Ogden Preparatory Academy (Utah)

28455--Personnel Records
28462--Purchasing Records
28635--Administrative payroll reports
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 for 65 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Performance plans and evaluations, GRS-1966

AUTHORIZED: 02/05/2014

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

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 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

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 DESIGNATION

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 for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903

AUTHORIZED: 07/20/2015

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public


AGENCY: Ogden Preparatory Academy (Utah)

SERIES: 27712
TITLE: Accounts payable
DATES: 2012-
ARRANGEMENT:

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 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

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 DESIGNATION

Public