Ogden (Utah). Mayor
5655--Election records5659--Budget proposals
5666--Bid proposals
5670--Plan records for local government improvements
5673--Budget documents
5683--License applications
5685--Correspondence
5748--Sewer connections registers
5759--Visitor register
5788--Requisitions registers
11943--Special service district locations indexes
20282--Municipal meetings audio cassette recordings
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
Retain for 22 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal election records, GRS-1019
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 22 months and then destroy.
APPRAISAL
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
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audited financial statements, GRS-1857
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
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
Retain for 6 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Request for proposal records, GRS-1991
AUTHORIZED: 11/17/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 6 years after decision made on bid recipient and then destroy.
APPRAISAL
Administrative Fiscal
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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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: 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
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audited financial statements, GRS-1857
AUTHORIZED: 11/24/2003
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
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 for 3 year(s) after expiration of permit or license
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Permit and licensing records, GRS-1724
AUTHORIZED: 05/09/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after final renewal of license and then destroy.
APPRAISAL
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
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Program and policy development records, GRS-1717
AUTHORIZED: 08/10/2018
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.
Microfilm duplicate: 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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Utility connection books, GRS-1116
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
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
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Historical
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: 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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
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
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
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting recordings, GRS-1712
AUTHORIZED: 05/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after approval of official minutes and then destroy.
APPRAISAL
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)