American Fork (Utah)
10362--Publications20910--Initial contact reports
20911--Fix-It Program chronological logs/complaint lists
20912--Police investigation comments audio tapes
20924--Draft performance audit
20735--Beer license application files
20736--Business license files
20737--Certificates of perpetual care
20738--Cemetery deeds
20739--Proof of publication records
20740--Ordinances
20741--Resolutions
20742--Customer deposit cards
20743--Customer application records
20054--Performance audits
20055--Telephone messages
20056--Transitory correspondence
20057--Bond anticipation
20058--General obligation bonds
20059--Project control files
20060--Municipal revenue bonds
20061--Special improvement bonds
20062--Annual budget
20063--Annual fixed asset report
20064--Disposition records
20065--Equipment inventories files
20066--Fixed asset lists
20067--Surplus property case files
20068--Accounts payable
20069--Accounts receivable
19978--Council minutes
19979--Board of Adjustment minutes
19980--Planning Commission minutes
19981--Arrest reports
20048--Grievance and disciplinary files
20049--Feasibility studies
20051--Meeting minute tape recordings
20052--Committee minutes
20053--Notary bond files
24422--Interment registers
24064--Bank statements and deposits
25489--Attorney case files
27653--Claim petition file
27414--Broadband customer lists
29247--General or Master Plans
29359--Budgets
AGENCY: American Fork (Utah)
SERIES: 10362
TITLE: Publications
DATES: 1965-
ARRANGEMENT: Chronological by year
DESCRIPTION: This series contains isolated publications not part of another series, created by or for the city of American Fork.
Holdings include a Master Plan (1965): A proposed master plan for American Fork was presented to the planning commission and city council for adoption in October 1965, culminating a 17-month effort to guide future development in the city. In addition to the development proposal, the 20-page report includes sections on background, analysis, and projects; summary of problem areas, and future planning program. There are also charts, tables, photographs, and historic and contemporary maps. The report was compiled by R._Clay Allred & Associates, Planning Consultants & Landscape Architects, of Salt Lake City. Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
AUTHORIZED: 03/12/2015
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
These records serve to document the history of the agency and to inform the public of the agency's services and programs.
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20910
TITLE: Initial contact reports
DATES: 1982-
ARRANGEMENT: Numerical by criminal code
DESCRIPTION: These are the initial written or recorded reports that are made by police officers describing actions initially taken in response to a complaint or the discovery of an apparent violation of law. The reports may contain "the dates, time, location, and nature of the complaint, the incident, or offense; names of victims; the nature or general scope of the agency's initial actions taken in response to the incident; the general nature of any injuries or estimate of damages sustained in the incident; the name, address, and other identifying information about any person arrested or charged in connection with the incident; or the identity of the public safety personnel (except undercover personnel) or prosecuting attorney involved in responding to the initial incident" (UCA 63-2-103(12)(a)(1998)). These reports do not include follow-up or investigative reports prepared after this initial report.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Initial contact incident reports, GRS-1107
AUTHORIZED: 11/19/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public. UCA 63G-2-301(2)(g) (2008)
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(9) (2008)
AGENCY: American Fork (Utah)
SERIES: 20911
TITLE: Fix-It Program chronological logs/complaint lists
DATES: 1996-
ARRANGEMENT: Chronological
DESCRIPTION: These lists record complaints made to the Business Inspection Office under the Fix-It Program. This program is used to quickly and easily solve problems dealing with business licensing, building and zoning violations, fire hazards, and beautification issues. The person who receives the fix-it ticket is responsible to resolve the problem and contact the enforcement officer or building inspection once they have taken the appropriate action to correct the problem. These lists are used to track what action has been taken by the city regarding a complaint and its resolution. The lists include date, location, property owners, complaint, action taken, and result.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 06/1997
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
Computer magnetic storage media: Retain in Office for 1 year and then erase.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20912
TITLE: Police investigation comments audio tapes
DATES: 1998-
ARRANGEMENT: Chronological by audit date
DESCRIPTION: These are interviews of persons making comments regarding the police department. They are used as part of the investigation of the police department. The City Council audits these tapes during the ongoing investigation. They include the individual cassette tape labeled with the name of person interviewed and date interviewed.
RETENTION
Retain for 3 year(s) after resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1996
FORMAT MANAGEMENT
Sound recordings: Retain in Office for 3 years and then erase.
APPRAISAL
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(9) (2008)
AGENCY: American Fork (Utah)
SERIES: 20924
TITLE: Draft performance audit
DATES: 1998-
ARRANGEMENT: Alphabetical by ???
DESCRIPTION: These are draft reports of performance audits. They are used by the city council to determine performance. They include
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684
AUTHORIZED: 05/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need end and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Protected. UCA 63G-2-305(22)
AGENCY: American Fork (Utah)
SERIES: 20735
TITLE: Beer license application files
DATES: 1988-
ARRANGEMENT: Alphanumerical by ???
DESCRIPTION: These files contain completed applications to obtain licenses for selling beer within municipal boundaries per local ordinances. Applicants are also required to file a cash or corporate bond "conditioned upon the licensee's faithful compliance" (UCA 32A-10-205(2) (1997)).
RETENTION
Retain for 3 year(s) after expiration of permit or license
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Permit and licensing records, GRS-1724
AUTHORIZED: 05/09/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after completion of application and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (1)(g)(2008). Social security numbers
AGENCY: American Fork (Utah)
SERIES: 20736
TITLE: Business license files
DATES: 1988-
ARRANGEMENT: Alphanumerical by ???
DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting business within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health).
RETENTION
Retain for 3 year(s) after expiration of permit or license
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Permit and licensing records, GRS-1724
AUTHORIZED: 05/09/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after final renewal of license. and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(1)(f) (2008)
AGENCY: American Fork (Utah)
SERIES: 20737
TITLE: Certificates of perpetual care
DATES: 1938-
ARRANGEMENT: Chronological
DESCRIPTION: These are copies of certificates issued to plot owners. They are used as a cross reference to plot deeds to record if grave has perpetual care. They include certificate number, date issued, name, amount paid, receipt number, and grave location.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Burial records, GRS-286
AUTHORIZED: 09/11/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20738
TITLE: Cemetery deeds
DATES: 1899-
ARRANGEMENT: Chronological
DESCRIPTION: These are copies of actual deeds issued to owners of cemetery plots. They are used to keep an accurate record of plot ownership and whether they have perpetual care. They include deed number, date issued, name of owner, amount of ground purchased, description of grave purchased, amount paid and receipt number. In some communities these deeds are recorded by the county recorder, but in most communities the deeds are not recorded and the municipality retains the official copy. These deeds are also called "Burial Rights."
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Burial records, GRS-286
AUTHORIZED: 09/11/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20739
TITLE: Proof of publication records
DATES: 1980-
ARRANGEMENT: Chronological
DESCRIPTION: These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings (UCA 78-25-14 (1997)).
RETENTION
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years and then destroy.
Paper: Retain in Office for 6 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20740
TITLE: Ordinances
DATES: 1970-
ARRANGEMENT: Chronological
DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 715 (1997). An ordinance includes a number, a title, preamble, an ordaining clause, the body or subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Administrative Historical Legal
Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20741
TITLE: Resolutions
DATES: 1977-
ARRANGEMENT: Chronological
DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717 (1997)).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Administrative Historical Legal
Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20742
TITLE: Customer deposit cards
DATES: 1985-
ARRANGEMENT: Alphanumerical by ??
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 for 3 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after account closed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(2)(b)(d) (2008)
AGENCY: American Fork (Utah)
SERIES: 20743
TITLE: Customer application records
DATES: undated
ARRANGEMENT:
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 for 3 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after account closed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(2)(b)(d) (2008)
AGENCY: American Fork (Utah)
SERIES: 20054
TITLE: Performance audits
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are reports written and prepared as a result of a performance audit on a municipal entity. These studies are frequently contracted with private consultants. They contain summary documentation on agency programs, operations and productivity.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 05/02/2016
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20055
TITLE: Telephone messages
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are the actual incoming telephone messages received by a municipal office. They normally include date, time, name of person receiving and leaving message, and action request (e.g., return call, etc.).
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720
AUTHORIZED: 09/11/2015
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20056
TITLE: Transitory correspondence
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are cover letters or other records attached to publications or other municipal information sent from municipal offices. They normally only indicate that information is being transmitted per request and provide no additional information.
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory correspondence, GRS-1759
AUTHORIZED: 07/23/2018
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20057
TITLE: Bond anticipation
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are notes used by municipalities pursuant to an appropriation resolution for bonds in anticipation of payable ad valorem taxes and constitute a full obligation of the municipality, "the bond anticipation notes and the interest on them shall be secured by a pledge of the full faith and credit of the municipality" (UCA 11-14-19.5 (1997)) in "the manner and subject to conditions of the Utah Municipal Bond Act" (UCA 11-14 (1997)).
RETENTION
Retain for 1 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Bond anticipation notes, GRS-782
AUTHORIZED: 05/26/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after being redeemed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20058
TITLE: General obligation bonds
DATES: undated
ARRANGEMENT:
DESCRIPTION: These bonds constitute general obligations of the municipality, for the prompt and punctual payment of principal or interest on which the full faith and credit of the municipality are pledged. These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the municipal legislative body (UCA 11-14-19 (1997)).
RETENTION
Retain for 1 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after paid or cancelled and then microfilm.
Paper: Retain in Office for 1 year after being paid or cancelled and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20059
TITLE: Project control files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684
AUTHORIZED: 06/07/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after project closed and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20060
TITLE: Municipal revenue bonds
DATES: undated
ARRANGEMENT:
DESCRIPTION: These bonds are issued by the city council payable solely from revenues attributable to the extension and improvement to revenue producing facilities (UCA 11-14-17 (1997)).
RETENTION
Retain for 1 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal revenue bonds, GRS-791
AUTHORIZED: 05/26/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after paid or cancelled and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20061
TITLE: Special improvement bonds
DATES: undated
ARRANGEMENT:
DESCRIPTION: The governing body of the municipality levying the assessment, by ordinance or resolution, may authorize the issuance of special improvement bonds to pay costs of improvements in the district against funds created by the assessment (UCA 17A-3-328 (1997)).
RETENTION
Retain until final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal special improvement bonds, GRS-793
AUTHORIZED: 02/16/2022
FORMAT MANAGEMENT
Paper: Retain in Office until paid or cancelled and then destroy.
APPRAISAL
AGENCY: American Fork (Utah)
SERIES: 20062
TITLE: Annual budget
DATES: undated
ARRANGEMENT:
DESCRIPTION: The budget is a "plan of financial operations for a fiscal year which embodies estimates of proposed expenditures for given purposes and the proposed means of financing them" (UCA 10-6-106(10) (1997)). "Before June 22 of each fiscal year, or August 17 in the case of a property tax increase under Sections 59-2-919 through 59-2-923, the governing body shall by resolution or ordinance adopt a budget for the ensuing fiscal year for each fund for which a budget is required under this chapter. A copy of the final budget for each fund shall be certified by the budget officer and filed with the state auditor within thirty days after adoption" (UCA 10-6-118 (1997)).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audited financial statements, GRS-1857
AUTHORIZED: 05/26/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20063
TITLE: Annual fixed asset report
DATES: undated
ARRANGEMENT:
DESCRIPTION: These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.
RETENTION
Retain until superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684
AUTHORIZED: 05/09/2016
FORMAT MANAGEMENT
Paper: Retain in Office until updated or superseded and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20064
TITLE: Disposition records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are either forms or records completed by municipal agencies when municipal property is disposed of either by public auction, competitive bidding, or destruction. Includes date, department name, description of item, value, disposition method, and reason, condition, and approval signature.
RETENTION
Retain for 3 year(s) after disposition of asset
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after disposition of property and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20065
TITLE: Equipment inventories files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.
RETENTION
Retain for 1 year(s) after superseded
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Information governance records, GRS-1713
AUTHORIZED: 05/04/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after being reconciled with subsequent inventory and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20066
TITLE: Fixed asset lists
DATES: undated
ARRANGEMENT:
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 for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Fixed asset records, GRS-73
AUTHORIZED: 05/04/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20067
TITLE: Surplus property case files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files document the sale of surplus municipal property. Includes invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.
RETENTION
Retain for 6 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years after final payment and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20068
TITLE: Accounts payable
DATES: undated
ARRANGEMENT:
DESCRIPTION: These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 20069
TITLE: Accounts receivable
DATES: undated
ARRANGEMENT:
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 19978
TITLE: Council minutes
DATES: 1869-
ARRANGEMENT: Chronological by year
DESCRIPTION: These minutes are the official record of the proceedings of regularly scheduled, special and emergency council meetings. They are adopted and approved by the council during their next public meeting. The minutes include the date, time, and meeting place; members present and absent; "the substance of all matters proposed, discussed, or decided, and record, by individual member, of votes taken; the names of citizens who appeared and the substance in brief of their testimony; any other information that any member requests be entered in the minutes" in accordance with UCA 52-4-7 (1997).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 04/21/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public. UCA 63G-2-301(1)(e)
AGENCY: American Fork (Utah)
SERIES: 19979
TITLE: Board of Adjustment minutes
DATES: 1961-
ARRANGEMENT: Chronological
DESCRIPTION: These minutes document all meetings of the Board of Adjustment. The board consists of "five members and whatever alternate members that the chief executive officer considers appropriate" (UCA 10-9-701(2)(a) (1997)). The duties of the Board of Adjustment are to hear and decide on "appeals from zoning decisions applying the zoning ordinance; special exceptions to the terms of the zoning ordinance; and variances from the terms of the zoning ordinance" (UCA 10-9-703(1) (1997)). The minutes are used to document requests, discussions, and decisions of the Board.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public. UCA 63G-2-301(1)(e)
AGENCY: American Fork (Utah)
SERIES: 19980
TITLE: Planning Commission minutes
DATES: 1971-
ARRANGEMENT: Chronological
DESCRIPTION: These are minutes of meetings and hearings held by the planning commission. "Each municipality may enact an ordinance establishing a planning commission" (UCA 10-9-201(1)(a)(1997)). A municipal planning commission shall "prepare and recommend a general plan and amendments to the general plan; recommend zoning ordinances and maps, amendments to zoning ordinances and maps; administer provisions of the zoning ordinance; recommend subdivision regulations and amendments to those regulations; recommend approval or denial of subdivision applications; advise the legislative body of matters as the legislative body directs; hear or decide any matters that the legislative body designates, including the approval or denial of, or recommendations to approve or deny, conditional use permits; exercise any other powers that are necessary to enable it to perform or function, or delegated to it by the legislative body" (UCA 10-9-204 (1997)).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public. UCA 63G-2-301(1)(e)
AGENCY: American Fork (Utah)
SERIES: 19981
TITLE: Arrest reports
DATES: 1991-
ARRANGEMENT: Numerical by arrest code or incident number
DESCRIPTION: These are forms used to report arrests made by the police department. They usually include complete information and description of person arrested, date, arrest time, arrest location, charges, description of offense, witnesses, victims, suspects, and name of officer(s) making arrest. Sometimes report is a multi-part form, with a copy sent to the county jail.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Arrest records, GRS-2028
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. Initial contact report
AGENCY: American Fork (Utah)
SERIES: 20048
TITLE: Grievance and disciplinary files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files document the review of grievances and appeals raised by municipal employees, except EEO complaints. These case files include witnesses' statements, reports of interviews; and hearings, examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.
RETENTION
Retain for 3 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grievance records, GRS-1967
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after case is closed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. unsubstantiated
SECONDARY DESIGNATION
Public. substantiated (UCA 63G-2-301(2)(O) (2008))
AGENCY: American Fork (Utah)
SERIES: 20049
TITLE: Feasibility studies
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.
RETENTION
Retain for 5 year(s) after end of project or program
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Feasibility studies, GRS-746
AUTHORIZED: 05/26/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after completion of study and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(11); UCA 63G-2-305(22)
AGENCY: American Fork (Utah)
SERIES: 20051
TITLE: Meeting minute tape recordings
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are the tape recordings of the proceedings of regularly scheduled, special and emergency municipal meetings. They are used to create the official minutes. UCA 52-4-7 requires that "written minutes shall be kept of all open meetings" and that they "shall be available within a reasonable time after the meeting." UCA 52-4-7.5(2)(a) (1997) requires that "if a public body closes a meeting . . . for any other purpose than to discuss the deployment of security personnel, devices, or systems, the public body shall either tape record the closed portion of the meeting or keep detailed written minutes that disclose the content of the closed portions of the meeting."
RETENTION
Retain for 3 year(s) after approval of minutes
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 05/26/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after approval of official minutes and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(32); 52-4-7.5(2)
AGENCY: American Fork (Utah)
SERIES: 20052
TITLE: Committee minutes
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/10/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(32)
AGENCY: American Fork (Utah)
SERIES: 20053
TITLE: Notary bond files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files document municipal employees providing service to municipal agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.
RETENTION
Retain for 1 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after expiration or renewal of bond and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 24422
TITLE: Interment registers
DATES: 1874-
ARRANGEMENT: Chronological.
DESCRIPTION: These registers serve as a cross-reference to plat books. They are arranged numerically by interment number. They include interment number, name of deceased, permit number, date interred, certificate number, date of death, location of grave by plot, lot, tier, name of undertaker, owner of lot, and pertinent information on removal (if applicable).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
These records have historical value as documentation of burial of individuals.
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 24064
TITLE: Bank statements and deposits
DATES: ca. 1991-
ARRANGEMENT: Chronological
DESCRIPTION: The monthly bank statements show 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. Also included are the bank deposits. These books record savings accounts. They include amounts, description of transaction, date, current balance, name of the bank and account numbers. These two groups of documents are maintained together as a records series.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 01/20/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (2008) account numbers
AGENCY: American Fork (Utah)
SERIES: 25489
TITLE: Attorney case files
DATES: 1970-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: These are case files for significant lawsuits filed by the city and those filed against the city. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, depositions, research material, settlements, and attorneys' notes.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently and then transfer to State Archives with authority to weed.
APPRAISAL
Legal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected
AGENCY: American Fork (Utah)
SERIES: 27653
TITLE: Claim petition file
DATES: 2003-
ARRANGEMENT: Chronological by year; thereafter by order received
DESCRIPTION: These files contain petitions claiming damages caused by municipal employees and/or equipment. They are used to determine liability. These files include petitions, correspondence and police reports if applicable.
RETENTION
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years and then destroy.
APPRAISAL
Legal
Legal 63G-7-401
PRIMARY DESIGNATION
Public
AGENCY: American Fork (Utah)
SERIES: 27414
TITLE: Broadband customer lists
DATES: 2003-
ARRANGEMENT: Numerical by customer number
DESCRIPTION: This is a list of Broadband customers. Customer information on the list includes but is not limited to customer name and number, address, dates of connection and disconnection, and internet service provider. The list is maintained to track customers and their service providers and to track who is hooked up to the Broadband network.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Computer data files: Retain in Office for 4 years and then delete.
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
AGENCY: American Fork (Utah)
SERIES: 29247
TITLE: General or Master Plans
DATES: 2010-
ARRANGEMENT: N/A
DESCRIPTION: These are comprehensive plans for municipal development adopted by the city commission. "Each municipality shall prepare and adopt a comprehensive, long-range general plan for present and future needs of the municipality; and growth and development of all or any part of the land within the municipality" (Utah Code 10-9a-401(1) (2005)). "The planning commission shall make and recommend to the [city commission] a proposed general plan for the area within the municipality" (Utah Code 10-9a-403(1)(b) (2012)). The plans serve as a guide for decision-making on rezoning and other planning proposals and as the goals and policies of municipalities attempting to guide land use in local jurisdictions. The plans include "planning commission's recommendations for the development of the territory covered by the plan, and may include, among other things: (a) a land use element; (b) a transportation and circulation element; (c) an environmental element; (d) a public service and facilities element; (e) a rehabilitation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality c a rehabilitation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality considers appropriate" (Utah Code 10-91-403 (3) (2012)). The plan may also include maps, plats, and charts.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
APPRAISAL
Administrative Historical Legal
AGENCY: American Fork (Utah)
SERIES: 29359
TITLE: Budgets
DATES: 2017-
ARRANGEMENT: none
DESCRIPTION: The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audited financial statements, GRS-1857
AUTHORIZED: 07/21/2017
FORMAT MANAGEMENT
APPRAISAL
Administrative Fiscal Historical