Legislature. Senate
428--Working bills409--Journals
13378--Publications
18459--Standing committee minutes
21084--Standing committee audio recordings
20920--Senate leadership records
19596--Utah Senate pamphlets
22515--Floor debate recordings
22509--Advice and consent records
24575--Senate president records
23712--Senate president original photographs
29958--Photographs
AGENCY: Legislature. Senate
SERIES: 428
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 Senate. The series contains the working copies of Senate bills, claims (through 1925), petitions (until 1927), memorials, fiscal reports of state agencies (1897 only), and resolutions. The working copy includes the bill as introduced, any amendments made to it, and by the latter half of the 20th century, a copy of the final text for passed bills. The bill's progress through committees and votes is logged on the backing. The final, signed version of the bill is filed in the Lieutenant Governor's office (cf series 4076); However a few appear here in those cases where the bill 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 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
Permanent. Retain until final action
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office until legislative session ends 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.
Computer data files: Retain in Office until legislative session ends and then transfer to State Archives 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. Senate
SERIES: 409
TITLE: Journals
DATES: i 1882-
ARRANGEMENT: Chronological by session with daily entries thereunder.
DESCRIPTION: These journals serve as a record of the actions of the legislature during session. They constitute the published minutes of the state senate and territorial council. House and Senate journals were kept together from the time of the organization of the territory in 1851. Since 1882, the journals have been kept separately.
Daily entries cover a standard order of business. Place, date, roll, and prayer are noted before proceeding. Citizens' petitions for various actions and monetary claims are the first order. Other communications from agencies, groups, or individuals also are recorded. Committee reports are the next order of business. These recommend passage or rejection of particular legislation. Early reports often include detailed explanations and agency reports, but such detail is generally omitted by the 1920s.
The process of enacting legislation via bills and resolutions is the most frequent business recorded. The title is noted along with its status:__which reading, whether it passed, committee referrals, amendments and motions for rewrites, etc. The contents of the bills are not recorded. Names of individuals motioning for particular actions are noted as are the names on the final vote.
Messages from the opposing chamber are recorded in full. Messages from the governor report passage, veto, or objections to bills. Senate confirmations of gubernatorial appointments also are noted. Memorial tributes, speeches, prayers, invitations to various functions, etc. may also be read into the record.
Joint session minutes are also entered. From 1896 to 1913, these included the election of U.S._Senators. The governor's opening address detailed concerns, and initially included agency reports. Joint memorials to Congress, pleading for federal action (or inaction) were common in the 1880s.
Member lists, either as part of the initial roll, or as a separate table, appear at the start of each volume, with photos by 1975. Committee membership is also noted. Many of the volumes have the senate rules recorded toward the beginning which specify the order of business and clarify procedures.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: For records prior to and including 2018. Retain in State Archives 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.
Computer data files: Retain in State Archives permanently with authority to weed.
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical Legal
These journals are the official record of the Senate's activities and provide historical documentation of its actions.
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 13378
TITLE: Publications
DATES: 1989-
ARRANGEMENT:
DESCRIPTION: These are assorted publications from the majority leadership. They include senate publications, reports to the legislature from state agencies, Republican party publications, private publications, etc.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 01/10/1994
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends 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
Publications document agency history and functions. Publications have ongoing research value.
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 18459
TITLE: Standing committee minutes
DATES: 1972-
ARRANGEMENT: Chronological, thereunder alphabetical by committee
DESCRIPTION: These are the minutes of Senate standing committees discussing proposed and final legislation. Information includes agendas, meeting minutes, final reports, and related records.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/02/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.
Microfiche duplicate: Retain in State Archives permanently with authority to weed.
Microfiche master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Minutes of these standing committee meetings record decisions made and have research value as to the workings of government..
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 21084
TITLE: Standing committee audio recordings
DATES: 1994-
ARRANGEMENT: Chronological by date of meeting
DESCRIPTION: These are the audio recordings of all committee meetings of the Utah State Senate. The recordings are used to generate written minutes which are maintained permanently under series #18459. However, the written minutes do not contain a verbatim transcript of the meetings.
RETENTION
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 03/1999
FORMAT MANAGEMENT
Sound recordings: Retain in Office for 5 years and then transfer to State Archives.
APPRAISAL
Administrative Historical
This disposition is based on historical value to researchers regarding the legislation before the Utah State Senate.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (d) and (e) (2008)
AGENCY: Legislature. Senate
SERIES: 20920
TITLE: Senate leadership records
DATES: 1953-
ARRANGEMENT: Chronological by year grouping thereunder alphabetical by senator's name.
DESCRIPTION: These files contain records and correspondence from the Senate Leadership offices. Files contain information on pending legislation and correspondence to and from Senators serving within the Senate leadership.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2003
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need 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.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 19596
TITLE: Utah Senate pamphlets
DATES: 1969-
ARRANGEMENT: chronological
DESCRIPTION: "The Utah Senate" is a pamphlet produced at the beginning of the session giving an introduction to the senate, its history, procedures, and current roster.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 02/19/2003
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
Publications document agency history and functions. Publications have ongoing research value.
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 22515
TITLE: Floor debate recordings
DATES: 1965-
ARRANGEMENT: Chronological
DESCRIPTION: This series consists of audio recordings of the Senate floor debates. Topics discussed while the Senate meets in the Chamber are recorded; these would include discussion on proposed legislation, votes on legislation, testimony or comments on legislation, resolutions, discussion and approval of the governor's appointments, etc. Records created by governmental agencies for the purpose of proposing legislation. They contain correspondence, memoranda, research information on proposed legislation, fiscal notes, summaries, estimated cost reports, impact statements, and other information documenting the proposed legislation.
RETENTION
Retain
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Proposed legislation records, GRS-1690
AUTHORIZED: 06/21/2013
FORMAT MANAGEMENT
Audio cassettes: For records beginning in 1990 and continuing to the present. Retain in Office permanently.
Audograph discs: For records beginning in 1965 through 1989. Retain in Office until converted to CD-ROM and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives provided agency's need has ended.
CD-ROM: For records beginning in 1965 through 1989. Retain in Office permanently.
APPRAISAL
Historical
Recordings of sessions for the Utah State Senate document the discussions, debates, and amendments for bills under consideration that may become Utah law. These recordings also can be the only source of direct or implied legislative intent.
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 22509
TITLE: Advice and consent records
DATES: 1983-
ARRANGEMENT: Chronological
DESCRIPTION: These files document Senate committee's advice and consent on recommendations for gubernatorial appointments. They include copies of the declaration calling a special session if necessary; letters of transmittal from the governor listing recommended appointments, and copies of the letter returned to the governor advising and consenting in the affirmative (or negative) to the appointments. Records created by an official committee or board, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recording.
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 02/16/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to State Archives.
APPRAISAL
Historical
These records document the decisions of the Senate on gubernatorial appointments.
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 24575
TITLE: Senate president records
DATES: 1965-
ARRANGEMENT: Chronological by year grouping thereunder alphabetical by senator's name.
DESCRIPTION: This series contains records from the office of the Senate President. Files contain Senate President correspondence and information on various legislative issues.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2003
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need 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.
Microfiche master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
Disposition based on value of these records in documenting the activities, decisions and functions of the Senate President. Value is for research purposes.
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 23712
TITLE: Senate president original photographs
DATES: 1896-
ARRANGEMENT: Chronological by term served
DESCRIPTION: These are original 14"x18" matted photographs of former Utah Senate Presidents.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723
AUTHORIZED: 03/04/2016
FORMAT MANAGEMENT
Photographs: Retain in Office until copied and then transfer to State Archives.
APPRAISAL
Historical
These photographs document this history of the Senate.
PRIMARY DESIGNATION
Public
AGENCY: Legislature. Senate
SERIES: 29958
TITLE: Photographs
DATES: 1897-
ARRANGEMENT: Chronological by creation date.
DESCRIPTION: These records document the organization and reorganization of governmental entities. Information includes history, functional information, geographical boundaries, organizational files and related records.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
APPRAISAL