Utah Department of Administrative Services

Division of Archives & Records Service

Utah Counties Indemnity Pool

26024--Multiline claims records
26025--Worker's compensation claims records
26026--Claims-made insurance policies
26027--Underwriting records
26028--Underwriting agency placement records
26029--Loss prevention records
26105--Board of trustee minutes
26121--Occurrence-based insurance policies
26122--Personnel files
26123--Audit records and financial statements

AGENCY: Utah Counties Indemnity Pool

SERIES: 26024
TITLE: Multiline claims records
DATES: 1992-
ARRANGEMENT: Alphabetically by county thereunder chronologically by date.
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These records are associated with insurance claims submitted by counties for such things as automobiles, property, and civil rights for county officials. The files include all insurance claims, litigation, subrogation, and correspondence.

RETENTION

Retain 20 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after last recorded activity and then transfer to State Records Center. Retain in State Records Center for 15 years and then destroy.

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL


AGENCY: Utah Counties Indemnity Pool

SERIES: 26025
TITLE: Worker's compensation claims records
DATES: 2004-
ARRANGEMENT: Alphabetical by county, thereunder chronological by year, thereunder alphabetical by surname.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These insurance records are associated with medical or indemnity claims submitted by counties for employees who were injured on the job.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after last activity on the claim and then destroy.

APPRAISAL


AGENCY: Utah Counties Indemnity Pool

SERIES: 26026
TITLE: Claims-made insurance policies
DATES: 1992-
ARRANGEMENT: Alphabetically by county thereunder chronologically by date
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain copies of claims-made coverage agreements and insurance policies. These policies designate what is covered and what is excluded. A claims-made policy requires that the claim be presented to the insurance company during the policy period.

RETENTION

Retain 15 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of any tail coverage and then destroy.

APPRAISAL


AGENCY: Utah Counties Indemnity Pool

SERIES: 26027
TITLE: Underwriting records
DATES: 1992-
ARRANGEMENT: Alphabetically by county and thereunder chronologically by date
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Underwriting files contain financial data and information about county exposure such as values of buildings, automobiles and all other county property and complete lists of county expenditures. This information is used to establish insurance rates and to market the annual reinsurance policies.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after close of underwriting period and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL


AGENCY: Utah Counties Indemnity Pool

SERIES: 26028
TITLE: Underwriting agency placement records
DATES: 1992-
ARRANGEMENT: Alphabetically by county thereunder chronological by date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files pertain to property liability for events not covered under coverage agreements or reinsurance policies. Some examples are airport and aircraft liability, and third party events in county facilities.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after expiration of policy and then destroy.

APPRAISAL

Administrative


AGENCY: Utah Counties Indemnity Pool

SERIES: 26029
TITLE: Loss prevention records
DATES: 1995-
ARRANGEMENT: Alphabetically by county thereunder chronologically by year.
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: Through the loss prevention program the Utah Counties Insurance Pool provides rate reduction incentives which allow counties to qualify for premium reductions. Records in the loss prevention files may include inspections, information about training, recommendations to members, and information about any other activities related to incentive programs.

RETENTION

Retain 12 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then destroy.

APPRAISAL


AGENCY: Utah Counties Indemnity Pool

SERIES: 26105
TITLE: Board of trustee minutes
DATES: 1992-
ARRANGEMENT: Chronologically by date.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official county committees, boards, and task forces. They may also include an official agenda. (See Internal committee records)

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Utah Counties Indemnity Pool

SERIES: 26121
TITLE: Occurrence-based insurance policies
DATES: 1992-
ARRANGEMENT: Alphabetically by county thereunder chronologically by date.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain copies of occurrence-based insurance coverage agreements and reinsurance obligations to pay claims. These insurance policies designate what is covered and what is excluded. Occurrence-based policies do not restrict the time frame in which claims can be made.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

Since occurrence-based policies do not restrict the time frame in which claims can be made the series is needed in the office permanently.


AGENCY: Utah Counties Indemnity Pool

SERIES: 26122
TITLE: Personnel files
DATES: 1992-
ARRANGEMENT: Alphabetically by surname.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Complete work history of an individual (excluding medical/psychological information) while employed by the State. Refer to UCA 67-18-1 (2005), et seq. and DHRM rules on accessing, maintaining, and managing employee personnel files. The employee's personnel file shall be considered a supplement to the DHRM computerized file and shall be subject to the rules governing personnel files. When an employee transfers to another state agency, the employees's personnel file must be sent to the new agency. The file typically includes applications for employment, career mobility documents, Memorandums of Understanding (MOU's), Employment Eligibility Certification records, Form 1-9 and other documents required by the U.S. Citizenship and Immigration Services; employee signed overtime agreements, personnel actions, corrective action plans, notices of disciplinary action, new employee orientation form checklists, performance plans and evaluations, letters of appreciation/commendation, separation and leave without pay records, employee benefits notification forms for PEHP and URS; references, copies of transcripts, training certifications or preparations, copies of items recorded in the DHRM computerized file, leave and time records; copies of any documents affecting the employee's conduct, status or salary, etc.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years or until 3 years after death or retirement and then destroy.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 8, Item 20.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)(b) (2008)


AGENCY: Utah Counties Indemnity Pool

SERIES: 26123
TITLE: Audit records and financial statements
DATES: 1992-
ARRANGEMENT: Chronologically by date.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Audit records include all financial and claims audits performed by outside auditors. Financial statements include all outside and in-house monthly financial statements of the financial affairs of the Utah Counties Insurance Pool and an accounting of all income and expenditures in relationship to adopted budgets.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical

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