Utah Department of Administrative Services

Division of Archives & Records Service

Riverton (Utah)

25737--Check copy files
25738--General ledger
25739--Budget background records
25765--Accounts payable
25766--Warrant registers
25770--Terminated license files
25772--Election ballots
25773--Employment applications (not hired)
25774--Personnel files
25775--Payroll register
25776--Daily cash reports
25777--Audit reports
25778--Misdemeanor case files
25779--Bank deposit (pass) books

AGENCY: Riverton (Utah)

SERIES: 25737
TITLE: Check copy files
DATES: 2002-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 1 year

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 8.

AUTHORIZED: 03/03/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Fiscal

PRIMARY CLASSIFICATION

Public


AGENCY: Riverton (Utah)

SERIES: 25738
TITLE: General ledger
DATES: 1998-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 10 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 12.

AUTHORIZED: 03/03/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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.

APPRAISAL

Fiscal

PRIMARY CLASSIFICATION

Public


AGENCY: Riverton (Utah)

SERIES: 25739
TITLE: Budget background records
DATES: 1999-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 2 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 3, Item 3.

AUTHORIZED: 03/03/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Paper: 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

Fiscal

PRIMARY CLASSIFICATION

Controlled

SECONDARY CLASSIFICATION

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


AGENCY: Riverton (Utah)

SERIES: 25765
TITLE: Accounts payable
DATES: 2000-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 1.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Legal

PRIMARY CLASSIFICATION

Public


AGENCY: Riverton (Utah)

SERIES: 25766
TITLE: Warrant registers
DATES: 2000-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 7 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 26.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

APPRAISAL

Fiscal

PRIMARY CLASSIFICATION

Public


AGENCY: Riverton (Utah)

SERIES: 25770
TITLE: Terminated license files
DATES: 2001-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These registers record the issuance of licenses for persons or companies conducting business within municipal boundaries. They contain name, address, date, and type of license. Prior to 1960, many municipalities only maintained a register and no business license files. Most current registers are computer printouts.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 6, Item 4.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Legal

PRIMARY CLASSIFICATION

Public

SECONDARY CLASSIFICATION

Private


AGENCY: Riverton (Utah)

SERIES: 25772
TITLE: Election ballots
DATES: 2002-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are packets of official ballots of municipal elections cast by voters. "Each election officer shall preserve ballots for 22 months after the election or until the time has expired during which the ballots could be used in an election contest" (UCA 20A-4-202(2)(a) (1997)). If the election is not contested, "after that time, destroy them without opening or examining them" (UCA 20A-4-202(2)(d) (1997)).

RETENTION

Retain 22 months

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 18, Item 12.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Paper: Retain in Office for 12 months after the election or until election contest period is expired and then transfer to State Records Center. Retain in State Records Center for 10 months and then destroy.

APPRAISAL

Legal

PRIMARY CLASSIFICATION

Exempt. UCA 20A-4-106 and 20A-4-401


AGENCY: Riverton (Utah)

SERIES: 25773
TITLE: Employment applications (not hired)
DATES: 2004-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 2 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 9, Item 20.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Legal

PRIMARY CLASSIFICATION

Private


AGENCY: Riverton (Utah)

SERIES: 25774
TITLE: Personnel files
DATES: 1992-
ARRANGEMENT: Alphabetical by name

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

RETENTION

Retain 65 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 9, Item 12.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

APPRAISAL

Administrative Legal

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

PRIMARY CLASSIFICATION

Private

SECONDARY CLASSIFICATION

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


AGENCY: Riverton (Utah)

SERIES: 25775
TITLE: Payroll register
DATES: 1992-
ARRANGEMENT: Chronological by year

DESCRIPTION: This register is a numerical listing by check number and agency codes of all payroll checks issued by the municipality. It includes code, date, warrant number, name of employee, social security number, types and amounts of individual deductions, and may include hourly rate, and number of hours worked. Though this register is frequently used to reference specific payroll checks, it might be the only record of employee salaries and would then serve the same retirement purpose as the Employee earnings history files.

RETENTION

Retain 65 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 10, Item 32.

AUTHORIZED: 07/20/2015

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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.

APPRAISAL

Legal

PRIMARY CLASSIFICATION

Private. 63G-2-302 (1)

SECONDARY CLASSIFICATION

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


AGENCY: Riverton (Utah)

SERIES: 25776
TITLE: Daily cash reports
DATES: 2000-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 3 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 10.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

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

Fiscal

PRIMARY CLASSIFICATION

Public


AGENCY: Riverton (Utah)

SERIES: 25777
TITLE: Audit reports
DATES: 2000-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 5.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Paper: Retain in Office for 7 years and then transfer to State Records Center. Retain in State Records Center permanently.

APPRAISAL

Administrative Fiscal Historical

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

PRIMARY CLASSIFICATION

Public


AGENCY: Riverton (Utah)

SERIES: 25778
TITLE: Misdemeanor case files
DATES: 1995-
ARRANGEMENT: Chronological by year thereunder by case number

DESCRIPTION: These case files document routine misdemeanor criminal cases prosecuted in circuit courts. They contain the case number, defendant's name, charge, dates of indictment and arraignment, plea, bond amount, trial date, verdict, and sentence. May also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in court files and should be weeded after the case is closed.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 15, Item 2.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Paper: Retain in Office for 1 year after case is closed and then transfer to State Records Center. Retain in State Records Center for 6 years and then destroy.

APPRAISAL

Legal

PRIMARY CLASSIFICATION

Protected


AGENCY: Riverton (Utah)

SERIES: 25779
TITLE: Bank deposit (pass) books
DATES: 2002-
ARRANGEMENT: Chronological by year

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

RETENTION

Retain 4 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule MUN 5, Item 6.

AUTHORIZED: 03/14/2005

FORMAT MANAGEMENT

The retention and disposition information on this schedule applies to the record copy which can be in any format. The record copy can include different formats. Format management information provided here is for the purpose of managing records that are being either stored by or transferred to the Utah State Archives.

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Fiscal Legal

PRIMARY CLASSIFICATION

Public