Utah Department of Administrative Services

Division of Archives & Records Service

Orem (Utah). Public Works

84633--Cemetery records
24049--Insurance expiration log
23334--Mileage reimbursement request records
23335--Neighborhood Meeting minutes
23342--Telephone message registers
23343--Safety Record Recognition Program tracking records
22976--Vehicle emission certification files
23117--Receipt log
23015--Public Works uniform allowance records
23017--Work scheduling calendar
23018--Fleet Services safety meeting records
23041--Orem Family Summerfest Festival files
23051--Vehicle bid specifications
22931--Automotive Service Excellence certification copies
22933--Vehicle filter records
22934--Auction vehicle records
22935--Fleet education information
22945--Vehicle history files
22946--Vehicle wiring diagrams
22947--Vehicle fleet workload reports
25626--Utility billing records

AGENCY: Orem (Utah). Public Works

SERIES: 84633
TITLE: Cemetery records
DATES: undated
ARRANGEMENT: Chronological

DESCRIPTION: These records contain information regarding the purchase of grave sites and location of individual burials of the cemetery. Information includes grave sites given by lot, plat, and block number; plot deeds or lot ownership records; perpetual care certificates; financial records of cemetery; and burial records or interment registers. A death record may also be included which will list cause of death, physician, and undertaker of the deceased. May include maps indicating specific locations of plots.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 24049
TITLE: Insurance expiration log
DATES: ca. 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This log tracks dates of expiration of insurance certificates provided by contractors to the city so the contractors can be notified of the need to replace the expired document with a current one. Information includes contractor name and address, and date of expiration of certificate of insurance.

RETENTION

Retain in office 1 year.

DISPOSITION

Destroy provided document has expired and is replaced with current certificate.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided document has expired and is replaced with current certificate.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 32.

PRIMARY DESIGNATION

Public. UCA 63G-2-201 (2008).


AGENCY: Orem (Utah). Public Works

SERIES: 23334
TITLE: Mileage reimbursement request records
DATES: ca. 1994-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are authorization forms submitted by employees to Orem's Public Works Department to use their private vehicles for call-outs, travel, etc. They are maintained to track the usage of private vehicles while conducting city business. Information includes employee name, date of vehicle usage, miles traveled, reason for vehicle usage and authorizing signature.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23335
TITLE: Neighborhood Meeting minutes
DATES: ca. 1980-
ARRANGEMENT: Alphabetical by project name
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).

RETENTION

Retain permanently in office.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23342
TITLE: Telephone message registers
DATES: 1998-
ARRANGEMENT: Chronological by date of message
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These registers compile all of the daily telephone messages taken by the Public Works administrative secretary. Information includes name of person message is intended for, date, time, name and contact information for person leaving message, message and priority of message.

RETENTION

Retain 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 40.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2)(d)(2008)


AGENCY: Orem (Utah). Public Works

SERIES: 23343
TITLE: Safety Record Recognition Program tracking records
DATES: 1995-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by section name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are forms used as part of a recognition system designed to promote safety in the workplace. The forms track each Public Works section's safety performance and awards received. Also included are safety award certificates. Information includes section name, inclusive dates, and specifics of safety accomplishments.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Optical disks: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22976
TITLE: Vehicle emission certification files
DATES: 1992-
ARRANGEMENT: Chronological by month, thereunder by date
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This records series consists of vehicle emission certification for both the city shop and its mechanics, as required by UCA 41-6-163.6(1)(b)(2000). Also included are Utah County technical bulletins, Utah County Health Department vehicle emissions permit blank forms and station performance reports.

RETENTION

Retain 1 year or until superseded by annual renewal certification.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until superseded by annual renewal certification and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23117
TITLE: Receipt log
DATES: ca. 1990-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a log which documents revenue received by Public Works from various fees paid by citizens and developers. It is originally in the form of a hand-written log, and then later transcribed into a computer file. It is used in-house as a reference. Information includes date, name of payee, amount paid, description of service provided and method of payment.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23015
TITLE: Public Works uniform allowance records
DATES: 1995-
ARRANGEMENT: Chronological by semi-annual scheduled payment
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This records series documents the receipt and expenditure of a semi-annual uniform allowance issued to eligible Public Works employees. A check request is completed for each division listing employee's name and how much they are permitted to spend. Each employee then receives an established amount of cash which they use to purchase uniform items. The receipts are then returned to document their purchases along with unspent funds. Information includes a listing of employees who have received a uniform allowance, how much they spend and the division of Public Works they are assigned to. Also included are the check request number and amount.

RETENTION

Retain in office 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23017
TITLE: Work scheduling calendar
DATES: 1990-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This records series consists of a daily log of city vehicles brought to the Fleet Division of Public Works for repair. This log is used by the fleet manager to gauge the work load when assigning vehicle repair and maintenance tasks. Information includes vehicle number, date work is scheduled to be performed, time vehicle will be delivered to shop, time and date vehicle is needed back in service, and a listing of needed repairs.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23018
TITLE: Fleet Services safety meeting records
DATES: 1990-
ARRANGEMENT: Chronological by year, thereunder by meeting date
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This records series contains documentation related to the weekly Fleet Services safety training meetings, which all Fleet Services personnel attend. Included are meeting minutes, attendance records, date of meetings miscellaneous shop topics, safety suggestions, and handbook policies overview.

RETENTION

Retain 6 years.

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 9, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23041
TITLE: Orem Family Summerfest Festival files
DATES: 1990-
ARRANGEMENT: Chronological by year
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).

RETENTION

Retain in office permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 23051
TITLE: Vehicle bid specifications
DATES: ca. 1995-
ARRANGEMENT: Numerical by vehicle type
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This records series contains the bid specifications for various vehicles purchased by Orem City. After Public Works receives approval for the purchase of a vehicle, the bid specifications and a vendor list are sent to the purchasing agent. The bid specifications describe the details of the type of vehicle Orem City plans to purchase. The purchasing agent then disseminates the bid information to the vendors and places an advertisement in the newspaper. The vendors use the bid specifications in determining what their asking price will be, and then submit their bid to Public Works within a specified time period. All the bids are reviewed and a selection is made. Information includes gross vehicle weight (GVW), engine size, tire size, transmission type, interior and exterior color, brake type, axle weights, gear ratio, trim package, radio, etc.

RETENTION

Retain 2 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22931
TITLE: Automotive Service Excellence certification copies
DATES: 1985-
ARRANGEMENT: Chronological by expiration date
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This file contains copies of the fleet employee's Automotive Service Excellence (ASE) certificates. The file includes the name of the employee, areas that they have certified in and the expiration of that certification, and the identification number on the certificate. The original documents are kept in the personnel files (record series 84901).

RETENTION

Retain this copy for 1 year after separation or retirement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year after separation or retirement and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22933
TITLE: Vehicle filter records
DATES: 1988-
ARRANGEMENT: Numerical by vehicle number

DESCRIPTION: This file contains a list of filters used on each vehicle during service. Information includes vehicle and filter numbers, dates the filters were changes and name of employee who performed the task.

RETENTION

Retain 1 year after disposition of vehicle.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22934
TITLE: Auction vehicle records
DATES: 1995-
ARRANGEMENT: Chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This records series consists of a surplus vehicle and equipment listing for bi-annual city auction. Information includes model and year of vehicle, license plate number, vehicle number, mileage of vehicle, and date of sale.

RETENTION

Retain three years after disposition of vehicle

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22935
TITLE: Fleet education information
DATES: 1984-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This record series contains upcoming training class information predominantly on vehicle safety inspection, along with handouts and notes from previously attended classes. Information includes listing of various forms of education classes, handouts, pamphlets and notes.

RETENTION

Retain 6 years or until obsolete.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until obsolete and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22945
TITLE: Vehicle history files
DATES: 1982-
ARRANGEMENT: Numerical by vehicle number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This records series consists of a history of repairs to all the City's vehicles. It includes semiannual safety inspections, invoices for repairs, odometer disclosure statements, summary sheets of vehicle detailing items such as vendor name, description of vehicles, life expectancy of the vehicle, type of engine, tires, belts, filters, price and purchase order numbers.

RETENTION

Retain copy in office for one year. (Original documentation to be given to purchaser of vehicle.)

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until disposition of vehicle.

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22946
TITLE: Vehicle wiring diagrams
DATES: 1990-
ARRANGEMENT: Numerical by vehicle number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This records series consists of miscellaneous writing drawings for accessories installed and changes made to fleet vehicles and drawings of wiring installation.

RETENTION

Retain 1 year after disposition of vehicle.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 22947
TITLE: Vehicle fleet workload reports
DATES: 1992-
ARRANGEMENT: Chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This records series consists of information on which mechanics were assigned to the repair or maintenance of a specific City vehicle, and a list of tasks to be performed, not including repairs that were actually made.

RETENTION

Retain for 6 months after maintenance is completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months after maintenance is completed and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Public Works

SERIES: 25626
TITLE: Utility billing records
DATES: 1997-
ARRANGEMENT: Numeric by account number

DESCRIPTION: This record is a listing of customer accounts. There are three different screens:

1. Basic information - owner information, building type.

2. Billing screen - name & spouse, mailing and home phone, SSN, birth date, employment, reference, previous address.

3. Meter Read Screen - date meter read, meter read, usage, account number, residence name and address.

4. Customer history - bills as they generate (total) and payments as received.

RETENTION

Retain at least for 3 years. Can be retained longer depending on computer file up date.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

Administrative Fiscal Historical

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63-2-(2)(b)(d)