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New Financial General Schedules for Your Input

November 16, 2016

We would like to propose the following general schedule to the State Records Committee at their next meeting on December 8th. This will be listed in the state general schedule, but may be used by any governmental entity to schedule their records. If you have any changes you would like to see to this general schedule, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

AUDITED FINANCIAL STATEMENTS (State Schedule 7-68)
The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
Retention:  Retain for 4 years then transfer to Archives.

BUDGET RECORDS (State Schedule 7-67)
These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
Retention: Retain for 4 years and then destroy.

TRUST FINANCIAL RECORDS (State Schedule 7-69)
These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.
Retention: Retain for 7 years after final action and then destroy.

GRANT RECORDS (State Schedule 7-70)
These records document grants received by governmental entities, which may contain applications , notice of award, reports, correspondence, and related records.
Retention: Retain for 7 years after final action and then destroy.

STATE GOVERNMENT ACCOUNTS PAYABLE RECORDS (State Schedule 7-66)
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: Retain for 7 years and then destroy.

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.

STATE GOVERNMENT ACCOUNTS RECEIVABLE RECORDS (State Schedule 7-65)
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. Trust records are not included.
Retention: Retain for 7 years and then destroy.

LOCAL GOVERNMENT ACCOUNTS RECEIVABLE RECORDS (Local Schedule 5-34)
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. Trust records are not included.
Retention: 4 years and then destroy.

 

  1. Janet Winters
    November 16, 2016 at 10:44 am

    Hopefully you are the the one to ask a quick question…

    Recently the Charleston Water Conservancy District conducted an Executive Session meeting. Just wondering the correct way in which to keep those minutes. In all my years as secretary, this has been only the 3rd Executive Session meeting. Just want to be recording in the correct way.

    Also, may you can provide the correct resource for the info.

    Thnx,

    Janet Winters

    Sec/CWCD

    ________________________________

  2. rebekkahshaw
    November 16, 2016 at 11:01 am

    Janet,

    Lorianne Ouderkirk is the Archives contact for special districts. She’d be happy to help you with this. You can reach her at 801-531-3860 or louderkirk@utah.gov.

    Thanks!

    ~Rebekkah

  3. Tracy Hansen
    November 17, 2016 at 9:06 am

    I give up . . .

  4. rebekkahshaw
    November 17, 2016 at 10:47 am

    Oh no! Don’t give up! I know it’s a lot, but the existing schedules will not be removed overnight. Promise. 🙂

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