Utah Department of Administrative Services

Division of Archives & Records Service

Board of Regents

82689--Financial aids and scholarships files
83130--Student loan outstanding bonds
19531--Annual reports
19535--Operating budget requests
19963--System Summary newsletter
19965--Focus: A Forum on Teaching and Learning in Utah Community and Technical Colleges magazine
19988--Higher Education Master Plan reports
13791--Commission's correspondence
12740--Warrant requests and journal entries
12741--University of Utah expenditure forms
12742--Deposit forms
12743--Financial Information and Resource Management System periodic reports
12745--General ledgers
12746--Fixed asset inventory
12747--Telephone bills
12748--Travel records
12749--Access Committee files
12752--External surveys
12753--Public request forms
12754--State Board of Regents and Council of Presidents financial agenda items
12760--Budget and Finance Committee files
12761--Budget development files
12762--Official project files
12763--Budget requests
12764--Financial correspondence
12768--Salary survey data
12769--Enrollment reports
12648--Institutional internal audits and annual financial reports
12649--Integrated Postsecondary Educational Data System records
12651--Board of Trustees minutes
12652--General reference materials
12653--Institutional policy and procedures manuals
12654--Institutional catalogs
12655--Utah Career Teaching Scholarship records
12665--Eisenhower Math/Science Program records
12666--Academic technical reference files
12667--Budget background records
12697--University of Utah time and attendance reports
24147--Presidential search records
24148--Western Institute Commission for Higher Education Scholarship files
24193--Student services and minority affairs grants and financial awards
27660--Utah System of Higher Education--Academic Affairs
27390--Regents' Scholarship files
3045--Minutes
9034--Accounts distribution of personnel earnings
9046--Payroll check register
9047--Payroll reports
9053--Student case files
11939--Monthly agenda and materials
11945--Publications
11970--Employment search and interview records
11971--Personnel files for permanent employees
11972--Budget work program files
11973--Audit work papers
11974--Internal audit reports
11975--Money management reports
11976--Audit review subcommittee agenda

AGENCY: Board of Regents

SERIES: 82689
TITLE: Financial aids and scholarships files
DATES: [ca. 1980-
ARRANGEMENT: none

DESCRIPTION: These computer tapes document financial aid given to students to complete their education. The files include student name, amounts loaned or given, social security number, eligibility information, and other student data.

RETENTION

Retain 25 years

DISPOSITION

.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office until transferred to computer output microfiche and then erase tapes provided this is done immediately.

Microfiche master: Retain in Office for 25 years and then destroy.

Computer magnetic storage media: Retain in Office for 3 years and then erase.

Computer magnetic storage media: Retain in Office until administrative needs end and then erase.

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 24 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This retention is based on administrative and audit needs, and 34 CFR 682.408 which stipulates that records involving student loans be maintained for five years after the final payment of the loan or five years after the payment of the loan is determined to be uncollectible. 34 CFR 682.401(b)(9) indicates that there is a maximum repayment period of fifteen years after the loan is made. A twenty-five year retention allows for a possible five year deferment and the stipulated five year retention after the loan has been paid in full.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 83130
TITLE: Student loan outstanding bonds
DATES: 1983-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: This is a master list of who covered loans, what account the money was allocated from and how it will be repaid to the account.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 8 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents

SERIES: 19531
TITLE: Annual reports
DATES: 1959-
ARRANGEMENT: Chronological

DESCRIPTION: The annual report of the Board of Regents contains information pertaining to academic affairs, budgets, finance, planning, capital facilities and profiles of member institutions. These reports serve as the official report of the activities for the preceding year. The reports contain information pertaining to planning, programs, policies, coordination with other state agencies, Western Interstate Commission for Higher Education (WICHE), federally funded activities and special activities.

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.

The annual reports document this history and functions of the agency.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 19535
TITLE: Operating budget requests
DATES: 1970-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains budget requests to the State Legislature pertaining to the Higher Education institutions within the state. Also includes supplement titled "Data Book".

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Historical

Disposition based on value of records in documenting budget requests with supporting data for the state's institutions of higher education. The requests are presented to the State Board of Regents.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 19963
TITLE: System Summary newsletter
DATES: 1968-
ARRANGEMENT: Chronological

DESCRIPTION: This newsletter provides information about the Utah System of Higher Education. The articles pertain to budget, legislative actions, enrollment, Board of Regents actions', and a column by the Commissioner.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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 25.

Newsletters help document this history and functions of an agency.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 19965
TITLE: Focus: A Forum on Teaching and Learning in Utah Community and Technical Colleges magazine
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: This magazine is produced as a forum and means of dialog and communication for all persons interested in community and technical college education in Utah. The magazine is an annual collection of articles on teaching and learning in these institutions.

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.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 19988
TITLE: Higher Education Master Plan reports
DATES: 1966-
ARRANGEMENT: Chronological

DESCRIPTION: The main objective of the master plan is the ensure that the benefits of high quality higher education are made available to Utah citizens. The reports contain information pertaining to review and prospectus, changing environment, goals and assumptions, projected needs and demands, institutional roles and missions, estimated resource needs, enrollment management, and accountability and quality.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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 25.

The reports contain information pertaining to review and prospectus, changing environment, goals and assumptions, projected needs and demands, institutional roles and missions, estimated resource needs, enrollment management, and accountability and quality.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 13791
TITLE: Commission's correspondence
DATES: 1984-
ARRANGEMENT: Alphabetical by subject

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

RETENTION

Retain 4 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 1 year and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

This correspondence provides unique information about agency functions, policies, procedures, or programs.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12740
TITLE: Warrant requests and journal entries
DATES: 1969-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies. Includes warrant requests and journal entries.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 19.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008) Social Security Number


AGENCY: Board of Regents

SERIES: 12741
TITLE: University of Utah expenditure forms
DATES: 1969-
ARRANGEMENT: Chronological by fiscal year, thereunder alphabetical by department
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are requests from the Board of Regents to the University of Utah to pay vendors for supplies and/or services the vendors have provided to the agencies. They have the same function as warrant requests except that the record copy is held by the University in record series #84282, #84390, #84392, #84394, or #84395.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008) Social Security Number


AGENCY: Board of Regents

SERIES: 12742
TITLE: Deposit forms
DATES: 1969-
ARRANGEMENT: Chronological by fiscal year, thereunder by the date received
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Multi-copy deposit forms accompanying 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 copy: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12743
TITLE: Financial Information and Resource Management System periodic reports
DATES: 1969-
ARRANGEMENT: Chronological by fiscal year, thereunder by month
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Includes the following: FICAA01T Trail balance monthly. FICAA05P Outstanding encumbrance. FICAA09P Outstanding reservation. FICAA10P Cash deposits. FICAA30P General ledger activity. FICAA85P Revenue and expenditure status by fund. FICAED01 Expenditure detail by sub-account. FICAES01 Expenditure status by sub-account. FICAES02 Work program/expenditure comparison by summary account. FICARD01 Revenue detail by sub-account within organization. FICARS01 Revenue status by sub-account. FICARS02 Estimated revenue/realized revenues. FICAER01 Expenditure/revenue summary by level 2. FICAMP01 Revenue account status by activity other than Department of Transportation. These records are referred to by the State Board of Regents at times to document payments of scholarship money to students and/or payments to/from students who have loans. Loans and scholarships, however are more fully documented in other series.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 21.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008) Social Security Number


AGENCY: Board of Regents

SERIES: 12745
TITLE: General ledgers
DATES: 1969-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 25.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Board of Regents

SERIES: 12746
TITLE: Fixed asset inventory
DATES: 1969-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 27.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12747
TITLE: Telephone bills
DATES: 1969-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Bills which document calls made from state offices. Bills also include the number called and the length, time, and date of phone call.

RETENTION

Retain 3 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 2 years 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 Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 43.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12748
TITLE: Travel records
DATES: 1969-
ARRANGEMENT: Chronological by fiscal year
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Records relating to reimbursing individuals, such as travel orders, travel authorizations, per diem vouchers, transportation requests, hotel reservations,and all supporting records documenting official travel by officers, employees, dependents, or others authorized by law to travel. The State Board of Regents handles travel requests, reimbursements, and so forth through the University of Utah rather than the State Division of Finance.

RETENTION

Retain 3 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 2 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 44.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12749
TITLE: Access Committee files
DATES: 1993-
ARRANGEMENT:

DESCRIPTION: Records created by a committee or conference, including advisory committee's relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees.

RETENTION

Retain 3 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 Archives with authority to weed.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12752
TITLE: External surveys
DATES: 1969-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Responses to surveys sent to the State Board of Regents from outside organizations requesting financial/budget information, kept to check figures and to review previous years when similar surveys are received. Information includes responses to surveys such as Internal Service Funds, High School Intentions, and Occupational Safety and Health Administration.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12753
TITLE: Public request forms
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Requests for Information forms and other miscellaneous data given to the public by the financial office of the State Board of Regents.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12754
TITLE: State Board of Regents and Council of Presidents financial agenda items
DATES: 1969-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Records created by a committee or conference, including advisory committee's relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. These files are agenda items from the Finance section that are incorporated into the Board of Regents meeting agenda (record series #12640) which has a permanent retention.

RETENTION

Retain 55 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 5 years or until incorporated into agency permanent minutes and then transfer to State Records Center. Retain in State Records Center for 50 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12760
TITLE: Budget and Finance Committee files
DATES: 1969-
ARRANGEMENT: Alphabetical by subject, thereunder Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Records created by a committee or conference, including advisory committee's relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. These files document the Budget and Finance Committee's minutes and agendas of their meetings. Includes information regarding Business Affairs Council, budget officers, tuition and fees, Funding Mechanism Task Force, State Board of Regents (SBR) Budget and Finance Committee, Personnel (Higher Education Personnel Advisory Committee - HEPAC), Study Group on Health Benefits, and handouts.

RETENTION

Retain 3 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 Archives with authority to weed.

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 of records based on value in documenting activities, achievements, policies and functions of the Committee.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12761
TITLE: Budget development files
DATES: 1969-
ARRANGEMENT: Alphabetical by subject, thereunder Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Papers which have a short-term use and comprise the background records, such as preliminary studies, drafts, analyses, notes, interim reports regarding a particular case file, and financial performance audits. The Finance section of the State Board of Regents uses these files to develop budget requests. Information includes forms; guidelines; tuition and fee schedules; correspondence; Board of Regents' recommendations; trend analyses; information on administrative conferences, mineral leases, formula developments, institutional materials; and any other supporting documentation.

RETENTION

Retain 1 year after project closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12762
TITLE: Official project files
DATES: 1969-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Papers which have a short-term use and comprise the background records, such as preliminary studies, drafts, analyses, notes, interim reports regarding a particular case file, and financial performance audits. These records are used by the State Board of Regents to improve the efficiency of the Utah System of Higher Education. Information includes annual vehicle report, cost study, fusion, graduate tuition and fees, health and dental plans (1989-1990), president salary survey, strategic planning, vocational maintenance of effort, legislative fiscal notes, and other related documentation.

RETENTION

Retain 1 year after project closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12763
TITLE: Budget requests
DATES: 1969-
ARRANGEMENT: Chronological by, thereunder by institution
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are created by the state's higher education institutions to assist in the preparation of the budget and to justify budget requests presented to the State Board of Regents for recommendation to the legislature. They may also include work programs. This series is a copy of record series #12667 which has a retention of 10 years and destroy.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

Disposition based on value of records in documenting agency budget requests and supporting statistics for the state's institutions of higher education.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Board of Regents

SERIES: 12764
TITLE: Financial correspondence
DATES: 1969-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files include all correspondence related to budget and finance. Information includes correspondence regarding state government, the federal government, Board of Regents, Utah System of Higher Education (USHE) presidents, USHE institutions, Office of the Commissioner of Higher Education, all budget and finance committees, other states, professional organizations, and internal communications. Communications that are important to high level decisions or policy are incorporated into record series #11939 (Monthly agenda and materials) which has a permanent retention.

RETENTION

Retain until administrative need ends

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

Disposition based on value of records in documenting all correspondence related to agency budgets and finance.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12768
TITLE: Salary survey data
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records compare salary and benefits data for staff and faculty and Utah's higher education institutions to respective comparison groups. Information includes institutional salary and benefits data, marketplace data, Radford/CUPA data.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

Disposition based on value of these records in documenting daily activities of high level municipal officials.

PRIMARY DESIGNATION

Private. UCA 53B-7-201-205 (1987)


AGENCY: Board of Regents

SERIES: 12769
TITLE: Enrollment reports
DATES: 1965-
ARRANGEMENT: Chronological by academic year (summer, fall, winter, spring)
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Reports of student enrollments from the state's (public) higher education institutions with statistical analysis by age, residency, and full-time/part-time status.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on the use of these statistics for historical research.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12648
TITLE: Institutional internal audits and annual financial reports
DATES: 1995-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are documents retained strictly for reference and informational purposes which are not part of any other official files. They include copies of reports, studies, and special compilations of data. These records are created by colleges and universities and are used by the Board of Regents as reference data on the various educational institutions.

RETENTION

Retain 5 years or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 5 years or until administrative need ends and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12649
TITLE: Integrated Postsecondary Educational Data System records
DATES: 1967-
ARRANGEMENT: Alphanumerical by survey form subject, thereunder chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Records gathered nationally by the U.S. Department of Education to provide a national database for higher education information, includes data input by the State Board of Regents to generate reports of their own data for statistical analysis. Formerly known as Higher Education General Information Survey (HEGIS) the data base is now called Integrated Postsecondary Education Data System(IPEDS). Information includes a government form completed by Utah's higher education institutions, sent to and edited by the Office of the Commissioner of Higher Education (OCHE), and then forwarded to the federal government. Information includes institutional characteristics, such as size/enrollment, finances, and number of degrees awarded.

RETENTION

Retain 10 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 5 years and then transfer to State Archives with authority to weed.

Computer magnetic storage media: Retain in Office for 10 years and then erase.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on the historical use of the records for statistical research.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12651
TITLE: Board of Trustees minutes
DATES: 1969-
ARRANGEMENT: Chronological

DESCRIPTION: Records created by a committee or conference, including advisory committee's relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. These records are used for office reference and contain the minutes of all actions taken at Utah System Higher Education institutions. The originals are held in the respective archives/libraries of the various institutions.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 5 years and then destroy provided administrative need has ended.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12652
TITLE: General reference materials
DATES: 1969-
ARRANGEMENT: Alphabetical by name of publication

DESCRIPTION: These are documents retained strictly for reference and informational purposes which are not part of any other official files. Records may include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, extra (non-record) copies of policy and procedure files, brochures, catalogs, vendor price lists, and publications prepared internally and externally. This series contains academic, fiscal, administrative, and historical data published by the federal, state, and local governments, and private publications regarding higher education housed at the State Board of Regents library.

RETENTION

Retain until administrative need ends

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

Disposition based on value of diverse records not contained elsewhere for information and reference purposes.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12653
TITLE: Institutional policy and procedures manuals
DATES: 1969-
ARRANGEMENT: Alphabetical by name of institution
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Policies and procedures that govern the operation and administration of various programs within the organization. This series consists of the policies and procedures of all higher education institutions and are used for reference.

RETENTION

Retain until superseded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12654
TITLE: Institutional catalogs
DATES: 1969-
ARRANGEMENT: Alphabetical by name of institution
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records are created by the various institutions of higher education and are the catalogs/bulletins that describe academic programs/requirements; classes; degrees offered; administrative policy; tuition, enrollment, and registration information; add/drop procedures; extracurricular activities; school policies; and so forth. Information also includes faculty and administrative officers data and campus maps.

RETENTION

Retain until superseded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12655
TITLE: Utah Career Teaching Scholarship records
DATES: 1984-
ARRANGEMENT: Alphabetical by student surname
ANNUAL ACCUMULATION: 2.40 cubic feet.

DESCRIPTION: Records track the recipients of Utah Career Teaching Scholarships (UCTS) (UCA 53B-10(101-103)(1987)), awarded to individuals who meet the criteria and intend to teach in the public schools of this state. They track the student/teacher through the program.

RETENTION

Retain 15 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until recipient has completed program requirements and then transfer to State Records Center. Retain in State Records Center for 14 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12665
TITLE: Eisenhower Math/Science Program records
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.20 cubic feet.

DESCRIPTION: Federal grant applications and documentation for grants awarded under the "Education for Economic Security Act" (USCA 20-3901 et seq.)(1984) and the Dwight D. Eisenhower Mathematics and Science Education Act"(USCA 20-2981-2983)(1988).

RETENTION

Retain 10 years

DISPOSITION

Destroy.

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 destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12666
TITLE: Academic technical reference files
DATES: 1985-
ARRANGEMENT: Alphabetical by subject/organization
ANNUAL ACCUMULATION: 4.80 cubic feet.

DESCRIPTION: These are documents retained strictly for reference and informational purposes which are not part of any other official files. They include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, extra (non-record) copies of policy and procedure files, brochures, catalogs, vendor price lists, and publications prepared internally and externally.

RETENTION

Retain until administrative need ends

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 12667
TITLE: Budget background records
DATES: 1969-
ARRANGEMENT: Chronological by fiscal request year, thereunder alphabetical by institution
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Completed budget request forms and miscellaneous notes used to establish a budget request for the Utah System of Higher Education.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative Fiscal

This disposition is based on the administrative and fiscal needs of the agency.

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 12697
TITLE: University of Utah time and attendance reports
DATES: 1969-
ARRANGEMENT: Chronological by fiscal year, thereunder by pay period
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are documents sent by University of Utah's department of finance to the State Board of Regents to record final corrections or adjustments regarding employees' pay. They are made before the master payroll file is run and checks are issued. The originals are held by the University of Utah.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 16.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e) (2008) Social Security Number

SECONDARY DESIGNATION

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

Exempt. UCA 53B-7-205 (1987) Salary information


AGENCY: Board of Regents

SERIES: 24147
TITLE: Presidential search records
DATES: 1999-
ARRANGEMENT: Chronological by year, thereafter alphabetical by name.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records are compiled when an Institution for Higher Education conducts a search for a new President. Records within these files include such documents as applicants resumes, tables outlining applicants credentials, and interview notes.

RETENTION

Retain 11 years

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 24148
TITLE: Western Institute Commission for Higher Education Scholarship files
DATES: 1998-
ARRANGEMENT: Chronological by date, thereafter alphabetical by name.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain information on Western Interstate Commission for Higher Education scholarship recipients. These files contain such records as scholarship applications and documents containing applicant financial information.

RETENTION

Retain 27 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 25 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 24193
TITLE: Student services and minority affairs grants and financial awards
DATES: 1990-
ARRANGEMENT: Chronological by year, thereafter alphabetical by name.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files include applications for Utah Coalition for the Advancement of Minorities in Higher Education (UCAME), Mathematics Engineering Science Achievement (MESA), Students Serving Utah Network (SUN), and Golden Shield scholarship/grant recipients. Files include such information as the amount of funding received and information on how the grant is being managed.

RETENTION

Retain 28 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 25 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Private


AGENCY: Board of Regents

SERIES: 27660
TITLE: Utah System of Higher Education--Academic Affairs
DATES: 2010-
ARRANGEMENT: Numerical
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Records in this series contain budgets, reports, histories, proposals, etc., of academics in the Utah Higher Education institutions. The records are used to develop budget reports, budget histories, budget proposals for academic affairs for all Utah System of Higher Education institutions.

RETENTION

Retain 10.5 years

DISPOSITION

Transfer to the State Archives with authority to weed.

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 transfer to State Archives with authority to weed.

Compact disc: Retain in Office for 6 months 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.

Digital Versatile Disk - Rewritable: Retain in Office for 6 months 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

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

This retention is based on the administrative needs expressed by the agency.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 27390
TITLE: Regents' Scholarship files
DATES: 2008-
ARRANGEMENT: Chronological by year, thereunder alphabetical by student surname.

DESCRIPTION: These files document the selection, qualifications, eligibility, and progress of students in the Regent's Scholarship program. The program was created in 2008 by the Utah State Board of Regents to award scholarships to exceptional Utah high school students. Files are used to track all incoming documentation from participating students, parents, high schools, colleges, and universities. Information includes names; Social Security numbers; addresses; phone numbers; applications; high school, college, and university transcripts; national test scores; class schedules; award letters; correspondence; and other related information.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

Digital image: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative Fiscal Legal

Records are used to administer and evaluate the program. The records have fiscal value as they document the expenditure of public funds. Records have legal value as they may be audited or used in litigation.

PRIMARY DESIGNATION

Private. 63G-2-302(1)(h),(j), and (l); (2)(b),(c), and (d).

SECONDARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 3045
TITLE: Minutes
DATES: 1850-
ARRANGEMENT: Alphanumerical

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

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently after microfilming.

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

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 9034
TITLE: Accounts distribution of personnel earnings
DATES: 1967-
ARRANGEMENT: Chronological

DESCRIPTION: This is the personnel earning list by social security number.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after being microfilmed and then microfilm.

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 9046
TITLE: Payroll check register
DATES: 1969-
ARRANGEMENT: Chronological by pay period
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are used to monitor checks printed each pay period by the University of Utah for payment of the personnel of the State Board of Regents. The University holds the original copies (Record Series #9521) for a longer period of time. Information includes social security number, name, and amount paid.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 9047
TITLE: Payroll reports
DATES: 1969-
ARRANGEMENT: Chronological by year, thereunder numerical by pay period
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records detail salary and benefit payments by individual and by cost code. Information includes social security number, name, amount paid, benefit payments both by pay period and by year to date. The originals are held by the University of Utah for 3 years.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the administrative needs of the agency.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 9053
TITLE: Student case files
DATES: 1898-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: Includes application for admission or readmission, acceptance or rejection letters, residency applications, non-matriculation letter, evaluations, test results, and official transcripts.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed and then microfilm on aperture cards.

Aperture cards: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 11939
TITLE: Monthly agenda and materials
DATES: 1969-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Records created by a committee or conference, including advisory committee's relating to executive establishment, organization, membership, and policy. May include agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. These records are generated by the State Board of Regents to document meetings discussing and planning the administration of colleges and universities under their jurisdiction.

RETENTION

Retain 3 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 Archives with authority to weed.

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

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 the meetings of the Board of Regents, achievements, issues reviewed, and outcomes.

PRIMARY DESIGNATION

Public. 63G-2-301(2)(a) (2008)


AGENCY: Board of Regents

SERIES: 11945
TITLE: Publications
DATES: 1957-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains publications prepared by the Coordinating Council of Higher Education followed by the current Board of Regents. The publications contain information pertaining to degree program proposals, histories, class size, teaching loads, salary costs, job descriptions, occupational and cultural needs, facilities, personnel analysis, planning, legal issues, and recommendations. Consists mostly of isolated publications not in other series.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

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

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

APPRAISAL

Administrative Fiscal Historical

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

Disposition based on value of diverse publications in documenting the issues considered, achievements, policies, programs and functions of the Coordinating Council of Higher Education followed by the current State Board of Regents.

PRIMARY DESIGNATION

Public


AGENCY: Board of Regents

SERIES: 11970
TITLE: Employment search and interview records
DATES: 1969-
ARRANGEMENT: Chronological by year, thereunder by position
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Applications of those persons qualified to be listed on a register but who were not selected as the candidate for employment. If DHRM has officially delegated a particular state agency as the record copy office then they should retain these applications for three years. These records are collected by this office in the process of filling vacant positions. Materials include letters of application, resume and/or application.

RETENTION

Retain 3 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 2 years and then destroy.

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 12.

PRIMARY DESIGNATION

Protected. 63G-2-305(27)_(2008)

SECONDARY DESIGNATION

Private. UCA_63G-2-302_(1)(e)_(2008)


AGENCY: Board of Regents

SERIES: 11971
TITLE: Personnel files for permanent employees
DATES: 1969-
ARRANGEMENT: Chronological by termination date
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. File should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM_33), Human resource profile/events (DHRM_34), Termination form (DHRM_35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports. The Board of Regents uses these records to maintain salary information, performance evaluations, and miscellaneous correspondence on former and current employees.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after retirement or separation of employee and then transfer to State Records Center. Retain in State Records Center for 64 years after date of employment or until 3 years after death or retirement and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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

Exempt. Salary information (UCA 53B-7-205) (2008)


AGENCY: Board of Regents

SERIES: 11972
TITLE: Budget work program files
DATES: 1969-
ARRANGEMENT: Chronological, thereunder by institution
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Monthly or routine reports on the status of agency appropriation accounts and apportionment, excluding Annual Budget Reports. These records are used by the State Board of Regents to control appropriations from the state by institution and by line item. Information includes State Division of Finance work program forms and draw schedules.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 11973
TITLE: Audit work papers
DATES: 1972-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: Papers which have a short-term use and comprise the background records, such as preliminary studies, drafts, analyses, notes, interim reports regarding a particular case file, and financial performance audits. These files document the work used to generate audit reports. Information includes financial and administrative records, detailed transactions of receipts and disbursements, and records and transactions relating to employee payroll.

RETENTION

Retain 1 year after project closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Board of Regents

SERIES: 11974
TITLE: Internal audit reports
DATES: 1972-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Reports on analysis and implementation of programs and operation of those programs. These records report audit findings and contain recommendations for the State Board of Regents. These records have an index or finding aid to assist access.

RETENTION

Retain 5 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 Archives with authority to weed.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(q) (2008)


AGENCY: Board of Regents

SERIES: 11975
TITLE: Money management reports
DATES: 1973-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Report prepared by internal or external auditors as a result of a financial audit. These records are created in order to comply with UCA 51-7-13(2) (1992) making state agencies accountable to how federal or state grants are invested. They contain financial reports of the money management activities of the various state institutions of higher education.

RETENTION

Retain 4 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 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal Historical Legal

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

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(q) (2008)


AGENCY: Board of Regents

SERIES: 11976
TITLE: Audit review subcommittee agenda
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Records created by a committee or conference, including advisory committee's relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. This committee reviews audits and makes recommendations concerning operations of the institutions. Information includes audit reports, reports on assignments made by the committee, and information reports on the audit status at each institution. There is an index or finding aid for this record series.

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 transfer to State Archives with authority to weed.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

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