Utah Department of Administrative Services

Division of Archives & Records Service

Millville (Utah)

12494--Ordinances
12495--Council minutes
12496--Planning and zoning minutes
12497--Annual financial reports
12498--Building permit files
15120--Administrative payroll report
15121--Employee earnings history record file
15122--Income tax files
15123--Payroll files
15124--Payroll warrant register
15125--Workers' compensation claim files
15126--Personal injury files
15127--Legal opinions
15128--Election ballots
15129--Billing adjustment records
15130--Billing register
15131--Remittance stubs
14953--Agenda
14954--Annual reports
14955--Census information files
14956--General administrative records
14957--General housekeeping files
14958--Grant files original applications
14959--Minutes
14960--Budget message
14961--Policies and procedures
14962--Publications
14972--Bond issue files
14973--Bond registration files
14974--Bonds, notes and coupons paid
14977--Employee bonds
14978--Fidelity bonds
14979--General obligation bonds
14980--Special improvement bonds
14981--Annual budget
14982--Budget apportionment files
14983--Budget background records
14984--Budget estimates and justification files
14985--Budget information files
14986--Budget reports
14987--Tentative budget
14988--Annual fixed asset report
14989--Disposition records
14990--Equipment inventories
14991--Fixed asset files
14992--Surplus property case files
14993--Accounts payable
14994--Accounts receivable
14995--Accounts receivable invoices
14996--Audit reports
14997--Bank deposit (pass) book
14998--Bank statements
14999--Check copy file
15000--Check register
15001--Deposit slips
15002--General ledgers
15003--Investment accounting
15004--Investment register
15005--Receipt books
15006--Refund request
15007--Sales and use tax return forms
15008--State Treasurer's accounting statements
15009--Telephone bills
15010--Travel-passenger reimbursement files
15011--Travel reimbursement requests
15012--Business license files
15013--Daily work logs
15014--Equipment maintenance and repair records
15015--Vehicle maintenance records
15016--Vehicle registration certificates
15017--Insurance deduction files
15018--Leave data files
15019--Time and attendance report files
15020--Wage survey files
15021--Training records
15022--Solicited and unsolicited bids and proposal files
15023--Vouchers
15024--Disaster planning files
15025--Insurance policy files
15026--Special assessment ledgers
15027--Activity reports
15028--Dog license files
15029--Building cards
15030--Building permit registers
15031--Building plans, residential
15032--Building plans, public buildings
15033--Board of Appeals and Examiners minutes
15036--Annexation files
15037--Appointment files
15038--City charter
15039--Scrapbooks
15040--Contracts and agreements files
15041--Deeds files
15042--Easement files
15043--Election canvasses
15044--Election records
15045--Election returns
15046--Oaths
15047--Petitions
15048--Proof of publication
15049--Resolutions
15050--Development construction files
15051--Parks files
15052--Playground equipment records
15053--Recreation program files
15054--Reservation files
15055--Board of Adjustment case files
15056--Board of Adjustments minutes
15057--Planning Commission minutes
15058--Rezoning files
15059--Site review plans files
15060--Subdivision review case files
15061--Hydrant maintenance records
15062--Pump test files
15063--Unclaimed property files
15064--Connection books
15065--Construction drawings
15066--Customer application records
15067--Customer deposit cards
15068--Meter books
15069--Meter location records
15070--Meter repair and testing files
15071--Ditch flow records
15072--Backflow prevention device (BPD) test reports
15073--Cross connection control survey files
15074--Bacteriological quality analyses reports
15075--Chemical/radiological analyses
15076--Daily operational log
15077--Daily pump station well reports
15078--Field notes
15079--Water consumption reports
15080--Water stock purchase files
15081--Well pumping records files
15082--Delivery tickets
15083--Project files
15084--Capital project status report
15085--Drawings and diagrams
15086--Informational maps and plats
15087--Permits to work in a public way
15088--Class "C" road funding project files
15089--Drainage system repair list
15090--Street cleaning records
15091--Street maintenance records
15092--Street name and house number files
15093--Trouble control report
15094--Community development block grant
15095--Diagrams, drawings, and maps
15096--Owner project files

AGENCY: Millville (Utah)

SERIES: 12494
TITLE: Ordinances
DATES: 1902-
ARRANGEMENT: Chronological

DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit. govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 714. An ordinance includes the title, preamble, an ordaining clause, subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 12495
TITLE: Council minutes
DATES: 1906-
ARRANGEMENT: Chronological

DESCRIPTION: These are the official record of the proceedings of regularly scheduled, special and emergency council meetings. Includes date, time, and place of meeting, name of members in attendance and those absent, a record of subjects discussed, statements of intent, and a record of action taken.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 12496
TITLE: Planning and zoning minutes
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These are the official minutes of regular, special, and emergency meetings of municipal committees, boards, and task forces.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 12497
TITLE: Annual financial reports
DATES: 1958-
ARRANGEMENT: Chronological

DESCRIPTION: These are statistical reports on the financial affairs of the entire municipality or a specific department. These reports usually include a statement on the value of all municipally owned property, and an accounting of all income and expenditures in relationship to the final budget.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 12498
TITLE: Building permit files
DATES: 1962-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain the permits issued as official building authorization for a variety of actions (construction, demolition, the installation of plumbing, electrical or mechanical equipment and the erection of barricades). They contain inspection requests, inspection reports, certificates of occupancy and any pertinent information relating to the project. They may also contain water source, sewer system, flood plain, and tank certificates. The files are arranged numerically by permit number or alphanumerically by address.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 2.

Permanent retention is based on Municipal General Schedule 16 item 2, which is based on the agency's indefinite administrative need for these records.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15120
TITLE: Administrative payroll report
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports and statistics with any supporting and related records to payroll operations and pay administration. Includes reports and data used for workload and personnel management purposes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15121
TITLE: Employee earnings history record file
DATES:
ARRANGEMENT:

DESCRIPTION: These cumulative records contain information on individual earnings and municipal service.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after death or retirement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15122
TITLE: Income tax files
DATES:
ARRANGEMENT:

DESCRIPTION: These are Internal Revenue Service forms including the W-4 and W-2 and reports of withheld federal taxes such as IRS Form W-3 with related to income and social security taxes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after form is superseded or termination of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15123
TITLE: Payroll files
DATES:
ARRANGEMENT:

DESCRIPTION: These copies contain memoranda, copies of payrolls, checklists, and related certification sheets.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15124
TITLE: Payroll warrant register
DATES:
ARRANGEMENT:

DESCRIPTION: This register is a numerical listing by check number or agency codes of all payroll checks issued by the municipality. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15125
TITLE: Workers' compensation claim files
DATES:
ARRANGEMENT:

DESCRIPTION: These are files containing claims for on-the-job injuries or job related disabilities under the Workers' Compensation Act (Title 34, Chapter 9). A report is filed with the Utah Industrial Commission.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after final settlement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(b)


AGENCY: Millville (Utah)

SERIES: 15126
TITLE: Personal injury files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain forms, reports, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies filed in the Agency Personnel File and copies submitted to the Utah Industrial Commission.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 11.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(b)


AGENCY: Millville (Utah)

SERIES: 15127
TITLE: Legal opinions
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of opinions rendered by the attorney's office for various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They include the date of the opinion, advice or opinion, and name of requesting office or department.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 4.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(17)


AGENCY: Millville (Utah)

SERIES: 15128
TITLE: Election ballots
DATES:
ARRANGEMENT:

DESCRIPTION: These are packets of official ballots of municipal elections cast by voters. They must be kept "unopened and unaltered for twelve months." If election is not contested the ballots are "burned without opening or examining the contents" (UCA 20-7-38, 20-5-45).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after election unless election is contested and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 12.

PRIMARY DESIGNATION

Exempt. UCA 20-7-38 UCA 20-5-45


AGENCY: Millville (Utah)

SERIES: 15129
TITLE: Billing adjustment records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification and compilation of amount changed, and authorizing signatures.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 3.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15130
TITLE: Billing register
DATES:
ARRANGEMENT:

DESCRIPTION: This register consists of an itemized list of customer accounts. It is used for reference purposes. They include name of customer, service address, meter reading, water usage, water and sewer changes, payments, adjustments, prior balance due, and current balance due.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 4.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15131
TITLE: Remittance stubs
DATES:
ARRANGEMENT:

DESCRIPTION: These stubs are received with payments for services. They are used as the official record of customers, payments being received and posted. They include account number, name, service address, payment received, receipt date and number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 27.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 14953
TITLE: Agenda
DATES:
ARRANGEMENT:

DESCRIPTION: They are notices of date, time, locations of meeting and items to be discussed by committee members at regularly scheduled, special, and emergency public meetings.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14954
TITLE: Annual reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports on program activities and accomplishments for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14955
TITLE: Census information files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of U.S. Census Bureau forms on government employment and local government tax revenues. They are used to meet the requirements for Federal Revenue Sharing and to make financial information available to the public.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14956
TITLE: General administrative records
DATES:
ARRANGEMENT:

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14957
TITLE: General housekeeping files
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of a general housekeeping nature or maintained by an office which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives; custodial service requests; parking space assignments; and distribution of keys.

RETENTION

Retain until no longer needed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14958
TITLE: Grant files original applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, annual and final performance reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14959
TITLE: Minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These are the official minutes of regular, special, and emergency meetings of municipal committees, boards, and task forces.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14960
TITLE: Budget message
DATES:
ARRANGEMENT:

DESCRIPTION: This message accompanies the tentative budget and is submitted by the budget officer to the governing body and explains the budget, contains an outline of the proposed financial policies of the municipality for the budget year, and describes the important features of the budgetary plan (UCA 10-6-11(b)).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after budget formally adopted and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14961
TITLE: Policies and procedures
DATES:
ARRANGEMENT:

DESCRIPTION: These are manuals which indicate the responsibilities and guidelines on administrative policies, operational procedures, and rules and regulations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14962
TITLE: Publications
DATES:
ARRANGEMENT:

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar materials printed by or for the municipality or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published. The State Archives should receive one copy of all municipal publications.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14972
TITLE: Bond issue files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the implementation of municipal bonds. They usually include authorizations supporting financial data, contracts or sales agreements, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14973
TITLE: Bond registration files
DATES:
ARRANGEMENT:

DESCRIPTION: These are the issuing agent's copies of bond registration stubs.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14974
TITLE: Bonds, notes and coupons paid
DATES:
ARRANGEMENT:

DESCRIPTION: These are coupons and notes redeemed throughout the lifetime of the bond.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after redeemed by the paying agency and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14977
TITLE: Employee bonds
DATES:
ARRANGEMENT:

DESCRIPTION: This is a blanket bond for "the elected officials of each municipality and the treasurer of cities of first and second class" to guarantee "honest and faithful performance". Bonds are placed at such amounts as may be determined by the governing board (UCA 10-3-819).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14978
TITLE: Fidelity bonds
DATES:
ARRANGEMENT:

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of treasurer. Bond usually covers four years and "may be set by resolution or ordinance in any amount, not less than that established by the state money management council" (UCA 10-3-821).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14979
TITLE: General obligation bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. They constitute a full general obligation of the municipality for the prompt and punctual payment of principal and interest on which the "full faith and credit" of the municipality (UCA 11-14-19).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after paid or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14980
TITLE: Special improvement bonds
DATES:
ARRANGEMENT:

DESCRIPTION: The governing body of the municipality levying the assessment, by ordinance or resolution, may authorize the issuance of special improvements bonds to pay costs of improvements in the district against funds created by the assessment (UCA 10-16-27).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until paid or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14981
TITLE: Annual budget
DATES:
ARRANGEMENT:

DESCRIPTION: The final annual municipal financial plan approved by the city council for all expenditures of municipality.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14982
TITLE: Budget apportionment files
DATES:
ARRANGEMENT:

DESCRIPTION: These are apportionment and reapportionment schedules, proposing quarterly obligations under each authorized appropriation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after close of the fiscal year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14983
TITLE: Budget background records
DATES:
ARRANGEMENT:

DESCRIPTION: These are papers used to assist in the preparation of department budget requests presented to the city council.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14984
TITLE: Budget estimates and justification files
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of budget estimates and justifications prepared or consolidated in formally organized budget offices. Included are appropriation language sheets, narrative statements, and related schedules, and data.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14985
TITLE: Budget information files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain documentation associated with the adoption of city's fiscal year budget, including mayor's recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.

RETENTION

Retain permanently.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after budget has been adopted and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14986
TITLE: Budget reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly and/or quarterly reports regarding the status of receipts and disbursements in comparison to annual budget. Reports are prepared for council and mayor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14987
TITLE: Tentative budget
DATES:
ARRANGEMENT:

DESCRIPTION: On forms prepared by the state auditor, the budget officer prepares a tentative budget and files it with the governing body for the ensuing year for each fund for which a budget is required on or before the first regularly scheduled meeting in May (UCA 10-6-111).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14988
TITLE: Annual fixed asset report
DATES:
ARRANGEMENT:

DESCRIPTION: These are worksheets for annual reports listing totals of all fixed assets, purchases, and disposition.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14989
TITLE: Disposition records
DATES:
ARRANGEMENT:

DESCRIPTION: These are either forms or records completed by municipal agency when municipal property is disposed of either by public auction, competitive bidding or destruction. Includes date, department name, description of item, value, disposition, method, and reason, condition, value and approval signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after disposition of property and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14990
TITLE: Equipment inventories
DATES:
ARRANGEMENT:

DESCRIPTION: These inventories are listings of equipment, supplies, and other items owned or administered by municipality.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being reconciled with subsequent inventory and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14991
TITLE: Fixed asset files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14992
TITLE: Surplus property case files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the sale of surplus municipal property, comprising invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14993
TITLE: Accounts payable
DATES:
ARRANGEMENT:

DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14994
TITLE: Accounts receivable
DATES:
ARRANGEMENT:

DESCRIPTION: These files consist of copies prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies (UCA 70A-2-725).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14995
TITLE: Accounts receivable invoices
DATES:
ARRANGEMENT:

DESCRIPTION: These are invoices billing non-municipal agencies or institutions for supplies, services or repairs provided by an agency.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14996
TITLE: Audit reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. These reports include statements of receipts and disbursements for each department (UCA 10-6-151).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 5.

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14997
TITLE: Bank deposit (pass) book
DATES:
ARRANGEMENT:

DESCRIPTION: These books record municipal savings accounts. They include amount, description of transaction, date, current balance, name of bank, and account number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14998
TITLE: Bank statements
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, and withdrawals, and cash balance with interest on daily bank balances.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 14999
TITLE: Check copy file
DATES:
ARRANGEMENT:

DESCRIPTION: This is a carbon copy or photocopy of checks issued and maintained solely as a quick reference source.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15000
TITLE: Check register
DATES:
ARRANGEMENT:

DESCRIPTION: This is a multi-columnar record with chronologically arranged entries of checks. Usually includes check number and amount of deposits per each account.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f)


AGENCY: Millville (Utah)

SERIES: 15001
TITLE: Deposit slips
DATES:
ARRANGEMENT:

DESCRIPTION: These are bank cashiers' slips showing amount and date of deposit of monies into municipal accounts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15002
TITLE: General ledgers
DATES:
ARRANGEMENT:

DESCRIPTION: These are a summary of receipts and disbursements by account and fund. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15003
TITLE: Investment accounting
DATES:
ARRANGEMENT:

DESCRIPTION: These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15004
TITLE: Investment register
DATES:
ARRANGEMENT:

DESCRIPTION: This is a record of all investments made by the municipality. A work sheet is kept on each investment including the check stub to institution issuing investment, plus a copy of the investment, and the check issued by the vendor and a validated receipt written by the municipality.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15005
TITLE: Receipt books
DATES:
ARRANGEMENT:

DESCRIPTION: These are receipts issued for money received into municipal accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15006
TITLE: Refund request
DATES:
ARRANGEMENT:

DESCRIPTION: This may be a form signed by the customer which requests a refund of fund paid to the agency.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 17.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15007
TITLE: Sales and use tax return forms
DATES:
ARRANGEMENT:

DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales and to remit the amount collected and due to the state (e.g., municipal swimming pools).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15008
TITLE: State Treasurer's accounting statements
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly reports of monies deposited with and invested by the State Treasurer under the State Money Management act of 1974 (UCA 51-7). These statements are required by law (UCA 51-7-9). They include a deposit form, an account statement and an investment credit notice.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15009
TITLE: Telephone bills
DATES:
ARRANGEMENT:

DESCRIPTION: These are the actual bills for telephone service and long distance toll charges.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15010
TITLE: Travel-passenger reimbursement files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records relating to the reimbursement of employees for for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting paper documenting official travel by officers, employees, dependents, or others authorized by law to travel.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15011
TITLE: Travel reimbursement requests
DATES:
ARRANGEMENT:

DESCRIPTION: These files document requests made by travelers for reimbursements of out of pocket expenses.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15012
TITLE: Business license files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15013
TITLE: Daily work logs
DATES:
ARRANGEMENT:

DESCRIPTION: This daily log is maintained by each work crew to verify work completed. This log includes date, work order number, location, job requirements, date completed, equipment used, and initials or signature of crew chief.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15014
TITLE: Equipment maintenance and repair records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of service repair and maintenance of municipality equipment, including office machines and furniture.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15015
TITLE: Vehicle maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: This is a daily record of maintenance on all department vehicles. It is used to provide a maintenance history of all department vehicles. It includes work order numbers, dates, maintenance performed, mileage of vehicle, type of problem, name of driver, and action taken.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposition of vehicle and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15016
TITLE: Vehicle registration certificates
DATES:
ARRANGEMENT:

DESCRIPTION: These registration forms document municipal ownership of vehicle.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until life of vehicle and transfer with sale of vehicle.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15017
TITLE: Insurance deduction files
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports and related papers including copies of vouchers and schedules of payment pertaining to insurance deductions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15018
TITLE: Leave data files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records of leave data.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15019
TITLE: Time and attendance report files
DATES:
ARRANGEMENT:

DESCRIPTION: These are a record of hours worked, sick leave, vacation, and overtime, and holidays earned and taen by municipal employees.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15020
TITLE: Wage survey files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain wage survey reports and data, working papers and related correspondence pertaining to area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis, of wage surveys; development and implementation of wage schedules; and development of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).

RETENTION

Retain until completion of second succeeding wage survey

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until completion of second succeeding wage survey and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15021
TITLE: Training records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of teaching aids which include manuals, syllabi, textbooks, and other training aids developed by the agency.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15022
TITLE: Solicited and unsolicited bids and proposal files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15023
TITLE: Vouchers
DATES:
ARRANGEMENT:

DESCRIPTION: An official authorization to pay on a claim or bill. Includes name of department fund, check number, date, amount of claim, transmittal sheet number, and authorizing signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15024
TITLE: Disaster planning files
DATES:
ARRANGEMENT:

DESCRIPTION: These files are used to prepare city-wide plans for action to address emergency conditions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15025
TITLE: Insurance policy files
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15026
TITLE: Special assessment ledgers
DATES:
ARRANGEMENT:

DESCRIPTION: These ledgers record the expenditures for taxes levied for special assessments.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15027
TITLE: Activity reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are compiled monthly to show the activity of animal control operations. They include date, statistical information for each officer involved in the pickup of stray dogs or cats; other impounds; injured animals; dead animals; home or other quarantines; total animals handled; licenses sold; total citations issued; warnings issued; response to calls; and total miles patrolled. These reports list the number of dogs, cats and other animals received, redeemed, sold, given away, destroyed, and total animals on hand at the first and end of each month.

RETENTION

Retain permanently.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15028
TITLE: Dog license files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the payment of license fees. They include: owner's name, breed of dog, sex, color, expiration date of license; expiration date of rabies vaccine, name of dog, indication if dog was altered, license fee, and when paid.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15029
TITLE: Building cards
DATES:
ARRANGEMENT:

DESCRIPTION: These reference card files record the issuance of building permits, names of owner and contractor, address and type of permit. They are usually arranged numerically by permit number and serve as an index to the permit files.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15030
TITLE: Building permit registers
DATES:
ARRANGEMENT:

DESCRIPTION: These registers are usually computer printouts, but may include books listing all issued building permits. The register is arranged chronologically and includes the name of the owner, name of contractor, address, date, and general use of building. Prior to 1950, the permit register may be the only record of the issuance of building permits.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15031
TITLE: Building plans, residential
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use of contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of construction and final inspection and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15032
TITLE: Building plans, public buildings
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or government agencies applying for a building permit for the construction of government buildings. The specifications are compiled by the architect for use of the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, government agency and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15033
TITLE: Board of Appeals and Examiners minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These are the minutes of the proceedings of regular and special meetings of the Board of Appeals and Examiners. The Board is entrusted with the right to waive requirements of the building code. They are used in the determination of alternate methods or interpretations of the Uniform Building Code. The minutes are arranged chronologically.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15036
TITLE: Annexation files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the annexation of property into municipal boundaries. They usually contain correspondence, citizens' petitions, maps, and the official annexation action approved by city council (UCA 10-2-401 to 424).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15037
TITLE: Appointment files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the appointment of persons to advisory boards and committees established by the City Council or Mayor, usually by resolution or policy and procedure. These files may include letters of recommendation, letters of appointment, resumes, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15038
TITLE: City charter
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain constitution, bylaws and all amendments to city charters approved by the State Legislature.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15039
TITLE: Scrapbooks
DATES:
ARRANGEMENT:

DESCRIPTION: These books contain a chronological record of the city. They include photographs, newspaper clippings and other items pertaining to the activities, actions, and reactions of citizens. Usually filed chronologically by calendar year, then by date.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15040
TITLE: Contracts and agreements files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15041
TITLE: Deeds files
DATES:
ARRANGEMENT:

DESCRIPTION: These are the original deeds which provide evidence of city ownership of property. Includes name, addresses of grantor or grantee, description of property, date property was transferred to grantor.Usually filed alphabetically by name of property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15042
TITLE: Easement files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15043
TITLE: Election canvasses
DATES:
ARRANGEMENT:

DESCRIPTION: They are the official canvass of primary, municipal, or special elections. They contain a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, number of votes, and totals.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15044
TITLE: Election records
DATES:
ARRANGEMENT:

DESCRIPTION: These include all other records and forms (excluding ballots, canvasses, and returns) required in the municipal election (UCA 20-5-45(2)).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15045
TITLE: Election returns
DATES:
ARRANGEMENT:

DESCRIPTION: These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15046
TITLE: Oaths
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of signed oaths required of all officials of all municipal officials, whether elected or appointed, before entering the duties of their respective offices (UCA 10-3-827 and 10-3-828).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 18.

This disposition is based on both the evidential and informational value of these records. They are important research tools. These oaths may be used to document the organization of the agency/office and to identify individual persons serving in elected and appointed positions.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15047
TITLE: Petitions
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain formal written petitions from citizens or municipal department. Petitions state the issue of concern and list names and signatures of citizens requesting a particular action.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after resolution of issue and then State Archives for sampling purposes.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15048
TITLE: Proof of publication
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings (UCA 78-25-14).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15049
TITLE: Resolutions
DATES:
ARRANGEMENT:

DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15050
TITLE: Development construction files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document the actual construction for park development, park renovation, and other park improvements. They are used for reference while projects are in progress and after completion. They include drawings of all park development projects along with specifications, construction drawings, and related correspondence. They may also include property acquisition records including original deeds.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15051
TITLE: Parks files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information concerning each of the city parks. They are used to maintain a record of construction projects in each park for historical and informational purposes. They include correspondence, architectural drawings, contracts, specifications, newspaper clippings, histories of individual parks, and photographs.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15052
TITLE: Playground equipment records
DATES:
ARRANGEMENT:

DESCRIPTION: These records document playground equipment and tools loaned in connection with reserved park areas. They are used to maintain a record of location of equipment. They include name of group, name, address, phone number of person picking up equipment; date of issue; reservation date; date of return; location reserved; quantity and equipment picked up.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15053
TITLE: Recreation program files
DATES:
ARRANGEMENT:

DESCRIPTION: These program files document specific recreation programs sponsored by the municipality. They are used for reference in developing future programs. They include flyers of specific programs, receipts for fees paid and press releases. They also include an accounting of participants and receipt numbers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15054
TITLE: Reservation files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the actual request forms submitted by the general public. They are used as a record to schedule park facilities and/or sports facilities (e.g., baseball, softball, football, soccer). The files include the request form (date of request, name of group, number of people, name, address, and phone number of requesting person, area and park requested, time, date, and amount paid).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15055
TITLE: Board of Adjustment case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the zoning activities of the Board of Adjustments. They are used to document the cases brought before the Board of Adjustment and its decisions. They contain the original application; findings and order; correspondence; and any exhibits such as plot plans or elevations. They are usually arranged numerically by case number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15056
TITLE: Board of Adjustments minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These minutes document all meetings of the Board of Adjustment. They are used to reference requests, discussions, and decisions of the Board.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15057
TITLE: Planning Commission minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These minutes are of meetings and hearings held by the Planning Commission. This commission decides on matters concerning zoning and master plan considerations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15058
TITLE: Rezoning files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document attempts to rezone areas within municipality. They contain the original application; review forms; maps of areas involved; copies of investigative reports; copies of planning commission minutes; notice of hearings; copies of ordinances; copies of city council agenda.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15059
TITLE: Site review plans files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the regulatory review and approval of commercial and industrial site plans by various municipality departments. The files contain a checklist of approvals; copies of the recommendations of planning commission; cash receipts, site plan review forms; investigative reports and recommendations; building plans and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15060
TITLE: Subdivision review case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with zoning ordinances.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15061
TITLE: Hydrant maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: These records document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include locations, notations and dates on annual inspections indicating physical characteristics, operation, flow check, pressure and leakage.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15062
TITLE: Pump test files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the results of tests conducted on pumping equipment. These tests are used to annually certify pumping capabilities. They are used to check equipment for stability and endurance. They include apparatus number, date tested, station number, where tested, manufacturer's name and number, results of various tests, time taken, and remarks.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15063
TITLE: Unclaimed property files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the disposition of unclaimed property held by the police department. The files contain verified annual reports submitted to the State Treasurer before November for previous fiscal year (UCA 78-44-18) and forms completed by finder of lost property and delivered to a local law enforcement agency. The finder of lost property shall sign a statement stating "how the property came into his possession, including time, date, and place, and stating that he does not know...[owner] and his possession of it is not unlawful" (UCA 77-24a-3). A notice is placed in a local newspaper. If not claimed after 3 months, the finder may claim property upon the "payment of cost incurred for advertising and storage" (UCA 77-24a-5). If not claimed the property may be sold at auction and the proceeds pay "necessary expenses incurred in the preservation of such property and return balance to the state treasurer" (UCA 77-24-4).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 49.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15064
TITLE: Connection books
DATES:
ARRANGEMENT:

DESCRIPTION: These books document the extension of or connection between specific property and municipal utilities. They represent the most comprehensive guide to the system. They act as the system's master listing of all diagrams of connections in the system, and are referred to as "the bible."

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15065
TITLE: Construction drawings
DATES:
ARRANGEMENT:

DESCRIPTION: These drawings illustrate the extension, improvement, or upgrade of water, sewer, or power lines. They are used by contractors to construct projects, and for reference and informational purposes.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15066
TITLE: Customer application records
DATES:
ARRANGEMENT:

DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. They include customer's name, address, and phone number; meter information, date and approval signature(s).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15067
TITLE: Customer deposit cards
DATES:
ARRANGEMENT:

DESCRIPTION: These cards provide a record of customers required to pay a deposit to receive service. They include date, amount of deposit, name and address, account number, date signed, date account closed, and amount of deposit confiscated and reason.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15068
TITLE: Meter books
DATES:
ARRANGEMENT:

DESCRIPTION: These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. They include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15069
TITLE: Meter location records
DATES:
ARRANGEMENT:

DESCRIPTION: These records contain information about all meters (water and electric). They are used to locate meters for service and billings. They include address, work order number, size of meter, contractor, owner, plumber and date installed.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after removal of meter and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15070
TITLE: Meter repair and testing files
DATES:
ARRANGEMENT:

DESCRIPTION: These records document the installation, repair, testing, and replacement of meters. They include address, work order number, date of initial installation, dates of testing and repair, and remarks.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposal of meter and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 24.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15071
TITLE: Ditch flow records
DATES:
ARRANGEMENT:

DESCRIPTION: These forms report the daily amounts delivered to various water companies. The amounts are totaled monthly and annually. They are used for litigation purposes and to verify amounts delivered. They include: name of company, date, amount of water delivered, and amount required.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years or until 4 years after litigation is settled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 17.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15072
TITLE: Backflow prevention device (BPD) test reports
DATES:
ARRANGEMENT:

DESCRIPTION: These tests report the results obtained from the testing of backflow preventer equipment. The reports show maintenance work performed, parts replaced, and repairs made.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15073
TITLE: Cross connection control survey files
DATES:
ARRANGEMENT:

DESCRIPTION: These files monitor potential or actual water system health hazards within specific premises. They are used to determine compliance with state laws, schedule surveys, and to write reports. They include various reports, surveys, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after destruction of premise and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15074
TITLE: Bacteriological quality analyses reports
DATES:
ARRANGEMENT:

DESCRIPTION: These forms record water samples taken from various locations throughout the distribution system and sources of supply (raw or processed) for bacteriological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, analytical method used, and results of the analysis. The State Health Department receives copies of these test forms and retains then for 40 years.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15075
TITLE: Chemical/radiological analyses
DATES:
ARRANGEMENT:

DESCRIPTION: These forms verify water quality and show the various locations of sampling points of water taken from the distribution system and sources of supply for chemical and radiological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, method used, and results. The State Health Department receives copies of these test forms and retains them for 40 years.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15076
TITLE: Daily operational log
DATES:
ARRANGEMENT:

DESCRIPTION: This log records daily information on plant operations such as rate of flow, chemical inventories, chemicals used, chlorine residual testing results, and turbidity amount in water. It is required by 40 CFR 130.4. The monthly summary is submitted to the State Health Department.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15077
TITLE: Daily pump station well reports
DATES:
ARRANGEMENT:

DESCRIPTION: This is a daily monitoring report of a water system. This report shows the time pumps or wells are started and stopped, hours run, power used and amount of water pumped. A summary report is usually created from these daily reports.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15078
TITLE: Field notes
DATES:
ARRANGEMENT:

DESCRIPTION: These are the original field surveyor's notes for water and sewer installations which are used as a basis for all maps. They include location, elevation, and other related information.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15079
TITLE: Water consumption reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports consist of monthly statistics of daily water consumption. They are used for research and litigation purposes and to assist in predicting future flows and peak demands. They include water consumption in million gallons, and cubic feet from treatment plants, springs, artesian wells, pumped wells, and reservoirs along with precipitation amounts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 30.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(b)


AGENCY: Millville (Utah)

SERIES: 15080
TITLE: Water stock purchase files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document municipal purchase of water stock from irrigation companies and/or individuals. Each year the municipality is billed for the annual assessment of water stock. The files are used to verify purchase and for yearly assessment purposes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after sale of stock and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 32.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15081
TITLE: Well pumping records files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records showing the amount of water pumped from each well in district system. The records show operating time, power used, pumping water level and static level.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided summary report is compiled.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15082
TITLE: Delivery tickets
DATES:
ARRANGEMENT:

DESCRIPTION: These are tickets issued by suppliers to verify delivery of supplies (concrete, road base, gravel, and topsoil). They include date, time, amount of mix received, and list of miscellaneous supplies received.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15083
TITLE: Project files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document the planning, design, and construction of municipally-owned facilities, structures or systems. They are also used for budget planning and litigation research. They include correspondence, copies of agreements, engineer's personal notes, guarantees and warranties, testing reports, reports (daily, weekly, monthly), and permits to work in the public way for municipal projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction or repairs to additions to city buildings.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15084
TITLE: Capital project status report
DATES:
ARRANGEMENT:

DESCRIPTION: This is a monthly report of all current capital improvement projects. The report includes: information on funding comparing amounts, extra work orders and over-run authorizations for each project.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15085
TITLE: Drawings and diagrams
DATES:
ARRANGEMENT: Alphanumerical.

DESCRIPTION: These are drawings and blueprints of engineering "as-built" projects. They are used by the public and city personnel to establish existing information for all city locations. They include drawings of street construction. sidewalks, storm drains, waterlines, reservoirs, public facilities, and other city building projects, providing date, legend, north arrow, city title, scale and actual drawings.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15086
TITLE: Informational maps and plats
DATES:
ARRANGEMENT:

DESCRIPTION: These are city maps and plats for surveyors and maintenance of city property and facilities. They are used for research purposes by the public, other city departments, and title companies. They include townships and range, rights-of-way, monument markers, lot measurements, street names, center line measurements, blocks, and subdivision names.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15087
TITLE: Permits to work in a public way
DATES:
ARRANGEMENT:

DESCRIPTION: These are permits issued for private companies to work on city property ("public way") for demolitions, excavations, blasting, crane operations, barricade installations, concrete construction (curb, gutter, sidewalks), or the moving of heavy equipment. They include job address, date, name of owner/agent at job address, state license classification, diagram of work required, checklist of existing utilities and construction, traffic control, etc.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after bond expires and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15088
TITLE: Class "C" road funding project files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document the funding for Class "C" roads. CLass "C" funding is money allocated to each city or town from the state road fund "under rules and regulations mutually adopted by city officials and the State Road Commission" (UCA 27-12-23). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after claim, audit, or litigation settled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15089
TITLE: Drainage system repair list
DATES:
ARRANGEMENT:

DESCRIPTION: This is a list of all drainage facilities in the system. It is used to prioritize which drains need maintenance. It includes size, type and condition of drainage pipe, type of clean out box, location of facility and condition, depth from flow line to top of lid on road surface and a brief description of the problem.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15090
TITLE: Street cleaning records
DATES:
ARRANGEMENT:

DESCRIPTION: These files document all street cleaning projects. They include reports, logs or similar records documenting street cleaning operations.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15091
TITLE: Street maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the repairs and maintenance work on municipal streets, street lights, and sidewalks. They include reports, logs, or similar records, completed on a daily, weekly, and/or monthly basis.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15092
TITLE: Street name and house number files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records relating to street dedications, street closings, the assignment and alternation of street names and house numbers and similar records. They provide official control of the naming and numbering of municipal streets and roads.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15093
TITLE: Trouble control report
DATES:
ARRANGEMENT:

DESCRIPTION: This report is generated by telephone calls from private citizens or police departments concerning traffic signals that require repairs. Report is necessary for verification in litigation cases. It includes location, name of person reporting, date, time, report of trouble, description of trouble found, repair made, by whom, time arrived and time completed.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years or until litigation completed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15094
TITLE: Community development block grant
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the application and administration of projects funded under CDBG funds. These projects include both direct grants and regrants. They include the application, reports, audits, certificates, maps, and related correspondence. Under the federal guidelines, agencies are required "to maintain records in sufficient detail to demonstrate compliance with the provisions" concerning affirmative action, labor, and environmental standards (24 CFR 570.611(f)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15095
TITLE: Diagrams, drawings, and maps
DATES:
ARRANGEMENT:

DESCRIPTION: These are working copies of maps or real property and drawings and diagrams of actual buildings. They are used during the early phases of redevelopment projects. When the projects become official, the maps and drawings become part of the project file.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after project rejected or until superseded or updated and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Millville (Utah)

SERIES: 15096
TITLE: Owner project files
DATES:
ARRANGEMENT:

DESCRIPTION: These are files which document both successful and unsuccessful negotiations and ongoing agreements for the purchase of property for redevelopment projects. The files include copies of agreements, deeds (given or taken), and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after completion of redevelopment project and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 10.

PRIMARY DESIGNATION

Public