Utah Department of Administrative Services

Division of Archives & Records Service

Ogden Preparatory Academy (Utah)

27712--Accounts payable
28455--Personnel Records
28462--Purchasing Records
28635--Administrative payroll reports

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 5, Item 1.

AUTHORIZED: 05/11/2011

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

PRIMARY CLASSIFICATION

Public


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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule 94, Item 1.

AUTHORIZED: 02/05/2014

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

PRIMARY CLASSIFICATION

Private

SECONDARY CLASSIFICATION

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SD 7, Item 7.

AUTHORIZED: 02/11/2014

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

PRIMARY CLASSIFICATION

Public


AGENCY: Ogden Preparatory Academy (Utah)

SERIES: 28635
TITLE: Administrative payroll reports
DATES: 2009-
ARRANGEMENT: Chronological by date

DESCRIPTION: These records support the agency's administrative function to audit the use of all public funds (Utah Code 51-2a-201 (2014)). These records document agency payroll operations and are used for data entry. Information includes statistics, reports, and data used for workload and personnel management purposes.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 10, Item 30.

AUTHORIZED: 07/20/2015

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Fiscal

PRIMARY CLASSIFICATION

Private. Utah Code 63G-2-302 (2014)

SECONDARY CLASSIFICATION

Public