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General Schedules for Your Input

November 24, 2015

As part of the General Schedule Update Project, the Utah State Archives is proposing a new schedule for your consideration. We would like to submit this schedule to the State Records Committee’s December 10th meeting. Remember, there is no designation or classification of general schedules because that needs to be determined by the record series.

– Fixed Asset Records-

These records relate to tangible assets such as property and equipment owned by a governmental entity. Information includes substantiation, purchases, deprecation, inventories, and related records.

MUN 4-1, 4-3?, 4-4

CNT 4-1, 4-2?, 4-4

Retention:

5-10 years after disposition of asset

Disposition:
Destroy

Historical information related to fixed assets is captured in the annual financial report. Inventory has an average of 3 years, sometimes 3 years after disposal of property.
-Public Transit Records-

These records document bus activity and ridership. Information includes driver manifests, passenger counts, paratransit services, routes, and related records

None Retention:
3 years – 7 years

Disposition:
Destroy

-Initial counts are admin. need
-Summaries in monthly reports

-Summarized in annual reports
All of the above are covered in other GRS

 

3 years based on 49 CFR 18.42. 7 years based on UTA record keeping practices of maintaining records for two triennial review cycles.

-Internal Committee Records-

These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions. Information includes implementation of projects, programs or operational matters.

 

SG 1-17

CNT 1-32

MUN 1-33

SD 1-13

Retention:
Administrative need
Disposition:
Destroy
Subcommittees included
Existing retention: 2 years or admin need, whichever is earlier.

 

Utah Code 52-4-103(9)(c)(2015)
Not public bodies, No public funds used.

-Executive Committee Records-

These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions, but do have authority to make internal policy decisions. Information includes the determinations and actions of the meeting.

None Retention:
Administrative need
Disposition:

Permanent.
Transfer to Archives

 

Utah Code 52-4-103(9)(c)(2015)
Not public bodies, No public funds used.

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