Utah Department of Administrative Services

Division of Archives & Records Service

Retirement Office

84126--Employees index cards
18095--Agenda
18686--Member's annual statements
18241--Mortgage/real estate records
19285--Investment fund records
3010--Publications
3011--Annual settlement reports
9236--Unit reports
6622--Retirement membership files

AGENCY: Retirement Office

SERIES: 84126
TITLE: Employees index cards
DATES: 1937-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 25.00 cubic feet.

DESCRIPTION: This is a file that provides a summary of an individual's history on the system. Also provides information to calculate redeposit amounts after returning to public employment, and determine eligibility and benefits. Includes employment history, termination date, refund amount, refund date, address, date of birth, occupation, and Social Security number.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then destroy provided microfilmed.

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

Microfilm duplicate: Retain in Office for 45 years or until adminsitrative use ends and then destroy.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Private


AGENCY: Retirement Office

SERIES: 18095
TITLE: Agenda
DATES: 1969-1972
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: Retirement Office

SERIES: 18686
TITLE: Member's annual statements
DATES: 1983
ARRANGEMENT: Numerical by social security number

DESCRIPTION: The Member's Annual Statment shows the amounts that have been credited to a member's account that year, listed under the member's name. Shows contributions made, interest earned, balance, and estimated payments at retirement.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer output microfiche master: Retain in State Records Center for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 18.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Retirement Office

SERIES: 18241
TITLE: Mortgage/real estate records
DATES: 1963-
ARRANGEMENT: Alphabetical/chronological or numerical

DESCRIPTION: These records include documentation of sold properties, proposed acquisitions, company profiles, submittals, property reports, general correspondence files.

RETENTION

Retain 45 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after being microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 45 years and then destroy.

Microfilm duplicate: Retain in Office for 45 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

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


AGENCY: Retirement Office

SERIES: 19285
TITLE: Investment fund records
DATES: 1963-1983
ARRANGEMENT: Chronological

DESCRIPTION: Investment fund records are reports on the investment, yield and distribution of monies of a consolidation of participating equities (school and public divisions of the Utah State Retirement System from the Public Safety Retirement System, the Judges' Retirement System, and the Firemen's Pension Act.)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Fiscal Historical

These records document performance and distribution of investments for the Utah State Retirement System for several agencies over a 20 year period and, as such, are of historical and research value.

PRIMARY DESIGNATION

Public


AGENCY: Retirement Office

SERIES: 3010
TITLE: Publications
DATES: 1941-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains documents created by the agency, including pamphlets, reports, leaflets, file manuals, and other published or processed documents. These records include information on administration, legal matters, fiscal and financial operations, retirement, and all other activities of the State Retirement Office. This series consists primarily of isolated publications not part of a more specific series.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

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

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

PRIMARY DESIGNATION

Public


AGENCY: Retirement Office

SERIES: 3011
TITLE: Annual settlement reports
DATES: 1937-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains summary settlement reports for the State Retirement Office with information pertaining to the contributory, noncontributory, public safety, firefighter, and judges' retirement systems. It also has information regarding governors' and legislators' pension plans, and fiscal and financial operations. Information includes names, previous balances, balances forward, salaries, member contributions, vested contributions, interest earned, redeposits, differences, and current balances.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 80 years and then destroy.

Microfiche master: Retain in Archives for 80 years and then destroy.

Microfiche duplicate: Retain in Archives for 80 years and then destroy.

Microfilm master: Retain in Archives for 80 years and then destroy.

Microfilm duplicate: Retain in Archives for 80 years and then destroy.

APPRAISAL

Administrative Fiscal Historical Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 18.

Disposition is based on the need to document retirement benefits for individual state employees. Program is mandated by Utah Code Annotated Title 49.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: Retirement Office

SERIES: 9236
TITLE: Unit reports
DATES: 1937-
ARRANGEMENT: Chronological/numerical
ANNUAL ACCUMULATION: 40.00 cubic feet.

DESCRIPTION: This is a report to verify distribution of funds to an individual's account, and to document service credit earned, and to verify termination date of employee. Includes name, Social Security number, wage earned, working hours, and amount contributed to the employee's account.

RETENTION

Retain 45 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Records Center for 45 years and then destroy.

Microfilm duplicate: Retain in Office for 45 years and then destroy.

APPRAISAL

Administrative Fiscal

These records have administrative and fiscal value as they are used to document funds placed in an individuals' account.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(a) and (f) (2009)


AGENCY: Retirement Office

SERIES: 6622
TITLE: Retirement membership files
DATES: 1967-
ARRANGEMENT: Numerical by Social Security number.
ANNUAL ACCUMULATION: 300.00 cubic feet.

DESCRIPTION: These records contain all transactions between the Utah Retirement Office and individuals in the Utah Retirement System. Records are used for reference, and document the status of members' accounts. Information includes membership forms, enrollment forms, applications for refunds, requests for redeposit information, and withdrawal applications for the 401(k) plan.

RETENTION

Retain 80 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 80 years and then destroy.

Microfilm master: Retain in State Records Center for 80 years and then destroy.

Microfilm duplicate: For records beginning in 1967 through 1999. Retain in State Records Center for 80 years and then destroy.

APPRAISAL

Administrative Fiscal

These records have administrative and fiscal value as they document employee participation in the state retirement program.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(a) and (f) (2009)