Utah Department of Administrative Services

Division of Archives & Records Service

Summit Academy (Utah)

28531--Bank financial records
28532--Certified personnel files
28533--Daily meals records
28534--Bond statements
27955--Student files
27517--Accounts payable
27518--General ledger
27519--Time sheets

AGENCY: Summit Academy (Utah)

SERIES: 28531
TITLE: Bank financial records
DATES: 2005-
ARRANGEMENT: Chronological

DESCRIPTION: These are monthly statements showing all activity connected with the agency's financial account. Includes date, name of bank, deposits, withdrawals, cash balance, interest, and other such transactions. Used in day-to-day maintenance of agency finances, as well as for special reports, as needed.

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

Administrative Fiscal Legal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 6.

PRIMARY DESIGNATION

Public. UC 63G-2-301


AGENCY: Summit Academy (Utah)

SERIES: 28532
TITLE: Certified personnel files
DATES: 2009-
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 after employment or 3 years after retirement or death, whichever comes first (UC 49-11-601 (2013)).

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after date of employment and then transfer to State Records Center. Retain in State Records Center for 63 years and then destroy.

APPRAISAL

Administrative Legal

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

PRIMARY DESIGNATION

Private. UC 63G-2-302(1)(g)

SECONDARY DESIGNATION

Public. UC 63G-2-301


AGENCY: Summit Academy (Utah)

SERIES: 28533
TITLE: Daily meals records
DATES: 2009-
ARRANGEMENT: Chronological

DESCRIPTION: These records track all aspects of the school lunches served. They contain reports of a la carte items, milk and meals served, and sales of lunches by category (free, reduced, paid, adult). The records are computed on a daily basis, are used as a gauge for future planning, and are referenced as needed.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 19, Item 26.

PRIMARY DESIGNATION

Public. UC 63G-2-301


AGENCY: Summit Academy (Utah)

SERIES: 28534
TITLE: Bond statements
DATES: 2007-
ARRANGEMENT: Chronological

DESCRIPTION: These notes document the borrowing of money by local school boards in anticipation "of the collection of taxes or other revenue of the school district as long as it complies with the Title 11, Chapter 14, Local Government Bonding Act" (UC 53A-18-101 (2005)).

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 2, Item 7.

PRIMARY DESIGNATION

Public


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)