Utah Department of Administrative Services

Division of Archives & Records Service

Ogden Preparatory Academy (Utah)

28455--Personnel Records
28462--Purchasing Records
27712--Accounts payable

AGENCY: Ogden Preparatory Academy (Utah)

SERIES: 28455
TITLE: Personnel Records
DATES: 2003-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.

RETENTION

Retain 65 years from date of employment or 3 years after retirement or death

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.

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

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: Ogden Preparatory Academy (Utah)

SERIES: 28462
TITLE: Purchasing Records
DATES: 2010-
ARRANGEMENT: Numeric by purchase order number

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

RETENTION

Retain 4 fiscal years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 7, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Ogden Preparatory Academy (Utah)

SERIES: 27712
TITLE: Accounts payable
DATES: 2012-
ARRANGEMENT:
ANNUAL ACCUMULATION: 2.00 cubic feet.

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

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 1.

This retention is based on (UCA 70A-2-725 (1998)), which specifies a four-year statute of limitations in contracts for sale.

PRIMARY DESIGNATION

Public