Utah Department of Administrative Services

Division of Archives & Records Service

Murray City School District (Utah)

84750--Payroll registers
17292--Annual public school enrollment report
21972--Personnel records
13747--Student membership report
593--Pay record
688--Monthly financial reports
689--Transaction summary report by program
690--Distribution reports
691--Receipt register report
692--Monthly retirement report
702--Void check register
703--Accounts payable report
704--Prior payment report
705--General journal report
707--Fixed asset report
7052--Payroll records
10075--Official transcripts

AGENCY: Murray City School District (Utah)

SERIES: 84750
TITLE: Payroll registers
DATES: 1896-
ARRANGEMENT: Numerical by location code, thereunder alphabetical by name

DESCRIPTION: This computer printout is a complete record of the payment of all district employees. It is printed semi-monthly and sometimes more often for special payments. Classfied employees are paid semi-weekly and certified employees are paid monthly. The district is on the Office of Education computer system. This report includes the location code, name of employee, marital status, number of exemptions, pay status, phone number, check number, social security number, regular rate, regular hourly rate, other rate, other hours, other earnings, current gross, gross pay, deductions (federal and state taxes, FICA, retirement, insurance), and net pay.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 53 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 53 years and then destroy.

Microfilm duplicate: Retain in Office for 53 years and then destroy.

Paper: For records beginning in 1980 and continuing to the present. Retain in Office for 1 month and then destroy.

Computer output microfiche master: Retain in State Records Center for 53 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 53 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the district's Business Official. The Payroll Register is the district's only record of payments to its employees. Since they do not maintain a separate Employee Payroll History, the payroll register is maintained longer than the traditional 7 years. The register is essential for retirement purposes.

PRIMARY DESIGNATION

Private


AGENCY: Murray City School District (Utah)

SERIES: 17292
TITLE: Annual public school enrollment report
DATES: 1995-
ARRANGEMENT: Chronological, thereunder numerical by school code

DESCRIPTION: Computer report completed on student enrollment as of October 1, used to qualify for state funding. The Office of Education prints the report and sends it to the district to make necessary corrections. Includes district, school, code number, grade, enrollment as of October 1 (girls, boys, totals), special education students (boys, girls, totals), total enrollment and enrollment by race and ethnicity.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until verified and then destroy.

Computer output microfiche master: Retain in Office for 5 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 9, Item 1.

This disposition is based on the administrative needs expressed by the district.

PRIMARY DESIGNATION

Public


AGENCY: Murray City School District (Utah)

SERIES: 21972
TITLE: Personnel records
DATES: 1906-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.

RETENTION

Retain 65 years.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after death or retirement or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in Archives for 65 years and then destroy.

Microfilm duplicate: Retain in Office for 65 years and then destroy.

Digital image: Retain in Office for 65 years and then delete.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah School Districts General Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Murray City School District (Utah)

SERIES: 13747
TITLE: Student membership report
DATES: 1994-
ARRANGEMENT: Chronological, thereunder numerical by school code
ANNUAL ACCUMULATION: 2.00 fiche.

DESCRIPTION: This is a quarterly report on school membership. It is used to create reports to qualify for state funding. It includes report period, school name and code, student number and name, track code code, sex, race, entry date, exit date, number of days enrolled, number of school days in quarter, total absences, and handicap.

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in Office for 5 years and then destroy provided October 1 and year end reports retained permanently.

Computer output microfiche duplicate: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah School Districts General Retention Schedule, Schedule 9, Item 1.

This disposition is based on the administrative needs expressed by the district.

PRIMARY DESIGNATION

Public


AGENCY: Murray City School District (Utah)

SERIES: 593
TITLE: Pay record
DATES: 1972-
ARRANGEMENT: Numerical by check number
ANNUAL ACCUMULATION: 0.10 cubic feet.

ANNUAL ACCUMULATION: 0.10 cubic feet. 5.00 fiche.

DESCRIPTION: This computer report is a history of all issued handwritten special payroll checks by the district. It is printed monthly and usually a short list of twelve checks or less. It includes check number, social security number, account number, deductions, name of payee, gross pay, net pay, and computer generated journal entries for monthly payroll totals.

RETENTION

Retain 53 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month after being microfilmed and then destroy provided microfilm has passed inspection.

Computer output microfiche master: Retain in State Records Center for 53 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 53 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative needs expressed by the district's Business Official. Since the District pay record supplements the Payroll Register it should be retained for the same length as the register. the Payroll register. Since the district does not have a separate Employee Payroll History this


AGENCY: Murray City School District (Utah)

SERIES: 688
TITLE: Monthly financial reports
DATES: 1980-
ARRANGEMENT: Chronological, thereunder numerical by account number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This computer report is printed monthly and is a summary of the district financial situation. It is used to create district financial reports. It includes reports on expenditures, budgets, programs, and includes balance sheet account and revenues (local, state, and federal). The report includes detail of account number, description number, description, current month expenditures/receipts, budget, year to date expenditures/receipts, and budget balance.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month or until superseded and then destroy.

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative and financial needs expressed by the district's Business Official.


AGENCY: Murray City School District (Utah)

SERIES: 689
TITLE: Transaction summary report by program
DATES: 1978-
ARRANGEMENT: Chronological, thereunder numerical by code

DESCRIPTION: This monthly computer report lists all district financial transactions. It provides year-to-date detail information for all individual postings for the general ledger. It includes date, item description, transaction type, posting date, purchase order or receipt number, check number, encumbrance, debit or credit, account balance, and vendor.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month or until superseded and then destroy.

Computer output microfiche master: Retain in Office for 10 years or until superseded and then destroy.

Computer output microfiche duplicate: Retain in Office for 10 years or until superseded and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative needs expressed by the district's Business Official.


AGENCY: Murray City School District (Utah)

SERIES: 690
TITLE: Distribution reports
DATES: 1978-
ARRANGEMENT: Alphabetical by name and numerical by account number
ANNUAL ACCUMULATION: 40.00 fiche.

DESCRIPTION: This monthly computer printout monitors program budgets. The report comes in two sections: an alphabetical listing by employee's name and numerical by account code. Both reports include the following information: names of employees, social security numbers, account number, current amount paid, total paid month to date, quarter to date amount paid, and fiscal year year-to-date amount paid.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in Office for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on fiscal needs expressed by the district's payroll director. These reports are audited.


AGENCY: Murray City School District (Utah)

SERIES: 691
TITLE: Receipt register report
DATES: 1978-
ARRANGEMENT: Numerical by receipt number
ANNUAL ACCUMULATION: 2.00 fiche.

DESCRIPTION: This is a monthly computer report of all cash receipts issued by the district. It includes receipt number, date of receipt, account number, description of account, source of funds, amount of receipt, and totals.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Fiscal

This retention reflects the previously approved School District Records Retention Schedule (1986) and the fiscal needs expressed by the district's Business Official.


AGENCY: Murray City School District (Utah)

SERIES: 692
TITLE: Monthly retirement report
DATES: 1984-
ARRANGEMENT: Numerical by location code, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.40 cubic feet.

ANNUAL ACCUMULATION: 0.40 cubic feet. 22.00 fiche.

DESCRIPTION: This is a monthly computer report on information sent to the State Retirement Office. It is used to verify funds contributed to the State retirement system. It includes social security number, members name, monthly earnings, earnings subject to retirement, deductions from pay check, contributions by employer for employee, retirement deposits, salary deferred stock fund, salary deferred 401(k) fund, and contribution of employer 401(k) fund.

RETENTION

Retain 1 month.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in State Records Center for 56 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 56 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative needs and fiscal needs expressed by the district's business official.


AGENCY: Murray City School District (Utah)

SERIES: 702
TITLE: Void check register
DATES: 1980-
ARRANGEMENT: Numerical by vendor number
ANNUAL ACCUMULATION: 4.00 fiche.

DESCRIPTION: This is a monthly computer report of voided accounts payable checks. It is used for verification purposes. The report includes vendor number, check number, date, name, regular hours, regular amount, overtime hours, overpayment, location code, and gross pay.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in Office for 3 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

Fiscal

This retention is based on the previously approved School District General Records Retention Schedule (1986) and the administrative needs expressed by the district's Business Official.


AGENCY: Murray City School District (Utah)

SERIES: 703
TITLE: Accounts payable report
DATES: 1875-
ARRANGEMENT: Numerical by check or purchase order number
ANNUAL ACCUMULATION: 0.60 cubic feet.

ANNUAL ACCUMULATION: 0.60 cubic feet. 80.00 fiche.

DESCRIPTION: This report lists the payment of district bills. It is used for accounting and auditing purposes. The report includes the check or purchase order number, date, vendor number, item description, date of purchase order, invoice number, fund code, location number, program code, date of purchase order, amount of invoice and discount and amount. In 1971, the report was computerized and in 1978 the report was placed on Computer Output Microfiche. It is printed three times per month.

RETENTION

Retain 7 years.

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: For records beginning in 1875 through 1906. Retain in Office for 5 years and then transfer to State Archives.

Paper: For records beginning in 1906 through 1978. Retain in Office for 7 years and then destroy.

Computer output microfiche master: Retain in State Records Center for 7 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative Fiscal

This retention is based on the administrative and fiscal needs expressed by the District's Business Official. The first volume of accounts payable is retained permanently because it was created prior to the creation of the district and represents one of the original County School Districts. It is retained for historical purposes.


AGENCY: Murray City School District (Utah)

SERIES: 704
TITLE: Prior payment report
DATES: 1984-
ARRANGEMENT: Numerical by vendor number
ANNUAL ACCUMULATION: 0.10 cubic feet.

ANNUAL ACCUMULATION: 0.10 cubic feet. 2.00 fiche.

DESCRIPTION: This report lists all payments made to individual vendors. It is used for reference purposes. The report is updated monthly and is received initially as a computer printout. The annual report containing all vendor payments for the fiscal year is received on computer output microfiche. The report includes vendor number and name, 1099 flag (for purchases over $600 which require an Internal Revenue Service form), purchase order number, invoice number, account number, check number, and check date.

RETENTION

Retain until uperseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

Computer output microfiche master: Retain in State Records Center for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the district's Business Official.


AGENCY: Murray City School District (Utah)

SERIES: 705
TITLE: General journal report
DATES: 1978-
ARRANGEMENT: Numerical by journal number
ANNUAL ACCUMULATION: 0.30 cubic feet.

ANNUAL ACCUMULATION: 0.30 cubic feet. 2.00 fiche.

DESCRIPTION: This monthly computer report is a register of journal entries containing accounts to be charged and credited. It is used to make adjustments and corrections to accounting records. The report includes account number, amount debited, amount credited, account description, and reason for journal entry. Each monthly printout supersedes the previous report. The year-end report is received annually on computer output microfiche after the end of the fiscal year.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until Computer microfiche has been received and then destroy.

Computer output microfiche master: Retain in Office for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

Fiscal

This retention is based on the administrative needs expressed by the district's Business Official.


AGENCY: Murray City School District (Utah)

SERIES: 707
TITLE: Fixed asset report
DATES: 1985-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 5.00 fiche.

DESCRIPTION: This is a computer report on all district fixed assets (equipment, buildings, and sites). Two reports are printed. One is a mid-year report which is distributed to all school principals. The other report is a year-end report. The both reports includes asset description, cost, serial number, model, manufacturer, reference number, quantity, year and month purchased, and location (room, building, and site).

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer output microfiche master: Retain in Office for 4 years and then destroy.

Computer output microfiche duplicate: Retain in Office for 4 years and then destroy.

APPRAISAL

Fiscal

This retention is based on the administrative and the fiscal needs expressed by district's Business Official.


AGENCY: Murray City School District (Utah)

SERIES: 7052
TITLE: Payroll records
DATES: 1906-
ARRANGEMENT: Alphanumerical by name and school

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the county. 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. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 53 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 53 years and then destroy.

APPRAISAL

This disposition is based on Utah School Districts General Retention Schedule, Schedule 6, Item 18.

PRIMARY DESIGNATION

Private


AGENCY: Murray City School District (Utah)

SERIES: 10075
TITLE: Official transcripts
DATES: ca. 1905-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: This card is the official record of school attendance and high school graduation. It is used to document graduation from high school and to verify classes attended and credits earned. It is used for college admission and employment. The card includes the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). It contains the following information: student's name, address, birthdate, parents' names, lists of high school classes and grades, date of graduation, and in most cases, test scores, class ranking, grade point average, and social security number. Class rolls may take the place of missing official transcripts.

RETENTION

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

This disposition is based on Utah School Districts General Retention Schedule, Schedule 17, Item 3.

PRIMARY DESIGNATION

Private