Utah Department of Administrative Services

Division of Archives & Records Service

Park City (Utah). Administrative Services

85237--Daybooks
85137--General ledgers
21504--Invoices
21507--Purchase orders
21508--Purchase requisition files
21516--Vouchers
21275--Feasibility studies
21280--Grant files original applications
21281--Housekeeping files
21288--Notary bond files
21310--Bond redemption and destruction certificates
21311--Bond redemption registers
21312--Bond registration files
21313--Bonds, notes and coupons paid files
21335--Employee bonds
21337--Fidelity bonds
21341--General obligation bonds
21349--Budget apportionment records
21350--Budget background records
21351--Budget estimates and justification files
21352--Budget information files
21353--Budget message
21354--Budget working files
21355--Periodic budget reports
21356--Regular budget reports
21357--Tentative budget files
21363--Accounts payable
21364--Accounts receivable
21365--Accounts receivable invoices
21368--Audit reports
21369--Bank deposit (pass) book
21370--Bank statements
21371--Check copy files
21372--Check registers
21373--Checkbook stubs
21374--Daily cash reports
21375--Deposit slips
21378--Interdepartmental billings
21379--Investment accounting daily sheets
21380--Investment accounting monthly reports
21381--Investment registers
21382--Receipt books
21383--Refund request
21384--Sales and use tax return forms
21385--State Treasurer's accounting statements
21386--State Treasurer's deposits
21387--Subsidiary ledger and journals files
21388--Private vehicle usage files
21389--Travel/passenger reimbursement files
21390--Unclaimed check/warrants
21391--Warrant registers
21392--Warrant requests
21393--Warrant request-cancelled
21394--Warrant/checks-lost
21395--Warrant/checks-redeemed
21416--Administrative payroll reports
21417--Budget authorization reference files
21418--Deductions and other earnings registers
21419--Employee earnings history files
21420--Flex time attendance records
21421--Garnishment records
21422--Income tax exemptions and withholding files
21423--Individual authorization allotments files
21424--Insurance deduction files
21425--Leave adjustment reports
21426--Leave application files
21427--Leave data files
21428--Payroll files
21429--Payroll register
21430--Retirement benefits assistance files
21431--Retirement files
21432--Saving and bond purchase records
21433--Savings bond purchase summary report
21434--Taxable wage earning report
21435--Time sheets
21436--Wage survey files
21437--Workers compensation claim files
21438--Adverse action files
21439--Comprehensive Employment and Training Act (CETA) personnel files
21440--Course announcement files
21442--Eligibility certificates
21443--Eligibility register
21444--Emergency and other personal leave files
21445--Employee history card
21446--Employee training files
21447--Employee warning files
21448--Employment applications (hired)
21449--Employment applications (not hired)
21450--Employment eligibility records
21451--Equal Employment Opportunity (EEO) compliance case files
21452--Equal Employment Opportunity (EEO) discrimination complaint
21453--Equal Employment Opportunity (EEO) program files
21456--Equal Employment Opportunity (EEO) reports
21457--Equal Employment Opportunity (EEO) statistics files
21458--Exempt employee performance related records
21459--Green Thumb program files
21460--Grievance and disciplinary files
21461--Interview records
21462--Job openings files
21463--Labor-Management relations files
21464--Merit employee performance-related records
21465--Municipal Officers' and Employee Ethics Act records
21468--Personal injury files
21469--Personnel files
21470--Position description files
21471--Position survey files
21472--Pre-employment health records
21473--Pre-employment tests
21474--Quarterly wage list reports
21475--Recruitment files
21476--Salary surveys
21477--Summer youth program files
21478--Temporary employees personnel files
13486--Bonding obligations
5377--Receipts
3782--Financial record book

AGENCY: Park City (Utah). Administrative Services

SERIES: 85237
TITLE: Daybooks
DATES: i [ca._19--]
ARRANGEMENT: Chronological

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm master: Retain in State Records Center for 10 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 85137
TITLE: General ledgers
DATES: 1892-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfilm master: For records beginning in 1892 through 1900. Retain in State Records Center for 10 years and then destroy.

Paper: For records beginning in 1914 through 1956. Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Fiscal

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

Records have temporary administrative and fiscal value and may be destroyed according to retention schedule.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21504
TITLE: Invoices
DATES: 1980-
ARRANGEMENT: Numerical by batch and check number

DESCRIPTION: These records document the procurement of goods and services for the municipality. They usually include the date, number of items received, descriptions of items, invoice number, purchase order number, vendor, unit and total price of goods. Invoices are usually part of the accounts payable files or purchase order files.

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 5.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21507
TITLE: Purchase orders
DATES: 1980-
ARRANGEMENT: Numerical by batch and check number

DESCRIPTION: These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.

RETENTION

Retain 4 years.One year in office and 3 years in agency records center.

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 1.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21508
TITLE: Purchase requisition files
DATES: 2000-
ARRANGEMENT: Chronological

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

RETENTION

Retain 4 years.One year in office and 3 years in agency records cener.

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 8.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21516
TITLE: Vouchers
DATES: 1994-
ARRANGEMENT: Numerical by batch and check number

DESCRIPTION: This is an official authorization to pay on a claim or bill. Includes name of department fund, check number, date, amount of claim, transmittal sheet number, and authorizing signature.

RETENTION

Retain 4 years.One years in office and 3 years in agency records center.

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 4.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21275
TITLE: Feasibility studies
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.

RETENTION

Retain 5 years after completion of study.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(11) and UCA 63G-2-305(22) (2008)


AGENCY: Park City (Utah). Administrative Services

SERIES: 21280
TITLE: Grant files original applications
DATES: 1982-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports.

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 9.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21281
TITLE: Housekeeping files
DATES: 1985-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are records of a general housekeeping nature which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives, custodial service requests, parking space assignments, and distribution of keys.

RETENTION

Retain 1 year, or no longer needed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after no longer needed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21288
TITLE: Notary bond files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files document municipal employees providing service to municipal agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.

RETENTION

Retain 1 year, after expiration or renewal of bond

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after expiration or renewal of bond and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21310
TITLE: Bond redemption and destruction certificates
DATES:
ARRANGEMENT:

DESCRIPTION: These are certificates sent to the municipality by the paying agent which track pay and destruction of bond coupons.

RETENTION

Retain 3 years, after expiration of bonds and then file in "Bond Issue Files".

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of bonds and then file in "Bond issue Files".

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21311
TITLE: Bond redemption registers
DATES:
ARRANGEMENT:

DESCRIPTION: These are registers used to record the redemption of coupons for municipal bonds.

RETENTION

Retain 3 years, after redemption of coupon

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after redemption of coupon and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21312
TITLE: Bond registration files
DATES:
ARRANGEMENT:

DESCRIPTION: These are the issuing agent's copies of bond registration stubs.

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 2, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21313
TITLE: Bonds, notes and coupons paid files
DATES:
ARRANGEMENT:

DESCRIPTION: These are the actual bonds and coupons redeemed throughout the lifetime of the bond.

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 5.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21335
TITLE: Employee bonds
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of the treasurer. The bond usually covers four years and "may be set by resolution or ordinance in any amount, not less than that established by the state money management council" (UCA 10-3-821 (1977)).

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 8.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21337
TITLE: Fidelity bonds
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of the treasurer. The bond usually covers four years and "may be set by resolution or ordinance in any amount, not less than that established by the state money management council" (UCA 10-3-821 (1977)).

RETENTION

Retain 3 years, after expiration.

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 2, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21341
TITLE: General obligation bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These bonds constitute general obligations of the municipality, for the prompt and punctual payment of principal or interest on which the full faith and credit of the municipality are pledged. These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the municipal legislative body (UCA 11-14-310 (2006)).

RETENTION

Retain 1 year, after being paid or canceled

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being paid or cancelled and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21349
TITLE: Budget apportionment records
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.

RETENTION

Retain 5 years, after close of fiscal year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after close of the fiscal year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21350
TITLE: Budget background records
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These records are used to assist in the preparation of department budget requests presented to the city council.

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 3, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21351
TITLE: Budget estimates and justification files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21352
TITLE: Budget information files
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the adoption of the city's annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.

RETENTION

Retain 2 years, after budget has been adopted.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after budget has been adopted and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21353
TITLE: Budget message
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: This message accompanies the tentative budget and is submitted by the budget officer to the governing body and explains the budget, contains an outline of the proposed financial policies of the municipality for the budget year, and describes the important features of the budgetary plan (UCA 10-6-111 (2010)).

RETENTION

Retain 2 years, after the close of the calender year covered by the budget.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after close of the calendar year covered by the budget and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21354
TITLE: Budget working files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain working papers used to assist in the preparation of municipal budgets and to justify budget requests presented to the city council. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.

RETENTION

Retain 2 years, after close of the calendar year covered by the budget.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after close of the calendar year covered by the budget and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21355
TITLE: Periodic budget reports
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These are routine budget reports prepared monthly or quarterly. They document the status of city appropriation accounts and apportionment and are only used for reference purposes. The reports are prepared for the council and mayor.

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 3, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21356
TITLE: Regular budget reports
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These regular reports are prepared monthly and quarterly. They document the status of city accounts and apportionment comparing budgets and actual expenditures. They are used for audit purposes.

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 3, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21357
TITLE: Tentative budget files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain tentative budget requests. "On or before the first regularly scheduled meeting of the governing body in May of each year, the budget officer shall prepare for the ensuing year, on forms provided by the state auditor, and file with the governing body, a tentative budget for each fund for which a budget is required" (UCA 10-6-111(1) (2010)).

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21363
TITLE: Accounts payable
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.

RETENTION

Retain 4 years. One years in office and 3 years in agency records center.

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 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21364
TITLE: Accounts receivable
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21365
TITLE: Accounts receivable invoices
DATES: 1982-
ARRANGEMENT: Numerical

DESCRIPTION: These are invoices billing non-municipal agencies or institutions for supplies, services, or repairs provided by an agency.

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 5, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21368
TITLE: Audit reports
DATES: 1989-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).

RETENTION

Retain Permanent, may be transferred to Atate Archives

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

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

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public. UCA 51-2-3(3) (2008)


AGENCY: Park City (Utah). Administrative Services

SERIES: 21369
TITLE: Bank deposit (pass) book
DATES:
ARRANGEMENT:

DESCRIPTION: These books record municipal savings accounts. They include amounts, description of transaction, date, current balance, name of bank, and account numbers.

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 5, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21370
TITLE: Bank statements
DATES: 1997-
ARRANGEMENT: Chronological

DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.

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 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21371
TITLE: Check copy files
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These are facsimile or photocopies of checks issued and are maintained solely as a quick reference source. If documentation is attached see Accounts payable.

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 5, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21372
TITLE: Check registers
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.

RETENTION

Retain 7 years. One year in office and 6 years in agency records center.

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 5, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21373
TITLE: Checkbook stubs
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These are stubs from which checks or warrants have been removed upon issuance. They are used as a record of verification of disbursements of municipal funds. Includes check number, name of payee, amount, purpose, date drawn, and signature.

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 5, Item 32.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21374
TITLE: Daily cash reports
DATES: 1995-
ARRANGEMENT: Alphabetical, sorted by computer

DESCRIPTION: These reports provide a daily record of cash balances, receipts, and disbursements.

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 5, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21375
TITLE: Deposit slips
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: These are bank cashiers' slips showing the amount and date of deposit of monies into municipal accounts.

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 5, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21378
TITLE: Interdepartmental billings
DATES:
ARRANGEMENT:

DESCRIPTION: These are accounting documents that request the transfer of funds between departments for services rendered or materials purchased.

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 5, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21379
TITLE: Investment accounting daily sheets
DATES: 1999-
ARRANGEMENT: Chronological

DESCRIPTION: These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.

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 5, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21380
TITLE: Investment accounting monthly reports
DATES: 1997-
ARRANGEMENT: Chronological

DESCRIPTION: These are monthly accounting reports. They include outstanding reports, amortization reports, and earning reports.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21381
TITLE: Investment registers
DATES:
ARRANGEMENT:

DESCRIPTION: These are registers of all investments made by the municipality. A work sheet is kept on each investment. They include the check stub of the institution issuing the investment, a copy of the investment, the check issued by the vendor and a validated receipt written by the municipality.

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 5, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21382
TITLE: Receipt books
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: These are receipts issued for money received into entity accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid

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 16.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21383
TITLE: Refund request
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These are forms signed by customers requesting a refund of monies paid to the entity.

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 17.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21384
TITLE: Sales and use tax return forms
DATES: 1994-
ARRANGEMENT: Chronological

DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales tax and to remit the amounts collected and due to the state (e.g., municipal recreational facilities).

RETENTION

Retain 4 years. Two years in office then 2 years in agency records center.

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 5, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21385
TITLE: State Treasurer's accounting statements
DATES: 1997-
ARRANGEMENT: Chronological

DESCRIPTION: These are quarterly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (2010)). These statements are required by law (UCA 51-7-9 (1984)). They include a deposit form, an account statement and an investment credit notice.

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 5, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21386
TITLE: State Treasurer's deposits
DATES: 1999-
ARRANGEMENT: Chronological

DESCRIPTION: These are multi-copy deposit forms which accompany agency deposits to the State Treasurer's Office. These records also serve as a receipt of deposit.

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 5, Item 35.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21387
TITLE: Subsidiary ledger and journals files
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payment amounts, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

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 20.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21388
TITLE: Private vehicle usage files
DATES: 1985-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are authorization forms for municipal officials or employees to use a private vehicle for municipal business when it is the most economical method of travel.

RETENTION

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

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 25.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21389
TITLE: Travel/passenger reimbursement files
DATES: 1985-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting papers documenting official travel by officers, employees, dependents, or others authorized by law to travel.

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 23.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21390
TITLE: Unclaimed check/warrants
DATES: 1987-
ARRANGEMENT: Numerical

DESCRIPTION: These are unclaimed checks covering disbursements for municipal expenses. Includes check number, date, amount, purpose, and name of payee.

RETENTION

Retain 1 year, then transfer to the State Treasurer, Unclaimed Property Division.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to the State Treasurer.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 36.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21391
TITLE: Warrant registers
DATES: 1944-
ARRANGEMENT: Numerical

DESCRIPTION: These registers are numerical listings of check numbers of all checks issued by the municipality. They include vendor number, name, date of payment, invoice number, and/or purchase number, account debit, description of expenditure, and amount.

RETENTION

Retain 7 years. One yers in office and 6 years in agency records center.

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 5, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21392
TITLE: Warrant requests
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: These are requests from entities to pay vendors.

RETENTION

Retain 4 years. One years in office and 3 years in agency records center.

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 5, Item 27.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21393
TITLE: Warrant request-cancelled
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: This is the manual documentation method of inputting data about canceled warrants which then becomes part of the general ledger.

RETENTION

Retain 4 years. One year in office and 3 yrae in agency records center.

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 5, Item 28.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21394
TITLE: Warrant/checks-lost
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: Legal documentation explaining and justifying a lost warrant, so that a new one can be issued.

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 5, Item 30.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21395
TITLE: Warrant/checks-redeemed
DATES: 1980-
ARRANGEMENT: Numerical

DESCRIPTION: The actual warrant or check cut from a warrant request. (UCA 10-6-140 (1979)).

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 5, Item 29.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21416
TITLE: Administrative payroll reports
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports and statistics with supporting and related records which document payroll operations. They include reports and data used for workload and personnel management purposes.

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 8, Item 1.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21417
TITLE: Budget authorization reference files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are copies of budget authorizations in operating payroll units. They are used to control personnel ceilings and personnel actions.

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 8, Item 2.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21418
TITLE: Deductions and other earnings registers
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These registers record, by department code, amounts deducted from employees' payroll checks. They are used for reference of retirement and other miscellaneous deductions.

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 8, Item 3.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21419
TITLE: Employee earnings history files
DATES: 1987-
ARRANGEMENT: Alphabetical, sorted by computer program

DESCRIPTION: These files are a cumulative salary history for individual municipal employees. They contain the name and address of each employee, name of department and position, social security number, date of birth, date employed, earnings and deductions by pay period, gross earnings year-to-date, net pay, and check number. These files are considered to be the most important payroll record for retirement purposes.

RETENTION

Retain Until seperation of employees and then place in presonnel file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until separation of employee, place in personnel file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 4.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21420
TITLE: Flex time attendance records
DATES: 1986-
ARRANGEMENT: Chronological

DESCRIPTION: These are supplemental time and attendance records (e.g., sign-in/sign-out sheets and work reports). They are used for payroll accounting under flextime systems.

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 8, Item 17.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21421
TITLE: Garnishment records
DATES: 1989-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are records of garnishments or levies for debts owed by employees which are attached to employees' earnings.

RETENTION

Retain 3 years, after end of garnishment

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after end of garnishment and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 5.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21422
TITLE: Income tax exemptions and withholding files
DATES: 1970-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: These files contain forms for individual employee's exemptions and withholding taxes. Includes withholding tax exemption certificates, such as IRS form W-4 and similar tax exemption forms.

RETENTION

Retain 4 years, after form is superseded of termination of employee

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after form is superseded or termination of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21423
TITLE: Individual authorization allotments files
DATES: 1970-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: These are records of employee authorizations for payroll deductions for allotments (i.e., U.S. Savings Bonds).

RETENTION

Retain Until superseded or three (3) years after separartion of employee

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded or 3 years after separation and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 7.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21424
TITLE: Insurance deduction files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are reports and related papers including copies of vouchers and payment schedules pertaining to insurance deductions.

RETENTION

Retain 3 years, after separation of employee or superseded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after separation of employee or superseded and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21425
TITLE: Leave adjustment reports
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports of all leave adjustments made during a pay period. These reports include category of adjustments, the amount, social security number, and employee's name.

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 8, Item 18.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21426
TITLE: Leave application files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are applications for leave, and supporting papers relating to request for, and the approval of, taking leave time (vacation, sick, etc.).

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 8, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21427
TITLE: Leave data files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain compilations of leave earned and taken. Includes the annual leave compilation card.

RETENTION

Retain 4 years. One year in office and 3 years in agency records center.

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 8, Item 10.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21428
TITLE: Payroll files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain memoranda, copies of payrolls, checklists, and related certification sheets. They also include security copies of documents prepared or used for disbursement, along with supporting documentation. Please refer to Schedule 8, Item #4 "Employee Earnings History Files," if an earning history file/card is not maintained.

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 8, Item 11.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21429
TITLE: Payroll register
DATES: 1906-
ARRANGEMENT: Chronological

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

Retain 7 years, if agency has employee earnings history files, if not retain 58 years. One year in office and 6 years in RC.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy provided employee earning history transferred to personnel file.

Paper: For records beginning in 1906 through 1914. Retain in State Archives permanently with authority to weed.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21430
TITLE: Retirement benefits assistance files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors in claiming insurance or retirement benefits.

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 8, Item 19.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21431
TITLE: Retirement files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports and register control documents relating to an employee's retirement.

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 8, Item 13.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21432
TITLE: Saving and bond purchase records
DATES: 2000-
ARRANGEMENT: Chronological

DESCRIPTION: These records document the payroll deduction and purchase of U.S. Savings Bonds.

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 8, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21433
TITLE: Savings bond purchase summary report
DATES: 2000-
ARRANGEMENT: Numerical

DESCRIPTION: These reports list employee U.S. Savings Bond purchases and remaining bond balances.

RETENTION

Retain until administrative need ends

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 21.

PRIMARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21434
TITLE: Taxable wage earning report
DATES: 1985-
ARRANGEMENT: alphabetical, thereunder chronological by year

DESCRIPTION: These files contain records on individual employee income taxes. Includes returns filed for income taxes such as IRS Form W-2, reports on withheld federal taxes such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.

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 8, Item 22.

PRIMARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21435
TITLE: Time sheets
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

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 8, Item 14.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21436
TITLE: Wage survey files
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain wage survey reports and data; working papers and related correspondence pertaining to area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis of wage surveys; development and implementation of wage schedules; and development of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).

RETENTION

Retain Until completion of second succeeding wage survey

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until completion of second succeeding wage survey and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 15.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21437
TITLE: Workers compensation claim files
DATES: 1976-
ARRANGEMENT: Chronological

DESCRIPTION: All records about on-the-job injuries or job related disabilities, regardless of whether claims for compensation were made. See UCA 34A-2 for Workers Compensation Act

RETENTION

Retain 10 years, after final settlement

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21438
TITLE: Adverse action files
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are case files and related records created in reviewing an adverse action (disciplinary or nondisciplinary removal, suspension, leave without pay, or reduction in force) against an employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and a record of appeals, excluding letters of reprimand which are normally filed in the official personnel files.

RETENTION

Retain 3 years, after case is closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 16.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21439
TITLE: Comprehensive Employment and Training Act (CETA) personnel files
DATES:
ARRANGEMENT:

DESCRIPTION: These personnel files contain information on all persons (full-time, part-time, and temporary employees) hired through federally funded CETA programs. These employees were not later hired as full-time regular municipal employees (20 CFR 678 (1990)). CETA is an obsolete federally funded employment program.

RETENTION

Retain 5 years, from the date of enrollment

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after date of enrollment and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 3.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21440
TITLE: Course announcement files
DATES: 1998-
ARRANGEMENT: Chronological

DESCRIPTION: These are informational files on municipal employee training opportunities. They are used for reference purposes. They include pamphlets, notices, catalogs, and other records that provide information on courses or programs offered to municipal employees by government agencies or non-governmental organizations.

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 9, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21442
TITLE: Eligibility certificates
DATES: 2000-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are certificates of eligibility with related requests, forms, correspondence, and statement of reasons for passing over a "preference eligible" and selecting a "non-preference eligible."

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 9, Item 2.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21443
TITLE: Eligibility register
DATES: 2000-
ARRANGEMENT: Alphabetical

DESCRIPTION: This a a register of persons identified as qualified (eligible) to fill specific municipal positions. The municipality hires from this register.

RETENTION

Retain 2 years, after expiration of eligibility.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after expiration of eligibility and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 4.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21444
TITLE: Emergency and other personal leave files
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These records show the name of employee, dates of absence, explanation of emergency, signature of employee taking emergency leave, and signature of supervisor.

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 9, Item 5.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21445
TITLE: Employee history card
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These cards provide a summary of individual employee municipal employment. They are used exclusively for easy reference. The cards include the employee's name, date service began, social security number, birth date, health certificates and dates, work experience, salaries, and special assignments.

RETENTION

Retain 7 years, after separation or two years after retirement

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after separation or 2 years after retirement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 6.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21446
TITLE: Employee training files
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document course availability and municipal employee participation in training programs sponsored by the municipality, other government agencies, and non-governmental institutions. They include correspondence, reports, participant lists, and other items. The actual training certificates and transcripts are filed in individual personnel files.

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21447
TITLE: Employee warning files
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are unacceptable performance appraisals where a notice of proposed demotion or removal is issued but not effected, along with all related documents.

RETENTION

Retain 2 years, after employee completes an acceptable performance review from the date of the writen notice

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after employee completes an acceptable performance and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 19.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21448
TITLE: Employment applications (hired)
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were subsequently hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references. This should be filed in the Personnel file.

RETENTION

Retain in personnel file

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until transferred to personnel file.

APPRAISAL

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21449
TITLE: Employment applications (not hired)
DATES: 1976-
ARRANGEMENT: Chronological

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were not hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references.

RETENTION

Retain 2 years, after application deadline

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21450
TITLE: Employment eligibility records
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: This form is required by the U.S. Immigration and Naturalization Service to be completed by all employers when hiring, when recruiting for a fee, or when continuing to employ individuals in accordance with 8 CFR 274a.2 (1993)). It is used to verify the prospective employee is a U.S. citizen, resident alien, or legal immigrant eligible to be hired in the United States.

RETENTION

Retain 3 years, after date of hire or (1) year after date employment is terminated, whichever is longer.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of hire or until 1 year after termination and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 34.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21451
TITLE: Equal Employment Opportunity (EEO) compliance case files
DATES:
ARRANGEMENT:

DESCRIPTION: These are compliance files containing background papers and correspondence relating to contractor employment practices.

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 9, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21452
TITLE: Equal Employment Opportunity (EEO) discrimination complaint
DATES:
ARRANGEMENT:

DESCRIPTION: These files document official discrimination complaints received and resolved by the municipality. The files contain complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1613.222 (1992).

RETENTION

Retain 4 years, after resolution of case

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after resolution of case and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 8.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21453
TITLE: Equal Employment Opportunity (EEO) program files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the adoption and administration of municipal affirmative action programs under the Civil Rights Act of 1964 and the Equal Employment Opportunity Act of 1972. The files include program correspondence, program plans, reports, and may include anti-discrimination committee meeting records and reports.

RETENTION

Retain Permanent, may be transferred to the State Archives

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21456
TITLE: Equal Employment Opportunity (EEO) reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are required to be filed with the Equal Employment Opportunity Commission (EEOC) in accordance with the provisions of Title VII and the Americans with Disabilities Act (ADA) (29 CFR 1602 (1992)). They include statistical information on employees hired, rehired, and terminated.

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 9, Item 35.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21457
TITLE: Equal Employment Opportunity (EEO) statistics files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain employment statistics and statistical reports relating to race and gender.

RETENTION

Retain Permanent, 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 9, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21458
TITLE: Exempt employee performance related records
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document the performance of exempt employees. They may include performance records superseded through an administrative, judicial, or quasi-judicial procedure; performance appraisals along with job elements and standards upon which they are based; and supporting documentation.

RETENTION

Retain 5 years, after date of appraisal

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after date of appraisal and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21459
TITLE: Green Thumb program files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the municipality's participation in the Green Thumb Program. This is a program designed to improve the economic and social conditions of older citizens and rural communities by providing essential community services through promoting the employment and training of older Americans. The Green Thumb Program is sponsored by the National Farmer's Union and is funded by the U.S. Department of Labor. Participants are low income persons 55 years and older who work an average of 20 to 24 hours per week. The files include time cards, Green Thumb employment form, performance review forms, enrollee job description, work schedule, medical examination form, memoranda, surveys, and related correspondence.

RETENTION

Retain 3 years, after final expenditure reports submitted

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after final expenditure report submitted and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 24.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21460
TITLE: Grievance and disciplinary files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document the review of grievances and appeals raised by municipal employees, except EEO complaints. These case files include witnesses' statements, reports of interviews; and hearings, examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.

RETENTION

Retain 3 years, after case is closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private. unsubstantiated

SECONDARY DESIGNATION

Public. substantiated (UCA 63G-2-301(2)(o) (2008))


AGENCY: Park City (Utah). Administrative Services

SERIES: 21461
TITLE: Interview records
DATES: 1995-
ARRANGEMENT: Alphabetical by position

DESCRIPTION: These are records described in 29 CFR 1602.14 (1992) relating to interviews with prospective employees. They include correspondence, reports, lists of questions, notes, and test scores.

RETENTION

Retain 2 years, after hiring decision is made

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after hiring decision is made and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 25.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21462
TITLE: Job openings files
DATES: 1995-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain a listing of all current municipal job openings with job descriptions.

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 9, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21463
TITLE: Labor-Management relations files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the relationship between municipal management and employee unions or associations. They include correspondence, memoranda, and reports.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21464
TITLE: Merit employee performance-related records
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are performance-related records pertaining to summary performance appraisal, including appraisals and job element standards upon which they are based; and any supporting documentation.

RETENTION

Retain 3 years, after date of appraisal

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 27.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21465
TITLE: Municipal Officers' and Employee Ethics Act records
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These records are legal/disclosure forms and council disclosure forms used by elected or appointed municipal officials to disclose any actual or potential conflict of interest in accordance with UCA 10-3-1302 (1989) through 10-3-1312 (1989) (Municipal Officers' and Employees' Ethics Act). The disclosures are made to the mayor. Includes personal benefits, special privileges or compensation received for assisting any person or business in transactions involving the city; disclosure of any officer, director, or agent employee of a substantial interest in a business entity regulated by or doing business with the city; and any personal interest or investment which creates a conflict between public duties and personal interest.

RETENTION

Retain 10 years, after termination of municipal employment/appointment

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after termination of municipal employment/appointment and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 36.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21468
TITLE: Personal injury files
DATES: 1976-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain forms, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies filed in the Personnel files and those submitted to the Utah Industrial Commission.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 11.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21469
TITLE: Personnel files
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files are the official employment files for all municipal employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative

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

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21470
TITLE: Position description files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files describe established positions including information on title, grade, duties, and agency responsibilities.

RETENTION

Retain 5 years, after position is abolished or description is supereded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after position is abolished or until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21471
TITLE: Position survey files
DATES: 1986-
ARRANGEMENT: Chronological

DESCRIPTION: These are survey reports on various positions prepared by classification specialists determining accuracy of position description, grade, and salary. They may also include periodic reports.

RETENTION

Retain 3 years, or until position is resurveyed, whichever occurs first

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after position is resurveyed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21472
TITLE: Pre-employment health records
DATES: 1976-
ARRANGEMENT: Alphabetical

DESCRIPTION: Employee health records can include but are not limited to such things as Family Medical Leave documentation, psychological profiles, doctor's notes for absences, long and short term disability documentation, documentation of disability accommodations, workers' compensation information, x-rays, hypertension screenings, blood series, pre-employment physicals, medical histories and etc. The records are used to limit liability in deployment of workers, to establish the health status of potential employees, and to limit the effect of occupation related diseases or to modify conditions that might limit an employee's ability to perform assigned duties.

RETENTION

Retain 30 years for regular employees and 1 year for temporary employees.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 30 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 37.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21473
TITLE: Pre-employment tests
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These examinations are required of applicants for specific municipal positions. They include date, position tested for, employee name, social security number, the actual test questions and applicant's answers, and scores.

RETENTION

Retain 3 years, or as required by federal law or until adminstrati e need ends

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after or as required by federal law or admin. need ends and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 38.

PRIMARY DESIGNATION

Protected

SECONDARY DESIGNATION

Private. applicant's name and score


AGENCY: Park City (Utah). Administrative Services

SERIES: 21474
TITLE: Quarterly wage list reports
DATES: 1975-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports submitted quarterly to the State Department of Employment Security. They include the quarterly wage list (the name and address of employer, registration number, quarter ending date, employee social security number, name of employee, hire date of new employees, and total wages for quarter, the reimbursable employment, payrolls, and new hires report form (name and address of organization, non-insured workers, individual amount for the first, second, third and fourth quarters, insured workers' names; telephone number, and department of person completing form)).

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 9, Item 29.

PRIMARY DESIGNATION

Private


AGENCY: Park City (Utah). Administrative Services

SERIES: 21475
TITLE: Recruitment files
DATES: 1995-
ARRANGEMENT: Alphabetical by position

DESCRIPTION: These files document the offering of municipal positions to potential employees. These files contain job offers which were declined. The accepted offers are maintained in individual personnel files.

RETENTION

Retain 2 years, after hiring decision is made

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 30.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 21476
TITLE: Salary surveys
DATES: 1990-
ARRANGEMENT: Chronological

DESCRIPTION: These are salary survey reports on various municipal positions. They are used to compare salary ranges, benefits, education, and required experience. They include positions, grades, salaries, benefits, education, and experience.

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 9, Item 40.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21477
TITLE: Summer youth program files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document participation in the summer youth program. The summer youth program provides employment with government agencies for youth between the ages of fourteen and eighteen. The files include time cards, copies of labor training/modification form, employment applications, and related correspondence.

RETENTION

Retain 3 years,after termination of employment

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after termination of employment and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 31.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 21478
TITLE: Temporary employees personnel files
DATES: 1980-
ARRANGEMENT: Alphabetical

DESCRIPTION: These are files maintained on temporary employees who were not provided benefits by the municipality. They include copies of correspondence and employment forms. They do not include personnel records created for specific federal programs.

RETENTION

Retain 1 year, after separation

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 32.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Park City (Utah). Administrative Services

SERIES: 13486
TITLE: Bonding obligations
DATES: undated
ARRANGEMENT: none

DESCRIPTION: These are certificates sent to the municipality by the paying agent which track pay and destruction of bond coupons.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of bonds and then file with bond issues and transfer to Agency Record Center. Retain in Agency Record Center permanently.

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

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 5377
TITLE: Receipts
DATES: i 1903-
ARRANGEMENT: Chronological according to receipt number

DESCRIPTION: Money collected by the city is acknowledged by a receipt which list the name of the person making the payment, date, and the amount received. Revenue is generated by the collection of poll tax, city tax, cemetery fees, business license fees, and city fines or penalties.

RETENTION

Retain post 1910 records for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Microfilm duplicate: For records beginning in 1903 through 1909. Retain in State Records Center for 3 years and then destroy.

Paper: For records beginning in 1910 and continuing to the present. Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal Historical

The State Archivist, Jeff Johnson, determined that the receipts prior to 1909 have historical value. More recent records created by the agency are limited retention under the terms of the general schedule.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). Administrative Services

SERIES: 3782
TITLE: Financial record book
DATES: 1898-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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

Disposition based on the value of these records in documenting agency finances, policies, and function.

PRIMARY DESIGNATION

Public