orders
23321--Accounts payable records
23323--Utility service reminder notices
23855--Meter verification reports
23861--Utility billing aging report
23862--Transaction summary report
23863--Professional service agreement records
23336--Meter books
23372--Billing register and billing registry summary
23373--Utility billing accounts receivable by service
24137--Regular budget reports
23403--Daily cash out report
23667--Sales tax returns
23668--Ambulance Services accounts receivable
24164--Subsidiary ledger and journal files
23180--Utility bill remittance stubs
25417--RDA accounts receivable
25418--Unsuccessful grant application files
25976--RDA leasing contract files
25977--Leasing contract files
25978--Contract purchasing records
25510--Taxable wage earning reports
26111--Utility rate table summary
24912--Warrant requests - cancelled
24913--Unsuccessful bids and proposals files
25173--Payroll Files
25174--Finance technical reference files
25175--Account receivable returned checks
24271--Revenues budgetary worksheet
24272--Deposit refund report
24536--Customer utility deposit cards
24296--Utility consumer adjustment report
24297--Receipt register
28527--Federal tax deposits form 941
28316--Credit Card Settlement Reports
28317--Sales Tax Distribution Reports
28385--Zion's trust statements
28389--Bond Redemption Registers
28390--Franchise Tax Revenue Records
27522--Check audit reports
27525--Audit working reports
27526--State treasurer's accounting statements
26706--Direct pay authorization agreements
10351--Grant files

AGENCY: Clearfield (Utah). Finance Division

SERIES: 23724
TITLE: Penalty Register
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

RETENTION

Retain in office three 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 5, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23471
TITLE: Daily cash reports
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursements.

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 5, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23472
TITLE: Billing status report
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include 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 adminstrative need ends and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23473
TITLE: Deposit complete checkout report
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 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.

DISPOSITION

Destroy provided material is no longer needed for reference.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23474
TITLE: Accounts receivable
DATES: 1922-
ARRANGEMENT: Alphabetical by account name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after bill has been paid and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 71A-2-725 (2008).


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23478
TITLE: Bank statements
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These are monthly statements (including cancelled checks) showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.

RETENTION

Retain 4 years.

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 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23479
TITLE: Petty cash reports
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursements.

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 5, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23485
TITLE: Customer application records
DATES: 1922-
ARRANGEMENT: Numerical by customer number
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).

RETENTION

Retain 3 years after account is closed.

DISPOSITION

Destroy provided account is paid in full and no litigation is pending.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23486
TITLE: Senior citizen customer application records
DATES: 1987-
ARRANGEMENT: Numerical by customer number
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).

RETENTION

Retain 3 years after account is closed.

DISPOSITION

Destroy provided account is paid in full and no litigation is pending.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after account is closed and then destroy provided account is paid in full and no litigation is pending.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23487
TITLE: Customer deposit cards
DATES: 1965-
ARRANGEMENT: Numerical by account number
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 after account is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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 (2)(b)(d)(2008).


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23488
TITLE: Fixed asset lists
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23489
TITLE: Employee telephone bills accounts receivable invoices
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder numerical by telephone number
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These are invoices billing non-municipal agencies or institutions for supplies, services, or repairs provided by an agency.

RETENTION

Retain 4 years.

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 5, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23490
TITLE: Vendor list
DATES: 1922-
ARRANGEMENT: Alphabetical by vendor name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a list of vendors providing goods and services to the municipality. It usually includes names of vendors, addresses, telephone numbers, and descriptions of goods or services provided.

RETENTION

Retain until updated or superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24233
TITLE: Receipt books
DATES: 1922-
ARRANGEMENT: Chronological by year then numerical

DESCRIPTION: These are receipts issued for money received into entity accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid

RETENTION

Retain Retain in office 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 5, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23277
TITLE: Accounts payable check register report
DATES: 1922-
ARRANGEMENT: Numerical by check number
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23278
TITLE: General ledger trial balance reports
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23546
TITLE: Utility billing reference files
DATES: 1995-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.40 cubic feet.

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

RETENTION

Retain until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until no longer needed for reference and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23548
TITLE: Utility billing accounts number lists
DATES: 1922-
ARRANGEMENT: Numerical by account number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are indexes or lists of account numbers assigned to specific lot numbers and addresses. They are used to establish new accounts and are a reference file in case of lost information.

RETENTION

Retain until records to which they pertain are destroyed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until records to which they pertain are destroyed and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23549
TITLE: Finance policies and procedures manuals
DATES: 1995-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. It 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 participated.

RETENTION

Retain permanently. May be transferred to agency records center.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

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 (11), (12) (2008).


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23550
TITLE: Utility termination billings copies files
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder numerical by account number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include 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.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23552
TITLE: Cash check out reference files
DATES: 1993-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include 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.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23558
TITLE: Accounts pending collection files
DATES: 1922-
ARRANGEMENT: Chronological, thereunder numerical by account number
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are records of closed unpaid utility accounts that are at various stages of the collection process. Included are customer checks returned for insufficient funds or because the bank account had been closed, bankruptcy notices which are still pending and payments on the account that are still being disbursed. Information includes name of customer, account number, account status, account start date, date account became past due, date collection process began and authorizing signature.

RETENTION

Retain 1 year after resolution of account.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23316
TITLE: Utility billing adjustment records
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification, total amount changed, and authorizing signatures.

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 22, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23319
TITLE: Residential and commercial utility work orders
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

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). Finance Division

SERIES: 23320
TITLE: Purchase orders
DATES: 1922-
ARRANGEMENT: Chronological by month, thereunder numerical by purchase order number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

RETENTION

Retain 4 years.

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 10, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23321
TITLE: Accounts payable records
DATES: 1922-
ARRANGEMENT: Alphabetical by name, thereunder chronological
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. They may also include correspondence with vendors and computer printouts.

RETENTION

Retain 4 years.

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 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23323
TITLE: Utility service reminder notices
DATES: 1922-
ARRANGEMENT: Chronological by month; thereunder numerical by account number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of official files. Information includes utility account number, amount past due, date sent, date service will be discontinued and address.

RETENTION

Retain until no longer needed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until no longer needed and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23855
TITLE: Meter verification reports
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These monthly reports are used by the utility billing clerk to check for possible billing errors before the actual billing process is begun. Examples of billing errors checked for are indications of extremely high or low water usage. Information includes date of report, customer account number, current reading, most recent previous reading and amount billed.

RETENTION

Retain in office 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23861
TITLE: Utility billing aging report
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.

RETENTION

Retain in office 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 22, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23862
TITLE: Transaction summary report
DATES: 1995-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records summarize monthly billing transactions and are retained strictly for reference and informational purposes which are not part of the official files. Information includes billings, adjustments, payments, deposits applied, balance due and date of report. The information is organized by utility book number. The reports are no longer referred to after the following month's billing is completed.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23863
TITLE: Professional service agreement records
DATES: 1996-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records document the professional service agreements for temporary services between any municipal agency and professional individuals, or between agencies. They include the service agreement and other related records.

RETENTION

Retain in office 4 years after last payment and contract or service agreement has ended.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after last payment and contract/service agreement ended and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 7.

PRIMARY DESIGNATION

Public. UCA 78-12-25 (1)(2008).


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23336
TITLE: Meter books
DATES: 1922-
ARRANGEMENT: Chronological by month, thereunder numerical by account number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. The books include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.

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 22, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23372
TITLE: Billing register and billing registry summary
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.

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 22, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23373
TITLE: Utility billing accounts receivable by service
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.

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 22, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24137
TITLE: Regular budget reports
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These regular reports are prepared monthly and quarterly. They document the status of city accounts and apportionment comparing budgets and actual expenditures. They are used for audit purposes.

RETENTION

Retain 3 years in office.

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 3, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23403
TITLE: Daily cash out report
DATES: 1975-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These reports are used to balance the day's cash drawer, cash out and bank deposit. They are used exclusively for reference and informational purposes. Included are the computer check total, computer cash total, account totals, amount over/short, denomination of cash and various account deposit amounts.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy provided material is no longer needed for reference

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23667
TITLE: Sales tax returns
DATES: 1960-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales tax and to remit the amounts collected and due to the state (e.g., municipal recreational facilities).

RETENTION

Retain 4 years.

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 5, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23668
TITLE: Ambulance Services accounts receivable
DATES: 2000-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 4 years and then delete.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24164
TITLE: Subsidiary ledger and journal files
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

RETENTION

Retain in office 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 23180
TITLE: Utility bill remittance stubs
DATES: 1922-
ARRANGEMENT: Chronological by year
ANNUAL ACCUMULATION: 12.00 cubic feet.

DESCRIPTION: These stubs are received with payments for services. They are used as the official record of customers, payments being received and posted. They include account number, name, service address, payment received, receipt date and number.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 27.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25417
TITLE: RDA accounts receivable
DATES: 1922-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after bill has been paid and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25418
TITLE: Unsuccessful grant application files
DATES: 1922-
ARRANGEMENT: Chronological by date

DESCRIPTION: These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.

RETENTION

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 1, Item 43.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25976
TITLE: RDA leasing contract files
DATES: 1922-
ARRANGEMENT: Alphabetical by name, thereunder chronological by date

DESCRIPTION: These records document building or equipment leasing contracts between the municipality and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.

RETENTION

DISPOSITION

.

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 10, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25977
TITLE: Leasing contract files
DATES: 1922-
ARRANGEMENT: Alphabetical by name, thereunder chronological by date

DESCRIPTION: These records document building or equipment leasing contracts between the municipality and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.

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 10, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25978
TITLE: Contract purchasing records
DATES: 1922-
ARRANGEMENT: Chronological by date, thereunder alphabetical by name

DESCRIPTION: These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25510
TITLE: Taxable wage earning reports
DATES: 1922-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

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 Fiscal

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

PRIMARY DESIGNATION

Private


AGENCY: Clearfield (Utah). Finance Division

SERIES: 26111
TITLE: Utility rate table summary
DATES: 1922-
ARRANGEMENT: Chronological by date.

DESCRIPTION: This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.

RETENTION

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 22, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24912
TITLE: Warrant requests - cancelled
DATES: 1922-
ARRANGEMENT: Chronological by month

DESCRIPTION: This is the manual documentation method of inputting data about canceled warrants which then becomes part of the general ledger.

RETENTION

Retain 4 years

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 5, Item 28.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24913
TITLE: Unsuccessful bids and proposals files
DATES: 1922-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.

RETENTION

Retain 2 years

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 10, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25173
TITLE: Payroll Files
DATES: 1922-
ARRANGEMENT: Chronological by pay period thereunder alphabetical by name

DESCRIPTION: These files contain memoranda, copies of payrolls, checklists, and related certification sheets. They also include security copies of documents prepared or used for disbursement, along with supporting documentation. Please refer to Schedule 8, Item #4 "Employee Earnings History Files," if an earning history file/card is not maintained.

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 8, Item 11.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) 1997


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25174
TITLE: Finance technical reference files
DATES: 1922-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These files contain copies of documents retained strictly for reference. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs and vendor price lists.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided no longer needed for reference.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 25175
TITLE: Account receivable returned checks
DATES: 1922-
ARRANGEMENT: Chronological by date

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

Retain 4 years. UCA 70A-2-725 (1997)

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 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24271
TITLE: Revenues budgetary worksheet
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

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 20.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24272
TITLE: Deposit refund report
DATES: 1922-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

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 20.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24536
TITLE: Customer utility deposit cards
DATES: 1922-
ARRANGEMENT: Alphabetical by name

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 Fiscal

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 (2)(b)(d)(2008)


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24296
TITLE: Utility consumer adjustment report
DATES: 1922-
ARRANGEMENT: Chronological by year, there under by month
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records document adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification, total amount changed, and authorizing signatures.

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 22, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 24297
TITLE: Receipt register
DATES: 1999-
ARRANGEMENT: Chronological by year, thereunder by month
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

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 5, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 28527
TITLE: Federal tax deposits form 941
DATES: 1997-
ARRANGEMENT: Chronological by pay period

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

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 28316
TITLE: Credit Card Settlement Reports
DATES: 2000-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports that are generated to reconcile credit card transactions with the statements received from Merchant billing. The report includes type of credit card used, customer name, amount of the transaction and the date the transaction was made. Journal entries are included as support to the general ledger.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah County General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 28317
TITLE: Sales Tax Distribution Reports
DATES: 1922-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports received from the Utah State Tax Commission that summarize monthly distribution of sales tax revenue to Clearfield City. The report includes a date, amount of sales tax received and a journal entry to support the general ledger.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah County General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 28385
TITLE: Zion's trust statements
DATES: 1980-
ARRANGEMENT: Chronological by month and year

DESCRIPTION: These records are monthly statements showing receipts and disbursements for monies invested with Zion's Bank. The records include reports of cash reconciliation, investment summaries, holdings and account transactions.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

All Formats: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 28389
TITLE: Bond Redemption Registers
DATES: 1922-
ARRANGEMENT: chronological

DESCRIPTION: These are registers used to record the redemption of coupons for municipal bonds.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

All Formats: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 28390
TITLE: Franchise Tax Revenue Records
DATES: 1950-
ARRANGEMENT: chronological

DESCRIPTION: These are statements received monthly reporting the amount of money collected and distributed to Clearfield City for franchise & energy taxes.

Information includes name of company collecting the tax, date, and amount collected and paid.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

All Formats: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah County General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 27522
TITLE: Check audit reports
DATES: 2008-
ARRANGEMENT: Chronological by audit date.

DESCRIPTION: The function of this series is to audit accounts payable checks made payable to employees for reimbursement or travel expenses. Audits are made monthly by committee. These files include copies of account payable checks, travel reconciliations, and audit findings.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 46.

Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 27525
TITLE: Audit working reports
DATES: 2000-
ARRANGEMENT: By fiscal year

DESCRIPTION: The purpose of these records is to provide sufficient back-up data documentation for the annual audit. The data is used in the preparation of the statistical section of the annual audit. The series contains confirmation letters sent, statistical information collected, and any other information as requested by the auditors.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of annual audit and then destroy.

APPRAISAL

Fiscal

fiscal

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 27526
TITLE: State treasurer's accounting statements
DATES: 2000-
ARRANGEMENT: Chronological by year.

DESCRIPTION: These are quarterly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (2010)). These statements are required by law (UCA 51-7-9 (1984)). They include a deposit form, an account statement and an investment credit notice.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 19.

Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Finance Division

SERIES: 26706
TITLE: Direct pay authorization agreements
DATES: 2003-
ARRANGEMENT: Numerical

DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after agreement is terminated and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 11.

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Finance Division

SERIES: 10351
TITLE: Grant files
DATES: 1991-
ARRANGEMENT: Chronological

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then 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 1, Item 9.

PRIMARY DESIGNATION

Public