Utah Department of Administrative Services

Division of Archives & Records Service

Governor (2009- : Herbert)

85076--Appointed position recommendation files
28491--Governor Gary R. Herbert campaign records
19536--Publications
20935--State boards and commissions annual reports
25403--Task force and commission reports
25233--Artifacts given to the governor
28175--Governor's mansion events records
28402--Executive Correspondence
28403--Constituent correspondence
28404--Legislative bill files
28405--Schedule
28406--Photographs
28407--Declarations
28408--Press releases
28409--Speeches and official statements
28410--Administrative policy and program files
26809--General counsel files
27260--First Lady's correspondence
27261--First Lady's speeches
27381--Rural affairs records
182--Messages to the legislature
9393--Board and commission files

AGENCY: Governor (2009- : Herbert)

SERIES: 85076
TITLE: Appointed position recommendation files
DATES: 1985-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document the qualifications and experience of individuals who are nominated and/or recommended for public service or employment in state government. They are used in the decision-making process to consider and to evaluate candidates for government positions. The files contain education, resumes or work histories, qualifications, accomplishments, and other information pertinent to the position for which the nominees are being considered.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

CD-ROM: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These records have historical value as they document the process used in nominating and recommending individuals for appointed positions within state government.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA63G-2-302(2)(d)(2008)


AGENCY: Governor (2009- : Herbert)

SERIES: 28491
TITLE: Governor Gary R. Herbert campaign records
DATES: 2010-
ARRANGEMENT: Chronologically

DESCRIPTION: This series is made up of campaign records generated by campaign staff for Gary R. Herbert's 2010 gubernatorial campaign. Records include media briefings and talking points; event schedules and outlines; donor tracking sheets; campaign strategy meeting agendas; fund raising event plans, budgets, donor lists; account summaries and financial updates; summaries of preliminary voter results; Peter Corroon's remarks and education plan.

RETENTION

Retain in office 1 year

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 19536
TITLE: Publications
DATES: 1975-
ARRANGEMENT: Chronological, thereunder alphabetical by title

DESCRIPTION: These records are documents created by the agency, including pamphlets, reports, leaflets, file manuals, annual reports, other published or processed documents, and the last manuscript report, if not published, relating to management projects.

RETENTION

Retain Until administrative needs end.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative needs end and then transfer to State Archives with authority to weed.

CD-ROM: Retain in Office until administrative needs end and then transfer to State Archives with authority to weed.

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

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

APPRAISAL

Administrative Historical

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

Publications document agency history and functions. Publications have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 20935
TITLE: State boards and commissions annual reports
DATES: 1996-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files are loose leaf publications compiled by a database manager selected by the Governor from his staff. The creation of the annual reports is required by UCA 67-1-2.5 (5) (1998). The statute also requires that the database manager file the report with the Governor's office, the President of the Utah Senate, the Speaker of the Utah House, the Office of Legislative Research and General Counsel, and any other persons requesting a copy. The reports provide information on the executive boards as dictated by UCA 67-1-2.5(5) including: the number of boards, the state officer; department; or division with whom they are affiliated or under whose jurisdiction they fall, the total number of boards affiliated with or under the jurisdiction of each state officer; department; and division, the total number of members for each board, whether or not the board members are approved by the Senate, whether each is a policy making board or an advisory board and the number of each, and any compensation paid to board members. Other information includes: appointment of terms of members, phone numbers, addresses, political affiliations, and appointment dates.

RETENTION

Retain Until administrative needs end.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative needs end and then transfer to State Archives with authority to weed.

CD-ROM: Retain in Office until administrative needs end and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

This disposition is based on the value of these reports in the creation of executive boards and commissions and appointments made to the boards by the Governor.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2) (d); other records containing data on individuals the disclosure of which constitutes a clearly unwarranted invasion of personal privacy [address/phone number]


AGENCY: Governor (2009- : Herbert)

SERIES: 25403
TITLE: Task force and commission reports
DATES: 1896-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are reports created by task forces and other similarly appointed groups whose conclusions and summaries are directed to the Governor. They are often isolated publications that do not constitute their own series.

RETENTION

Retain Until administrative needs end.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative needs end and then transfer to State Archives with authority to weed.

CD-ROM: Retain in Office until administrative needs end and then transfer to State Archives with authority to weed.

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

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

APPRAISAL

Administrative Historical

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

Disposition based on value of these records in documenting activities of the Governor's Office.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 25233
TITLE: Artifacts given to the governor
DATES: 1984-
ARRANGEMENT: None

DESCRIPTION: These artifacts are gifts and memorabilia given to the governor in his or her official capacity usually in recognition of public service or in commemoration of an event. Included are objects of significant monetary or historical value, such as plaques, figurines or statues, decorative plates and items associated with special events. Not included are memorabilia of a transient nature such as ball caps, t-shirts, and perishable items.

RETENTION

Retain until administration changes

DISPOSITION

an appropriate repository.

FORMAT MANAGEMENT

Artifacts: Retain in Office until administration changes and then transfer to an appropriate repository.

APPRAISAL

Historical

The artifacts and gifts have sentimental and historic value since they document the programs and events of interest to the administration.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 28175
TITLE: Governor's mansion events records
DATES: 1991-
ARRANGEMENT:

DESCRIPTION: Records created from the planning and hosting of events at the Governor's mansion.

RETENTION

Retain permanently

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

Records document the events hosted by Utah's Governor at the mansion.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Records contain private information of vendors, visitors, etc.


AGENCY: Governor (2009- : Herbert)

SERIES: 28402
TITLE: Executive Correspondence
DATES: 2009-
ARRANGEMENT: Alphabetical by subject, thereunder chronological.

DESCRIPTION: This series contains a variety of business-related correspondence from the office of Governor Gary Herbert which provide unique information about administrative functions, policies, procedures, and programs. These records document material discussions and decisions made regarding a wide variety of agency interests. The series also contains a number of correspondence to state agencies as well as individual state employees (in the form of awards or congratulation letters). This correspondence is filed separately from program case files, and project files.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Records Center. Retain in State Records Center for 5 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

This series documents the activities of the Governor's Office and provides historic information on issues addressed by this office.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 28403
TITLE: Constituent correspondence
DATES: 2009-
ARRANGEMENT: Chronological by year.

DESCRIPTION: This series includes letters to the Governor's office from Utah citizens and others who present opinions or request action on various issues. Records include letters, e-mail, documented phone calls, in-person inquiries, and copies of requests referred to the appropriate governmental entity for response.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

Disposition based on the value of these records in documenting agency achievements, procedures, and function.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (1)(h) and (2)(d)


AGENCY: Governor (2009- : Herbert)

SERIES: 28404
TITLE: Legislative bill files
DATES: 2009-
ARRANGEMENT: Chronological by date.

DESCRIPTION: This series contains records documenting the process used by the Governor in determining whether to sign, veto, or allow a bill to become law without his signature. Case files may contain copies of the bill, amendments, and transmittal letters. Files may also contain correspondence with the Attorney General's office providing opinions on the legality and constitutionality of the bill, requests for input and responses from state agencies affected by the bill, and constituent correspondence expressing opinions about the bill.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 40.

These records have historical value as they document the decision making process used by the Governor's office before signing passed legislation into law.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 28405
TITLE: Schedule
DATES: 2009-
ARRANGEMENT: By type thereunder chronological by date.

DESCRIPTION: These are the daily schedules created for Governor Herbert. They are created to coordinate his activities and obligations efficiently. Each schedule documents the dates, times, type of activities, notations, names of persons or groups with whom he would be meeting, and staff involved. Activities may include business meetings, speeches, or trips.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until administrative need ends or governor leaves office and then transfer to State Records Center. Retain in State Records Center for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 24.

This series provides an extensive summary of the governor's duties and activities, useful to the researcher wanting an overview of the daily obligations of the governor, the daily functions of the office or trying to track the timeframe of a particular event.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Addresses, phone numbers of the people that met with the Governor


AGENCY: Governor (2009- : Herbert)

SERIES: 28406
TITLE: Photographs
DATES: 2009-
ARRANGEMENT: Chronological by year, thereafter alphabetical by title.

DESCRIPTION: This series contains photographs documenting Governor Herbert's term in office. The series includes photographs of proclamation signings; Governor's speeches; presentations; community and state events; meetings with staff, cabinet, local, state and national leaders and international visitors. Records which document an agency's history. Includes scrapbooks, photographs, articles, program notes and information about events and programs sponsored or funded by an agency. May also include narrative audio and audiovisual agency histories.

RETENTION

Retain Until administrative needs end.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative needs end and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 4.

This series provides an extensive summary of the governors duties and activities, useful to the researcher wanting an overview of the daily obligations of the governor, the daily functions of the office or trying to track the timeframe of a particular event.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 28407
TITLE: Declarations
DATES: 2009-
ARRANGEMENT: Chronological by year, thereafter alphabetical by title.

DESCRIPTION: This series contains declarations issued by Governor Herbert. Declarations often express the Governor's inclination to honor specific aspects of Utah's community, culture, and resources. These declarations are created as a public relations service to constituents who would like to draw the public's attention to a particular issue or event.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 4.

Disposition is based on the historical value. They indicate issues of importance and popularity during the administration of Governor Herbert.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 28408
TITLE: Press releases
DATES: 2009-
ARRANGEMENT: Chronological by year then month, thereafter alphabetical by title.

DESCRIPTION: This series contains press releases and media advisories given to numerous media sources to publicize the Governor's activities and opinions. Records contain information on the appointment of judges and state officials, announcements of new businesses in Utah, legislative announcements and official decrees recognizing and celebrating significant individuals and events.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 8.

Press releases document an administration's activities and history and provide ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 28409
TITLE: Speeches and official statements
DATES: 2009-
ARRANGEMENT: Chronological by year, thereafter alphabetical by title.

DESCRIPTION: This series contains speeches, addresses, comments and statements prepared by Governor Herbert and his staff. Speeches and statements are presented to the public, government administrators, private groups, colleges and universities, business associations, and the media.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until administrative need ends or governor leaves office and then transfer to State Records Center. Retain in State Records Center for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 10.

Disposition based on the value of these records in documenting agency achievements, procedures, and function.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 28410
TITLE: Administrative policy and program files
DATES: 2009-
ARRANGEMENT: Alphabetical by subject.

DESCRIPTION: This series contains records created by Governor Herbert's administration to document the research, creation, and application of agency programs, policies and procedures. Records may include correspondence, policy and program case files, and executive files documenting leadership roles and decision making processes.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative needs end and then transfer to State Records Center. Retain in State Records Center for 5 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 24.

These records have historical value to researchers as they document the process used to create policy and programs within the Governor's office.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 26809
TITLE: General counsel files
DATES: 2005-
ARRANGEMENT: Alphabetical by subject.

DESCRIPTION: These files are created and maintained by the Governor's general counsel. Files contain various documents accumulated by staff attorneys and may contain records such as notes, documentation of research, assessments, correspondence, and reports.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

CD-ROM: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

PRIMARY DESIGNATION

Protected

SECONDARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 27260
TITLE: First Lady's correspondence
DATES: 2004-2009
ARRANGEMENT:

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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

Disposition based on historical information provided by the contributions of the first lady to the governor's administration, not readily available elsewhere.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. personal information (addresses and telephone numbers)


AGENCY: Governor (2009- : Herbert)

SERIES: 27261
TITLE: First Lady's speeches
DATES: 2004-2009
ARRANGEMENT: Chronological.

DESCRIPTION: Speeches, addresses, and comments. Remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies. The format selected may be paper, video tape, motion picture film, CD, DVD, etc.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 10.

Disposition based on historical information provided on the contributions of the first lady to the governor's administration not readily available elsewhere.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 27381
TITLE: Rural affairs records
DATES: 2004-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: This series was created to assist the governor and the office staff to stay current on the subject of rural affairs. Although rural land issues are the primary focus other topics may be included as well. Such subjects may include: Utah State School and Institutional Trust Lands Administration (SITLA), Revised Statute 2477, federal land issues (Bureau of Land Management and Forest Service), county issues, wild and scenic rivers, etc. These files are generated in the governor's office and have nothing to do with files generated at the governor's Public Lands Policy Coordination Office.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until there is a change in administration and then transfer to State Archives with authority to weed provided there is no further administrative need by the agency.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 24.

These records have historical value to researchers as they document the process used to create policy and programs within the Governor's office.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Governor (2009- : Herbert)

SERIES: 182
TITLE: Messages to the legislature
DATES: 1851-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains the Governor's messages to the legislature, state of the state addresses, and budget in brief messages.

RETENTION

Retain 5 years or until term in elected office ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

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

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

CD-ROM: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

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

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

APPRAISAL

Administrative Historical

This disposition is based on the value of these records as historical documentation of the Governor's messages to the Legislature over time.

PRIMARY DESIGNATION

Public


AGENCY: Governor (2009- : Herbert)

SERIES: 9393
TITLE: Board and commission files
DATES: 1980-
ARRANGEMENT: Chronological, thereunder alphabetical
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series documents the appointments and accomplishments of Governor appointed boards and commissions. Files contain letters of appointment and background information on board and commission member candidates. Records also include copies of agendas, minutes, reports, and other records which document their accomplishments.

RETENTION

Retain 5 years or until end of elected term in office.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

CD-ROM: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years or until term in elected office ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on the historical value of these records in documenting the individuals who served on Governor appointed boards and committees.

PRIMARY DESIGNATION

Public