Utah Department of Administrative Services

Division of Archives & Records Service

Maria Montessori Academy (Utah)

28612--Purchasing records
27711--Accounts payable

AGENCY: Maria Montessori Academy (Utah)

SERIES: 28612
TITLE: Purchasing records
DATES: 2010-
ARRANGEMENT: Numerical by purchase order number

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 authorize the purchase of supplies or equipment. Information includes the name of requester, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature and related records.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 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: Maria Montessori Academy (Utah)

SERIES: 27711
TITLE: Accounts payable
DATES: 2010-
ARRANGEMENT:
ANNUAL ACCUMULATION: 1.00 cubic foot.

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