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
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 reports show interest charged to utility accounts. The reports are generated monthly and are use as backup documentation for the general ledger and also for auditing purposes. Information includes name of customer, account number, amount of interest charged and date of billing.

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 and check balances, receipts, and money deposited. It includes a daily cash flow report, a payment register report, and a receipt register report along with pink copies of receipts.

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: This report is retained for reference and informational puroses which are not a part of official files. It is a report generated monthly as a final check before the billing is done. It checks for errors in meter readings. It also shows meters that have possibly been changed out. Information includes account number, customer name, address, date, meter reading and possible errors.

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. Included is the receipt of payment.

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 petty cash balances nad disbursements. It includes the date, name of person requesting petty cash, general ledger number assigned to requestor's department, previous petty cash balance, receipt number, amunt paid out and new balance.

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, and garbage services. They are used for billing purposes. The applications include customer's name, address, telephone, social security number, driver license number and name of reference and contact information. Also included is the applicant's signature agreeing to the terms of the billing.

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, and garbage services at a reduced rate. They are used for billing purposes. These applications included the account number, name and address of applicant, date of application, social security number, driver license information and birthdate.

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 water, sewer and garbage services. Information includes date, amount of deposit, name, address, account number, date service started, date deposit was refunded and amount of deposit confiscated and date. Also included are the deposit refund reports and open deposit reports. All of this information is used to balance to the General Ledger.

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, vehicles, equipment and furniture. It includes property number, description, name of applicable department, location, status, cost, quantity and current value. Also included are notes and memos with additional information regarding the fixed lists.

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 copies of employee's cell phone bills and long distance bills. A receipt for payment and personal calls and verification of Clearfield City business calls are attached to the invoices. The invoices show the name of the company providing the telephone services, the name of the employee user, the phone number of the phone used, date and time of each call and phone number called.

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 Clearfield City. It includes names of vendors, addressed, telephone numbers, and descriptions of goods and services provided. Also included are W-9 forms for each vendor.

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 municipal 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. Included are check number, check date and amount of check per account, account number, vendor name and vendor identification information.

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 detailed descriptions showing the credits and debits. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries. Information includes report date, account number and description, beginning balance, debits, credits and ending balance.

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. Includes 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 information purposes which are not part of the official technical files. It includes customer account number, billing address, service address, disconnect date and date and amount of deposit on hand, applied or refunded.

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 for reference and informational purposes which are not part of the official files. It is a daily cash log of cash transactions in the utility department. It lists the account number, name, amount and denomination of cash received and change given back. This log is referred to during the daily cash out of the cash drawer if it does not balance. It has no further use after the daily close out.

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, and abatements. They include date of adjustment, customer's name, account number, type of account adjusted (water ,sewer, garbage, interest, etc.), total adjustment, reason for adjustment,signature of person making adjustment and initials of approving supervisor.

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 city owned and maintained water meters consisting of turning meters on and off, checking for leaks or causes of low pressure, and requests for rereading the meter for high usage. Also included are work orders for city owned garbage cans that detail the assignment of can numbers to residents, and repairs and/or replacements. Information includes customer name, address, account number, date and service rendered. In some cases phone numbers are also included.

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 Clearfield City. They contain the name of the requesting agent, name of vendor, item, date ordered, amount of purchase, purchase order number, account charged and authorizing signature. The original documents are attached to the checks issued. These copies then become the record copy and are retained for reference purposes.

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 is an itemized list of customer accounts which is generated monthly and used for reference purposes. It is used to determine the most recent payments made by customers on utility accounts. It includes the account number; name; balance; age, date and amount of last payment; and date of report.

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 agreement for services between BFI and Wasatch Energy Systems and the City of Clearfield for garbage pick up and disposal. Included are the service agreement contract, contract backup documentation, billing information, correspondence and garbage pickup complaints. Information includes start and ending date of contract, contract specifications for each contracting party, and authorizing signatures. 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 residential commercial and Freeport Center water meters by municipal employees. They are used for billing purposes. Information includes customer name, address, account number, last meter reading, usage, type of meter and current reading.

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, account number, breakdown of charges (water, sewage, garbage,etc.), and total amount billed. This register is used for accounting and 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 is an itemized list of customer accounts. It includes name of customer, account number, breakdown of charges (water, sewer, garbage etc.) and total amount still receivable. This report is generated monthly. The report is used for budget and 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. Information includes account number, annual budget amount, year to date revenue, percent of budget over/under and the remaining budget.

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. These monies are collected at the Clearfield Swimming Pool and various concession stands.

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 citizens who have been provided ambulance services by the Clearfield City Fire Department. It includes journal entries, reports and supporting documentation.

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 and payment amounts, date, payee, purpose and fund credited or debited. They are used to provide back up 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 accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal redevelopment agencies. Receipt of payment is included.

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 municipal redevelopment agency and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement. Receipt of payment is included.

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 conracts between the municipality and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement. Receipt of payment is included.

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 forms report taxable wages paid to individuals and/or sole proprietors over $600 for services worked in a calendar year, reportable to the Internal Revenue Service. Information includes business/individual name, address, federal ID number and amount paid to them.

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 is a register that lists rate tables used for utility billing. It includes rate table number, description of service and number of accounts tied to each rate table. This register is used to compile other billings for sewer and waste collection.

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: These are checks that were issued and subsequently voided. They are arranged by month. Included on the check is the name of the vendor, the date the check was issued and the amount. They have been marked void.

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 binders that contain unsuccessful proposals for services requested by our agency.

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 are copies of payroll checks that are given to the employees. Included on the check is employee name, address, hours worked, deductions, and amount of paycheck. They are used occasionally for reference.

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 are files that are created to inform a resident that a check has been returned. Included in the file is a letter informing the resident of the bad check, the notice Clearfield City receives from the bank, and the check. After the check has been paid the files are stored by the date it was taken care of.

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 reports are a summary of monthly revenues and expenditures. Included are general ledger account numbers and dollar amounts that were received and paid. The report is run monthly and summarizes each month's totals until the end of the fiscal year.

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 reports are run monthly to determine eligibility for refunds of water deposits. Deposits are refunded to open utility accounts after the account has been current for one year. Deposits are also applied to terminated accounts for ending balances and/or refunds. The report includes customer name, customer number, and the amount of the deposit we have on file for the resident.

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 reports list the utility accounts that are delinquent and which received a reminder notice by mail. Notations are made on the report of customer calls, adjustments made, and lists of customers who's utilities are cut off. Included are name, address, account number, telephone number, and past due amount. Reports are generated weekly.

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 reports contain a summary of all revenues that are receipted. Included are receipt number, date, customer number and name, general ledger number and amount receipted.

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: 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. Information includes bank statements and correspondence that detail bond transactions, copies of journal entries, copies of invoices and purchase orders relating to bond payments.

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 monthly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (1997)). These statements are required by law (UCA 51-7-9 (1997)). 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: This series contains forms allowing the city to deduct utility payments directly from customer bank accounts. Information includes customer name, address, telephone number, utility account number, name of financial institution, bank account number and type of bank account.

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, 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