Riverton (Utah)
25737--Check copy files25738--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
29953--Municipal code
29043--Ordinances
29882--Resolutions
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 for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 6 months and then transfer to State Records Center. Retain in State Records Center for 6 months and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
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 for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/03/2005
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 destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
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 for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 03/03/2005
FORMAT MANAGEMENT
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 DESIGNATION
Controlled
SECONDARY DESIGNATION
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 03/31/2017
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 destroy.
APPRAISAL
Legal
PRIMARY DESIGNATION
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 for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 08/03/2018
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 destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
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
Permanent. Retain for 5 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.
APPRAISAL
Legal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
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 for 22 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 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 DESIGNATION
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 for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Staff acquisition records, GRS-1964
AUTHORIZED: 09/18/2015
FORMAT MANAGEMENT
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 DESIGNATION
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 03/14/2005
FORMAT MANAGEMENT
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 DESIGNATION
Private
SECONDARY DESIGNATION
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 for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905
AUTHORIZED: 07/20/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.
APPRAISAL
Legal
PRIMARY DESIGNATION
Private. 63G-2-302 (1)
SECONDARY DESIGNATION
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 04/24/2017
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 destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
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
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 11/15/2019
FORMAT MANAGEMENT
Paper: Retain in Office 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 DESIGNATION
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 for 7 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 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 DESIGNATION
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106
AUTHORIZED: 01/20/2017
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 destroy.
APPRAISAL
Fiscal Legal
PRIMARY DESIGNATION
Public
AGENCY: Riverton (Utah)
SERIES: 29953
TITLE: Municipal code
DATES: 1978-2009
ARRANGEMENT: Chronological by codification date
DESCRIPTION: These ordinances are rules, laws or statutes adopted by a local legislative body. Records include codified ordinances and indexes.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government ordinances and indexes, GRS-49
AUTHORIZED: 08/03/2020
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
This series has permanent historical value as documentation of decisions and actions of the city council and the changes to law over time.
PRIMARY DESIGNATION
Public
AGENCY: Riverton (Utah)
SERIES: 29043
TITLE: Ordinances
DATES: 1947-
ARRANGEMENT: Chronological by date ordinance was adopted.
DESCRIPTION: Ordinances document formal rulings of local legislative bodies, and include original ordinances and resolutions, codified ordinances, and indexes.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government ordinances and indexes, GRS-49
AUTHORIZED: 11/20/2019
FORMAT MANAGEMENT
Computer data files: Retain in State Archives permanently with authority to weed.
Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
This series has permanent historical value as documentation of decisions and actions of the city council.
PRIMARY DESIGNATION
Public
AGENCY: Riverton (Utah)
SERIES: 29882
TITLE: Resolutions
DATES: 1978-2018
ARRANGEMENT: Chronological by adoption date and numerical by resolution number.
DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717 (2015)).
RETENTION
Retain permanently
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government resolutions, GRS-50
AUTHORIZED: 11/20/2019
FORMAT MANAGEMENT
Paper: Retain in Office permanently after administrative value has been met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
M-Disc: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
This series has permanent historical value as documentation of official statements, decisions, and policies adopted by the City Council.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301(2019).