Utah Department of Administrative Services

Division of Archives & Records Service

Lieutenant Governor

85039--Governors' executive orders and proclamations
85093--Purchasing files
17584--Governor's reprieves
20945--Public transit district board oaths of office
21808--Elections executive correspondence
21809--General election office correspondence
21810--Voter information pamphlets
21812--Municipal election returns
21815--Election research compilations
21817--State and county election returns
21818--Election cycle records
21819--Invoices
22035--Lobbyist lists
21838--Political party financial disclosures
21938--Lobbyist financial disclosure reports
21960--Voter information pamphlet work papers
20077--Special district organization records
20220--City and town information files (incorporation papers)
20221--Interstate compacts
19908--Political action committee financial disclosure forms
22964--National Voter Registration Act statistics
22421--United States Senate candidate and contributor reports
22514--Signature authorization records
22842--County clerk correspondence
22843--Western States Presidential Primary records
22866--Initiative petition monthly reports
22944--Publications
15112--Commissions and boards regulations
26376--Felony conviction notifications
24286--Elected officials funds disclosure report
24308--Land transfer clear lists
27313--Notary complaints
315--Correspondence
321--Administrative records
341--Publications
348--Criminal extradition records
442--Personnel records
448--Reports
480--Annual reports
668--Laws of Utah subject pamphlets
2189--Initiative petition signature sheets
5479--Foreign incorporation union service association minute book
4076--Legislative bills
9400--State candidate and office holders financial disclosures
9402--Political appointment records
9404--Land patents
9405--Lobbyist registrations
9408--Deeds
6969--Notary public bonds
10824--Initiative petitions

AGENCY: Lieutenant Governor

SERIES: 85039
TITLE: Governors' executive orders and proclamations
DATES: i 1896-
ARRANGEMENT: Chronological by filing date.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series contains the official copies of executive orders and proclamations issued by the Governor. Executive orders afford a method for reacting to and preparing a plan of action for sudden problems or changing events which require the Governor's prompt attention. Their issuance provides an established conventional means of responding to these events. Through the executive order, the Governor also creates mechanisms to implement the regulations and establish organizations to perform activities of the government in some specific way. Proclamations are more broad statements of position. They provide a formal means to report to the general public that the Governor has responded to an event in a specific manner. Frequently proclamations are issued to pay tribute or to express formal observance of holidays or other noteworthy occasions.

RETENTION

Retain Transfer orginal to archives after it has been scanned.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in State Archives permanently.

Paper: Retain in State Archives permanently after microfilming.

Optical disks: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on the historical research value of these records in tracking the governor's executive orders and proclamations and their effect on the administration of state government.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 85093
TITLE: Purchasing files
DATES: 1985-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: These records document transactions and construction contracts conducted by the Lieutenant Governor's office. They include contracts, requisitions, purchase order and lease records, correspondence, related records pertaining to awards, administration, receipt, inspection, and payments.

RETENTION

Retain for 6 years after final payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after final payment and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 17584
TITLE: Governor's reprieves
DATES: 1941-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain reprieves from the Governor granted for indivduals until the next meeting of the Board of Pardons. The Board of Pardons then decides if the reprieve is continued or terminated UCA 77-27-5(4)(1998). The reprieves may allow stays of execution or authorize release of individuals until a decision is made at the next Board of Pardons meeting.

RETENTION

Retain 4 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on the historical value of these records and the information they contain.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 20945
TITLE: Public transit district board oaths of office
DATES: 1975-
ARRANGEMENT: Chronological by year, thereunder alphabetical by surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the oaths of office taken by board members of the Utah Transit Authority and the board members of other public transit authorties in the state of Utah. Under UCA 17A-2-1038(11)(b)(1998), the oaths taken by members of the board of directors of Utah state public transit districts are required to be filed with the Lieutenant Governor's office. The oaths were first required to be filed with the Secretary of State by UCA 31-1 (1975).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on the continued use of these oaths by the Lieutenant Governor's office.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21808
TITLE: Elections executive correspondence
DATES: 1970-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files document the operations of the Elections Office and its role in the elections process. This correspondence relates to compliance requirements of candidates for state and federal offices.

RETENTION

Retain 6 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 2 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 9.

This disposition is based on the value of this correspondence to researchers of the operations of the Elections Office, and of the election process.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21809
TITLE: General election office correspondence
DATES: 1970-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain letters to the Elections Office which pertain to a variety of election topics. Most of the correspondence contains general questions about election laws and processes. The remainder address topics relating to government in general.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21810
TITLE: Voter information pamphlets
DATES: 1975-
ARRANGEMENT: Chronological by election year

DESCRIPTION: Voter information pamphlets are prepared under the direction of the Lieutenant Governor and according to Utah statutes (UCA 20A-7-701). The responsibility of compiling and distributing the pamphlets was assumed by the Elections Office at the time of their 1995 creation. The Lieutenant Governor's / Secretary of State's staff previously performed elections duties. The pamphlets are designed to inform the voters of the State about the candidates and issues on each general election's ballot. They contain some or all of the following items: a list of all candidates for constitutional offices; a list of candidates for each legislative district; information pertaining to all measures to be submitted to the voters; a description provided by the Judicial Council of the selection and retention process for judges; an explanation of ballot marking procedures; and voter registration information. 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 until published.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until published and then transfer to State Records Center. 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 Records Center permanently.

APPRAISAL

Administrative Historical

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

These pamphlets document changes in voting laws and processes, and the manner in which this information was presented to the general public.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21812
TITLE: Municipal election returns
DATES: 1965-
ARRANGEMENT: Chronological by election year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document the results from the municipal primary and general elections. Information includes the name of each candidate for each elected municipal office, and the number of votes each candidate received.

RETENTION

Retain Transfer to Archives after 4 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 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These records document the ongoing changes in municipal governments in the state of Utah, and the trends reflected by these changes.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21815
TITLE: Election research compilations
DATES: 1958-
ARRANGEMENT: Chronological by year generated
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are lists of election results compiled at the request of researchers of the political process for the state of Utah and the United States. The information contained in the lists depends on the type of information requested. Some lists contain the candidates for executive offices and the United States Senators and Congressmen, and the number of votes they received over several decades. Other lists may contain the election results from the state legislative races. Territorial elections may be included along with those of the statehood period.

RETENTION

Retain Transfer to Archives after 6 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These compilations are a good, easy to review, source for researchers of Utah's elections and the tallies for candidates for elected offices within the state.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21817
TITLE: State and county election returns
DATES: 1966-
ARRANGEMENT: Chronological by election year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document the results from the county and state primary and general elections. The returns also contain the results from the school district board elections. Information includes tallies of the county elections and abstracts of the statewide elections.

RETENTION

Retain Transfer to Archives after 6 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 5 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office until administrative need ends.

APPRAISAL

Administrative Historical

These records provide information on the changes in government at the county and state level, and reveal the trends reflected in these changes.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21818
TITLE: Election cycle records
DATES: 1964-
ARRANGEMENT: Chronological by election year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records contain the documents required to conduct elections. The records include declarations of candidacy, party certifications and petitions, candidate certifications and petitions, certifications to county clerks, certifications of entitlement, and electoral college information.

RETENTION

Retain Transfer to Archives after 4.75 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 9 months 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.

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

These records track the operations of the election process, and reveal the amount of documentation required to complete the process.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21819
TITLE: Invoices
DATES: 1995-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are accounts payable invoices for purchases made by the Elections Office. Most of the records deal with printing costs incurred by the office.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

Paper copy: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 53.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 22035
TITLE: Lobbyist lists
DATES: 1991-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This information is taken from the lobbyist registrations (series 9405). The lobbyist lists contain information such as name, address, phone number, and organizations for whom the lobbyists work. The lists are compiled for convenience and quick reference for office use and for public review. Because these lists contain duplicate information from the lobbyist registrations, which are kept permanently, the lists do not have permanent historical value.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21838
TITLE: Political party financial disclosures
DATES: 1970-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records document financial diclosures of political parties that are required by UCA 20A-11-5 for public review. Information includes the party; party headquarter's address; and the date and amount of each contribution, and the address from which it was made; and the date and amount of expenditure, and the address to which it was made.

RETENTION

Retain Transfer to Archives after 4 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative Historical Legal

These records are required by UCA 20A-11-5. They are also valuable to researchers of political parties because of their documentation of contributions and expenditures.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21938
TITLE: Lobbyist financial disclosure reports
DATES: 1990-
ARRANGEMENT: Alphabetical by name, thereunder chronological by reporting date
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These reports are required by UCA 36-11-201 and 36-11-202. Lobbyists, principals, and government officers must file financial disclosure reports at various times during the year. These reports include lobbyist name, address, telephone number, travel expenditures, expenditures itemized according to those that are less than fifty dollars per person and those expenditures exceeding fifty dollars per person, purposes of expenditures, sum total of expenditures, number of each bill or resolution on which an expenditure was made, a description of each executive action on which expenditures were made, and general purposes and causes promoted by the lobbyist.

RETENTION

Retain 6 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years 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 Legal

This disposition is based on the evidentiary value of these reports to the history of the election process. These reports are required by UCA title 36, chapter 11, sections 201 and 202.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 21960
TITLE: Voter information pamphlet work papers
DATES: 1982-
ARRANGEMENT: Chronological by year
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are used to compile Voter Information Pamphlets for circulation to the general public. The Lieutenant Governor is required by UCA 20A-7-701 and 702 (1998), to publish these pamphlets before every general election. The information includes invoices, correspondence, and other documentation of the cost of producing and distributing the pamphlets.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on UCA 20A-7-701 and 702.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 20077
TITLE: Special district organization records
DATES: 1923-
ARRANGEMENT: Alphabetical by special district name.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are the official filings and related correspondence involved in the creation and administration of special districts such as cemetery districts, mosquito abatement districts, transit districts, soil conservation districts, etc.

RETENTION

Retain until administrative needs end.

DISPOSITION

Retain in agency custody.

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 the continued administrative use of these records by the Lieutenant Governor's office.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 20220
TITLE: City and town information files (incorporation papers)
DATES: 1888-
ARRANGEMENT: Alphabetical by city or town.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records contain informational documents about Utah's cities and towns. Some of the information the records may include are: articles of incorporation of cities, documents of annexations made by the municipalities and, in some cases such as Soldier Summit, dissolution of incorporated cities or towns. The records also contain plat maps of the incorporated areas.

RETENTION

Retain 1 year after 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.

Microfilm duplicate: Retain in Office until administrative needs end and then destroy.

APPRAISAL

Administrative Historical

These records have historical value as they document the process used to incorporate or dissolve cities and towns within the State of Utah.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 20221
TITLE: Interstate compacts
DATES: 1922-
ARRANGEMENT: Chronological by date.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records contain Utah's compacts with other states regarding various issues. The records include agreements on water rights, law enforcement, education, juveniles, mental health, motor vehicles, supervision of parolees, civil defense and disaster, and inter-local cooperation agreements. The records include the Colorado River Compact, which apportioned water from the Colorado River among six western states and has been an ongoing source of controversy since it went into effect.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical Legal

This disposition is based on the historic value of these records in reflecting both historic matters, as well as Utah's interaction in with other states.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 19908
TITLE: Political action committee financial disclosure forms
DATES: 1972-
ARRANGEMENT: Alphabetical by the principal's name thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document the financial expenditures made and received by Political Action Committees, Political Issues Committees, and Corporations. These files are required to be submitted to the Lieutenant Governor's office to provide public access to political financial expenditures in accordance with UCA 20A-11-601;701;801 (1996). Information includes name, address, and occupation of any individual making a contribution; name and address of any political action committee, group, or entity making a contribution and the amount of the contribution. Also included is a summary page that identifies: beginning balance; total contributions during the period since the last statement; total contributions to date; total expenditures during the period since the last statement; and total expenditures to date.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 8 years and then transfer to State Archives.

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

APPRAISAL

Administrative Historical

This disposition is based on the research value these records contain, such as information on expenditures made and received by political committees, individuals, and corporations.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 22964
TITLE: National Voter Registration Act statistics
DATES: 1996-
ARRANGEMENT: Chronological by month, thereunder alphabetical by county
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These records contain voter registration statistics collected from each county in the state of Utah. This information is then directly reported to the Federal Election Commission (FEC). The Commission then generates a federal report containing the numbers of registered voters, sources of voter registrations and other voter registration statistics.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 22421
TITLE: United States Senate candidate and contributor reports
DATES: 2000-
ARRANGEMENT: Chronological by election year, thereunder alphabetical by candidate's last name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These reports are filed with the Federal Election Commission in order to document contributions to, and expenditures by, candidates campaigning for the United States Senate. Candidates are required to file reports containing this information by 2 USC 439. This code section also states that the candidates must file a copy of the report with the Secretary of State within their home state. Information also includes reports from Political Action Committees (PACs) and other entities who contribute to Utah candidates for the United States Senate. Prior to 2000, the reports in this series were included in series 470-Federal Election Commission campaign contribution reports. In 1999, Utah received an exemption, beginning in 2000, from maintaining copies of reports from federal filing entities except those from candidates and contributors for the United States Senate.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 22514
TITLE: Signature authorization records
DATES: 2000-
ARRANGEMENT: Alphabetical by last name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records are used by the Elections Office to accomodate the the state's electronic filing system in filing state election candidate financial disclosure reports. Candidates for statewide office are required to file financial disclosure reports to the Lt. Governor's office several times each year by UCA 20A-11(1999). In 2000, the Lt. Governor's office began accepting electronic filing of the financial disclosure reports under the authority of UCA 20A-11-103(2)(d)(1999). State office candidates are required to provide a signature authorizing the Lt. Governor's office to accept electronically filed reports by UCA 20A-11-203(3)(1999). Legislative candidates are required to provide a signature by UCA 20A-11-302(3)(1999). These records include the candidates' signatures and the "user name" assigned to each candidate in order for them to file the financial disclosure reports.

RETENTION

Retain 2 years after candidate files final financial disclosure report.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until candidate's final financial report is filed and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the requirements of UCA 20A-11-103(2)(d), 203(3), and 302(3)(1999).

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(11)(2008)


AGENCY: Lieutenant Governor

SERIES: 22842
TITLE: County clerk correspondence
DATES: 1986-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records document the relationship between the Lieutenant Governor's Office and the counties which stem from their mutual responsibilities concerning elections. The relationship became more formal in 1994 and 1995 with the implementation of the National Voter Registration Act (NVRA) or "Motor Voter" laws of 1993. Since the passage of the NVRA laws, the Lieutenant Governor's Office and the Elections Office have held regular meetings with the county clerks and regularly send correspondence and instructions to the counties. Information includes all meeting agenda, minutes, and other correspondence related to the election process. The series includes very limited information prior to 1994.

RETENTION

Retain 4 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This retention is based on the evidentiary value of the records in documenting the election process at the state and county levels as well as the relationship between the state and county governments.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 22843
TITLE: Western States Presidential Primary records
DATES: 1999-
ARRANGEMENT: Chronological by election year, thereunder alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series documents the activities of the Western States Presidential Primary in Utah. The Western States Primary is governed in Utah by UCA 20A-9-801 et.al.(1999). Utah held its first presidential primary in 2000, as part of the Western States Primary. Information includes election results, canvass reports, budgets, sample ballots, meeting minutes, and documentation of procedures used by county clerks and the Elections Office to conduct this primary.

RETENTION

Retain 4 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 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This retention is based on the evidentiary value of this series in documenting the progress and activities of Utah's presidential primaries.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 22866
TITLE: Initiative petition monthly reports
DATES: 2000-
ARRANGEMENT: Chronological by month, thereunder alphabetical by name of organization
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are used by the Elections Office to document payment of initiative circulators by initiative sponsors. The series contains reports that UCA 20A-7-205.5(1999) requires sponsors to file before the last Tuesday in April and the Tuesday before the general election if the circulators are being paid. The report only contains the sponsors' names and the name of the petition. The series also contains a second report that is mandated by UCA 20A-7-206.5(1999). This report details the amount of money paid per signature and must be filed after the last initiative packet is filed with the county clerk.

RETENTION

Retain 6 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This retention is based on the value of these records in documenting initiative petitions in the state of Utah.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 22944
TITLE: Publications
DATES: 1994-
ARRANGEMENT: Alphabetical by subject, thereunder chronological by year
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This record series contains booklets and pamphlets published or compiled by the State Elections Office in order to inform the public about election issues. Information includes media packets, training manuals, and information pamphlets.

RETENTION

Retain 4 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 2 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 25.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 15112
TITLE: Commissions and boards regulations
DATES: 1939-
ARRANGEMENT: Chronological, thereunder alphabetical committee, board, or department name.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series contains regulations filed with the Lieutenant Governor's office concerning policy and rules regarding governor appointed commissions, boards, and governmental agencies. Information includes regulations and various types of documenting correspondence, and code citations.

RETENTION

Retain 5 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years 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

Historical

This disposition is based on the historical value of information concerning commissions, boards, and department regulations and rules.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 26376
TITLE: Felony conviction notifications
DATES: 2002-
ARRANGEMENT: Chronological by date, thereunder alphabetical by name

DESCRIPTION: This series contains written notices of felony convictions used to identify incarcerated felons. Felon inmates are not allowed to vote while incarcerated. This information is entered into VISTA (Voter Registration Database) in order to track the dates of incarceration. The information entered into the voter registration database helps to document the period of time an inmate will not be allowed to vote. Release dates are noted in order to reinstate the ability to vote when inmates are no longer incarcerated. This series may also contain judgment and commitment orders of felony cases prosecuted in the United States District Court for the state of Utah.

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 and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

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

This retention reflects the historical value of records that document voting rights in the state of Utah. These records also have a legal value as they must be created and maintained to meet requirements established by 42 U.S.C. 20 (I) sec 1973gg and U.C.A. 20A-2-109.


AGENCY: Lieutenant Governor

SERIES: 24286
TITLE: Elected officials funds disclosure report
DATES: 1998-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION:

RETENTION

Retain office 4 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal Legal

Utah code 63-96-101-103

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 24308
TITLE: Land transfer clear lists
DATES: 1990-
ARRANGEMENT: Numerical

DESCRIPTION: These documents transfer lands from the United States Government to the State of utah in part satisfaction of certain land grants, including from the BLM as lands selected by the state under the Taylor Grazing Act. These documents were recorded with the appropriate county recorder and then transferred to the Lt. Governor's office by the School and Institutional Trust Lands Administration. Archival holdings: Agricultural College Clear List 24; Miners' Hospital Clear List 46.

RETENTION

Retain permanently

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical Legal

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 27313
TITLE: Notary complaints
DATES: 1990-
ARRANGEMENT: Chronological by date of complaint

DESCRIPTION: Whistle-blower, fraud, and criminal complaints. Includes anonymous letters, complaints, criticism and suggestions, and agency replies thereto. Also includes those complaints which were the basis of an investigation or from which administrative action was taken, and those incorporated into individual personnel files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled


AGENCY: Lieutenant Governor

SERIES: 315
TITLE: Correspondence
DATES: 1896-
ARRANGEMENT: Alphanumerical.
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: Correspondence documents the administration or management of the Lieutenant Governor's, office organization, its policies, procedures and achievements.

RETENTION

Retain Permanent. In Archives custody.

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 the value of these records in documenting agency/program achievements, policies, procedures, and function.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 321
TITLE: Administrative records
DATES: 1931-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: Includes employee evaluations, referenda petitions, election returns, extension cords, and chair wheels. Also includes budget correspondence, conference speeches, and committee records (1982-1984).

RETENTION

Retain in Archives custody.

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

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: Lieutenant Governor

SERIES: 341
TITLE: Publications
DATES: 1921-
ARRANGEMENT: Chronological.

DESCRIPTION: Records created by the agency, including pamphlets, reports, newsletters, and other published or processed documents. These records include information on agency-sponsored programs and events, and other services provided by the office of the lieutenant governor. Consists primarily of isolated publications not part of a more specific series.

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently and then microfilm.

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 serve to document the history of the agency through its services, activities and programs. Records may contain pamphlets, leaflets, manuals, and other published or processed documents created by the agency to inform the public of the agency's services and programs.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 348
TITLE: Criminal extradition records
DATES: i 1881-
ARRANGEMENT: Chronological.
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: Extradition records contain requisitions submitted by governors of Utah to governors of other states for the extradition of suspected criminals back to Utah. The series also contains requisitons submitted by governors of other states to governors of Utah for the extradition of suspected criminals who fled to Utah from other states.

RETENTION

Retain 6 years. Transfer to Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Historical Legal

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 442
TITLE: Personnel records
DATES: 1960-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The 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 separation of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after separation of employee and then transfer to State Records Center. Retain in State Records Center for 55 years and then destroy.

APPRAISAL

Administrative Legal

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

These records contain the complete work history of an individual (excluding medical/psychological information) while employed by the state and have legal value as they serve as documentation to verify employment and/or eligibility for benefits for the employee or for any heirs as a result of such employment.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Lieutenant Governor

SERIES: 448
TITLE: Reports
DATES: 1950-
ARRANGEMENT: Numerical.

DESCRIPTION: 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. Electronic versions of publications may be considered a duplicate if identical. If unique, see Schedule 1 Item 44.

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently and then microfilm.

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 have ongoing value to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 480
TITLE: Annual reports
DATES: 1896-
ARRANGEMENT: Chronological

DESCRIPTION: These reports describe the activities for the preceding year for this office. The reports contain information pertaining to official acts and expenditures. Beginning in 1915, the Secretary of State was also the Secretary of the State Board of Examiners, State Board of Loan Commissioners and State Board of Canvassers and a brief report of these Boards is also included.

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently and then microfilm.

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.

This disposition is based on the value of these records in documenting the activities, achievements, programs and policies of the Lieutenant Governor's office.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 668
TITLE: Laws of Utah subject pamphlets
DATES: 1913-
ARRANGEMENT: Chronological, thereunder alphabetical by topic

DESCRIPTION: These are pamphlets created by republishing appropriate titles of the Utah Code which pertain to particular topics, such as corporations, mining, elections, notaries, abstracts of title, etc.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative use ends and then destroy.

Microfilm master: Retain in Office until administrative need ends and then destroy.

Microfilm duplicate: Retain in Office until administrative need ends and then destroy.

Microfiche master: Retain in Archives until administrative need ends and then destroy.

Microfiche duplicate: Retain in Archives until administrative need ends and then destroy.

APPRAISAL

Administrative

These records have temporary administrative value and may be destroyed according to the retention schedule.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 2189
TITLE: Initiative petition signature sheets
DATES: 1960-
ARRANGEMENT: Alphabetical by county name, thereunder numerical by sequence number
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: These are signature sheets signed by individuals wishing to petition for initiatives to be added to the election ballot at election time. Related issues include, but not limited to, fluoridation, alcoholic control, abortion, horse racing, and taxation issues. The information documents the signatures of individuals concerning initiatives proposed by sponsors for referral to the legislature or the voters for their approval. The text of the proposed initiative will be retained permanently, refer to series 10824, Initiative petitions.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative Legal

UCA 20A-7-202(4) (2003) allows for a shorter retention period because of a change in procedures requiring petitioners to resubmit petitions each year.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 5479
TITLE: Foreign incorporation union service association minute book
DATES: 1927-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 4076
TITLE: Legislative bills
DATES: 1896-
ARRANGEMENT: Chronological by legislative session, thereunder alphabetical by document type and numeric by bill number if applicable.
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These final copies of bills, memorials, and resolutions approved by the House and Senate and filed with the Secretary of State (or Lieutenant Governor) enact the laws of the state of Utah. They serve as a basis for governmental policy and action. This series includes bills signed into law by the governor, those which became law without the governor's signature, those vetoed by the governor after the legislature was out of normal session, and those vetoed but overridden by the legislature. Though the bills which become law are published as part of the Laws of Utah, this series documents signatures and approval by the governor; this series also documents veto messages for bills rejected. Bills in the broad sense refers to bills, resolutions, memorials, etc. In the narrow sense they are those documents legislators desire to have made into a Utah law. Memorials are generally pleadings for federal action, usually to the U._S._Congress. Resolutions are position statements which do not have the weight of law.

Bills have always gone for the governor's approval or veto. Simple resolutions and memorials must only pass the originating chamber, but are still filed here. Concurrent and joint memorials and resolutions are filed here as well. Those terms have switched over the years, but after 1921 the term concurrent came to mean one approved by both chambers with the governor concurring while joint means one passed by both chambers but which does not require the governor's signature.

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.

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

APPRAISAL

Historical Legal

This disposition is based upon the primary legal value of the final legislation and approving signatures which serve as the foundation of government for the state of Utah. It also recognizes the secondary historical value of the original legislation to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 9400
TITLE: State candidate and office holders financial disclosures
DATES: 1968-
ARRANGEMENT: Chronological by election year, thereunder by office, thereunder alphabetical by candidate's surname.

DESCRIPTION: Candidates for state executive, legislative offices, and state and local school boards are required to file periodic reports disclosing the money they raise and spend. These financial disclosure reports are submitted to the Lieutenant Governor's office at set times throughout the election cycle. The reports help to protect against conflicts of interest and to facilitate open and ethical government. They are governed by UCA 20A-11 (2002). The reports include the following types of information: candidate's name, political party, office, address and signature; and itemized listings of contributions, expenditures and loans. Financial disclosure reports were filed with the State Auditor until 1984. Thereafter filings were transferred to the Lieutenant Governor's office, and then to the Elections Office at the time of its 1995 creation.

RETENTION

Retain 6 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 4 years and then microfilm and transfer to State Archives with authority to weed.

Microfilm master: Retain in State Records Center permanently.

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

APPRAISAL

Administrative Historical

This disposition is based on the value to researchers interested in the study of political expenditures.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 9402
TITLE: Political appointment records
DATES: 1925-
ARRANGEMENT: Chronological, thereunder alphabetical by appointee name.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series documents political appointments of individuals by the Governor to serve on one of the governor's commissions, boards, councils, committees, or other appointed positions. The information is used as a current list of appointees, and is also a history of the various commissions, boards etc, and the individuals who served on them.

RETENTION

Retain 2 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on the historical value of information concerning appointed officials in Utah government.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 9404
TITLE: Land patents
DATES: 1899-1913, 1943-
ARRANGEMENT: Numerical by land patent number.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records contain land patents issued by the United States Government Bureau of Land Management, to the state of Utah. Information includes land location by township and range, the date the plat was accepted by the United States Government, fee amounts, related correspondence, and the counties where the land is located.

RETENTION

Retain 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then transfer to State Archives.

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

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

APPRAISAL

Administrative

This disposition is based on the fact that these are the only signed copies of land patents in state custody.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 9405
TITLE: Lobbyist registrations
DATES: 1975-
ARRANGEMENT: Chronological, thereunder alphabetical.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document the political lobbyists registered with the state of Utah. Under UCA 36-11-103, lobbyists are required to register with the Lieutenant Governor's office before engaging in lobbying activity. The registration form, accompanied by a registration fee, lists the names and business addresses of the individual and each principal for whom the lobbyist works, any government positions held, and expenditures for which the lobbyist will be reimbursed. The form must be updated when principals change or are added.

RETENTION

Retain for 6 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years 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.

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 historical value of these registrations to researchers. These records are often accessed during legislative sessions.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 9408
TITLE: Deeds
DATES: 1876-
ARRANGEMENT: Alphabetical by county.
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Warranty and quit-claim deeds pertaining to the transfer of lands to the state or state agencies. Under M with Morgan county is also a Miscellaneous folder containing bond information, county boundary dispute land records, and other miscellaneous deeds.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical Legal

This disposition is based on the continued administrative use of these deeds by the Lieutenant Governor's office.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 6969
TITLE: Notary public bonds
DATES:
ARRANGEMENT: Numerical by commission number.

DESCRIPTION: This record documents that a notary has been bonded and a certificate has been issued in his/her name. Information is entered into the computer data file which is used for research and to answer public inquiry.

This series includes the name of the notary, the address of the notary, the receipt number, the commission date, the expiration date, the receipt date, and the bond number.

This record has not been microfilmed since 1980.

RETENTION

Retain 50 years after actions are completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until actions are completed and then transfer to State Records Center. Retain in State Records Center for 50 years and then destroy provided no litigation is pending.

Microfilm master: Retain in State Records Center for 50 years and then destroy.

Microfilm duplicate: Retain in Office for 50 years and then destroy.

Computer data files: Retain in Office for 1 year or until updated and then delete.

APPRAISAL

Administrative

The bond is required by UCA 46-1-3. The retention is set by UCA 46-1-1, which sets the length of time for a commission at four years, and UCA 46-1-4, which sets a three year limitation after an action causing an injury to a person through official delinquencies. Previous decision: RDR 69-48: microfilm/public.

PRIMARY DESIGNATION

Public


AGENCY: Lieutenant Governor

SERIES: 10824
TITLE: Initiative petitions
DATES: 1958-
ARRANGEMENT: Chronological by general election date
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This series contains a copy of the text of initiatives and referenda proposed by sponsors for referral to the legislature or people of the state for their approval by vote. Some are certified by the Lieutenant Governor as true and correct copies; others may simply be a copy of one of the circulated petitions. Tabulations of signature counts or related correspondence may be included.

RETENTION

Retain 5 years

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This disposition is based on the historical value of the material in documenting issues important to the public over the years.

PRIMARY DESIGNATION

Public