County Schedules to be Removed in Update 2/2

January 18, 2017 Leave a comment

Listed here are four county financial retention schedules to be overwritten by the new financial schedules approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website.

The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the state general retention schedule. If you have any questions, please call us at 801-531-3863.

LOCAL GOVERNMENT ACCOUNTS PAYABLE RECORDS (Local Schedule 5-35)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: 4 years and then destroy.
__________________________________

INTERDEPARTMENTAL BILLINGS (CO 5-13)
These are accounting documents that request the transfer of funds between departments for services rendered or materials purchased.
Retention: Retain for 3 years and then destroy. (Approved 06/1991)

INVESTMENT ACCOUNTING DAILY SHEETS (CO 5-14)
These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.
Retention: Retain for 3 years and then destroy. (Approved 06/1991)

INVESTMENT ACCOUNTING MONTHLY REPORTS (CO 5-15)
These are monthly accounting reports. They include outstanding reports, amortization reports, and earning reports.
Retention: Retain for 5 years and then destroy. (Approved 06/1991)

RECEIPTS (CO 5-17)
These are receipts issued for money received into county accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.
Retention: Retain for 3 years and then destroy. (Approved 06/1991)

County Schedules to be Removed in Update 1/2

January 17, 2017 Leave a comment

Listed here are five county financial retention schedules to be overwritten by the new financial schedules approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website.

The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the state general retention schedule. If you have any questions, please call us at 801-531-3863.

LOCAL GOVERNMENT ACCOUNTS PAYABLE RECORDS (Local Schedule 5-35)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: 4 years and then destroy.
__________________________________

BANK DEPOSIT (PASS) BOOKS (CO 5-5)
These books record county savings accounts. They include amounts, description of transaction, date, current balance, name of bank, and account numbers.
Retention: Retain for 4 years and then destroy. (Approved 06/1991)

BANK STATEMENTS (CO 5-6) 
These are monthly statements showing the amount of money on deposit to the credit of the county showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.
Retention: Retain for 4 years and then destroy. (Approved 06/1991)

DAILY CASH REPORTS (CO 5-10)
These reports provide a daily record of cash balances, receipts, and disbursements.
Retention: Retain for 3 years and then destroy. (Approved 06/1991)

DEPOSIT SLIPS (CO 5-11)
These are bank cashiers’ slips showing the amount and date of deposit of monies into county accounts.
Retention: Retain for 3 years and then destroy.  (Approved 06/1991)

GENERAL LEDGERS (CO 5-12)
These are summaries showing the “amount of receipts from and disbursements of each department” (Utah Code 17-19-6 (1995)). May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
Retention: Retain for 10 years and then destroy (Utah Code 17-19-28 (2003)). (Approved 06/1991)

 

Education Conference 2017!

January 13, 2017 Leave a comment

Registration for in-person and online attendance is available here. Questions may be directed to recordstraining@utah.gov or 801-531-3863.

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Registration for in-person and online attendance is available here. Questions may be directed to recordstraining@utah.gov or 801-531-3863.

Education Conference 2017! Printable poster.

 

Categories: Records Management

January SRC Retention Schedule Report

January 12, 2017 Leave a comment

The previously posted general schedule was heard by the State Records Committee today and approved. This general schedule was previously posted on this blog for your input.

To hear the discussion regarding these schedules, please go to the State Records Committee’s page on the Public Notice Website. All are welcome to attend the State Records Committee and provide input on retention schedules being discussed. Meetings are held on the second Thursday of each month at the Utah State Archives.

Municipal Schedules to be Removed in Update

January 11, 2017 Leave a comment

Listed here are three municipal financial retention schedules to be overwritten by the new financial schedules approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website.

The retention of this new schedule is unchanged. The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the state general retention schedule. If you have any questions, please call us at 801-531-3863.

LOCAL GOVERNMENT ACCOUNTS PAYABLE RECORDS (Local Schedule 5-35)
These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.
Retention: 4 years and then destroy.
__________________________________

BANK DEPOSIT (PASS) BOOKS (MUN 5-6)
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 years and then destroy.(Approved 03/1989)

BANK STATEMENTS (MUN 5-7)
These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.
Retention: Retain for 4 years and then destroy. (Approved 03/1989)

DEPOSIT SLIPS (MUN 5-11)
These are bank cashiers’ slips showing the amount and date of deposit of monies into municipal accounts.
Retention: Retain for 4 years and then destroy.(Approved 06/1997)

 

Special Training for Special & Local Districts

January 10, 2017 Leave a comment

If you work for a special district, local district, or interlocal, we invite you personally to join one of our upcoming Open Records Portal training sessions:

 

Tuesday, January 17, 2017
10 AM – 12 PM
• Live in person at the State Archives in Salt Lake
• Live online at utahstatearchives.adobeconnect.com/onlinetraining/

 

Friday, February 3, 2017
10 AM – 12 PM
• Live online at utahstatearchives.adobeconnect.com/onlinetraining/

 

We will provide an overview of the Open Records Portal, basic records management, the Government Records Access and Management Act (GRAMA), and requirements for posting to the Utah Public Notice Website.

 

• All are welcome to attend these sessions, but the training will be directed to the specific needs and requirements of special service and local districts, as well as interlocals.

• Recordings of the training sessions will be available on our YouTube channel after 2 business days.

• You may register for training on our website.

State Schedules to be Removed in Update

January 9, 2017 Leave a comment

Listed here are six state financial retention schedules to be overwritten by the new financial schedules approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website.

The retention of this new schedule is at the recommendation of the Division of Finance. The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the state general retention schedule. If you have any questions, please call us at 801-531-3863.

STATE GOVERNMENT ACCOUNTS PAYABLE AND RECEIVABLE RECORDS (SG 7-65)
These are records related to monies collected or paid in the conduct of business. Information may include bank records, invoices, revenue, expenses, and related accounting records. Trust records are not included.
Retention: Retain for 7 years and then destroy. (Approved 12/2016)
_______________

ACCOUNTS RECEIVABLE (SG 7-2)
Invoices billing non-state agencies or institutions for supplies, services or repairs provided by an agency.
Retention: Retain for 4 years and then destroy. (Approved 07/1990)

BANK STATEMENTS (SG 7-9)
Canceled checks, debit/credit memoranda, deposit slips, and monthly reconciliations.
Retention: Retain by agency for 3 years and then destroy. (Approved 12/1996)

CASH RECEIPTS (SG 7-13)
Agency copy of receipts given to customers who pay the agency for services rendered.
Retention: Retain by agency for 3 years and then destroy. (Approved 07/1990)

COST ACCOUNTING REPORTS (SG 7-15)
Reports maintained by receiving and reporting units, which document how much it costs an entity to provide a service and the fee they charge for that service.
Retention: Retain by agency for 3 years and then destroy. (Approved 07/1990)

STORES INVOICE FILES (SG 7-40)
Invoice or equivalent records used for stores accounting purposes.
Retention: Retain for 3 years and then destroy. (Approved 07/1990)

FINANCIAL INFORMATION NETWORK (FI-NET) NON-PAYMENT RECORDS (SG 7-54)
Records that document receipt of cash or transfers between state agencies in the state accounting system, and other relevant information. Includes cash receipts (CR), inter-agency transactions (IAT), and revenue (IN) transactions.
Retention: Retain for 3 years after the end of the fiscal year in which they were initiated and then destroy. (Approved 06/1996)