Utah Department of Administrative Services

Division of Archives & Records Service

American Fork (Utah)

20048--Grievance and disciplinary files
20049--Feasibility studies
20050--Meeting agenda
20051--Meeting minute tape recordings
20052--Committee minutes
20053--Notary bond files
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
20910--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
19978--Council minutes
19979--Board of Adjustment minutes
19980--Planning Commission minutes
19981--Arrest reports
19982--Council agenda
24061--Business license mailing list
24062--Utility mailing list
24064--Bank statements and deposits
25489--Attorney case files
24422--Interment registers
27653--Claim petition file
27414--Broadband customer lists
10362--Publications

AGENCY: American Fork (Utah)

SERIES: 20048
TITLE: Grievance and disciplinary files
DATES:
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 3 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

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:
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 3 years after completion of study.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(11); UCA 63G-2-305(22)


AGENCY: American Fork (Utah)

SERIES: 20050
TITLE: Meeting agenda
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of notices of regular and special meetings of the city council and other pertinent committees. They may include date, time, location of meeting, list of items to be discussed by committee members at regular, special, and emergency public meetings.

RETENTION

Retain 2 years after or until administrataive need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after or until administrative need ends and then destroy provided if not part of official minutes.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20051
TITLE: Meeting minute tape recordings
DATES:
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 1 years after approval of official minutes.

DISPOSITION

Destroy provided resolution of any related litigation.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after approval of official minutes and then destroy provided resolution of any related litigation.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 45.

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:
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) (1997) 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) (1997) 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. (See also Internal committee records).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32)


AGENCY: American Fork (Utah)

SERIES: 20053
TITLE: Notary bond files
DATES:
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 1 year after expiration or renewal or bond.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20054
TITLE: Performance audits
DATES:
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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 36.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20055
TITLE: Telephone messages
DATES:
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.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 41.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20056
TITLE: Transitory correspondence
DATES:
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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 42.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20057
TITLE: Bond anticipation
DATES:
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 1 year after being redeemed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20058
TITLE: General obligation bonds
DATES:
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 1 year after paid or cancelled

DISPOSITION

Destroy.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20059
TITLE: Project control files
DATES:
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 1 year after project closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20060
TITLE: Municipal revenue bonds
DATES:
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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after paid or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20061
TITLE: Special improvement bonds
DATES:
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 after paid or cancelled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until paid or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20062
TITLE: Annual budget
DATES:
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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20063
TITLE: Annual fixed asset report
DATES:
ARRANGEMENT:

DESCRIPTION: These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.

RETENTION

Retain until updated or superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20064
TITLE: Disposition records
DATES:
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 3 years after disposition of property.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after disposition of property and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20065
TITLE: Equipment inventories files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.

RETENTION

Retain 1 year after being reconciled with subsequent inventory.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being reconciled with subsequent inventory and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20066
TITLE: Fixed asset lists
DATES:
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 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20067
TITLE: Surplus property case files
DATES:
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 6 years after final payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20068
TITLE: Accounts payable
DATES:
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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20069
TITLE: Accounts receivable
DATES:
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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20910
TITLE: Initial contact reports
DATES: 1982-
ARRANGEMENT: Numerical by criminal code
ANNUAL ACCUMULATION: 7.20 cubic feet.

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 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 63.

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
ANNUAL ACCUMULATION: 1.50 cubic feet.

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 1 year

DISPOSITION

Destroy provided no litigation is pending

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided no litigation is pending.

Computer magnetic storage media: Retain in Office for 1 year and then erase provided no litigation is pending.

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 3 years or until the resolution of all administrative and legal issues.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 3 years or until resolution of all administrative and legal issues 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 36.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(22)


AGENCY: American Fork (Utah)

SERIES: 20735
TITLE: Beer license application files
DATES: 1988-
ARRANGEMENT: Alphanumerical by ???
ANNUAL ACCUMULATION: 4.50 cubic feet.

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 4 years after completion of application.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after completion of application and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 1.

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 ???
ANNUAL ACCUMULATION: 4.50 cubic feet.

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 4 years after final renewal of license.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after final renewal of license. and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20738
TITLE: Cemetery deeds
DATES: 1899-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 5.00 cubic feet.

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 20739
TITLE: Proof of publication records
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

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

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

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

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

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
ANNUAL ACCUMULATION: 6.00 cubic feet.

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

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 3 years after account closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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: American Fork (Utah)

SERIES: 20743
TITLE: Customer application records
DATES:
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 3 years after account closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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: American Fork (Utah)

SERIES: 19978
TITLE: Council minutes
DATES: 1869-
ARRANGEMENT: Chronological by year
ANNUAL ACCUMULATION: 6.00 cubic feet.

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

Retain in agency custody.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 23.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(1)(e)


AGENCY: American Fork (Utah)

SERIES: 19979
TITLE: Board of Adjustment minutes
DATES: 1961-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 3.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(1)(e)


AGENCY: American Fork (Utah)

SERIES: 19980
TITLE: Planning Commission minutes
DATES: 1971-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

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 permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 4.

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
ANNUAL ACCUMULATION: 7.20 cubic feet.

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 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided not part of case file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 3.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. Initial contact report


AGENCY: American Fork (Utah)

SERIES: 19982
TITLE: Council agenda
DATES: 1986-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain the public notification of date, time, place and items to be presented to City Council for consideration at regularly scheduled, special and emergency city council meetings.

RETENTION

Retain 2 years or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until administrative need ends and then destroy provided not part of official minutes.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: American Fork (Utah)

SERIES: 24061
TITLE: Business license mailing list
DATES: ca. 1984-
ARRANGEMENT: none

DESCRIPTION: These are lists of names and addresses derived from the business license records used for business license renewal statements. This list is also released to individuals upon request. In that circumstance information released is name of business, business address, business telephone number.

RETENTION

Retain in office until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until superseded and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2008). Name, social security number, phone number.


AGENCY: American Fork (Utah)

SERIES: 24062
TITLE: Utility mailing list
DATES: ca. 1984-
ARRANGEMENT: none

DESCRIPTION: These are lists of names and addresses used for utility billing. When requested by individuals mailing address only is released.

RETENTION

Retain in office until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until superseded and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2008). Name, social security number, telephone number.


AGENCY: American Fork (Utah)

SERIES: 24064
TITLE: Bank statements and deposits
DATES: ca. 1991-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 in office 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

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

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then transfer to State Archives with authority to weed.

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 10.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


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 Permanent

DISPOSITION

Retain in agency custody.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 5.

These records have historical value as documentation of burial of individuals.

PRIMARY DESIGNATION

Public


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. These files include petitions, correspondence and police reports if applicable and are used to determine municipal liability.

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy provided there is no pending litigation.

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 1.

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 4 years

DISPOSITION

Destroy.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 4.


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.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 21.

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