Utah Department of Administrative Services

Division of Archives & Records Service

Legislature. Office of the Legislative Auditor General

17641--Personnel files
22121--Annual reports
25396--Audit Subcommittee meeting minutes
9419--Audit investigation reports
9420--Audit investigation work papers

AGENCY: Legislature. Office of the Legislative Auditor General

SERIES: 17641
TITLE: Personnel files
DATES: 1975-
ARRANGEMENT: Alphabetical by employee name.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. File should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM_33), Human resource profile/events (DHRM_34), Termination form (DHRM_35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

RETENTION

Retain 65 years after retirement or separation of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until retirement or separation of employee and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Legislature. Office of the Legislative Auditor General

SERIES: 22121
TITLE: Annual reports
DATES: 1976-
ARRANGEMENT: Chronological.

DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently 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

Historical

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

These records are created by the agency administration to document the history of: research, programs, policies, procedures, leadership, and decision making processes of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of the Legislative Auditor General

SERIES: 25396
TITLE: Audit Subcommittee meeting minutes
DATES: 1976-
ARRANGEMENT: Chronological by year.
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This series contains Audit Subcommittee meeting minutes. These records include information about presented audits, response of those audited, and subcommittee audit requests. They may also include meeting agendas, transcripts, and other supporting documentation.

RETENTION

Retain 15 years.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 51.


AGENCY: Legislature. Office of the Legislative Auditor General

SERIES: 9419
TITLE: Audit investigation reports
DATES: 1975-
ARRANGEMENT: Chronological.

DESCRIPTION: These are reports written and prepared as a result of a performance audit on state agencies by an outside agency. They contain summary documentation on agency programs, operations and productivity.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then transfer to State Archives with authority to weed provided there is no pending audit.

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

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 22.

Disposition is based on the value of these final audit reports in documenting official reviews of state agencies over time.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of the Legislative Auditor General

SERIES: 9420
TITLE: Audit investigation work papers
DATES: 1975-
ARRANGEMENT: Chronological, thereunder alphabetical by agency name.

DESCRIPTION: These are bound workpapers written and accumulated as a result of performance audits of state agencies. They contain some of the most complete summary documentation available on state agencies and their programs. These documents include correspondence, reports of interviews, statistics and measurements of output and productivity of an office, program, operation, or division; spreadsheets, contracts, and printed literature about programs.

RETENTION

Retain 20 years after audit has been completed and closed out

DISPOSITION

Transfer to the State Archives with authority to weed provided there is no pending litigation

FORMAT MANAGEMENT

Paper: Retain in Office until audit has been completed and closed out and then transfer to State Records Center. Retain in State Records Center for 20 years and then transfer to State Archives provided there is no pending litigation.

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

Microfiche duplicate: 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 22.

This disposition is based on the historical and research value of these records to document the actions and function of the Legislature.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(13)(2008)