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New General Schedules for Your Input

April 19, 2016

As part of the General Schedule Update Project, the Utah State Archives is proposing new financial schedules for your consideration. We would like to submit this schedule to the State Records Committee’s May 12th meeting. Remember, there is no designation or classification of general schedules because that needs to be determined by the record series.

Schedule & Description Existing GRS Retention
Financial Records
-Accounts Receivable Records-

These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Records related to trust and contracts are maintained under a separate schedule.

State Schedule (SG) 7-2, 7-9, 7-13, 7-14, 7-15,  7-25, 7-33,  7-36, 7-40, 7-41, 7-52, 7-54, 7-55, 10-19, 13-1, 13-2, 13-4, 13-5, 13-7, 13-8, 13-11, 13-12, 13-16,
School District Schedule (SD) 1-16,
County Schedule (CNT) 5-5, 5-6, 5-11, 5-10, 5-11, 5-12, 5-13, 5-14, 5-15, 5-17, 5-33,Municipal Schedule (MUN) 5-6, 5-7, 5-11,
Retention:

4-7 years

Disposition:
Destroy

-Accounts Payable Records-

These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Records related to trust and contracts are maintained under a separate schedule.

SG 7-19, 7-20, 7-25, 7-30, 7-33, 7-35, 7-38, 7-40, 7-43, 7-44, 7-47, 7-48, 7-50, 7-52, 7-53, 7-55, 10-19, 10-20, 13-1, 13-2, 13-4, 13-5, 13-7, 13-8, 13-11, 13-12, 13-16, CNT 5-7, 5-8, 5-9, 5-10, 5-12, 5-13, 5-14, 5-15, 5-16,  5-18, 5-25, 5-26, 5-27, 5-28, 5-29, 5-30, 5-33, 9-1, 9-4, 9-11, 9-14; MUN 5-9, 5-14, 5-15, 5-26, 5-34; SD 5-30, 5-31 Retention:

4-7 years

Disposition:
Destroy

-Budget Records-

These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.

SG 2-2, 2-5, 2-6, 2-7, 2-8, 7-16, 7-25, 7-33, 7-38, 7-52, 7-55, 10-2, 10-21, 10-22, CNT 3-2, 3-3, 3-4, 3-5, 3-6, 3-7, 3-8, 3-9, 7-2, MUN 3-2, 3-3, 3-4, 3-5, 3-6,  3-7, 3-8, 3-9, 3-10, 8-2,  SD 6-2  Retention:

4-7 years

Disposition:
Destroy

– Annual Financial Budget –

The budget is a plan for financial operations for a fiscal year. It may be certified by a budget officer and filed with the state auditor.

CNT 3-1, 5-3, 13-8
MUN 3-1,
Permanent
– Trust Financial Records –

These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.

New Retention:

4-7 years after final action

Disposition:
Destroy

– Grant and Other Federal Financial Assistance Records-

These records document grants received by governmental entities, which may contain applications, notice of award, program reports, correspondence, and related records.

SG 2-3, 2-9, 2-10, 2-12?
CNTY 1-45, 1-39?, 28-14? 28-15?, 30-7MUN 1-47, 1-43?, 20-14, 22-18, 24-13, 24-14, 25-10SD 1-33?
Retention:

3-8 years after final action or disposition of asset

Disposition:
Destroy

– Grant Final Reports-

These records are reports prepared and submitted on grants received by governmental entities on grants received. Information may include statistics, narrative, activities, and accomplishments.

SG 2-4

CNTY 28-15?, 30-8?

MUN 1-48, 1-9, 20-15, 24-4, 24-7, 24-8

Retention:
Until final action or disposition of asset
Disposition:
Transfer to Archives
  1. Annette Spendlove
    April 19, 2016 at 2:00 pm

    4-7 years, is this so it is at our digression, why not make it simple and clean, 5 years?

    S. Annette Spendlove, MMC
    North Ogden City Recorder/HR Director
    505 E 2600 N
    North Ogden, UT 84414
    801-737-9830 desk
    801-737-2219 801-430-2928 cell
    [North Ogden City Logo – Transparent Background]

  2. Jody Shelley
    April 19, 2016 at 2:26 pm

    Does this change our current retention of FOUR years to 4-7?

    Thank You,

    Jody Shelley

    Box Elder Mosquito Abatement District

    115 South 1050 West

    Brigham City, UT 84302

    435-723-3700

    MAKE a great day!

  3. rebekkahshaw
    April 20, 2016 at 11:22 am

    Yes, the retention will be at your discretion. The general schedule is 4-7 years, but the record series for your office will need to be specific. You can read more about the flexible retention ranges on this blog post: https://recordskeepers.wordpress.com/2015/12/09/retention-ranges-in-new-general-schedule/

  4. rebekkahshaw
    April 20, 2016 at 11:23 am

    This will not change your current retention if it falls within the retention range. To read more about how the retention ranges work, check out this blog post:
    You can read more about the flexible retention ranges on this blog post: https://recordskeepers.wordpress.com/2015/12/09/retention-ranges-in-new-general-schedule/

  5. rebekkahshaw
    April 20, 2016 at 11:40 am

    The SRC will meet Thursday May 12th.

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