Utah Department of Administrative Services

Division of Archives & Records Service

Public Service Commission

AGENCY: Public Service Commission

SERIES: 7275
TITLE: Deposits with State Treasurer
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: Cash receipt transaction forms accompanying agency deposits to the State Treasurer's Office. These records include documentation of payments from the utility companies to the agency.

RETENTION

Retain In office for 2 years and then destroy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 17.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 7276
TITLE: Preliminary payroll
DATES: 1983
ARRANGEMENT: Chronological

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private

AGENCY: Public Service Commission

SERIES: 7277
TITLE: Printing work orders
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

AGENCY: Public Service Commission

SERIES: 7278
TITLE: Warrant requests
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are requests from the agency to the Division of Finance to pay vendors for supplies and/or services.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 49.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 7279
TITLE: Interdepartmental transfers
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a request to transfer funds to another agency's account.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

AGENCY: Public Service Commission

SERIES: 7280
TITLE: Travel requests and vouchers
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 7281
TITLE: American Express monthly statement
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These are summary reports generated by American Express showing expenditures made by state employees involving American Express. It consists of a monthly accounts control report, giving the cardholder, the account number, and the amount of charges.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

Although this record has not yet been audited, the potential for an audit does exist. For this reason the record should be retained for three years.

AGENCY: Public Service Commission

SERIES: 7282
TITLE: Budget background records
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are working papers, cost statements, drafts of appropriation language sheets, and other rough data used in the preparation of annual budget estimates.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

AGENCY: Public Service Commission

SERIES: 7284
TITLE: Payroll posting to position control
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports from the Division of Finance indicating the status of agency payroll transactions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private

AGENCY: Public Service Commission

SERIES: 7285
TITLE: Payroll register
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private

AGENCY: Public Service Commission

SERIES: 7286
TITLE: Annual work program
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: This is a report based on real costs to the agency for employees, documenting the employee cost to date plus projected and budget totals.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This record has administrative value only.

PRIMARY DESIGNATION

Private

AGENCY: Public Service Commission

SERIES: 618
TITLE: Minutes
DATES: 1945-
ARRANGEMENT: Chronological

DESCRIPTION: Documents the activities and orders of the Public Service Commission in regard to motor carriers, utilities (electric, natural gas, etc.), etc.

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 51.

These records have evidentiary value and serve as a history Public Service Commission actions. They contain minutes of open meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32)(2008); UCA 52-4-7.5(2)(b)(i)(2008)

AGENCY: Public Service Commission

SERIES: 632
TITLE: General orders and amendments
DATES: 1917-1963
ARRANGEMENT: Alphabetical

DESCRIPTION: These records consist of general orders from the Public Service Commission. The orders document the activities and decisions of the Public Service Commission.

RETENTION

Retain 3 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 2 years and then microfilm and destroy provided microfilm has passed inspection.

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

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

APPRAISAL

Administrative Historical

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

Disposition based on value of records in documenting commission achievements, policies and decisions.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 640
TITLE: Annual reports
DATES: 1917-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains reports of Public Service Commission activities for each year. Information includes agency activities, agency staff, history, utilities, electricity, natural gas, telecommunications, water, legislation, and fiscal and financial operations.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently and then microfilm.

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

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

APPRAISAL

Historical

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

Annual reports document agency history and functions. These records have ongoing value to researchers.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 642
TITLE: Case files
VARIANT TITLE: #3191, 3363, 3151-3698
Case #7143
#6369, 6198
Formal hearings
Proceedings
Dockets
DATES: 1917-
ARRANGEMENT: Numerical by case number.

DESCRIPTION: This series documents the formal proceedings of the Utah Public Service Commission as it carried out its legislative mandate to supervise and regulate all public utilities within the state. The case files represent pleadings before the commission in the form of complaints, applications, or petitions which required a formal hearing. Cases not requiring a formal hearing were referred to as informal cases and comprise a separate series. Complaints could be brought by the commission's own motion or by any person or organization claiming a utility to be in violation of any law, rule, or order. Applications may include requests for certificates of convenience and necessity, contract carrier permits, interstate licenses, rate increases, rate reductions, relief from discriminatory charges, establishment of railroad crossings, switch connections and spurs, school bus crossings, and various other actions. The commission's jurisdiction extended over every gas, electric, telephone, telegraph, water, heat, transportation, and warehouse corporation which served the public for compensation. Notable cases include the dismantling of the Emigration Canyon Railroad in 1917. These records are also commonly referred to as formal hearings, proceedings, or dockets.

RETENTION

Retain 12 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until scanned and quality checked and then transfer to State Records Center. Retain in State Records Center for 12 years and then transfer to State Archives with authority to weed.

Microfilm master: For records beginning in 1917 through 1993. Retain in State Archives permanently.

Computer data files: Retain in Office until administrative need ends.

APPRAISAL

Administrative Historical

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

These records have historical value to documents the formal proceedings of the Utah Public Service Commission as it carried out its legislative mandate to supervise and regulate all public utilities within the state. Notable cases include the dismantling of the Emigration Canyon Railroad in 1917.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305

AGENCY: Public Service Commission

SERIES: 667
TITLE: Case abstracts
VARIANT TITLE: Docket books
DATES: 1928-
ARRANGEMENT: Chronological by year, thereunder numerical by case number.

DESCRIPTION: These records are summary abstracts produced by the Public Service Commission. The documents detail and summarize the dispositions and orders issued by the Commission as a result of formal Commission hearings. Information contained in these documents is summary of papers filed, appearances, orders issued, and dispositions of hearings. These documents are arranged alphanumerically by individual case.

RETENTION

Retain until administrative need ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is due to the value of this material to researchers.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 698
TITLE: Investigation and suspension docket files
DATES: 1918-
ARRANGEMENT: Alphanumerical

DESCRIPTION: Records relating to investigations of various utilities operating in Utah. Individual files may contain such documents as: complaints, findings, orders, printed reports of proceedings, exhibit documents, objections, notes, and correspondence between the commission and utilities.

RETENTION

Retain Archives custody

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Administrative Historical

These records document investigations and penalties imposed on various utilities operating in Utah.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 735
TITLE: Uintah Power Company cost study records
DATES: 1955-
ARRANGEMENT: Alphanumerical

DESCRIPTION: Business-related messages which provide unique information about agency functions, policies, procedures, or programs. These records document the deliberations and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media.

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 738
TITLE: Southern Utah Power Company cost study records
DATES: 1939-
ARRANGEMENT: Alphanumerical

DESCRIPTION: Business-related messages which provide unique information about agency functions, policies, procedures, or programs. These records document the deliberations and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media.

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 747
TITLE: ICC Wycoff case file
DATES: 1952-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

Retain in Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

AGENCY: Public Service Commission

SERIES: 13735
TITLE: Contracts and agreements
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

AGENCY: Public Service Commission

SERIES: 13736
TITLE: Tariffs
DATES: 1982-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are documents that are related to tariffs imposed by the Commission.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 9 years and then destroy.

Paper: For records beginning in 1896 through 1950. Retain in State Archives permanently with authority to weed.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 20.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 16946
TITLE: Shorthand notes of public hearings
DATES: 1975-
ARRANGEMENT: Alphanumerical by utility name and hearing number.

DESCRIPTION: These are the complete records of all hearings before the Public Service Commission as recorded by the recorder under the requirements of UCA 54-7-11. This record includes the date and place of the hearing, the topic of the hearing, the individuals involved, the name of the reporter, and any order or decision of the Commission.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until transcript is certified as correct and then destroy.

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

APPRAISAL

Administrative Legal

According to UCA 54-7-15, a request for a rehearing of an order or decision of the Commission must be file within twenty days of the issuance of the order or decision. If the rehearing is denied, an appeal may be made to the Supreme Court within thirty days. According to the staff, when an appeal reaches the court, the transcript is forwarded to the court and remains there until the case is resolved. Therefore, a one year office retention is sufficient to allow for appeal purposes. Should a public utility fial to obey a commission order, a complaint must be filed within two years at the latest (UCA 54-7-20). Any legal purpose for the record should expire after three years. Discussion with the staff shows that the Commission has no use for the record after three years. As these notes are unintelligible to the general public, they have no long-term research value.

AGENCY: Public Service Commission

SERIES: 16952
TITLE: Hearing transcripts
VARIANT TITLE: #6369-7190
#6409-6948
DATES: 1928-
ARRANGEMENT: alphanumerical by utility name, hearing number.

DESCRIPTION: These are transcripts of hearings before the Public Service Commission. They are transcribed on request from shorthand notes of the commission's reporter. This record includes the date and place of the hearing, the topic of the hearing, the individuals involved, the name of the reporter, and any order or decision of the Commission.

RETENTION

Retain 5 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 2 years or until microfilmed and then transfer to State Archives with authority to weed.

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

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 51.

A five year retention has been set for this record at the request of the commission. A sampling of the transcripts is suggested as there is research value in the records both as to the economic information on public utilities and as to the function of the commission. However, retention of all transcripts is not recommended for two reasons: 1) the transcripts are not complete--transcripts are not made for all hearings; 2) the volume of the record is too great to make preservation of all of them practical.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 16953
TITLE: Transportation docket
DATES: 1982-
ARRANGEMENT: alphabetical by carrier name.

DESCRIPTION: This is the record of applications by carriers such as trucks and buses to carry on interstate commerce and the decision by the commission whether to issue the necessary certificate. This authority is granted under UCA 54-6-17. This record includes application to operate, insurance certificate, balance sheet, copy of contracts, copy of permit, copy of articles of incorporation, notice of filing, affidavit of publication, notice of pre-hearing conference, verified certification of shipper or witness support to Public Service Commission, dismissal, summary order of withdrawal, and report and order granting certificate. Information includes the name and address of the company, the name and address of the attorneys, the date of hearings, the date of the orders, the reason why the certificate is requested, and financial information on the corporation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative

Although UCA title 54 addresses the requirements for intrastate carriers to receive certification from the Public Service Commission, it does not specify how long the record should be retained. Discussion with the staff indicates that there is no need to refer to the records more than ten years old. A six month retention in th office is recommended because one the final decision on the applications has been given, reference to the file is infrequent.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 24312
TITLE: Dockets
DATES: 2002-
ARRANGEMENT: Chronological by docket number.

DESCRIPTION: This series contains documents submitted to the Public Service Commission along with orders and notices sent out by the Public Service Commission. These documents have been organized into dockets pertaining to the year, the case opened, the company involved, and the numeric order of cases opened by the specific company. The cases contained in these dockets have been closed and have been saved in the Public Service Commission library. These dockets may also contain reporter's transcripts from hearings held before the Public Service Commissioner or the Public Service Commission's Administrative Law Judge. May also include correspondence, exhibits, notices, orders, transcripts and supporting documentation.

RETENTION

Retain 10 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This appraisal is based on the value of these documents to researchers.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 22597
TITLE: Utah Relay Service National Exchange Carrier Association records
VARIANT TITLE: NECA records
DATES: 1988-1999
ARRANGEMENT: none
TOTAL VOLUME: 1.00 cubic foot.

DESCRIPTION: These records document the Utah Relay Service's work in conjunction with the National Exchange Carrier Association (NECA) which establishes long distance rates and other standards for interstate telephone calls via telecommunication devices for the deaf (TDDs), teletypewriters, or text telephones, all of which are commonly referred to as TTYs. The records series includes correspondence, interstate minutes reports, and records of long distance and (800) phone calls handled by the Deaf Relay Center.

RETENTION

Retain 3 years after the Deaf Relay Center closes in January 2000.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until the Deaf Relay Center closes in January 2000, and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

Records in this series have only temporary administrative value and may be destroyed according to the approved retention schedule.

PRIMARY DESIGNATION

Public

AGENCY: Public Service Commission

SERIES: 24984
TITLE: Proprietary case file documents
VARIANT TITLE: Proprietary Documents
DATES: 1987-
ARRANGEMENT: Chronological by year and therein by case number.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These documents are parts of case files generated by the Public Service Commission during the formal hearing process. These documents are under protective order by the Commission, are not available for public inspection (U.C.A. 63-2-304), and are stored separately from the original case file. Information in these documents may include, but is not limited to, detailed information about pricing factors, location, confidential company financial information, trade secrets, contract agreements, contracts, complaints, testimony, exhibits, rate services, and cost figures. These documents are referenced on the hearing docket index.

RETENTION

Retain 15 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

These documents have been appraised as historical, administrative, and legal because they are official documents generated by a regulatory board, and are subject to litigation, audit, and historical research. These documents are to be considered public upon transfer to State Archives.

PRIMARY DESIGNATION

Protected. U.C.A. 63G-2-305