Utah Department of Administrative Services

Division of Archives & Records Service

Park City (Utah). City Manager

21503--Contract purchasing records
21505--Leasing contract files
21506--Professional service agreement records
21509--Real estate acquisition files
21510--Requests for proposals
21511--Unsuccessful bid proposal files
21512--Tax exemption records
21513--Successful bid proposal files
21514--Unopened bid proposals files
21515--Vendor list
21517--Disaster planning files
21518--Insurance policy files
21519--Insurance reports
21520--Liability risk management case files
21521--Loss control inspection reports
21522--Medical and dental insurance claim files
21523--Minutes of the Board of Equalization and Review
21524--Notices of intention
21525--Protest files
21526--Special assessment books
21527--Special assessment ledgers
21528--Special assessment statements
21529--Special tax refund books
21554--Grave opening orders
21267--Administrative and fiscal operations grant files report
21269--Census information files
21270--City scrapbooks
21274--Executive correspondence
21276--Finding aids
21277--General administrative records
21278--Government Records Access and Management Act (GRAMA) access requests
21279--Government Records Access and Management Act (GRAMA) municipal appeals case files
21282--Incoming document log
21283--Internal committee records
21284--Mailing lists
21561--Campaign financial disclosure statement files
21568--Easement files
21569--Election ballots
21570--Election canvasses
21571--Election records
21572--Election returns
21287--Committee minutes
21289--Organizational files
21290--Pending files
21291--Performance audits
21292--Policy and procedures manuals
21293--Project control files
21296--Publications
21297--Reading or chronological files
21298--Records transfer sheets
21299--Routine control files
21300--Systems studies final reports
21301--System studies supporting files
21302--Technical reference files
21303--Telephone message registers
21304--Telephone messages
21305--Transitory correspondence
21306--Unsuccessful grant application files
21307--Working papers
21308--Bond anticipation notes
21309--Bond issue files
21824--Electronic mail
21825--Inter-and intra-departmental memorandum
21826--Sign files
21827--Historic structure demolition files
21830--Financial guarantees
21831--Fire investigation files
21834--Medical and dental insurance record files - personnel files
21346--Notary bonds
21358--Annual fixed asset report
21359--Disposition records
21360--Equipment inventories files
21361--Fixed asset lists
21362--Surplus property case files
21366--Adding machine tapes
21376--Freight records
21396--Beer license application files
21397--Business license files
21398--Business license certificates
21411--Service requests
21415--Work order log
21441--Court ordered community service files
21483--Business license registers
22734--Policy and procedures case files
22735--Government records access and management act (GRAMA) state appeals case files
22738--Work orders
22740--Evidence log
22741--Fatal fire investigation case files
22742--Investigative case files
22743--Investigative reports
22744--Utah emergency medical services (EMS) incident report
22745--Redevelopment agency annual report
22746--Appraisal project files
22747--Building illustrations
22748--Certification files
22749--Community development block grant original application and final report
22750--Community development block grant supporting files
22751--Consultant records
22752--Facade project files
22753--Housing and urban development financial records
22754--Housing and urban development historical properties grant files
22756--Owner project files
22757--Preliminary plan reports
22758--Redevelopment plans (non-approved)
3125--Annual reports

AGENCY: Park City (Utah). City Manager

SERIES: 21503
TITLE: Contract purchasing records
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipts, inspection, and payments.

RETENTION

Retain six years, after exiration of contract(UCA78-12-23(2)(1997)

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after expiration of contract and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21505
TITLE: Leasing contract files
DATES: 1994-
ARRANGEMENT: Alphabetical

DESCRIPTION: These records document building or equipment leasing contracts between the municipality and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21506
TITLE: Professional service agreement records
DATES: 1994-
ARRANGEMENT: Alphabetical

DESCRIPTION: These records document the professional service agreements for temporary services between any municipal agency and professional individuals, or between agencies. They include the service agreement and other related records.

RETENTION

Retain 4 years, after last payment(UCA78-12-25(1)(1997).

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21509
TITLE: Real estate acquisition files
DATES: 1990-
ARRANGEMENT: Alphabetical

DESCRIPTION: These records document the purchase of real property by the municipality. They include the contract and related correspondence.

RETENTION

Retain 7 years, after unconditional sale of property.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after unconditional sale of property and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(8) (2008)


AGENCY: Park City (Utah). City Manager

SERIES: 21510
TITLE: Requests for proposals
DATES: 1990-
ARRANGEMENT: Chronological

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 2 years, after decision.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21511
TITLE: Unsuccessful bid proposal files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21512
TITLE: Tax exemption records
DATES: 1990-
ARRANGEMENT: Alphabetical

DESCRIPTION: These records document the municipality's sales tax exemption for specific purchases. They include tax exemption certificates and related records.

RETENTION

Retain 3 years, after period covered by related account.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after period covered by related account and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21513
TITLE: Successful bid proposal files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21514
TITLE: Unopened bid proposals files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These are solicited and unsolicited bids, and proposals to provide products or services which, due to funding or administration reevaluation, are no longer required by the municipal agency, or will not be opened in the bidding process.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21515
TITLE: Vendor list
DATES: 1987-
ARRANGEMENT: Alphabetical

DESCRIPTION: This is a list of vendors providing goods and services to the municipality. It usually includes names of vendors, addresses, telephone numbers, and descriptions of goods or services provided.

RETENTION

Retain until updated or superseded.Records in electronic format.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21517
TITLE: Disaster planning files
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These files are used to prepare city-wide plans for action to address emergency conditions (e.g. fire, flood, earthquake, and other disasters). They include studies and evaluations undertaken by the municipality, and the completed disaster plan.

RETENTION

Retain permanent.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). City Manager

SERIES: 21518
TITLE: Insurance policy files
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These are insurance policy contracts between the municipality and private insurers.

RETENTION

Retain 15 years,after expiration of policy and settlement of all claims.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and settlement of all claims and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21519
TITLE: Insurance reports
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These reports are used for the reference and generation of claim files.

RETENTION

Retain 12 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 12 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(24) (2008)


AGENCY: Park City (Utah). City Manager

SERIES: 21520
TITLE: Liability risk management case files
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These case files document the reporting, investigation, and settlement of liability claims filed against the municipality.

RETENTION

Retain 20 years, after case closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(24) (2008)


AGENCY: Park City (Utah). City Manager

SERIES: 21521
TITLE: Loss control inspection reports
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: Each year a municipal agency may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might also be used as evidence in defense of a claim.

RETENTION

Retain 12 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 12 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 5.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(24) (2008)


AGENCY: Park City (Utah). City Manager

SERIES: 21522
TITLE: Medical and dental insurance claim files
DATES: 1972-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain medical and dental records submitted by municipal employees afforded medical/dental benefits and/or retirement benefits. They contain current medical/dental plan enrollment documents and other medical/dental plan documents.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). City Manager

SERIES: 21523
TITLE: Minutes of the Board of Equalization and Review
DATES: 2000-
ARRANGEMENT: Chronological.

DESCRIPTION: These are minutes of the Board of Equalization of Review. Before an assessment is levied, an assessment list shall be prepared designating each parcel of property proposed to be assessed and the amount of the assessment apportioned to the property. Upon completion of the assessment list, the governing body shall appoint a board consisting of three or more of the members of the governing body or, at the option of the governing body of any municipality, consisting of the municipal recorder or a designee, the municipal engineer or public works director or a designee, or the municipal attorney or a designee. At each hearing, the board shall hear arguments from any person who believes to be aggrieved, including arguments relating to the benefits accruing to any tract, block, lot, or parcel of property in the district or relating to the amount of the proposed assessment against that tract, block, lot, or parcel. The findings of the report are reviewed and approved by the governing body of the municipality (UCA 17A-3-317 (1997)).

RETENTION

Retain permanent, may be transferred to the state archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21524
TITLE: Notices of intention
DATES: 2000-
ARRANGEMENT: Chronological

DESCRIPTION: The city council shall give "notice of its intention to make the improvements and to levy assessments to pay all or part of the costs of the improvements" before a special improvement district is created (UCA 17A-3-305 thru 17A-3-306 (1997)).

RETENTION

Retain 2 years, after final payment made.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after final payment made and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21525
TITLE: Protest files
DATES: 2000-
ARRANGEMENT: Chronological

DESCRIPTION: These are written protests by owners of property to be assessed in a special improvement district. The governing body hears protests and approves changes or cancels districts.

RETENTION

Retain 2 years, after resolution and end of all litigation.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after resolution or end of all litigation and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21526
TITLE: Special assessment books
DATES: 2000-
ARRANGEMENT: Chronological

DESCRIPTION: These books record the levy and assessment of special taxes. They contain extension number, address, plat or subdivision; block and lot numbers; name of owner; address; number of front feet; amount paid on principle; interest; when paid; total amount paid and principal interest.

RETENTION

Retain permanent, may be transferred to the state archives.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21527
TITLE: Special assessment ledgers
DATES: 2000-
ARRANGEMENT: Chronological

DESCRIPTION: These ledgers record the expenditures for taxes levied for special assessments. They include the year, month, disbursement, balance, warrants paid, balance credit, cash, and transfers.

RETENTION

Retain 3 years, after final payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21528
TITLE: Special assessment statements
DATES: 2000
ARRANGEMENT: Chronological

DESCRIPTION: These statements are a validation of when taxes are paid. One copy is sent to the taxpayer and a copy is retained by the treasurer. They are used as a record of payments on the assessment and for audit purposes. The statements include name and address, treasurer's receipt number, block and lot numbers.

RETENTION

Retain 3 years, after final payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21529
TITLE: Special tax refund books
DATES: 2000-
ARRANGEMENT: Chronological

DESCRIPTION: These books are used to record the payment of refunds for the overpayment of special taxes. They contain the name of special tax project, extension number, page number, owner, lot number, block number, plat or subdivision, number of front feet, refund per feet, date refunded and amount, total abatement refunds, revenue, and surplus for project.

RETENTION

Retain 3 years, after final payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21554
TITLE: Grave opening orders
DATES: 1958-
ARRANGEMENT: Chronological

DESCRIPTION: These are a signed authorization to dig graves. They are used to guarantee a body is interred in a specific burial plot and to generate the interment and lot records. They include time order was received, deed number, date, lot owner's name, authorization signature, address and telephone number, name of person being interred, location of grave by plot, block, grave number, and tier.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21267
TITLE: Administrative and fiscal operations grant files report
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports on the administrative and fiscal operations of federal or state funded programs compiled on a monthly, quarterly, or semi-annual basis. It also includes supporting documentation.

RETENTION

Retain 5 years after completion of all audits

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after audits are completed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21269
TITLE: Census information files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain copies of U.S. Census Bureau forms completed by municipalities on government employment and tax revenues. They are used to compile state and national statistical reports, meet the requirements for Federal Revenue Sharing, and to make financial information available to the public.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21270
TITLE: City scrapbooks
DATES: 1984-
ARRANGEMENT: Chronological

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

Retain permanently, may be transferred to State Archives

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21274
TITLE: Executive correspondence
DATES: 1981-
ARRANGEMENT: Chronological

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

RETENTION

Retain permanently, may be transferred to the State Archives

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21276
TITLE: Finding aids
DATES: 1982-
ARRANGEMENT: None

DESCRIPTION: These are indexes, lists, registers, and other aids that assist in the efficient use of other records.

RETENTION

Retain until records to which they pertain are destroyed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until records to which they pertain are destroyed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21277
TITLE: General administrative records
DATES: 1981-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are records of a general facilitative nature created or received in the course of administering programs. They include daily, weekly, or monthly activity reports which are summarized in an annual report, correspondence and memoranda.

RETENTION

Retain 2 years or until no longer needed for reference

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after or no longer needed for reference and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21278
TITLE: Government Records Access and Management Act (GRAMA) access requests
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These request forms document individuals seeking access to municipal records as provided under UCA 63-2-204 (1997). They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 29.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). City Manager

SERIES: 21279
TITLE: Government Records Access and Management Act (GRAMA) municipal appeals case files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These case files document the appeals for access of municipal records to separate municipal appeals bodies (i.e., city council or separate board). This is in accordance with municipal ordinances adopted under the authority granted in the Government Records Access and Management Act (GRAMA)(UCA 63-2-701 (1997)). These case files include copies of the access request and denial forms, the appeal, research notes, council or board decision, and any other documentation concerning the appeal process.

RETENTION

Retain until 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 Archives with authority to weed.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 30.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). City Manager

SERIES: 21282
TITLE: Incoming document log
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: This log records incoming documents that require distribution or action. Includes date received, description of record, action and date taken.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21283
TITLE: Internal committee records
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These records document actions of an internal staff committee handling problems within a municipal agency. These committees do not make citywide policy. The records usually include agenda, internal memoranda, notes, and informal minutes.

RETENTION

Retain 2 years.

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 1, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21284
TITLE: Mailing lists
DATES: 1981-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are lists of names and addresses used for various municipal mailings (billings and other administrative purposes).

RETENTION

Retain until superseded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). City Manager

SERIES: 21561
TITLE: Campaign financial disclosure statement files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These are financial statements required by law to be completed by municipal candidates in accordance with UCA 10-3-208 (1997). Each candidate for municipal office is required to report their itemized and total campaign contributions and expenditures at least once within two weeks before the election. The financial report must identify each contribution over $50, the donor's name, and amount; and for each expenditure, the name of the recipient, and the amount of the expenditure. An ordinance should be adopted by each first and second class city and each third class city having a population of 10,000 or more, establishing campaign finance disclosure requirements for candidates for municipal offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then may be transferred permanently to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21568
TITLE: Easement files
DATES: 1982-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21569
TITLE: Election ballots
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are packets of official ballots of municipal elections cast by voters. "Each election officer shall preserve ballots for 22 months after the election or until the time has expired during which the ballots could be used in an election contest" (UCA 20A-4-202(2)(a) (1997)). If the election is not contested, "after that time, destroy them without opening or examining them" (UCA 20A-4-202(2)(d) (1997)).

RETENTION

Retain 22 months, after the election or until time has expired for contestion of election results.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after election or until time has expired to contest election results and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 12.

PRIMARY DESIGNATION

Exempt. UCA 20A-4-106 and 20A-4-401 (2008)


AGENCY: Park City (Utah). City Manager

SERIES: 21570
TITLE: Election canvasses
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: They are the official canvass of primary, municipal, or special elections. They contain a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, number of votes, and totals.

RETENTION

Retain permanently, or until accepted by resolution

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until accepted by resolution and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21571
TITLE: Election records
DATES: 1985-
ARRANGEMENT: Chronological

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

RETENTION

Retain 22 months, after the election.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21572
TITLE: Election returns
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.

RETENTION

Retain 22 months, after the election.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21287
TITLE: Committee minutes
DATES: 1958-
ARRANGEMENT: Chronological

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (1997) 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) (1997) 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

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after May be transferred to State Archives.

APPRAISAL

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

PRIMARY DESIGNATION

Public. UCA 52-4-7(3)(2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32)(2008)


AGENCY: Park City (Utah). City Manager

SERIES: 21289
TITLE: Organizational files
DATES: 1981-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are graphic illustrations providing a detailed description of the arrangement and administrative structure of the municipality. These files contain organizational charts, reorganizational studies, functional statements, and formally prepared descriptions of the responsibilities assigned to executive officers.

RETENTION

Retain permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then may be permanently transferred to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21290
TITLE: Pending files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These are records arranged in chronological order as a reminder that an action is required on a given date or that a reply to action is expected, and if not received, should be traced on a given date.

RETENTION

Retain until reply received or action taken and then incorporate with offical files

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until reply received or action taken and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 35.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21291
TITLE: Performance audits
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports written and prepared as a result of a performance audit on a municipal entity. These studies are frequently contracted with private consultants. They contain summary documentation on agency programs, operations and productivity.

RETENTION

Retain Permanently, may be transferred to State Archives

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 36.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21292
TITLE: Policy and procedures manuals
DATES: 1986-
ARRANGEMENT: Chronological

DESCRIPTION: These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department or office participated.

RETENTION

Retain Permanently, may be transferred to State Archives, duplicate copies retain until superseded then destroy.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper: Retain in Office until superseded, duplicate copy and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(11) and UCA 63G-2-305(12) (2008)


AGENCY: Park City (Utah). City Manager

SERIES: 21293
TITLE: Project control files
DATES: 1982-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.

RETENTION

Retain 1 year, after project closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21296
TITLE: Publications
DATES: 1982-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the municipality or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published.

RETENTION

Retain Permanently, a copy should be transferred to the State Archives

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21297
TITLE: Reading or chronological files
DATES: 1970-
ARRANGEMENT: Chronological

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

RETENTION

Retain 1 year, or until administrative need ends

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21298
TITLE: Records transfer sheets
DATES: 1995-
ARRANGEMENT: Chronological

DESCRIPTION: These are the listings of municipal agency records transferred to the State or a municipal records center. The information may include records series number, agency name and address, records officer's name and signature, chief administrative officer's name, records series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.

RETENTION

Retain 5 year, after records are destroyed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after records are destroyed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 38.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21299
TITLE: Routine control files
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: These records are used to control work flow and to record routine actions. Includes job control records, status cards, routing slips, work processing sheets, correspondence forms, and receipts for records charged-out.

RETENTION

Retain until no longer needed for operational purposes

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21300
TITLE: Systems studies final reports
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21301
TITLE: System studies supporting files
DATES:
ARRANGEMENT:

DESCRIPTION: These are documents related to various studies (i.e. program analyses, project studies) by private and other government agencies. Includes working papers, correspondence, and related documentation used for the creation of the final report.

RETENTION

Retain 3 years, after date of final report

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of final report and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 46.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21302
TITLE: Technical reference files
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy provided no longer needed for reference

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21303
TITLE: Telephone message registers
DATES: 1965-
ARRANGEMENT: Chronological

DESCRIPTION: These registers compile all of the daily telephone messages taken by a municipal office. They also include logs and similar records.

RETENTION

Retain 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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: Park City (Utah). City Manager

SERIES: 21304
TITLE: Telephone messages
DATES: 1965-
ARRANGEMENT: Chronological

DESCRIPTION: These are the actual incoming telephone messages received by a municipal office. They normally include date, time, name of person receiving and leaving message, and action request (e.g., return call, etc.).

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 41.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21305
TITLE: Transitory correspondence
DATES: 1980-
ARRANGEMENT: Alphabetic

DESCRIPTION: These are cover letters or other records attached to publications or other municipal information sent from municipal offices. They normally only indicate that information is being transmitted per request and provide no additional information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21306
TITLE: Unsuccessful grant application files
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.

RETENTION

Retain 3 years, after rejection or withdrawal

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after rejection or withdrawal and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 43.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21307
TITLE: Working papers
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These are project background records, such as studies, analyses, notes, drafts, and interim reports.

RETENTION

Retain 5 years, after project completion

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after project completion and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21308
TITLE: Bond anticipation notes
DATES:
ARRANGEMENT:

DESCRIPTION: These are notes used by municipalities pursuant to an appropriation resolution for bonds in anticipation of payable ad valorem taxes and constitute a full obligation of the municipality, "the bond anticipation notes and the interest on them shall be secured by a pledge of the full faith and credit of the municipality" (UCA 11-14-19.5 (1997)) in "the manner and subject to conditions of the Utah Municipal Bond Act" (UCA 11-14 (1997)).

RETENTION

Retain 1 year, after being redeemed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21309
TITLE: Bond issue files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain Permanent, may be transferred to the State Archievs

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21824
TITLE: Electronic mail
DATES: 1998-
ARRANGEMENT: Chronological

DESCRIPTION: These records are electronic communications sent from one city employee to another city employee. The contents are general communications intended to facilitate intra- and interdepartmental communications and should not contain original records of any type, although copies of other records may be attached.

RETENTION

Retain 30 days or until adminstrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 year or until administrative need ends and then delete.

APPRAISAL

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

PRIMARY DESIGNATION

Public. unless originating from or directed to Legal Department.


AGENCY: Park City (Utah). City Manager

SERIES: 21825
TITLE: Inter-and intra-departmental memorandum
DATES: 1998-
ARRANGEMENT: Chronological

DESCRIPTION: These are memoradum-formatted documents that may, among other things, request information, announce meetings and events, share general information and respond to requests with general information. This category of documents does not include those originating with or directed solely to Legal Department attorneys or staff. These may be used as cover sheets to other records that have separate retention schedules, but are not to be considered as containing other records with separate retention schedules.

RETENTION

Retain 30 days or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21826
TITLE: Sign files
DATES: 1980-
ARRANGEMENT: Alphanumeric
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files document applications for sign permits. These permits allow businesses to identify themselves in a clear and distinct manner under the parameters of the Park City Municipal Code, Title 12-Sign Code. They contain the application form, plans detailing the sign with color samples and installation details, location of sign on the building and a building permit application. A master sign plan is required for multi-tenant buildings, and each individual tenant is required to obtain a separate permit. Information also includes name of business, name of business owner, address of business, date of application, application approval or denial and authorizing signature.

RETENTION

Retain until business ceases to exist.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after business ceases to exist and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21827
TITLE: Historic structure demolition files
DATES: 1980-
ARRANGEMENT: Alphanumeric by address

DESCRIPTION: These files document the application for demolition of historic stuctures. The application contains the application and supporting documentation, including the Determination of Historic Significance application which must have been reveiwed and approved by the Community Development Department and the Historic District Commission.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21830
TITLE: Financial guarantees
DATES: 1980-
ARRANGEMENT: Chronological by year, there under alphabetical

DESCRIPTION: These documents are guarantees to provide assurance that required site work will be completed on all new construction projects. These guarantees are in the form of letters of credit, escrows or cash to the city.

RETENTION

Retain 7 years in accordance with other financial documents.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 44.

PRIMARY DESIGNATION

Protected


AGENCY: Park City (Utah). City Manager

SERIES: 21831
TITLE: Fire investigation files
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: These case files document nonfatal fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation. See also Schedule 27, Item 11 "Fatal Fire Investigation Case Files."

RETENTION

Retain 10 years.

DISPOSITION

Destroy provided criminal cases are to be held permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy provided criminal cases held permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 16.

PRIMARY DESIGNATION

Protected

SECONDARY DESIGNATION

Public. cause and origin, criminal cases


AGENCY: Park City (Utah). City Manager

SERIES: 21834
TITLE: Medical and dental insurance record files - personnel files
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain medical and dental records submitted by the municipal employees afforded medical/dental benefits and/or retirement benefits. They contain current medical/dental plan enrollment documents and other medical/dental plan documents.

RETENTION

Retain until separation or retirement of employee and then transfer to personnel file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until separation or retirement and then transfer to personnel files.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). City Manager

SERIES: 21346
TITLE: Notary bonds
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These are $5,000.00 bonds that are required to be filed with and approved by the State Division of Corporations and Commercial Code for a term of four years (UCA 46-1-4 (1997)).

RETENTION

Retain 3 years, after expiration of bond

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of bond and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (Application Form)


AGENCY: Park City (Utah). City Manager

SERIES: 21358
TITLE: Annual fixed asset report
DATES: 1997-
ARRANGEMENT: Numerical by fund number

DESCRIPTION: These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.

RETENTION

Retain Until updated or superseded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21359
TITLE: Disposition records
DATES: 1997-
ARRANGEMENT: Numerical by fund number

DESCRIPTION: These are either forms or records completed by municipal agencies when municipal property is disposed of either by public auction, competitive bidding, or destruction. Includes date, department name, description of item, value, disposition method, and reason, condition, and approval signature.

RETENTION

Retain 3 years, after disposition of property

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21360
TITLE: Equipment inventories files
DATES: 1997-
ARRANGEMENT: Numerical by fund number

DESCRIPTION: These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.

RETENTION

Retain 1 year, after being reconciled with subsequent inventory

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being reconciled with subsequent inventory and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21361
TITLE: Fixed asset lists
DATES: 1997-
ARRANGEMENT: Chronological

DESCRIPTION: These are listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21362
TITLE: Surplus property case files
DATES: 1998-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the sale of surplus municipal property. Includes invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.

RETENTION

Retain 6 years, after final payment

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21366
TITLE: Adding machine tapes
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are adding machine tabulations. They are used to calculate cost report data or for other accounting purposes and are not attached to another record series. This does not include routine tabulations.

RETENTION

Retain Until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 31.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21376
TITLE: Freight records
DATES: 1987-
ARRANGEMENT: Numerical

DESCRIPTION: These records document the receipt of freight. They include export certificates, transit certificates, record books, memorandum copies of government or commercial bills of lading, shortage and demurrage reports, and all supporting documents.

RETENTION

Retain 3 years. One year in office and 2 years in agency records center.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21396
TITLE: Beer license application files
DATES: 1987-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain completed applications to obtain licenses for selling beer within municipal boundaries per local ordinances. Applicants are also required to file a cash or corporate bond "conditioned upon the licensee's faithful compliance" (UCA 32A-10-205(2) (1997)).

RETENTION

Retain 4 years, after business ceases operation, in agency records center.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after business ceases operation, in agency records ctr and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21397
TITLE: Business license files
DATES: 1987-
ARRANGEMENT: Alphabetical

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

RETENTION

Retain 4 years, until business ceases operation, in agency records center.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after business ceases operation, in agency records ctr and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). City Manager

SERIES: 21398
TITLE: Business license certificates
DATES: 1987-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are copies of annual license certificates issued to businesses by a municipality to be displayed in the business per local ordinance.

RETENTION

Retain 1 year, after completion of application.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of application and then microfilm.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21411
TITLE: Service requests
DATES: 1996-
ARRANGEMENT: Numerical

DESCRIPTION: These are requests for maintenance, service, cleaning, or repair of vehicles, equipment, and buildings, received from any municipal department.

RETENTION

Retain 6 months, after maintenance completed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21415
TITLE: Work order log
DATES: 1985-
ARRANGEMENT: Numerical

DESCRIPTION: This is a log of all work orders. It is used for reference to verify that work was performed. Includes work order number, work order request, dates received and completed, record of trouble calls and work completed.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 21441
TITLE: Court ordered community service files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document participation in court ordered community service projects. A district, circuit, or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by what date, and any expectations; a copy of the court order; and a time sheet showing how many hours have been completed. The court having jurisdiction of the case retains the record copy of these records.

RETENTION

Retain 1 year, after ccompletion of community service

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of community service and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 17.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Exempt. Rule 4-202.03(10) (2008) CJA


AGENCY: Park City (Utah). City Manager

SERIES: 21483
TITLE: Business license registers
DATES: 1987-
ARRANGEMENT: alphabetical

DESCRIPTION: These registers record the issuance of licenses for persons or companies conducting business within municipal boundaries. They contain name, address, date, and type of license. Prior to 1960, many municipalities only maintained a register and no business license files. Most current registers are computer printouts.

RETENTION

Retain permanently. Duplicate copies retain until superseded then distroy. This series is linked to series 22736.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Park City (Utah). City Manager

SERIES: 22734
TITLE: Policy and procedures case files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records related to policy and procedure issuance which document their formulation. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 37.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22735
TITLE: Government records access and management act (GRAMA) state appeals case files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These case files document appeals for access of municipal records to the State Records Committee in compliance with the provisions of the Government Records Access and Management Act (GRAMA) (UCA 63-2-701(1)(c); 63-2-403 (1997)). These case files include copies of the access request and denial forms, the appeal, research notes, statements, State Records Committee's order, and any other documentation concerning the appeals process.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 31.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22738
TITLE: Work orders
DATES: 1985-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are authorization forms for repair or maintenance work on department vehicles, equipment, or municipally-owned facilities or structures.

RETENTION

Retain 3 years.Records are in electronic format.

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 7, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22740
TITLE: Evidence log
DATES: 1985-
ARRANGEMENT: Numerical

DESCRIPTION: This is a log that shows the chain of possession of all evidence gathered by the fire department. The log begins when evidence is gathered and ends when evidence is returned or destroyed. A copy of the log usually becomes part of the investigative file.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy provided not part of case file.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 9.

PRIMARY DESIGNATION

Protected


AGENCY: Park City (Utah). City Manager

SERIES: 22741
TITLE: Fatal fire investigation case files
DATES: 1970-
ARRANGEMENT: alphanumerical

DESCRIPTION: These case files document all investigations into fires causing fatalities. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake a complete investigation. See also Investigation case files.

RETENTION

Retain permanently but may be transferred to the State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 11.

PRIMARY DESIGNATION

Protected


AGENCY: Park City (Utah). City Manager

SERIES: 22742
TITLE: Investigative case files
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: These case files document nonfatal fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation. See also Schedule 27, Item 11 "Fatal Fire Investigation Case Files."

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 16.

PRIMARY DESIGNATION

Protected


AGENCY: Park City (Utah). City Manager

SERIES: 22743
TITLE: Investigative reports
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These reports are completed daily and monthly on all fire investigations. They are used for investigative purposes and for identifying trends in arson incidents. They include date and time of investigations, fires investigated, cause of fire, whether arrests or convictions are made, time spent in court and/or special investigations, training received, flammable liquid and hazardous chemical incidents, tank inspections, consultations, and any special assignments completed.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy provided annual report is compiled, if not retain permanently..

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 17.

PRIMARY DESIGNATION

Protected


AGENCY: Park City (Utah). City Manager

SERIES: 22744
TITLE: Utah emergency medical services (EMS) incident report
DATES:
ARRANGEMENT:

DESCRIPTION: These report forms record both statistical and patient information on all Emergency Medical Services (EMS) calls received by the fire department. They serve as the medical chart for all persons treated by the department's paramedics. This report is required by law (UCA 26-8-5(5) (1997)) and a copy is submitted to the State Office of Emergency Medical Services for a compliance audit and is retained for 25 years.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 23.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). City Manager

SERIES: 22745
TITLE: Redevelopment agency annual report
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: The redevelopment agency shall prepare and file an annual report with the "county auditor, the State Tax Commission, the State Board of Education, and each property taxing entity affected by the distribution of property taxes" on or before November 1. This annual report shall contain the estimates of the portion of property tax to be paid to the agency for calendar year ending December 31 and an estimate of the portion of property taxes to be paid to the agency for calendar year beginning the next January 1" (UCA 17A-2-1217(1) (1997)).

RETENTION

Retain permanently. May be transferred to the State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22746
TITLE: Appraisal project files
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain evaluations of properties and structures within proposed projects. They are used to investigate project's viability, determine costs, and negotiate for purchase of real property. The files include financial assessments of the worth of real estate and buildings within proposed project areas. They may also include assessments of architectural and historical significance and condition of the involved structures.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22747
TITLE: Building illustrations
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are working copies of maps of real property and drawings and diagrams of actual buildings. They are used during the early phases of redevelopment projects. When the projects become official, the maps and drawings become part of the project file.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after project rejected or until superseded or updated and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22748
TITLE: Certification files
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the approval and certification process of all official redevelopment projects. They contain all documents necessary to certify a project including consultant's reports; a copy of the redevelopment plan; a report detailing reasons for the selection of the project area; a description of physical, social, and economic conditions in the area; a financial analysis of the project; consultant proposals; a plan detailing methods for the relocating of all families and persons in the redevelopment area; an analysis of the preliminary plan; a report with the planning commission recommendations; a blight survey; notices of hearings; copies of minutes of hearings; and copies of resolutions.

RETENTION

Retain permanently. May be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22749
TITLE: Community development block grant original application and final report
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: This is the original application and final report for projects funded under Community Development and Block Grant (CDBG) funds. These projects include both direct grants and regrants. Under the federal guidelines, agencies are required "to maintain records in sufficient detail to demonstrate compliance with the provisions" concerning affirmative action, labor, and environmental standards (24 CFR 570.611(f) (1992)).

RETENTION

Retain permanently. May be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22750
TITLE: Community development block grant supporting files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are the supporting documentation to the application and administration of projects funded under Community Development and Block Grant (CDBG) funds. These projects include both direct grants and regrants. They include reports, audits, certificates, maps and related correspondence. Under the federal guidelines, agencies are required "to maintain records in sufficient detail to demonstrate compliance with the provisions" concerning affirmative action, labor, and environmental standards (24 CFR 570.611(f) (1992)).

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 24, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22751
TITLE: Consultant records
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are separate files prepared by private consultants. They are used to document proposals made by individual consultants. The files contain both rejected proposals and those being considered and include the actual proposal and bid. Final approved proposals are filed in the certification file.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22752
TITLE: Facade project files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document the regranting of funds received by the municipality to restore exteriors of architecturally important structures in project areas. These grants are totally funded grants made to individual property owners for separately assessed structures. The files include a work contract, photographs, and related correspondence.

RETENTION

Retain permanently. May be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22753
TITLE: Housing and urban development financial records
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These projects concern historic preservation, employment survey, and environmental review. They include financial reports, preliminary reports, and all other financial records (24 CFR 58 (1993)).

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 24, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22754
TITLE: Housing and urban development historical properties grant files
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These granted fund projects deal with historic preservation, employment survey and environmental review. These files include copies of the plan, copies of the original grant, final report, resolution, copies of council minutes, and related correspondence (24 CFR 58 (1993)).

RETENTION

Retain permanently. May be transferred to State Archives.

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 24, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22756
TITLE: Owner project files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These project files document both successful and unsuccessful negotiations and ongoing agreements for the purchase of property for redevelopment projects. The files include copies of agreements and related correspondence.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after completion of redevelopment project and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22757
TITLE: Preliminary plan reports
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are reports required to be completed by the agency on proposed projects. The agency "may select one or more project areas comprising all or part of the proposed survey area and formulate a preliminary plan for the redevelopment or economic development of each project area in cooperation with the planning commission of the community" (UCA 17A-2-1206) (1997)). The plans must include a description of the boundaries of the project area containing a "general statement on land uses, layout of principle streets, population densities and building intensities and standards proposed as the basis for the development of the project area." The plans must also show how the "purposes of the act would be attained by such redevelopment" and "shows how redevelopment conforms to the master or general community plan" (UCA 17A-2-1207 (1997)).

RETENTION

Retain permanently. May be transferred to State Archives.

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 24, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 22758
TITLE: Redevelopment plans (non-approved)
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: "The agency shall prepare or cause to be prepared a redevelopment plan for [each] project area" in accordance with the provisions of UCA 17A-2-1213 (1997). The agency is required to conduct examinations, investigations, and other negotiations regarding the plan. The plan "shall be consistent with the community's general plan, master plan, and other plans of the community involved in development or capital improvement programs affecting the project area." The agency shall "consult with the planning commission of the community in preparing a project area redevelopment plan" (UCA 17A-2-1213 (1997)). Approved plans become part of Schedule 24, Item #3 "Certification Files."

RETENTION

Retain 2 years.

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 24, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Manager

SERIES: 3125
TITLE: Annual reports
DATES: 1975-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are reports on program activities and accomplishments of the municipality or individual department for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 2.

PRIMARY DESIGNATION

Public