Utah Department of Administrative Services

Division of Archives & Records Service

Summit Academy (Utah)

27955--Student files
27517--Accounts payable
27518--General ledger
27519--Time sheets

AGENCY: Summit Academy (Utah)

SERIES: 27955
TITLE: Student files
DATES: August 2004-
ARRANGEMENT: alphabetical by student's last name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are student cumulative files for students whose records were not transferred but no longer attend this school. They were used to document the student's attendance. They include test scores, immunization record, eye testing, and all pertinent information on the student. These student files are commonly known as "dead files."

RETENTION

Retain 16 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 13 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 23.

The general retention schedule requires that these records be retained three years after graduation.

PRIMARY DESIGNATION

Exempt. FERPA


AGENCY: Summit Academy (Utah)

SERIES: 27517
TITLE: Accounts payable
DATES: 2004-
ARRANGEMENT: chronological by year thereunder alphabetical by account name
ANNUAL ACCUMULATION: 2.00 cubic feet.

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

RETENTION

Retain 6 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 4 years and then destroy.

APPRAISAL

Fiscal

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

Records in this series have short-term fiscal value and may be destroyed according to the approved retention schedule. The general schedule cites UCA 70A-2-725 (1995) which says that legal actions for breach of contract must be commenced within four years.

PRIMARY DESIGNATION

Public


AGENCY: Summit Academy (Utah)

SERIES: 27518
TITLE: General ledger
DATES: 2004-
ARRANGEMENT: chronological by date of entry
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are summaries showing receipts and disbursements of each department or school. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain 10 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 8 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 14.

Records in this series have short-term fiscal value. These records may be destroyed according to the established retention schedule.

PRIMARY DESIGNATION

Public


AGENCY: Summit Academy (Utah)

SERIES: 27519
TITLE: Time sheets
DATES: 2004-
ARRANGEMENT: chronological by date thereunder alphabetical by employee surname
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are records which verify hours worked (regular and overtime), leave earned (vacation, sick, emergency, conference/professional) and taken by school district employees.

RETENTION

Retain 5 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 3 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 24.

Records in this series have short-term fiscal value and may be destroyed according to the established retention schedule.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63-3-302 (1)(e) (2008)