Utah Department of Administrative Services

Division of Archives & Records Service

Ogden (Utah). Mayor

20282--Municipal meetings audio cassette recordings
23462--Reading files
5655--Election records
5659--Budget proposals
5666--Bid proposals
5670--Plan records for local government improvements
5673--Budget documents
5683--License applications
5685--Correspondence
5696--General ledgers
5738--Motorcycle license register
5748--Sewer connections registers
5759--Visitor register
5788--Requisitions registers
11759--Proofs of publication
11943--Special service district locations indexes

AGENCY: Ogden (Utah). Mayor

SERIES: 20282
TITLE: Municipal meetings audio cassette recordings
DATES: 1977-
ARRANGEMENT: Chronological

DESCRIPTION: These are the tape recordings of the proceedings of regularly scheduled, special and emergency municipal meetings. They are only used in the preparation of the official minutes and as a backup if an issue is unclear . UCA 52-4-7 requires that "written minutes shall be kept of all open meetings" and that they "shall be available within a reasonable time after the meeting." UCA 52-4-7.5(2)(a) (1997) requires that "if a public body closes a meeting . . . for any other purpose than to discuss the deployment of security personnel, devices, or systems, the public body shall either tape record the closed portion of the meeting or keep detailed written minutes that disclose the content of the closed portions of the meeting."

RETENTION

Retain 1 year after minutes approved.

DISPOSITION

Destroy provided resolution of litigation.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after approval of official minutes and then destroy provided resolution of any related litigation..

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 45.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32) (2008); UCA 52-4-7.5(2) (2008)


AGENCY: Ogden (Utah). Mayor

SERIES: 23462
TITLE: Reading files
DATES: 1997-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are duplicate copies of all or selected correspondence sent or received. They are used solely as a reading file for the convenience of office personnel.

RETENTION

Retain one year or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until administrative need ends and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5655
TITLE: Election records
DATES: 1925-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These include all other records and forms (excluding ballots, canvasses, and returns) required in municipal elections (UCA 20A-4-202 (1997)).

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 14.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5659
TITLE: Budget proposals
DATES: 1952-
ARRANGEMENT:

DESCRIPTION: The city manager, in conformity with provisions of the city charter, presents to the mayor and city council the annual budget. The duty of the city manager in preparing the budget is to give as clear and precise a picture as possible of the city's physical and financial needs. Included are the letter of transmittal, city manager's budget message, general summaries of revenues and expenditures, and separate sections for each division within city government.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5666
TITLE: Bid proposals
DATES: 1904-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are proposals submitted by private vendors in response to bid requests by the municipality. They are used to make decisions on purchasing equipment or adopting new systems. The proposals usually include the name, address, and telephone number of the company submitting the proposal; the proposal; advantages over other similar equipment or programs; costs; and estimates of conversion costs and time.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after decision made on bid recipient and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5670
TITLE: Plan records for local government improvements
DATES: 1950-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These are research based reports completed in-house or by outside consultants on specific planning problems or conditions. They may be adopted as an amendment to the master plan. These reports provide needed information on specific issues (including housing needs, transportation, and geologic concerns). These reports may include recommendations and may be an extension of the master plan.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 11.

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

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5673
TITLE: Budget documents
DATES: 1963-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These files document the adoption of the city's annual budget. Includes 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

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5683
TITLE: License applications
DATES: 1960-
ARRANGEMENT: Alphanumerical

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

RETENTION

Retain 4 years after license renewal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after final renewal of license and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Ogden (Utah). Mayor

SERIES: 5685
TITLE: Correspondence
DATES: 1891-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: Incoming and outgoing mail relating to city Administrative functions and matters.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1897 through 1935. Retain in State Archives permanently with authority to weed.

Microfilm master: For records beginning in 1891 through 1972. Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

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

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 42.

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

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5696
TITLE: General ledgers
DATES: 1904-1954
ARRANGEMENT: chronological

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They 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 State Records Center for 10 years and then destroy.

APPRAISAL

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


AGENCY: Ogden (Utah). Mayor

SERIES: 5738
TITLE: Motorcycle license register
DATES: 1911-1915
ARRANGEMENT: Alphanumerical.

DESCRIPTION: Known Holdings: Motorcycle index, 1911-1915.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5748
TITLE: Sewer connections registers
DATES: 1919-
ARRANGEMENT: Chronological by date.

DESCRIPTION: Notices/orders from the sanitary inspector to make connections with the public sewer as per section 464, Revised Ordinances of the City of Ogden.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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

This disposition is based on the legal and historical value of registers which function as a chronological list of papers filed and fees paid relative to individual actions.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Ogden (Utah). Mayor

SERIES: 5759
TITLE: Visitor register
DATES: 1962-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: These are a chronological record of the activities of the municipality or individual municipal departments. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality's citizens.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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

This disposition is based on the legal and historical value of registers which function as a chronological list of papers filed and fees paid relative to individual actions.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 5788
TITLE: Requisitions registers
DATES: 1906-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: These files contain requisitions for supplies and equipment for current inventory.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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

This disposition is based on the legal and historical value of registers which function as a chronological list of papers filed and fees paid relative to individual actions.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 11759
TITLE: Proofs of publication
DATES: 1912-1929
ARRANGEMENT: chronological

DESCRIPTION: These scrapbooks contain newspaper clippings of city ordinances, tax delinquencies, notices to contractors, etc. that the city was required to publish and prove they had published. Holdings: 1912-1918; 1924-1928; 1927-1929.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

The series document the publication of notices. As newspaper clippings, the series has no historical value. This information is readily available elsewhere, namely in the period newspapers, in this case the Ogden Standard Examiner.

PRIMARY DESIGNATION

Public


AGENCY: Ogden (Utah). Mayor

SERIES: 11943
TITLE: Special service district locations indexes
DATES: undated
ARRANGEMENT: Numerical by index number.

DESCRIPTION: Numerical indexes to special service districts (water, curb and gutter, etc.) in Ogden. Book 1 includes blocks 1-80, book 2 covers blocks 1-72.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

The index has administrative and historic value and facilitates clerical management of and access to files. The permanent disposition of files is based on their historical, administrative, and legal value.

PRIMARY DESIGNATION

Public