Utah Department of Administrative Services

Division of Archives & Records Service

Sandy (Utah). Administrative Services Department

81241--Census information files
25366--Subrogation claims
25367--Workers compensation claims
27287--Liability claims
26704--Payroll registers
26705--Cash summary
26707--Arts guild check registers
26708--Receipts and deposit slips
26712--Time sheets
26713--Warrant/checks redeemed
26714--Deductions and other earnings
26715--Time sheets

AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 81241
TITLE: Census information files
DATES: 1971-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain copies of U.S. Census forms concerning government employment and local government tax revenues. They are used to meet the requirements for Federal Revenue Sharing and to make census financial information available. They contain name of person completing form, title, official address, and phone number; individual questions concerning numbers of employees and payroll; retirement and other employee benefits; employee organizations; and governmental expenditures.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

this retention is based upon the administrative needs expressed by the department. The Code of Federal Regulations does not provide a specific retention for these records. So the presumption of the years is used 5 CFR 1320.6.

PRIMARY DESIGNATION

Public


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 25366
TITLE: Subrogation claims
DATES: 1995-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

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

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 25367
TITLE: Workers compensation claims
DATES: 1990-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: All records about on-the-job injuries or job related disabilities, regardless of whether claims for compensation were made. See UCA 34A-2 for Workers Compensation Act

RETENTION

Retain 80 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 78 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 27287
TITLE: Liability claims
DATES: 1989-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These case files document the reporting, investigation, and settlement of liability claims filed against the municipality.

RETENTION

Retain 20 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 15 years and then destroy.

Photographs: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 15 years and then destroy.

Compact disc: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 15 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 4.


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26704
TITLE: Payroll registers
DATES: 1987-
ARRANGEMENT: Chronological

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

Administrative Fiscal

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


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26705
TITLE: Cash summary
DATES: 2005-
ARRANGEMENT: Chronological

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

Administrative Fiscal

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


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26707
TITLE: Arts guild check registers
DATES: 2001-
ARRANGEMENT: Chronological

DESCRIPTION: These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.

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

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 9.


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26708
TITLE: Receipts and deposit slips
DATES: 2004-
ARRANGEMENT: Chronological

DESCRIPTION: These are bank cashiers' slips showing the amount and date of deposit of monies into municipal accounts.

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

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 11.


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26712
TITLE: Time sheets
DATES: 2005-
ARRANGEMENT: Chronological

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26713
TITLE: Warrant/checks redeemed
DATES: 2004-
ARRANGEMENT: Chronological.

DESCRIPTION: The actual warrant or check cut from a warrant request. (UCA 10-6-140 (1979)).

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

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 29.


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26714
TITLE: Deductions and other earnings
DATES: 2005-
ARRANGEMENT: Chronological

DESCRIPTION: These registers record, by department code, amounts deducted from employees' payroll checks. They are used for reference of retirement and other miscellaneous deductions.

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

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 3.


AGENCY: Sandy (Utah). Administrative Services Department

SERIES: 26715
TITLE: Time sheets
DATES: 2005-
ARRANGEMENT: Chronological

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.