Utah Department of Administrative Services

Division of Archives & Records Service

Legislature. Office of Legislative Research and General Counsel

25391--Attorney research and drafting files
25393--Legislative staff working papers
23856--Litigation files
24138--Research reports
26578--Senate confirmation committees appointment records
26790--Legislative Drafting Manual
28962--Election district demographic profiles
2888--Publications
7073--Bill drafting and research files
7230--Interim committee histories
17929--Digest of Legislation reports
19177--Personnel files
22117--Legislative Interim Report
22122--Legislative Manuals

AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 25391
TITLE: Attorney research and drafting files
DATES: 1999-
ARRANGEMENT: Chronological by legislative year, thereunder by bill number.

DESCRIPTION: These records are created by office attorneys when researching and drafting proposed legislation. Files may contain correspondence, working drafts, research notes, and other information subject to attorney-client privilege.

RETENTION

Retain 75 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series are authorized by the Legislature.

APPROVED:. 03/2006

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 73 years and then transfer to State Archives with authority to weed.

Optical disks: Retain in Office until administrative needs end and then destroy.

Computer data files: Retain in Office for 75 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based upon the value these records have in documenting Utah's legislative process.

PRIMARY DESIGNATION

Protected. Utah Code 63G-2-305(17), (20(a)(b)), (21), and (22).


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 25393
TITLE: Legislative staff working papers
DATES: 1990-
ARRANGEMENT: Alphabetical by subject.

DESCRIPTION: These records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions, or responsibilities.

RETENTION

Retain 10 years after legislative study ends.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 33.

AUTHORIZED: 04/16/2004

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after legislative study ends and then transfer to State Records Center. Retain in State Records Center for 8 years and then destroy.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 Secs. 20 (a)(b), 21, and 22


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 23856
TITLE: Litigation files
DATES: 1980-
ARRANGEMENT: Alphabetical by case name.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain information on lawsuits and investigations involving the Office of Legislative Research and General Counsel. Contents may include petitions, orders, motions, remedies, legal research and attorney work product.

RETENTION

Retain 20 years

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 01/2002

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then transfer to State Records Center. Retain in State Records Center for 17 years and then transfer to State Archives.

Audio cassettes: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 17 years and then transfer to State Archives with authority to weed.

Compact disc: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 17 years and then transfer to State Archives with authority to weed.

APPRAISAL

Legal

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (16), (17) and (18)


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 24138
TITLE: Research reports
DATES: 1976-
ARRANGEMENT: Numerical by report number.

DESCRIPTION: These are reports to the Legislature regarding research done on subjects for potential legislation.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

AUTHORIZED: 03/13/2002

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

These reports document the functions and performance of the state legislature.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 26578
TITLE: Senate confirmation committees appointment records
DATES: 2001-
ARRANGEMENT: Alphabetical by name, thereunder chronological by date.

DESCRIPTION: These records document the function of various Senate confirmation committees to review and consider appointments to specific boards or positions and then make recommendations to the Senate. Records document each stage of the nomination and confirmation process and include applications, resumes, and additional information collected through the application and interview process.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives permanently.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 59.

AUTHORIZED: 02/16/2016

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 9 years and then transfer to State Archives.

Computer data files: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These records have historical value to researchers as they document the process used to appoint Judges, the Board of Pardons and Parole, and similar bodies in the State of Utah.

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(1)(f) (2015)

SECONDARY DESIGNATION

Exempt. Utah Code 67-1-2(4) (2008)


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 26790
TITLE: Legislative Drafting Manual
DATES: 1980-
ARRANGEMENT: Chronological by date

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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

AUTHORIZED: 06/17/2008

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

Administrative Historical

Provides insight into the procedure over time for drafting legislation.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 28962
TITLE: Election district demographic profiles
DATES: 1947-
ARRANGEMENT: Numerically by district.

DESCRIPTION: The Office of Legislative Research and General Counsel provides analytical, statistical, legal, and descriptive data to legislative committees and individual legislators in order to facilitate informed decision-making and effective policy development (Utah Code 36-12-12(2) (2003)). These records are published for each House of Representatives and Senate election district and are given to corresponding legislators after an election in order to provide them with information about the people that they are representing. Records include election district maps and reports about the demographic composition of residents in each district.

RETENTION

Retain 4 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series are authorized by the Legislature.

APPROVED:. Policies of the Legislative Management Committee, Appendix A, Records Retention Schedule, Publications. 04/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

These records provide valuable information regarding the population of the state and the process of political representation.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 2888
TITLE: Publications
DATES: 1947-
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

Retain permanent.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: //

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently 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.

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 the historical and research value of these publications to document the function of the Office of the Legislative Research and General Counsel.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 7073
TITLE: Bill drafting and research files
DATES: 1980-
ARRANGEMENT: Chronological, thereunder numerical by bill number.
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These files contain bills submitted to the Legislature for consideration during each legislative session. Files may also include drafts of the bills, amendments, and research information.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives permanently.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED:. 07/1997

FORMAT MANAGEMENT

Paper: Retain in Office until scanned and quality checked and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives.

Microfiche master: For records beginning in 1980 through 1989. Retain in State Archives permanently.

Microfiche duplicate: For records beginning in 1980 through 1989. Retain in State Archives permanently.

Optical disks: For records beginning in 1990 and continuing to the present. Retain in Office until administrative use ends and then destroy.

Computer data files: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

These records document the development of all legislation during a given session and have enduring research value for both the Legislature and the general public.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 7230
TITLE: Interim committee histories
DATES: 1967-
ARRANGEMENT: Chronological by year or session, thereunder alphabetical by committee

DESCRIPTION: This series contains the legislative histories documenting the work undertaken by committees between the regular scheduled sessions of the legislature. This interim period currently stretches from April into January of the following year. During the period in which the Legislature met in general sessions every second year, the interim sessions covered the two-year period from the April following the general session to the January of the next session. The Legislature creates subject-specific committees often mirroring the regular session standing committees?to discuss issues or conduct studies as background to the preparation of legislation proposed for future legislative general sessions. Interim committees, also known as study committees, are bipartisan and made up of members from both chambers of the Legislature.

The interim committee histories are not solely limited to these major committees. Subcommittees assigned to specific topics are generally kept as individual histories as are task forces and other subject-specific study committees created by the Legislature for the studying legislation. Common subjects for study that may be handled by a Task Force, subcommittee, or similar committee include specific taxes, recodifications of portions of the Utah Code, or major issues such as retirement programs, health and welfare programs, hazardous waste, or technology topics.

Documents contained in the interim committee histories include meeting agenda, minutes, and resource materials related to upcoming legislation. Not all proposed legislation is studied by interim committees prior to introduction in the Legislature nor do all interim studies result in proposed legislation.

RETENTION

Retain 5 years.

DISPOSITION

Transfer to the State Archives permanently.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 01/2002

FORMAT MANAGEMENT

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

Microfiche master: For records beginning in 1981 through 1989. Retain in State Archives permanently.

Microfiche duplicate: For records beginning in 1981 through 1989. Retain in Office until administrative use ends and then destroy.

Microfiche duplicate: For records beginning in 1981 through 1989. Retain in State Archives permanently.

Optical disks: For records beginning in 1990 and continuing to the present. Retain in Office until administrative use ends and then destroy.

APPRAISAL

Administrative Historical Legal

These records document the work of legislative interim committees and have an enduring research value for the Legislature and the public.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 17929
TITLE: Digest of Legislation reports
DATES: 1949-
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.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

AUTHORIZED: 11/07/2000

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

These reports document the actions, functions and performance of the state legislature.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 19177
TITLE: Personnel files
DATES: ca.1950-
ARRANGEMENT: alphabetical

DESCRIPTION: Includes fiche from the 1950s (starting dates) to 1970s (ending or filming date). Files include employment applications and notices of personnel actions on employees.

RETENTION

Retain 65 years after retirement or separation of employee.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 11, Item 2.

AUTHORIZED: 11/24/2003

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after retirement or separation and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 22117
TITLE: Legislative Interim Report
DATES: 1948-
ARRANGEMENT: Chronological by date of session.

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

Retain permanent

DISPOSITION

Retain in agency custody.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

AUTHORIZED: 11/07/2000

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently after microfilming.

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

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

Computer data files: For records beginning in 1994 and continuing to the present. Retain in Office permanently.

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

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

APPRAISAL

Historical Legal

These reports summarize the activities of the legislature between sessions and are an important resource for legislative intent and legislative history research.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. Office of Legislative Research and General Counsel

SERIES: 22122
TITLE: Legislative Manuals
DATES: 1979-
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.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

AUTHORIZED: 11/07/2000

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 the historical and research value of these manuals to document the function and procedures of the Legislature.

PRIMARY DESIGNATION

Public