Utah Department of Administrative Services

Division of Archives & Records Service

Governor's Office. Office of Management and Budget

84197--Budget recommendations reports
84198--Budget hearing records
84200--Governor's detailed recommendations records
81700--Deputy Director/State Planning Coordinator's administrative files
81431--Governor's budget retreat reports
81433--Management and budget reporter
19010--Science Advisor's technical reference files
19081--Clearing house committee minutes
16985--Resource development coordinating council review files
16986--Budget estimates and justification files
20898--Requests for information
20901--Requests for proposals
20093--Utah process economic and demographic model system
20729--Contracts
20328--Winter Olympics 2002 records
23706--E-Utah user profile database
22197--Economic Report to the Governor
22198--Budget summary reports
22202--Newsletters
22203--Federal grants-in-aid reports
22204--Grants and services manuals
22205--Demographic reports
22206--Economic and demographic profiles reports
22207--Economic and demographic projections reports
22217--Census Briefs
22218--Annual planning reports
22219--Publications
22225--Planning newsletters
22228--Local government planning reports
16583--Administrative subject files
25491--Planning general subject files
6445--Clearing house records
5017--Science advisor mailing list notebook
5833--Map state of Utah
5834--Civilian conservation corps camps maps
5116--State Advisory Council on Science and Technology annual report
6299--Personnel files
4739--Employee time sheets
4740--Data processing planning reports
3033--Payroll register
4477--Utah Data Guide newsletter
3983--Utah process economic demographics and spacial allocation model output files for tar sands and synfuels alternatives
4011--Director's administrative files
9151--Governor's Award for Science and Technology nomination files
6579--Posting payroll control reports
6580--Time and attendance reports
6581--Financial Information Resources System (FIRMS) periodic reports
6550--Leave adjustments
6575--W-2 distribution list
6576--Preliminary payroll detail reports
6577--Leave and overtime summary report
6578--Employee time planning report
11916--Urban planning project records
10010--Executive director's administrative budget records
10298--Science advisor records
10299--Science advisor's correspondence

AGENCY: Governor's Office. Office of Management and Budget

SERIES: 84197
TITLE: Budget recommendations reports
DATES: 1923-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These reports contain the proposed budgets for state agencies. The information includes proposed monetary requirements, budget justification data, and specific programs for which the proposed budget will be apportioned and the amount estimated for each. These reports are the basis for each state agency's annual budget for the coming fiscal year.

They have been popularly known as the Governor's Budget Recommendations and the Annual Budget and include the Budget in Brief. Begun by the Department of Finance, publication of the budget recommendations was transferred to the Governor's Office of Budget and Planning following agency reorganization ca. 1969.

RETENTION

Retain for 7 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives with authority to weed.

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

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

APPRAISAL

Administrative Fiscal Historical

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

This disposition is based on the value to researchers of Utah's political history and the fiscal operations of the state.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 84198
TITLE: Budget hearing records
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These reports document hearings held to address state agency budgets. The hearings are used as a forum to discuss the Budget in Brief reports in order for the Governor to make his recommendations to the Legislature.

RETENTION

Retain for 7 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical

These reports document the decisions for agency budgets and are historically and fiscally valuable.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 84200
TITLE: Governor's detailed recommendations records
DATES: 1987-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records document the recommendations of the Governor to the Legislature concerning state agency budgets. The Legislature uses these recommendations in determining the budgets for each agency for the coming fiscal year.

RETENTION

Retain for 7 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Administrative Fiscal Historical

These records are historically and fiscally valuable.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 81700
TITLE: Deputy Director/State Planning Coordinator's administrative files
DATES: 1964-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These are the files of the officer who acts as the governor's advisor on state, regional, metropolitan, and local governmental planning matters relating to public improvements and land use. These files include copies of the governor's speeches, task force working papers, policy background papers and recommendations, analysis of block grants, agenda and minutes of the State Planning Advisory Committee, and correspondence.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then transfer to State Archives with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 24.

The records of an official who acts as an advisor to the governor have long-term research potential. The reference staff may later want to review the records and weed out any that are less valuable.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 81431
TITLE: Governor's budget retreat reports
DATES: 1979-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: The purpose of these records is to document the budget strategy planned for the year. It includes legislative review, Governor's priorities, fiscal "facts of life", budget process, agency priorities, Governor's speech, and schedule of budget hearings.

RETENTION

Retain for 8 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on the secondary historical value to researchers interested in Utah's governors and their budget processes.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(29) (2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 81433
TITLE: Management and budget reporter
DATES: 1979-
ARRANGEMENT: Alphabetical by agency
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records contain the Management and Budget Reporter sent to all Utah state agencies each year to inform them of budget decisions for state government. The report includes information about budget projections, schedules of activities for budget preparation and uses, general instructions, guidelines and reminders.

RETENTION

Retain for 8 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 3 years and then transfer to State Archives with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on the value of this report to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 19010
TITLE: Science Advisor's technical reference files
DATES: 1981-
ARRANGEMENT: Chronological, thereunder alphabetical by reference type
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are technical reference materials collected by the State Science Advisor, of the Governor's Office of Planning and Budget. Most of the information was created by outside sources. The records are used by the Science Advisor for reference on various technical issues, and making decisions on future projects which relate to the position. Information includes Environmental Impact Statements, Waste Management reports, and other related material used in the operation of the office.

RETENTION

Retain 10 years after administrative need ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 19081
TITLE: Clearing house committee minutes
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: Records created by a committee or conference, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final report, and related records documenting the accomplishments of official boards and committees. May include audio and video recordings if minutes are not taken.

RETENTION

Retain 12 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

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

Records in this series document agency functions, decisions, and history. These records are useful to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 16985
TITLE: Resource development coordinating council review files
DATES: 1977-
ARRANGEMENT: Numerical by file number.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records contain documentation of task force findings concerning science and energy, energy conservation, and development. The information is used for mapping the development of Utah's energy resources.

RETENTION

Retain for 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Administrative Historical

This disposition is based on the variety of information contained in this file. The information which documents the activities, recommendations and accomplishments of the bureau are of long term value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 16986
TITLE: Budget estimates and justification files
DATES: 1981-
ARRANGEMENT: None.

DESCRIPTION: These records provide documentation for the presentation of budget requests. They are retained to cover administrative needs to prepare future budgets. INCLUDES four fiscal years preparation notes, studies, supporting documentation to arrive at formal division budget requests. Also includes: names, social security numbers, employer, salaries, signatures, and telephone numbers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until no longer needed and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social Security Numbers


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 20898
TITLE: Requests for information
DATES: 1998-
ARRANGEMENT: Alphabetical by category, thereunder alphabetical by vendor
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are used to solicit vendor input about information systems. The information gathered is used in formulating information technology plans and strategies for placing government services online. The services will allow customers to order publications, make payments, and conduct other business with state agencies over the internet. The records include information for different aspects of the services such as systems and payments. The records include computer software, hardware, and service solutions that are proprietary to individual vendors and partnerships.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative Legal

This disposition is based on the use of these records in planning, implementing, and maintaining an online customer service system for state agencies.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (2) and (4)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 20901
TITLE: Requests for proposals
DATES: 1998-
ARRANGEMENT: Alphabetical by category, thereunder alphabetical by vendor
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are competetive bid proposals for information technology goods and services. The goods and services are to be used in establishing and maintaining an online customer service system for state agencies. The services will allow customers to order publications, make payments, and conduct other business with state agencies over the internet. The records include information for different aspects of the services such as systems and payments. The records include proprietary information and prices of computer software, hardware, and service solutions proposed by the individual vendors and partnerships.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative Legal

This disposition is based on the use of the records for purchasing and maintaining an online customer service system for state agencies.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (2) and (4)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 20093
TITLE: Utah process economic and demographic model system
DATES: 1979-
ARRANGEMENT: None

DESCRIPTION: This system constructs structural equation models that relate to changes in Utah's economy and demographics. These projections include detailed information from the state to the county level. The information forms a data foundation upon which long term capital and social service program decisions are made by the State of Utah. The reports generated from the models are released every two years. The system contains projections from the baseline of non-report years as well as those from the report years. The 1996 system contains historical information from the previous reports. The system's computer files include the models, input data, data processing software, report writing software, official projections, and output of the models. Information input into the system consists of statistics collected from various State and Federal agencies and market information collected from local businesses.

RETENTION

Retain until data is superseded.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Computer data files: Retain in Office until data is superseded and then transfer to State Archives provided live system is maintained in office permanently.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on the value of the records to researchers in understanding the model and reasoning behind the projections and budget decisions made by the Utah state government.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 20729
TITLE: Contracts
DATES: 1968-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files document agreements between the state and various contractors. The contracts include contracts with private contractors such as Ford Motor Company and Price Waterhouse, state agencies such as the Division of State History and the University of Utah's Department of Physics, and Federal agencies such as the National Park Service and Bureau of Land Management.

RETENTION

Retain for 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after last payment and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 8.

PRIMARY DESIGNATION

Private


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 20328
TITLE: Winter Olympics 2002 records
DATES: 1985-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records contain information about the 2002 Winter Olympics. The files include research information gathered from other Olympic cities, in order to prepare the bid, and studies conducted to encourage the designation of Salt Lake City as host of the 2002 Winter Olympic Games. The records also track the actions taken in the effort to achieve these goals. The research data gathered includes information from Lake Placid, Calgary, Barcelona, Salt Lake City's 1976 Olympic bid, budgets from 1987 and 1990-93, and tax returns from past Winter Olympics. The bid information contains contracts, feasibility studies, economic impact studies, promotional reports and speeches, and other studies and reports used to advocate Salt Lake City's position as host of the 2002 Winter Olympics.

RETENTION

Retain for 3 years after records become semi-active

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after records become semi-active and then transfer to State Records Center. Retain in State Records Center for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical Legal

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

This disposition is based on the historical value of these records to researchers of Utah's efforts to bring the 2002 Winter Olympics to the state.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 23706
TITLE: E-Utah user profile database
DATES: 2001-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: Information in the e-Utah user profile database is collected by the Governor's Chief Information Officer, upon the request of the user, to provide basic user information including name, address, electronic mail address, age, income, gender, and a list of personal interests in order to provide personalized service. The database allows a user to access a personalized web page containing information and services relevant to the consumer. The user may also choose to receive "reminder services" for events, a personalized calendar, the ability to authenticate services using a single provider, online support, updating account information, online payment for services, and other services as yet to be determined.

RETENTION

Retain until system is upgraded or no longer used.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until system is upgraded or no longer used and then delete.

APPRAISAL

Administrative

The value of this database is in documenting profiles of e-Utah users and the benefits available to them.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(10)(2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22197
TITLE: Economic Report to the Governor
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: This report is the principal source for data, research and analysis about the Utah economy. The report includes a national and state economic outlook, a summary of state government economic development activities, an analysis of economic activity based on the standard indicators, and a more detailed review of industries and issues of particular interest. The primary goal of the report is to improve understanding of the Utah economy.

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 State General Records Retention Schedule, Schedule 1, Item 25.

Records in this series document agency history and functions and are useful to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22198
TITLE: Budget summary reports
DATES: 1989-
ARRANGEMENT: Chronological by publication date

DESCRIPTION: This series contains budget summaries for state government with information pertaining to budget overview, operating and capital budgets by department, capital budget and debt service, internal service funds, personal services summary, appropriations bills summary, and historical data.

RETENTION

Retain 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Records in this series should be retained due to their research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22202
TITLE: Newsletters
DATES: 1984-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains weekly newsletters with information pertaining to clearinghouse status reports, available grants and notices. The status reports provide the state application identifier number, originator/description of project, impact area, contact person and comment due date.

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 State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency history and functions. Publications have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22203
TITLE: Federal grants-in-aid reports
DATES: 1973-1978
ARRANGEMENT: Chronological

DESCRIPTION: This series contains reports that provide basic summary data on the distribution of federal grants in the state. The reports contain information pertaining to applicant; project title; federal, state and local contributions; starting and ending dates of grant period; and state application identifier number.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

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

Records in this series document grants received by state agencies and have research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22204
TITLE: Grants and services manuals
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These manuals summarize all discretionary funds, pass-through monies, and administrative services for which private citizens, organizations and local governments may apply. The purpose of the manual is purely informational; it is not intended as an official document, rather, it will be used to direct inquiries to those most familiar with the specific programs.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

Documents in this series are used to refer people where grants are available. They are not official records.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22205
TITLE: Demographic reports
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: These reports are produced by the Demographic and Economic Analysis section to provide the public with a comprehensive demographic document from the state. These reports contain information pertaining to population, households, census, births, deaths, natural increase, migration, and fertility rates.

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 State General Records Retention Schedule, Schedule 1, Item 25.

Records in this series document the history of the state and have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22206
TITLE: Economic and demographic profiles reports
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: These reports provide the most frequently requested economic and demographic data arranged by state, county and multi-county. The reports contain information pertaining to population, employment, wages, births, deaths, and migration and provide the same information for each year beginning in 1960 and continuing up to the year of the publication.

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 State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency history and functions and have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22207
TITLE: Economic and demographic projections reports
DATES: 1974-
ARRANGEMENT: Chronological

DESCRIPTION: These reports, produced by the Demographic and Economic section, present population and employment projections reflecting economic and demographic conditions for the State of Utah, its multi-county planning districts and counties. The primary purpose of the reports is to assist with planning coordination in state government by providing a uniform set of economic and demographic projections. The reports contain information pertaining to population, fertility, employment, births, deaths, and age.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency projections and have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22217
TITLE: Census Briefs
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains reports based upon the Census and contain information pertaining to age distribution, employment, income, housing, and growth rate.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Briefs document census results and have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22218
TITLE: Annual planning reports
DATES: 1992-
ARRANGEMENT: Chronological

DESCRIPTION: These reports provide a directory of all planning activities in the state and contain information pertaining to state agency planning; Office of Planning and Budget coordination activities; and local, regional and federal planning in Utah.

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 State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency history and functions and have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22219
TITLE: Publications
DATES: 1965-
ARRANGEMENT: Chronological

DESCRIPTION: Documents created by the agency, including pamphlets, reports, leaflets, file manuals, and other published or processed documents. These records include administrative, legal, and fiscal information; demographics; economics; planning; budget; and all other activities of the Office of Planning and Budget. Consists primarily of isolated publications not part of a more specific series.

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 State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency history and functions and have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22225
TITLE: Planning newsletters
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains quarterly newsletters with information pertaining to Office of Budget and Planning activities, state planning projects, and planning issues.

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 State General Records Retention Schedule, Schedule 1, Item 25.

Publications document agency history and functions and have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 22228
TITLE: Local government planning reports
DATES: 1964-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains planning reports for cities, counties, multi-county government associations. The reports contain information pertaining to purpose of the study, organization framework, scope of the assessment, impacts, population, ordinances, housing, history, services, transportation, education, conclusions and recommendations.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

The disposition is based on the value of these planning reports from cities and counties which include a great deal of information about the locality together with conclusions and recommendations.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 16583
TITLE: Administrative subject files
DATES: 1974-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are subject files created and maintained by the administration of the agency on various topics. The files include correspondence, policies, budget requests, budget information meeting agenda, reports (published and unpublished), organizational charts, architectural plans, and photographs.

RETENTION

Retain for 7 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These subject files contain many duplicate records, but they also contain original reports, and other documents.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 25491
TITLE: Planning general subject files
DATES: 1983-
ARRANGEMENT: Chronological by year, thereunder alphabetical by subject

DESCRIPTION: THIS SERIES INCLUDES STATE AND LOCAL GENERAL GOVERNMENT FILES,PLANNING REPORTS, UTAH TOMORROW FILES, COUNTY PLANNING PROJECTS, CORRESPONDENCE, AND MISCELLANEOUS LAND FILES FOR GENERAL HISTORICAL USE.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 24.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6445
TITLE: Clearing house records
DATES: 1969-
ARRANGEMENT: Chronological, thereunder numerical
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: These records are collected for the review of actions regarding Natural Resource activities and federal grant applications. Information includes federal environmental impact statement, federal grant applications and state actions regarding natural resources.

RETENTION

Retain 25 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 24 years and then transfer to State Archives with authority to weed.

APPRAISAL

Fiscal Historical

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 5017
TITLE: Science advisor mailing list notebook
DATES: 1987-
ARRANGEMENT: Alphabetical by committee name or acronym
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This notebook documents the membership of each of the Governor's science advisory committees and lists other interested parties, all of whom will be sent committee announcements, minutes, and other committee information by the Governor's Science Advisor and staff. The committees included in the notebook are the Science Advisory Committee (SAC); Centers of Excellence Review Committee (COE); Utahnet Task Force, a business and public relations committee; Fusion Council Advisory Committee; Cold Fusion Legislative Oversight Committee; Citizens Advisory Committee on Dugway Testing (CACDT); and the Nuclear Waste Transportation Task Force. Most of the membership lists include names, business or home addresses and phone numbers of Governor's appointees, ex officio members, and their spouse's names.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until membership is updated or committee is discontinued and then destroy.

APPRAISAL

Administrative

This disposition is based upon administrative need as expressed by the agency. Committee membership is permanently documented as part of the State Advisory Council on Science and Technology annual report.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Home address, home phone number, and marital status are Private.


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 5833
TITLE: Map state of Utah
DATES: 1922-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 5834
TITLE: Civilian conservation corps camps maps
DATES: 1935-1942
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 5116
TITLE: State Advisory Council on Science and Technology annual report
DATES: 1974-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Annual reports of the Science Advisory Council are created by the Governor's Science Advisor and staff to document the mission, activities, and achievements of the Council and its subcommittees. The reports generally give some history of the Council, describe its duties and powers, list the council membership and ex-officio members as well as professional titles, places of employment, length of terms, and offices held on the committee. Each report provides a narrative on the activities of each of the Council's four committees during the past year and the next year's plan of action. The committees include the Mineral Lease Committee, the Math and Science Education Committee, the Governor's Medals for Science and Technology Committee, and the Centers of Excellence Committee. An appendix includes the membership of each committee.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

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

The Utah General Retention Schedule 1990, Schedule 1, Item 6, holds that final reports of state committees document governmental activities and accomplishments and shall be retained permanently.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6299
TITLE: Personnel files
DATES: 1963-
ARRANGEMENT: Alphabetical by employee surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

RETENTION

Retain 65 years from the date of employment or 3 years after the date of retirement or death, whichever is earliest.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until scanned and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 4739
TITLE: Employee time sheets
DATES: 1986-
ARRANGEMENT: Alphabetical by employee surname, thereunder chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.

RETENTION

Retain for 3 years following expiration of grant.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after expiration of grant period and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Social Security Numbers.


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 4740
TITLE: Data processing planning reports
DATES: 1987-
ARRANGEMENT: Alphabetical by agency name
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These plans are created by state agencies and filed with the Office of Planning and Budget. They are used by the State Data Processing Coordinator and staff to document and track state data processing purchases and the disposition of obsolete equipment. The plans provide the department and division names and the date of the report. The report is revised each fiscal year. Each plan inventories the agency's workstations, processors, software, storage, communications, output devices, and other related data processing equipment. The plans list model numbers, low organization numbers, a description of the equipment, current inventory, number of new acquisitions, costs, maintenance/lease costs, number of dispositions, reimbursement amount, maintenance/lease reductions in cost, total number in inventory including recent acquisitions and dispositions. The plans also may include quarterly or monthly acquisition reports, related policy material, and data processing initiatives. The files also document monthly breakfast meetings planned by the State Data Processing Coordinator and attended by state data processing managers which offer both vendors and managers the opportunity to discuss new informational technologies and how division or departmental plans could be modified to take advantage of equipment and software improvements.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based upon the 1990 Utah General Retention Schedule, Schedule 5, Item 7 which states that data processing plans are permanent. This meets both the primary administrative need of the agency and other state offices and affirms the secondary informational value of the records to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 3033
TITLE: Payroll register
DATES: 1966-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This register is a numerical listing by check number and 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. 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 copy: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 15.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 4477
TITLE: Utah Data Guide newsletter
DATES: 1979-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains newsletters from the Data Center of the Demographic and Ecomonic Analysis Section with information pertaining to population, economic reports to the Governor, current economic conditions, future economic indicators and agency personnel.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Publications document economic conditions and indicators. These records are useful to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 3983
TITLE: Utah process economic demographics and spacial allocation model output files for tar sands and synfuels alternatives
DATES: 1981-
ARRANGEMENT: Alphabetical by county or regional name
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These computer output files are population projection models developed by the agency on behalf of counties and specific locales which are being considered as high level nuclear waste repositories or as prospective sites for tar sands and synfuels. This information is used to prepare reports for government planning and decision making at both the state and federal level. The demographic projections and spatial models cover the years between 1980 and 2010. They include impact studies offering baseline, low, high, and other scenarios for sites throughout Utah. The output created from 1981-1985 was generated by the UNIVAC computer at the University of Utah. Since 1985 these type of studies are conducted on the agency's local system database.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 30 years and then transfer to State Archives.

Computer data files: Retain in Office until superseded or obsolete, and then erase.

Microfiche master: Retain in State Archives permanently with authority to weed.

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

APPRAISAL

Historical

The disposition of these statistical projections is based upon their primary administrative value for conducting comparative studies during the next 30 years which may help to evaluate the accuracy of the agency's research and statistical methods, and the historical model they provide for conducting demographic studies.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 4011
TITLE: Director's administrative files
DATES: 1985-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: These files document the administrative actions and decisions of the Director of the Office of Planning and Budget including many records concerning special legislative sessions. Many of these records will be duplicated by those in the Governor's Office but much is also original material.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 9151
TITLE: Governor's Award for Science and Technology nomination files
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: The Governor's Award for Science and Technology is given annually by the Governor's Science Council to Utahns who have made significant scientific contributions to the state and nation. The nominations are prepared by members of the scientific, educational, medical, government, and business professions who know the candidates and their achievements. The nomination files are reviewed by the Science Council, which is chaired by the Office of Planning and Budget's Science Advisor. Final award decisions are documented in the State Advisory Council on Science and Technology annual report (series 05116). The files include letters of recommendation and candidates' resumes.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after award decision has been made and then transfer to State Archives.

APPRAISAL

Historical

This disposition is based upon the historical significance of the group of Utah scientists documented by the series.

PRIMARY DESIGNATION

Private


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6579
TITLE: Posting payroll control reports
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Reports from the Division of Finance indicating the status of agency payroll transactions.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 23.

This disposition is based upon the 1990 Utah General Retention Schedule, Schedule 10, Item 23.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6580
TITLE: Time and attendance reports
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

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

APPRAISAL

Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.

This disposition is based upon the 1990 Utah General Retention Schedule, Schedule 10, Item 25.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6581
TITLE: Financial Information Resources System (FIRMS) periodic reports
DATES: 1986-
ARRANGEMENT: Chronological

DESCRIPTION: Includes the following: FICAA01T Trail balance monthly. FICAA05P Outstanding encumbrance. FICAA09P Outstanding reservation. FICAA10P Cash deposits. FICAA30P General ledger activity. FICAA85P Revenue and expenditure status by fund. FICAED01 Expenditure detail by sub-account. FICAES01 Expenditure status by sub-account. FICAES02 Work program/expenditure comparison by summary account. FICARD01 Revenue detail by sub-account within organization. FICARS01 Revenue status by sub-account. FICARS02 Estimated revenue/realized revenues. FICAER01 Expenditure/revenue summary by level 2. FICAMP01 Revenue account status by activity other than Department of Transportation. OBSOLETE RECORD SERIES BY 1998.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

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

APPRAISAL

Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 21.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6550
TITLE: Leave adjustments
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number, and employee name.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

Disposition is based upon the 1990 Utah General Retention Schedule, Schedule 10, Item 10.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6575
TITLE: W-2 distribution list
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Records of withholding tax allowances completed by state employees which certify the withholding tax status of the employee and any additional withholding from his paycheck.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

This disposition is based upon the 1990 Utah General Retention Schedule, Schedule 10, Item 8.

PRIMARY DESIGNATION

Private


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6576
TITLE: Preliminary payroll detail reports
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Computer-produced, two part documents sent by Finance to agencies to record final corrections or adjustments regarding employees' pay. They are made before the master payroll file is run and checks are issued. Preliminary payroll files do not serve as time and attendance records.

RETENTION

Retain 3 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 3 months and then destroy.

APPRAISAL

Administrative

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

This disposition is based upon the 1990 Utah General Retention Schedule, Schedule 10, Item 16.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6577
TITLE: Leave and overtime summary report
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Reports which document the kind and amount of leave taken by an employee during a calendar year. After they are signed by the employee, they are maintained in the official personnel file.

RETENTION

Retain administrative need.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 13.

This disposition is based upon the 1990 Utah General Retention Schedule, Schedule 10, Item 13.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 6578
TITLE: Employee time planning report
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: Compilation of position control files, which keep track of positions that have been authorized by the Department of Human Resource Management, used for budget justification and planning. Information includes number of positions and their cost.

RETENTION

Retain 6 months

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 21.

This disposition is based upon the 1990 Utah General Retention Schedule, Schedule 10, Item 21.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA_63G-2-301_(1)(b)_(2008)


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 11916
TITLE: Urban planning project records
DATES: 1970-
ARRANGEMENT: Alphabetical by geographical area

DESCRIPTION: Information recorded in these files deals with grants for the urban planning project. Information includes grant amounts, conditions for receiving grants, and locations which received grants. There are files for various geographic areas (city, county).

RETENTION

Retain 3 years after grant expires.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after grant expires and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 10010
TITLE: Executive director's administrative budget records
DATES: 1985-
ARRANGEMENT: Alphabetical by subject name

DESCRIPTION: Correspondence or subject files of formally organized budget offices documenting agency policy and procedures governing budget administration, and reflecting policy decisions affecting expenditures for agency programs.

RETENTION

Retain Retain in office for seven years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years or until administrative need ends or directors change and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

This disposition is based on the 1990 Utah General Retention Schedule, Schedule 2, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 10298
TITLE: Science advisor records
DATES: 1982-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records document the duties and role of the State Science Advisor in Utah's government. The Science Advisor is appointed under UCA 9-2-506, and also acts as a non-voting member of the State Advisory Council on Science and Technology. The Advisor acts as the executive secretary of the Council and carries out those duties the Council may assign and informs the Governor about the possible effects that the presence of chemicals may have on the people and the environment of Utah. These may be in the form of chemical tailings from industrial sites, chemical weapons, and the transport of weapons across the state. The Advisor also keeps the Governor informed about advances in scientific technology and the possible effects and benefits these may have on Utah. Information includes the Advisor's findings and recommendations to the Governor. The Science Advisor's records also include reports from the Advisory Council on Science and Technology and the Governor's Medal for Science and Technology. These reports are ongoing and are used to give advice to the Governor, Legislature, and any others with an interest in the scientific data detailed in the reports.

RETENTION

Retain 6 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on evidentiary value of these files. They document the issues addressed by the Science Advisor and the State Advisory Council on Science and Technology.

PRIMARY DESIGNATION

Public


AGENCY: Governor's Office. Office of Management and Budget

SERIES: 10299
TITLE: Science advisor's correspondence
DATES: 1977-
ARRANGEMENT: Chronological

DESCRIPTION: Records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

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

PRIMARY DESIGNATION

Public