Utah Department of Administrative Services

Division of Archives & Records Service

Legislature. House of Representatives

19012--Voting records
19597--Utah House of Representatives pamphlets
12789--Messenger receipt books
23013--Standing committee audio recordings
23020--Floor debate recordings
25191--Personnel records
27016--Working papers
27054--Conflict of interest forms
27055--Photographs
432--Working bills
456--Journals
3159--Standing committee minutes

AGENCY: Legislature. House of Representatives

SERIES: 19012
TITLE: Voting records
DATES: 1982-
ARRANGEMENT: Alphabetical by last name of representative, thereunder chronological by session, thereunder numerical by bill number

DESCRIPTION: This series provides a record of legislative votes of individual House members no longer in office. The records contain the name of the Legislator, the date, the bill number, bill title, and the recorded vote (aye, nay, or absent). Some also include the name of the sponsor of the bill.

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

These records document the voting patterns of the Legislature and have enduring research value for the Legislature and the public. This disposition was based on administrative needs expressed by the office.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 19597
TITLE: Utah House of Representatives pamphlets
DATES: 1971-
ARRANGEMENT:

DESCRIPTION: "The Utah House of Representatives" is a pamphlet produced at the beginning of the session giving an introduction to the House, its history, procedures, and current roster.

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.

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

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 12789
TITLE: Messenger receipt books
DATES: 1915-1917
ARRANGEMENT: Chronological

DESCRIPTION: These books give signatures acknowledging receipt of a bill by committee, governor, secretary of state, or by messenger when moving from point to point in the legislative process.

RETENTION

Retain 3 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months and then destroy.

APPRAISAL

Administrative Fiscal

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

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

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 23013
TITLE: Standing committee audio recordings
DATES: 1994-
ARRANGEMENT: Chronological, thereunder alphabetical by committee.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are the audio recordings of the House standing committee meetings. The recordings are used to generate the written committee minutes. Meetings are opened and adjourned according to procedure.

RETENTION

Retain 3 years.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 3 years or until copied to CD Rom and then transfer to State Archives.

APPRAISAL

Administrative Historical

This disposition is based on historical and research value the audio recordings have in documenting the discussions and actions taken by the House standing committees.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 23020
TITLE: Floor debate recordings
DATES: 1957-
ARRANGEMENT: Chronological by date and session

DESCRIPTION: This series consists of the audio recordings of the House floor debates. Topics discussed include: proposed legislation, votes on legislation, testimony or comments on legislation, resolutions, etc.

RETENTION

Retain permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Audio cassettes: For records beginning in 1990 and continuing to the present. Retain in Office for 3 years or until converted to the approved permanent format and then transfer to State Archives with authority to weed.

Audograph discs: For records beginning in 1957 through 1989. Retain in Office until converted to CD-ROM and then transfer to State Archives with authority to weed.

Compact disc: For records beginning in 1957 through 1989. Retain in Office permanently.

APPRAISAL

Historical

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 25191
TITLE: Personnel records
DATES: 1975-
ARRANGEMENT: Alphabetical by employee name.

DESCRIPTION: Complete work history of an individual while employed by the State. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. Includes application for employment or resume, verification of employment eligibility (I-9 form), and retirement/deferred compensation plan notification (ADNT-2), corrective or disciplinary actions taken against an employee, performance plans, performance evaluations, position description, career mobility or job swap agreement, insurance benefits notification (ADNT-1). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, employee awards, letters of commendation, leave records and leave adjustment reports.

RETENTION

Retain 65 years after sparation or retirement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until separation or retirement 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. House of Representatives

SERIES: 27016
TITLE: Working papers
DATES: 2000-
ARRANGEMENT: Alphabetical by name.

DESCRIPTION: This series contains working papers created by members of the House of Representatives. Records contain subject files compiled during the legislative process. Files may include information on proposed policies, budgets, and special funding.

RETENTION

Retain 6 months.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months 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.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 27054
TITLE: Conflict of interest forms
DATES: 2001-
ARRANGEMENT: Alphabetical by name.

DESCRIPTION: This series contains forms used by members of the House to declare any outside employment or activity that may or may not present a conflict of interest.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 27055
TITLE: Photographs
DATES: 1980-
ARRANGEMENT: Chronological by date.

DESCRIPTION: This series contains photographs which document the history of the Utah House of Representatives. Includes scrapbooks, individual photographs of Representatives, and other photographic documentation of events and activities sponsored by House members and staff.

RETENTION

Retain until administrative needs end.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Photographs: Retain in Office until administrative needs end and then transfer to State Archives.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 432
TITLE: Working bills
DATES: i 1896-
ARRANGEMENT: Chronological by legislative session, thereunder alphanumeric by bill type and number.

DESCRIPTION: This series documents the legislative process in the House of Representatives. The series contains the working copies of House bills, claims (through 1915), petitions (until 1921), memorials, fiscal reports of state agencies (1897 only), and resolutions. The working copy includes the bill as introduced and any amendments made to it; the bill's progress through committees and votes is logged at the end of the bill. The final official version of the bill is not part of this series unless it was vetoed by the Governor, returned to the Legislature while still in session, and the Legislature failed to override the veto.

Bill, in the broad sense, refers to bills, resolutions, memorials, etc. In the narrow sense they are those documents a member of the Legislature desires to have made into a Utah law. Claims to the state were for money due an individual or group. Memorials are pleadings for federal action, usually made to the U._S._Congress. Resolutions are position statements which do not have the weight of law. Petitions were initiated by citizens desiring the introduction of particular legislation.

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.

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

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

Digital image 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 Legal

This disposition is based on the historical documentation provided for the passage (or rejection) of Utah laws.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 456
TITLE: Journals
DATES: i 1882-
ARRANGEMENT: Chronological.

DESCRIPTION: These journals serve as a record of the action of the legislature during session. They constitute the published minutes of the State House of Representatives from the territorial period to the present. House and Senate journals were kept beginning with the creation of the territory in 1851, but were kept separately after 1882. Minutes from joint sessions are recorded after 1890; before that, they were recorded only in the Senate minutes.

Daily entries cover a standard order of business. Place, date, roll, and prayer are noted before proceeding with business. Membership rolls are included. Citizens' petitions for various actions; monetary claims;and communications from agencies, groups, or individuals are recorded. Committee reports recommending passage or rejection of particular legislation are provided. The process of enacting legislation via bills and resolutions is the most frequent business recorded. Other agency reports, memorials, invitations, etc. may also be entered in the record during particular periods.

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until microfilmed and then destroy provided microfilm has passed inspection.

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 Legal

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

These journals are the official record of the House's activities and provide historical documentation of its actions.

PRIMARY DESIGNATION

Public


AGENCY: Legislature. House of Representatives

SERIES: 3159
TITLE: Standing committee minutes
DATES: 1967-
ARRANGEMENT: Chronological, thereunder alphabetical by committee.

DESCRIPTION: These are the minutes of House standing committees discussing proposed and final legislation. Information includes agendas, meeting minutes, final reports, and related records.

RETENTION

Retain 3 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 Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the 1999 Legislative Records Retention Schedule approved by the Legislative Management.

PRIMARY DESIGNATION

Public