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More State General Retention Schedule Updates

April 4, 2017

Listed here are five state financial retention schedules to be overwritten by the new financial schedule 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  general retention schedule. If you have any questions, please call us at 801-531-3863.

Updated Schedule:

Budget Records (SG 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. (Approved 12/2016)

Schedules to be replaced:

Budget Apportionment Files (SG 2-5)
Apportionment and reapportionment schedules, proposing monthly obligations under each authorized appropriation.
Retention: Retain by agency for 3 years and then destroy. (Approved 10/2001)

Budget Background Records (SG 2-6)
Records used to assist in the preparation of the division budget and to justify budget requests presented to the department director. They also contain work programs, etc.
Retention: Retain by agency for 3 years and then destroy. (Approved 07/1990)

Budget Estimates and Justification Files (SG 2-7)
Copies of budget estimates and justification prepared or consolidated in formally organized budget offices. Included are appropriation language sheets, narrative statements, workload/expansion plans and related schedules and data.
Retention: Retain by agency for 3 years and then destroy. (Approved 10/2001)

Savings Bond Purchase Summary (SG 10-20)
List of all bond purchases and the remaining bond balances by low organization number.
Retention: Retain by agency for 2 years and then destroy. (Approved 10/2001)

Schedule Six Position Control Reports (SG 10-22)
Reports which document the employee positions authorized by the Department of Human Resource Management that are actually filled and the amount of money spent. Information includes the amount paid to the employee, which is posted against the general ledger to position control. Also indicates the posted benefits. Information appears on Schedule Six.
Retention: Retain by the Division of Finance for 2 years and then destroy. (Approved 07/1990)

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