Utah Department of Administrative Services

Division of Archives & Records Service

Elk Ridge (Utah)

28486--Building plans
12124--Minutes
15812--Grant files original applications
15813--Grant files (supporting documents)
15814--Organizational charts
15815--Policies and procedures
15816--Studies and surveys
15817--Bond anticipation notes (debt service)
15818--Bond redemption registers (building and performance)
15819--Annual budget
15820--Accounts payable
15821--Accounts receivable
15822--Audit reports
15823--General ledgers
15824--Investment accounting
15825--Administrative payroll report
15826--Insurance policy files (worker's compensation fund)
15827--Insurance policy files (commercial property)
15828--Insurance policy files (commercial general liability)
15829--Insurance policy files (commercial auto)
15830--Insurance policy files (errors and omissions)
15831--Liability risk management case files
15832--City charter (articles of incorporation)
15833--Contracts and agreements files (contractor's liability)
15834--Deeds files (promissory notes with trust deed)
15835--Ordinances
15836--Resolutions
15837--Special assessment plats (property assessment listing)
15838--Special assessment plats (residential address)
15839--Class "C" road funding project files

AGENCY: Elk Ridge (Utah)

SERIES: 28486
TITLE: Building plans
DATES: 2003
ARRANGEMENT: None

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, apartments, or single family residential structures. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series has permanent historical value as representative documentation of the work handled by permitting and inspection staff in municipalities throughout the state. It also has value as documentation of the types of buildings constructed in the time period covered by the series.


AGENCY: Elk Ridge (Utah)

SERIES: 12124
TITLE: Minutes
DATES: 1977-
ARRANGEMENT: Chronological

DESCRIPTION: These are the official minutes of regular, special, and emergency meetings of municipal committees, boards, and task forces.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15812
TITLE: Grant files original applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, annual and final performance reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15813
TITLE: Grant files (supporting documents)
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports on the administrative and fiscal operations of federal or state funded programs compiled on a monthly, quarterly, or semi-annual basis and all other supporting data.

RETENTION

Retain for 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15814
TITLE: Organizational charts
DATES:
ARRANGEMENT:

DESCRIPTION: These are files containing organizational charts and reorganizational studies. They are graphic illustrations providing a detailed description of the arrangement and administrative structure of the municipality. They also include agency histories and selected background material. Agency histories and selected background material.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15815
TITLE: Policies and procedures
DATES:
ARRANGEMENT:

DESCRIPTION: These are manuals which indicate the responsibilities and guidelines on administrative policies, operational procedures, and rules and regulations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15816
TITLE: Studies and surveys
DATES:
ARRANGEMENT:

DESCRIPTION: These are documents related to various studies by private and other government agencies. Includes working papers, correspondence, related documents and final report.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15817
TITLE: Bond anticipation notes (debt service)
DATES:
ARRANGEMENT:

DESCRIPTION: These notes are used by municipalities pursuant to an appropriation resolution for bonds in anticipation of payable and valorem taxes and constitute a full obligation of the municipality, "the bond anticipation notes and the interest on them shall be secured by a pledge of the full faith and credit of the municipality" (UCA 11-14-19.5).

RETENTION

Retain until redeemed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15818
TITLE: Bond redemption registers (building and performance)
DATES:
ARRANGEMENT:

DESCRIPTION: These registers are used to record the redemption of coupons for municipal bonds.

RETENTION

Retain for 3 years after redemption of coupon.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after redemption of coupon and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15819
TITLE: Annual budget
DATES:
ARRANGEMENT:

DESCRIPTION: The final annual municipal financial plan approved by the city council for all expenditures of municipality.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15820
TITLE: Accounts payable
DATES:
ARRANGEMENT:

DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15821
TITLE: Accounts receivable
DATES:
ARRANGEMENT:

DESCRIPTION: These files consist of copies prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies (UCA 70A-2-725).

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15822
TITLE: Audit reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. These reports include statements of receipts and disbursements for each department (UCA 10-6-151).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 5.

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15823
TITLE: General ledgers
DATES:
ARRANGEMENT:

DESCRIPTION: These are a summary of receipts and disbursements by account and fund. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain for 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15824
TITLE: Investment accounting
DATES:
ARRANGEMENT:

DESCRIPTION: These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.

RETENTION

Retain for 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15825
TITLE: Administrative payroll report
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports and statistics with any supporting and related records to payroll operations and pay administration. Includes reports and data used for workload and personnel management purposes.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15826
TITLE: Insurance policy files (worker's compensation fund)
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

Retain for 15 years after expiration of policy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15827
TITLE: Insurance policy files (commercial property)
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

Retain for 15 years after expiration of policy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15828
TITLE: Insurance policy files (commercial general liability)
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

Retain for 15 years after expiration of policy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15829
TITLE: Insurance policy files (commercial auto)
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

Retain for 15 years after expiration of policy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15830
TITLE: Insurance policy files (errors and omissions)
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

Retain for 15 years after expiration of policy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15831
TITLE: Liability risk management case files
DATES:
ARRANGEMENT:

DESCRIPTION: These are case files of the reporting, investigation and settlement of liability claims filed against the municipalities.

RETENTION

Retain for 20 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15832
TITLE: City charter (articles of incorporation)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain constitution, bylaws and all amendments to city charters approved by the State Legislature.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15833
TITLE: Contracts and agreements files (contractor's liability)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15834
TITLE: Deeds files (promissory notes with trust deed)
DATES:
ARRANGEMENT:

DESCRIPTION: These are the original deeds which provide evidence of city ownership of property. Includes name, addresses of grantor or grantee, description of property, date property was transferred to grantor.Usually filed alphabetically by name of property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15835
TITLE: Ordinances
DATES:
ARRANGEMENT:

DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit. govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 714. An ordinance includes the title, preamble, an ordaining clause, subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15836
TITLE: Resolutions
DATES: 1979-
ARRANGEMENT: Numerical by resolution number

DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717).

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15837
TITLE: Special assessment plats (property assessment listing)
DATES:
ARRANGEMENT:

DESCRIPTION: These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.

RETENTION

Retain for 5 years after district is completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after district is completed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15838
TITLE: Special assessment plats (residential address)
DATES:
ARRANGEMENT:

DESCRIPTION: These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.

RETENTION

Retain for 5 years after district is completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after district is completed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Elk Ridge (Utah)

SERIES: 15839
TITLE: Class "C" road funding project files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document the funding for Class "C" roads. CLass "C" funding is money allocated to each city or town from the state road fund "under rules and regulations mutually adopted by city officials and the State Road Commission" (UCA 27-12-23). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).

RETENTION

Retain for 3 years after claim, audit, or litigation settled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after claim, audit, or litigation settled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 2.

PRIMARY DESIGNATION

Public