Utah Department of Administrative Services

Division of Archives & Records Service

Riverton (Utah)

AGENCY: Riverton (Utah)

SERIES: 25737
TITLE: Check copy files
VARIANT TITLE: Accounts 116
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.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 8.

PRIMARY DESIGNATION

Public

AGENCY: Riverton (Utah)

SERIES: 25738
TITLE: General ledger
VARIANT TITLE: Accounts 120
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.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public

AGENCY: Riverton (Utah)

SERIES: 25739
TITLE: Budget background records
VARIANT TITLE: Accounts 121
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.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 3.

PRIMARY DESIGNATION

Controlled

SECONDARY DESIGNATION

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

AGENCY: Riverton (Utah)

SERIES: 25765
TITLE: Accounts payable
VARIANT TITLE: Accounting records 5-1
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.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public

AGENCY: Riverton (Utah)

SERIES: 25766
TITLE: Warrant registers
VARIANT TITLE: Accounts 5-26
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.

FORMAT MANAGEMENT

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 26.

PRIMARY DESIGNATION

Public

AGENCY: Riverton (Utah)

SERIES: 25770
TITLE: Terminated license files
VARIANT TITLE: Licensining records 6-4
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.

FORMAT MANAGEMENT

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

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private

AGENCY: Riverton (Utah)

SERIES: 25771
TITLE: Council agenda
VARIANT TITLE: Agenda's
DATES: 2000-
ARRANGEMENT: Chronological by year

DESCRIPTION: These files contain the public notification of date, time, place and items to be presented to City Council for consideration at regularly scheduled, special and emergency city council meetings.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until administraive need ends and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 7.

PRIMARY DESIGNATION

Public

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.

FORMAT MANAGEMENT

Paper: Retain in Office for 12 months after the election or until time has expired during which the ballots could and then be used in an election contest and transfer to State Records Center. Retain in State Records Center for 10 months and then destroy.

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 12.

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 2 years

DISPOSITION

Destroy.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

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 65 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 64 years or until 3 years after death or 3 years after retirement and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

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 65 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 64 years and then destroy.

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 12.

PRIMARY DESIGNATION

Private. 63G-2-302 (1)

SECONDARY DESIGNATION

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

AGENCY: Riverton (Utah)

SERIES: 25776
TITLE: Daily cash reports
VARIANT TITLE: Daily Balancing
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.

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

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 10.

PRIMARY DESIGNATION

Public

AGENCY: Riverton (Utah)

SERIES: 25777
TITLE: Audit reports
VARIANT TITLE: Audit Books
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.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 5.

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
VARIANT TITLE: Misdemeanor Cases
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.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Protected

AGENCY: Riverton (Utah)

SERIES: 25779
TITLE: Bank deposit (pass) books
VARIANT TITLE: Bank Deposits
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.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 6.

PRIMARY DESIGNATION

Public