Providence (Utah)
22667--Cemetery records22668--Financial audit reports
22670--City ordinances
22307--Resolution files
22308--Planning and zoning commission minutes
22309--Board of adjustment minutes
22310--City Council minutes
30004--Personnel files
30223--Community histories
30233--Historic building survey records
30242--Historical celebration videos
30080--Planning Commission meeting materials
30081--City Council agenda packets
AGENCY: Providence (Utah)
SERIES: 22667
TITLE: Cemetery records
DATES: 1861-
ARRANGEMENT: Chronological.
DESCRIPTION: These books or card files are arranged alphabetically by names of owners or deceased persons interred in the cemetery. They are used for reference purposes. The records include name, interment number, deed number, date interred, location of grave by plot, lot, block, tier, grave number, and date of latest update.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Burial records, GRS-286
AUTHORIZED: 02/19/2016
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
The records in this series are of permanent historical value as representation of the management and care of a local cemetery.
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 22668
TITLE: Financial audit reports
DATES: 1940, 1954-1984, 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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 11/15/2019
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Fiscal Historical Legal
PRIMARY DESIGNATION
Public. UCA 51-2-3(3) (2008)
AGENCY: Providence (Utah)
SERIES: 22670
TITLE: City ordinances
DATES: 1898-
ARRANGEMENT: Numerical by ordinance number
DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 715 (1997). An ordinance includes a number, a title, preamble, an ordaining clause, the body or subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical Legal
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 22307
TITLE: Resolution files
DATES: 1998-
ARRANGEMENT: Chronological by year, thereunder numerical by resolution number
DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717 (1997)).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government resolutions, GRS-50
AUTHORIZED: 12/26/2019
FORMAT MANAGEMENT
Paper: Retain in Office permanently and then microfilm.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical Legal
Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 22308
TITLE: Planning and zoning commission minutes
DATES: 1982-
ARRANGEMENT: Chronological by year
DESCRIPTION: These are minutes of meetings and hearings held by the planning commission. "Each municipality may enact an ordinance establishing a planning commission" (UCA 10-9-201(1)(a)(1997)). A municipal planning commission shall "prepare and recommend a general plan and amendments to the general plan; recommend zoning ordinances and maps, amendments to zoning ordinances and maps; administer provisions of the zoning ordinance; recommend subdivision regulations and amendments to those regulations; recommend approval or denial of subdivision applications; advise the legislative body of matters as the legislative body directs; hear or decide any matters that the legislative body designates, including the approval or denial of, or recommendations to approve or deny, conditional use permits; exercise any other powers that are necessary to enable it to perform or function, or delegated to it by the legislative body" (UCA 10-9-204 (1997)).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently and then microfilm.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 22309
TITLE: Board of adjustment minutes
DATES: 1983-
ARRANGEMENT: Chronological by year
DESCRIPTION: These minutes document all meetings of the Board of Adjustment. The board consists of "five members and whatever alternate members that the chief executive officer considers appropriate" (UCA 10-9-701(2)(a) (1997)). The duties of the Board of Adjustment are to hear and decide on "appeals from zoning decisions applying the zoning ordinance; special exceptions to the terms of the zoning ordinance; and variances from the terms of the zoning ordinance" (UCA 10-9-703(1) (1997)). The minutes are used to document requests, discussions, and decisions of the Board.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently and then microfilm.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 22310
TITLE: City Council minutes
DATES: 1865-
ARRANGEMENT: Chronological by year
DESCRIPTION: These minutes are the official record of the proceedings of regularly scheduled, special and emergency council meetings. They are adopted and approved by the council during their next public meeting. The minutes include the date, time, and meeting place; members present and absent; "the substance of all matters proposed, discussed, or decided, and record, by individual member, of votes taken; the names of citizens who appeared and the substance in brief of their testimony; any other information that any member requests be entered in the minutes" in accordance with UCA 52-4-7 (1997).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office permanently and then microfilm.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public. UCA 52-4-7(3) (2008)
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(32) (2008)
AGENCY: Providence (Utah)
SERIES: 30004
TITLE: Personnel files
DATES: 1977-
ARRANGEMENT: In order by termination date, thereunder alphabetical by employee's last name.
DESCRIPTION: These records are official employment files for employees of Providence City. These files may include the employment application, pay records, leave documentation, performance evaluations, training certifications, disciplinary actions, correspondence, and termination and retirement records.
RETENTION
Retain for 65 year(s) after date of hire
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 08/18/2020
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.
Computer data files: Retain in Office for 65 years and then delete.
APPRAISAL
Administrative Fiscal Legal
These records document an employees right to certain retirement benefits through documentation of salary and other benefits.
PRIMARY DESIGNATION
Private. Utah Code 63G-2-301 (2) (2020) and Utah Code 63G-2-302 (2)(a)(b)(2020)
SECONDARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 30223
TITLE: Community histories
DATES: 1949-2009
ARRANGEMENT: Chronological by publication date.
DESCRIPTION: These records document the organization and reorganization of governmental entities. Information includes history, functional information, geographical boundaries, organizational files and related records.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Agency written history, GRS-2529
AUTHORIZED: 12/10/2021
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
The publications in this series have permanent historical value as compiled sources of history of Providence City government and the broader community.
PRIMARY DESIGNATION
Private
AGENCY: Providence (Utah)
SERIES: 30233
TITLE: Historic building survey records
DATES: 2005-2007
ARRANGEMENT: Chronological by survey date,
DESCRIPTION: These records document the organization and reorganization of governmental entities. Information includes history, functional information, geographical boundaries, organizational files and related records.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723
AUTHORIZED: 12/16/2021
FORMAT MANAGEMENT
Compact disc: Retain in State Archives permanently with authority to weed.
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
The records in this series have permanent historical value as documentation of work undertaken by the Historic Preservation Commission and as documentation of local history.
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 30242
TITLE: Historical celebration videos
DATES: 1949,2009
ARRANGEMENT: Chronological by event date.
DESCRIPTION: These records document the organization and reorganization of governmental entities. Information includes history, functional information, geographical boundaries, organizational files and related records.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723
AUTHORIZED: 12/22/2021
FORMAT MANAGEMENT
Digital Versatile Disk - Rewritable: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
This series has permanent historical value as visual documentation of celebrations and life in the community.
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 30080
TITLE: Planning Commission meeting materials
DATES: 1995-2008
ARRANGEMENT: Chronological by meeting date.
DESCRIPTION: This series contains agenda packets compiled for planning commission meetings in Providence city. Packets were compiled by planning commission chairmen and secretaries and distributed to commission members prior to meetings, typically held monthly. Each packet generally contains such information as an agenda for the upcoming meeting; correspondence from the chairman and/or secretary regarding upcoming or past business; draft minutes from previous meetings to be read and approved at the upcoming meeting; staff reports from the city's planning staff, which usually includes summaries of key issues on specific business such as plat approvals, changes to plans, code amendments, and more; copies of any codes, ordinances, or resolutions related to upcoming discussions; copies of plat or building plans needed for upcoming discussions; and any other documents needed to facilitate planning commission discussions.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/29/2021
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Records in this series are of permanent historical value due to the context they provide to planning commission meetings as well as evidence of the function and management of the planning commission.
PRIMARY DESIGNATION
Public
AGENCY: Providence (Utah)
SERIES: 30081
TITLE: City Council agenda packets
DATES: 1995-2008
ARRANGEMENT: Chronological by meeting date.
DESCRIPTION: These files contain memoranda, copies of vouchers, transportation requests, travel authorization request registers, and all supporting documentation.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years or until administrative value has been met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
The records in this series are of permanent historical and research value by providing context for the business of the the city council.
PRIMARY DESIGNATION
Public