Utah Department of Administrative Services

Division of Archives & Records Service

Alpine School District (Utah)

22052--Official transcripts
21779--Special education student files
20087--Educators' personnel files
20088--Classified personnel files
20089--Certified personnel disciplinary files
20090--Classified personnel disciplinary files
13232--Employee absence and leave report
13113--State Developmental Center academic records
14798--Student attendance class rolls
14799--Student cumulative record
15315--Driver's training and student time cards
15316--Driver's education student time cards
26505--Year-end reports
26506--Employee W-2s
26508--Payroll Check Register
26513--Mini-run Proforma reports
27268--Hourly terminations
27495--Retirement reports
27496--Deduction register
27497--Employee time cards
27498--Employee payroll notification of assignments
27530--Accounts receivable
27531--Cash receipts
6206--Payroll check history report
6316--Balance sheet report
6317--Object report
6318--Function summary report
6319--Employee check detail listing report
6320--Bank reconciliation reports
4179--Transaction journal report
4183--General ledgers
4185--Invoice report
4190--State and federal tax withholding report
4192--Employee account distribution report
4214--Quarterly payroll report
4216--Employee salary breakdown report
4224--Program object report
4225--Function object report
6566--School board minutes

AGENCY: Alpine School District (Utah)

SERIES: 22052
TITLE: Official transcripts
DATES: 1995-
ARRANGEMENT: Chronological by graduation year, thereunder alphabetical by high school name and student surname

DESCRIPTION: These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). They contain: student's name, address, birthdate, parents' names, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number. They are part of the Student Cumulative File until they are weeded after graduation .

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 year after graduation from high school and then microfilm and delete provided microfilm has passed inspection.

Computer output microfiche master: Retain in State Archives permanently with authority to weed.

Computer output microfiche duplicate: Retain in Office permanently.

APPRAISAL

Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 3.

These records document student attendance and graduation.

PRIMARY DESIGNATION

Exempt. 34 CFR 99


AGENCY: Alpine School District (Utah)

SERIES: 21779
TITLE: Special education student files
DATES: 1973-
ARRANGEMENT: Chronological by student's birth year, thereunder alphabetical by student's surname
ANNUAL ACCUMULATION: 242.00 cubic feet.

DESCRIPTION: These files document students enrolled in the district's special education programs in accordance with the provisions of 34 CFR 300.560-300.577 (1998). They are required to receive federal and state special education funding. Services can be discontinued when student is reclassified as no longer needing special education services, the student moves, or refuses the services. They contain various reports and completed forms including individual education program records (IEPs), inspection logs, evaluation and re-evaluation forms, parental approval forms, test protocols, parent surveys, parent information, third party information, placement documents, refusal of services forms, and other legal documents required by federal regulations and state rules to verify a student's disability and need for special education services.

RETENTION

Retain 27 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center provided student has graduated or services have ended. Retain in State Records Center for 26 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 2.

This disposition is based on the legal requirements specified in 34 CFR 300.562 (1998) and the recommendations of the State Office of Education. A student can receive special education services until the age of twenty-one.

PRIMARY DESIGNATION

Exempt. 34 CFR 300.562 (2008); 34 CFR 99 (2008)


AGENCY: Alpine School District (Utah)

SERIES: 20087
TITLE: Educators' personnel files
DATES: ca. 1950-
ARRANGEMENT: Alphabetical by educator's names

DESCRIPTION: These are the personnel files for all district educators (teachers and administrators). 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after terminated and then transfer to State Records Center. Retain in State Records Center for 55 years and then destroy.

APPRAISAL

Administrative Fiscal

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

Personnel files have long-term administrative and fiscal value. They may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b)


AGENCY: Alpine School District (Utah)

SERIES: 20088
TITLE: Classified personnel files
DATES: ca. 1970-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: These are the personnel files for all classified district employees. They are used to document employment. The files usually contain the employment applications, authorization for hire forms, employee history card, pay and leave history, work performance and evaluation records, reassignment of personnel forms, termination forms and related correspondence. May also include fingerprint records and verification of a criminal background check.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after termination and then transfer to State Records Center. Retain in State Records Center for 60 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 2.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-201(1)(b)


AGENCY: Alpine School District (Utah)

SERIES: 20089
TITLE: Certified personnel disciplinary files
DATES: 1988-
ARRANGEMENT: Alphabetical by employee name

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after terminated and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b)


AGENCY: Alpine School District (Utah)

SERIES: 20090
TITLE: Classified personnel disciplinary files
DATES: 1986-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: These are the personnel files for all classified district employees that have been terminated by the district. They are used to document employment. The files usually contain the employment applications, authorization for hire forms, employee history card, pay and leave history, work performance and evaluation records, reassignment of personnel forms, termination forms and related correspondence. May also include fingerprint records and verification of a criminal background check.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after terminated and then transfer to State Records Center. Retain in State Records Center for 62 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 2.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-201(1)(b)


AGENCY: Alpine School District (Utah)

SERIES: 13232
TITLE: Employee absence and leave report
DATES: 1984-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

ANNUAL ACCUMULATION: 0.10 cubic feet. 3.00 fiche.

DESCRIPTION: This monthly summary report authorizes payments for leave taken by contracted professional and classified personnel. It includes school, period covered, days absent, number of days, name of absent employee, reason for absence, name of substitute, signature and title.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

Computer data files: Retain in Office for 1 year and then dump to computer output microfiche.

Computer output microfiche master: Retain in Office for 5 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 17.

This disposition is based on the administrative needs expressed by the district.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social Security number


AGENCY: Alpine School District (Utah)

SERIES: 13113
TITLE: State Developmental Center academic records
DATES: 1985-
ARRANGEMENT: Alphabetical by student's surname

DESCRIPTION: These student files are maintained to provide individual medical, family history, document attendance, gauge progress, and verify disability. In 1985, the Alpine School District began providing educational services to residents of the State Developmental Center. The Center provides educational services to severely mentally retarded and frequently emotionally handicapped children and adults who cannot be placed in group homes nor treated at home. All residents are placed at the Center by court order with half being wards of the State of Utah. Education is provided to students between the age of five and twenty-two for twenty-seven hours a week or two hours a week for homebound students. There are no grade levels and diplomas are not awarded. Classes are organized according to age and intellectual abilities. Certificates of completion are awarded. Goals are established for individual curriculum which are slightly above the student's level. The files include individual education program (IEP) forms, various testing results, behavior management charts, private data evaluations, and certificates.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after certificate awarded and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy provided no longer needed for educational purposes.

APPRAISAL

Legal

This disposition is based on discussions with the State Office of Education, Services for at Risk Students Division and provisions of the 34 CFR 99 (1992).

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled


AGENCY: Alpine School District (Utah)

SERIES: 14798
TITLE: Student attendance class rolls
DATES: [ca. 1910]-
ARRANGEMENT: Chronological, thereunder alphabetical by school and teacher's name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Rolls of various sizes maintained by elementary, intermediate, and high schools to record student attendance. Include school year, school, teacher's name, names of students, entry date, exit date, days attending school, days absent, and sometimes grades. Beginning in 1993, secondary attendance records were uploaded to the district computer to provide school-wide records of attendance.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1910 through 1939. Retain in Office for 5 years and then transfer to State Archives with authority to weed.

Paper: For records beginning in 1940 and continuing to the present. Retain in Office for 5 years and then destroy.

Computer magnetic storage media: Retain in Office for 5 years and then erase.

Computer data files: Retain in Office for 5 years and then delete.

APPRAISAL

Administrative Historical

This disposition is based on the administrative needs of the district. The Alpine School District was created in l915. All rollbooks existing prior to the district's organization were for individual city school districts and will be retained for historical purposes. Since it has been determined inadequate transcripts exist for many students between 1915-1939, the rolls for this period need to be retained permanently.

PRIMARY DESIGNATION

Exempt. 34 CFR 99 (2008)


AGENCY: Alpine School District (Utah)

SERIES: 14799
TITLE: Student cumulative record
DATES: ca. 1923-
ARRANGEMENT: Alphabetical by student's surname
ANNUAL ACCUMULATION: 50.00 cubic feet.

DESCRIPTION: These are the official transcripts, copies of achievement test scores, report cards and health records document student performance and are used for reference purposes. The transcript (Series 14800) is the permanent part of the student reocrd and includes student's name, address, birthdate, parents' names, lists of high school classes and grades, graduation date, test scores, class ranking, grade point average, and social security number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after scheduled or actual graduation and then destroy provided official transcript has been pulled and retained.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Exempt. 34 CFR 99 (2008)


AGENCY: Alpine School District (Utah)

SERIES: 15315
TITLE: Driver's training and student time cards
DATES: 1969-1971
ARRANGEMENT: Chronological.

DESCRIPTION: Weekly activity report submitted to the school principal documenting activities of driver's education students. The report includes time (indication whether morning or afternoon), student's name, amount of driving and observing time, driver's signature, principal's signature, total hours, and date.

RETENTION

Retain Retain for 4 years and then destroy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the school.

PRIMARY DESIGNATION

Public


AGENCY: Alpine School District (Utah)

SERIES: 15316
TITLE: Driver's education student time cards
DATES: 1970-1985
ARRANGEMENT: Alphabetical by name.

DESCRIPTION: Time cards document student participation and final results of driver's education classes which allow students successfully completing the course to obtain a driver's license.

The card includes student number, name, and address, name of parent or guardian, date and place of birth, sex, school, grade, record of grades, hours of driver's education, instructor's initials, whether course was successfully completed, eye examination results, hearing test results, record of medical conditions that could affect driving, driving maneuvers, road driving, and final rating.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the school.

PRIMARY DESIGNATION

Exempt. 34 CFR 99


AGENCY: Alpine School District (Utah)

SERIES: 26505
TITLE: Year-end reports
DATES: 1983-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: The accounting department generates year-end reports as an evaluation tool to determine whether or not expenditures are in line with budget plans. Function reports break down the cost of district operations by function. Object reports identify expenditures by the type of supplies or instruction. Program reports compare year-to-date financial transactions to budgets or projected expenditure goals. These reports are used in conjunction with general ledgers (series 4183) to provide a more detailed picture of the district's financial condition.

RETENTION

Retain 15 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 14 years and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f)(2008)


AGENCY: Alpine School District (Utah)

SERIES: 26506
TITLE: Employee W-2s
DATES: 1963-
ARRANGEMENT: Chronologically by year and thereunder alphabetically by surname.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These wage and tax statements are annual records on individual employee's gross earnings, federal taxes, state taxes, social security wages, and medicare wages.

RETENTION

Retain 65 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 64 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 2.


AGENCY: Alpine School District (Utah)

SERIES: 26508
TITLE: Payroll Check Register
DATES: 1999-
ARRANGEMENT: Alphabetical by employee name

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, Social Security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked.

RETENTION

Retain 7 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 6 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.


AGENCY: Alpine School District (Utah)

SERIES: 26513
TITLE: Mini-run Proforma reports
DATES: 2001-
ARRANGEMENT: Chronological

DESCRIPTION: The mini-run proforma is a report kept by the payroll department which includes monthly payroll information for those not paid in the regular payroll and to correct mistakes made in the regular payroll. The report includes payment details for each recipient, such as social security number, name, marital status, exemptions, location code, check date, gross pay, deduction information, and net amount.

RETENTION

Retain 7 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 6 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.


AGENCY: Alpine School District (Utah)

SERIES: 27268
TITLE: Hourly terminations
DATES: 1999-
ARRANGEMENT: Chronological by month and thereunder alphabetical by surname.

DESCRIPTION: Hourly terminations are created to identify when employees terminate employment. Information in them includes employees' names and Social Security numbers, job title, school or work unit, and date of termination.

RETENTION

Retain 65 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 64 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 2.


AGENCY: Alpine School District (Utah)

SERIES: 27495
TITLE: Retirement reports
DATES: 2006-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a report of all retirement benefits paid to Utah Retirement Systems. It includes the employee's name, Social Security number, and gross pay for the pay period indicated. It includes the dollar amount of the retirement benefit paid to URS by the school district on behalf of the employee. This includes both the defined benefit portion and the defined contribution portion. This report also lists any voluntary contributions made by the employee to their 401K and/or 457 and any re-deposits. This report is generated each payroll period and is transmitted to Utah Retirement Systems electronically.

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 Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 22.

The records in this series have temporary administrative and fiscal value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: Alpine School District (Utah)

SERIES: 27496
TITLE: Deduction register
DATES: 2004-
ARRANGEMENT: Chronological by year of retirement
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: This report includes all voluntary and involuntary deductions that have been taken out of employee's paychecks. The voluntary deductions include insurance, retirement, charity organizations, professional dues, etc. The involuntary deductions include items such as garnishments, payroll docks, etc. This report is generated each payroll period. A copy of each deductions is included with a check from accounts payable and sent to the appropriate vendor.

RETENTION

Retain 3 years after retirement

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

Records in this series have temporary administrative and fiscal value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301 (1)(b) (2008)


AGENCY: Alpine School District (Utah)

SERIES: 27497
TITLE: Employee time cards
DATES: 1997-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are original records which verify hours worked (regular and overtime), leave earned (vacation, sick, emergency, conference/professional) and taken by school district employees. Recorded information includes employee name, Social Security number, department worked, hours worked, hourly wage, employee and supervisor, and signature. Records in this series are not duplicated elsewhere.

RETENTION

Retain 65 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 64 years and then destroy.

APPRAISAL

Administrative Fiscal

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

Records in this series have long-term administrative and fiscal value to document employee service and eligibility for retirement benefits through Utah Retirement Systems (URS). Information in this series is not duplicated in the personnel files or any other series. Although time cards typically are kept for only 3 years, these records should be retained for 65 years according to the approved retention schedule for personnel records.

PRIMARY DESIGNATION

Public


AGENCY: Alpine School District (Utah)

SERIES: 27498
TITLE: Employee payroll notification of assignments
DATES: 2003-
ARRANGEMENT: Alphabetical
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 65 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 64 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.

Records in this series have long-term administrative and fiscal value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Public


AGENCY: Alpine School District (Utah)

SERIES: 27530
TITLE: Accounts receivable
DATES: 2008-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Records in this series are created to invoice outside entities for monies owed to the school district. The district uses the records to ensure that the correct outside entity was billed for charges incurred, that funds were received and deposited into the correct account. Included are invoices with an itemized list of charges, date charges were incurred and the date charges are due. Records may also include computerized reports to back up billing.

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

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 2.

Records in this series have short-term fiscal and administrative value.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social Security numbers


AGENCY: Alpine School District (Utah)

SERIES: 27531
TITLE: Cash receipts
DATES: 2006-
ARRANGEMENT:
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These are receipts issued for money received into school district accounts from all sources. Recorded information includes date of payment, department, or fund to which money belongs, receipt number, and amount paid. These records are used to trace the origin of the funds deposited into district office account. These records contain check stubs, original invoice, and any other documents pertaining to the collection of funds.

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 Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 19.

Records in this series have short-term fiscal and administrative value.

PRIMARY DESIGNATION

Public


AGENCY: Alpine School District (Utah)

SERIES: 6206
TITLE: Payroll check history report
DATES: 1986-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 8.00 fiche.

DESCRIPTION: This annual computer report is produced by the payroll department when terminated district employees are purged from the district's computer system. It is used to research payments made to former employees and for verification purposes. The report includes the Social Security number, name of employee, marital status, exemptions, location code, check date, check number, gross pay, deductions (federal and state taxes, FICA, retirement, insurance, other), net amount amount, assignments paid, and regular hourly rate.

RETENTION

Retain 53 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 53 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 53 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the administrative need expressed by the district business official. This report is the districts only payroll history and is therefore maintained longer than the traditional 7 years. It is essential for retirement purposes.


AGENCY: Alpine School District (Utah)

SERIES: 6316
TITLE: Balance sheet report
DATES: 1980-
ARRANGEMENT: Numerical by account number
ANNUAL ACCUMULATION: 0.10 cubic feet.

ANNUAL ACCUMULATION: 0.10 cubic feet. 2.00 fiche.

DESCRIPTION: This annual computer report is created by the Accounting Department to show the financial position of the district for preparation of the annual financial reports. This report includes the balance sheet, name and account number of assets, liabilities, amounts sorted by fund, and beginning and ending balances. In 1991, the report was also placed on computer output microfiche.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district's business official.


AGENCY: Alpine School District (Utah)

SERIES: 6317
TITLE: Object report
DATES: 1984-
ARRANGEMENT: Numerical by object account number
ANNUAL ACCUMULATION: 0.30 cubic feet.

ANNUAL ACCUMULATION: 0.30 cubic feet. 4.00 fiche.

DESCRIPTION: This annual computer report is created by the Accounting Department to show the results of operations by account for object code accounting. This report is used to evaluate financial operations by object code indicating the type of instruction or supplies. This report includes the object code name and account number sorted by fund, year-to-date summary account balances are compared to budget with encumbrances and remaining budget. In 1991, this report was also placed on computer output microfiche.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the accounting director.


AGENCY: Alpine School District (Utah)

SERIES: 6318
TITLE: Function summary report
DATES: 1985-
ARRANGEMENT: Numerical by fund number, thereunder numerical by function code
ANNUAL ACCUMULATION: 0.50 cubic feet.

ANNUAL ACCUMULATION: 0.50 cubic feet. 4.00 fiche.

DESCRIPTION: This annual computer report is created by the Accounting Department to show the results of operations of the maintenance and operation fund functions in order to prepare annual financial reports. The report includes the summarized data by object and is grouped by category. The report includes year-to-date summary account balances which are compared to budget with encumbrances and remaining budget listed. In 1991, the report was also placed on computer output microfilm.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district's accounting director. It is used with the General ledger (Series 4183) to provide clearer picture of the district's financial condition.


AGENCY: Alpine School District (Utah)

SERIES: 6319
TITLE: Employee check detail listing report
DATES: 1991-
ARRANGEMENT: Alphabetical by location
ANNUAL ACCUMULATION: 24.00 fiche.

DESCRIPTION: This computer report is created by the Payroll Department as part of the monthly check run. It is used to verify attendance and detail payroll information. This report contains all information on a pay check including name, social security number, job code, pay code, calendar and fiscal year-to-date payment history, deductions, net check amount, and attendance.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative and financial needs expressed by the business official. The record has no value after it has been audited.

PRIMARY DESIGNATION

Private


AGENCY: Alpine School District (Utah)

SERIES: 6320
TITLE: Bank reconciliation reports
DATES: 1984-
ARRANGEMENT: Numerical by check type code
ANNUAL ACCUMULATION: 1.00 cubic foot.

ANNUAL ACCUMULATION: 1.00 cubic foot. 10.00 fiche.

DESCRIPTION: This monthly computer report is created by the Accounting Department to balance the district's bank accounts. The bank reconciliation report has two sections: the outstanding check list and the monthly edit listing. The bank edit portion of the report serves as a record of the checks that have cleared during the month and lists reconciliation adjustments. The outstanding check list includes the check number, check type, check date, check amount, and vendor number or pay check social security number. The bank edit includes the checks that have cleared by check type, number, amount, and any reconciliation items. In 1991, the report was placed on computer output microfiche and the paper report was discontinued.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1984 through 1991. Retain in Office for 3 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative and fiscal needs expressed by the Accounting Director. The report has no value after it has been audited.

PRIMARY DESIGNATION

Public


AGENCY: Alpine School District (Utah)

SERIES: 4179
TITLE: Transaction journal report
DATES: 1984-
ARRANGEMENT: Chronological, thereunder numerical by account number
ANNUAL ACCUMULATION: 0.20 cubic feet.

ANNUAL ACCUMULATION: 0.20 cubic feet. 12.10 fiche.

DESCRIPTION: This is a monthly computer report of all district financial transactions providing detailed information on all individual postings to the general ledger. It is used for audit purposes. It includes date, item description, transaction type, posting date, purchase order or receipt number, check number, encumbrance, debit or credit, account balance, and vendor. In November 1990, the creation of a paper printout was discontinued and the report is being received on computer output microfilm.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the needs expressed by the office and previously approved in the School District's General Records Retention Schedule (1986).

PRIMARY DESIGNATION

Public


AGENCY: Alpine School District (Utah)

SERIES: 4183
TITLE: General ledgers
DATES: 1906-
ARRANGEMENT: Numerical by account number
ANNUAL ACCUMULATION: 2.00 cubic feet.

ANNUAL ACCUMULATION: 2.00 cubic feet. 16.00 fiche.

DESCRIPTION: This annual computer report is created by the Accounting Department to provide detail on all district financial transactions that are not summarized in the monthly transaction journals. The report lists receipts, expenditures, outstanding encumbrances, and remaining budget. This report includes journal number, date, reference number, account numbers, transaction amount, running account balance date by date, vendor or employee number. Prior to 1984, this report was a handwritten account of all district financial transactions. In 1991, the report was placed on computer output microfiche and the paper copy was discontinued.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1906 through 1991. Retain in Office for 15 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 15 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 15 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the Accounting Director.


AGENCY: Alpine School District (Utah)

SERIES: 4185
TITLE: Invoice report
DATES: 1985-
ARRANGEMENT: Numerical by invoice number
ANNUAL ACCUMULATION: 0.30 cubic feet.

ANNUAL ACCUMULATION: 0.30 cubic feet. 4.40 fiche.

DESCRIPTION: This computer report is created by the Accounts Payable Department to track the payment histories of vendors after the information is down loaded from the main frame computer system. The report includes the vendor name, vendor number, invoice number, check number, check date, and check amount.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided provided information placed on COM.

Computer output microfiche master: Retain in State Records Center for 5 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district's Accounting Director.


AGENCY: Alpine School District (Utah)

SERIES: 4190
TITLE: State and federal tax withholding report
DATES: 1985-
ARRANGEMENT: Numerical by social security number
ANNUAL ACCUMULATION: 0.60 cubic feet.

ANNUAL ACCUMULATION: 0.60 cubic feet. 8.00 fiche.

DESCRIPTION: This quarterly computer report is created by the payroll department to meet federal and state wage reporting laws and to balance quarterly and annual wage reporting reports for the state and federal government. This report includes social security number, name, federal and state withholding amounts and respective taxable wage base amounts. In 1991, the report was also placed on computer output microfiche.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

Fiscal

This disposition is based on the fiscal needs expressed by the district's accounting director.

PRIMARY DESIGNATION

Private


AGENCY: Alpine School District (Utah)

SERIES: 4192
TITLE: Employee account distribution report
DATES: 1986-
ARRANGEMENT: Alphabetical by employee name
ANNUAL ACCUMULATION: 6.00 cubic feet.

ANNUAL ACCUMULATION: 6.00 cubic feet. 120.00 fiche.

DESCRIPTION: This is a monthly computer report created as part of the payroll process. It is used to correct payroll accounting errors and to record journal entry corrections. The report includes the employee account number distributions, employee name, social security number, and amounts. In 1991, the report was placed on computer output microfiche and the paper copy was discontinued.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1986 through 1991. Retain in Office for 3 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative and fiscal needs expressed by the business official. The report has no value after it has been audited.

PRIMARY DESIGNATION

Private


AGENCY: Alpine School District (Utah)

SERIES: 4214
TITLE: Quarterly payroll report
DATES: 1987-
ARRANGEMENT: Alphabetical by employee name
ANNUAL ACCUMULATION: 0.40 cubic feet.

ANNUAL ACCUMULATION: 0.40 cubic feet. 8.00 fiche.

DESCRIPTION: This computer report is created by Payroll for use as a quick reference of calendar and fiscal year to date earnings by individual and for the District. The report includes Social Security number, name, wages earned in each quarter, calendar and year to date totals. In 1991, the report was also placed on computer output microfiche.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy provided year end reports are retained for 3 years.

Computer output microfiche master: Retain in State Records Center until superseded and then destroy provided year end reports are retained for 3 years.

Computer output microfiche duplicate: Retain in Office until superseded and then destroy provided year end reports are retained for 3 years.

APPRAISAL

Fiscal

This disposition is based on the fiscal needs expressed by the district's Accounting Director. This report has no value after it has been audited.


AGENCY: Alpine School District (Utah)

SERIES: 4216
TITLE: Employee salary breakdown report
DATES: 1987-
ARRANGEMENT: Alphabetical by employee name
ANNUAL ACCUMULATION: 1.00 cubic foot.

ANNUAL ACCUMULATION: 1.00 cubic foot. 4.00 fiche.

DESCRIPTION: This computer report is created semi-annually by the Data Processing Department at the end of the calendar and fiscal years. It is used to confirm W-2 deductions and provides a detail listing of the fiscal year-to-date earnings. The report includes name, social security number, earnings by job code for fiscal and calendar year with summary totals for fiscal and calendar year. In 1991, the report placed on computer output microfiche.

RETENTION

Retain 53 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 53 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 53 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the district's business official. Since the district does not have a separate Employee Payroll History, this report has been determined to be their official record of employee payroll for retirement purposes.

PRIMARY DESIGNATION

Private


AGENCY: Alpine School District (Utah)

SERIES: 4224
TITLE: Program object report
DATES: 1984-
ARRANGEMENT: Numerical by program account number
ANNUAL ACCUMULATION: 0.30 cubic feet.

ANNUAL ACCUMULATION: 0.30 cubic feet. 4.00 fiche.

DESCRIPTION: This annual computer report is created by the Accounting Department to compare the financial transactions to goals, objectives, and performance requirements that relate specifically to an activity and course subdivision not satisfactorily described by the Function object report (series 4225). The report includes program name, accounting period, revenue and expenditure accounts with year to date account balance summaries that show the results of operations by programs by object code. In 1991, the report was placed on computer output microfilm and the paper report was discontinued.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1984 through 1991. Retain in Office for 10 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the accounting director.


AGENCY: Alpine School District (Utah)

SERIES: 4225
TITLE: Function object report
DATES: 1984-
ARRANGEMENT: Numerical by function account number
ANNUAL ACCUMULATION: 0.20 cubic feet.

ANNUAL ACCUMULATION: 0.20 cubic feet. 4.00 fiche.

DESCRIPTION: This computer report is created by the the Accounting Department to show the costs of district operations by function. It is used as an evaluation tool. The report includes the function account number and name sorted by fund. The year-to-date summary account balances are compared to budget with encumbrances and remaining budget listed. In 1991, the report was placed on computer output microfiche.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district's business official. It is used with the general ledger to provide clearer picture of the district's financial condition.


AGENCY: Alpine School District (Utah)

SERIES: 6566
TITLE: School board minutes
DATES: 1915-
ARRANGEMENT: Chronological

DESCRIPTION: These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.

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.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Public