Utah Department of Administrative Services

Division of Archives & Records Service

Iron County School District (Utah)

23621--District directories
23622--Audit reports
23624--School board minutes
25276--Publications
9665--Payroll registers
9666--Transactional summary
9667--Monthly retirement reports
9668--Distribution report

AGENCY: Iron County School District (Utah)

SERIES: 23621
TITLE: District directories
DATES: 1917- 1935; 1940-1942; 1945-1960; 1969-1980; 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are directories of all district teachers and later all district staff. The first directories are only stapled sheets of paper and included name of teacher, teaching assignment, school address, grade or department taught, years of experience, and type of teaching certificate. Later directories became booklets and then bound books. They include name, district office or school, position title, business address and telephone number.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Records Center permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Records Center permanently.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. home address and telephone number (UCA 63G-2-302(1)(f)


AGENCY: Iron County School District (Utah)

SERIES: 23622
TITLE: Audit reports
DATES: 1923-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).

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

Administrative Fiscal Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 4.

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. UCA 51-2-3(3) (2008)


AGENCY: Iron County School District (Utah)

SERIES: 23624
TITLE: School board minutes
DATES: 1941-
ARRANGEMENT: Chronological

DESCRIPTION: These are the minutes of regular and special meetings of the School Board. 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. The Iron County School District was consolidated in 1915. The minutes from 1915-1941 were destroyed when a storage facility burned.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Records Center permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Records Center permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Iron County School District (Utah)

SERIES: 25276
TITLE: Publications
DATES: 1976-
ARRANGEMENT: Chronological by year.

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the Iron County school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published. Holdings include Notice of Sale for School Building Bonds (1976).

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on Utah School Districts General Retention Schedule, Schedule 1, Item 24.

These records serve to document the history of the agency and to inform the public of the agency's services and programs.

PRIMARY DESIGNATION

Public


AGENCY: Iron County School District (Utah)

SERIES: 9665
TITLE: Payroll registers
DATES: 1960-
ARRANGEMENT: Numerical by location code, thereunder by name

DESCRIPTION: This computer printout is a complete record of the payment of all district employees. It is printed semi-monthly and sometimes more often for special payments. Classified employees are paid semi-weekly and certified employees are paid monthly. The district is on the Office of Education computer system. This report includes the location code, name of employee, marital status, number of exemptions, pay status, phone number, check number, social security number, regular rate, regular hourly rate, other rate, other hours, other earnings, current gross, gross pay, deductions (federal and state taxes, FICA, retirement, insurance), and net pay.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 53 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 53 years and then destroy.

Microfilm duplicate: Retain in Office for 53 years and then destroy.

Paper: For records beginning in 1984 and continuing to the present. Retain in Office for 1 month and then destroy.

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

Microfilm duplicate: Retain in Office for 53 years and then destroy.

APPRAISAL

Administrative

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

This disposition is based on the administrative needs expressed by the district's Business Official. The Payroll register

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Iron County School District (Utah)

SERIES: 9666
TITLE: Transactional summary
DATES: 1978-
ARRANGEMENT: Chronological, thereunder numerical by code

DESCRIPTION: This monthly computer report lists all district financial transactions. It provides year-to-date detail information for all individual postings for the general ledger. It includes date, item description, transaction type, posting date, purchase order or receipt number, check number, encumbrance, debit or credit, account balance, and vendor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month or until superseded and then destroy.

Computer output microfiche master: Retain in Office for 4 years or until superseded and then destroy.

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 5, Item 24.

This retention is based on the administrative needs expressed by the district's Business Official.

PRIMARY DESIGNATION

Public


AGENCY: Iron County School District (Utah)

SERIES: 9667
TITLE: Monthly retirement reports
DATES: 1984-
ARRANGEMENT: Numerical by location code, thereunder alphabetical by surname

DESCRIPTION: This is a monthly computer report on information sent to the State Retirement Office. It is used to verify funds contributed to the State retirement system. It includes social security numbers, members names, monthly earnings, earnings subject to retirement, deductions from pay check, contributions by employer for employee, retirement deposits, salary deferred stock fund, salary deferred 401(k) fund, and contribution of employer to 401(k) fund.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 56 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 56 years and then destroy.

APPRAISAL

Administrative Fiscal

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

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

PRIMARY DESIGNATION

Private


AGENCY: Iron County School District (Utah)

SERIES: 9668
TITLE: Distribution report
DATES: 1978-
ARRANGEMENT: Alphabetical by name and numerical by account number

DESCRIPTION: This monthly computer report monitors program budgets. The report comes in two sections: an alphabetical listing by employee's name and numerical by account code. Both reports include the following information: names of employees, social security numbers, account number, current amount paid, total paid month to date, quarter to date amount paid, and fiscal year year-to-date amount paid.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 week 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 Utah School Districts General Retention Schedule, Schedule 6, Item 6.

This retention is based on the fiscal needs expressed by the districts accountant. These reports are audited.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. social security numbers