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Archive for the ‘General Schedule’ Category

September SRC Retention Report

September 15, 2017 Comments off

The previously posted general schedules were heard by the State Records Committee yesterday and approved. The general schedules were 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.

Attorney Records Retention Schedule for Your Input

August 30, 2017 Comments off

We would like to propose new general retention schedules for criminal and civil case files to the State Records Committee at their next meeting on September 14th. You can see them all on our website here. If you have any questions, or changes you would like to see to these general retention schedules, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

Higher Education Retention Schedules for Your Input

August 25, 2017 Comments off

We would like to propose new general retention schedules for higher education records to the State Records Committee at their next meeting on September 14th. You can see them all on our website here. If you have any questions, or changes you would like to see to these general retention schedules, please notify Rebekkah Shaw at rshaw@utah.gov or 801-531-3851.

New General Retention Schedule Approved

July 25, 2017 Comments off

The State Records Committee approved a new general retention schedule this month:

Substance Use Disorder Records
These records document the planning and treatment of substance use disorder clients. Information includes assessments, evaluations, clinical and physician notes, employment records, visiting arrangements, and related records.

Retention & Disposition is 10 years after case is closed and then destroy.

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.

April SRC Retention Schedule Report

April 13, 2017 Comments off

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.

State General Retention Schedule Updates

April 5, 2017 Comments off

Listed here are six 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:

Cost Report Data Files (SG 7-16)
Ledgers and forms used to accumulate data for use in cost reports.
Retention:  Retain by agency for 3 years and then destroy. (Approved 07/1990)

General Accounting Ledger (SG 7-25)
General accounts ledger, showing debit and credit entries, and reflecting expenditures in summary.
Retention:  Retain for 7 years and then destroy. (Approved 07/1990)

Petty Cash Records (SG 7-33)
Records which verify all monies received or expended through a petty cash account. Includes cash receipts, adding machine tapes, daily accounting records, reconciliation, transmittals, etc.
Retention: Retain by agency for 3 years and then destroy. (Approved 07/1990)

Journal Entry Records (SG 7-52)
Entries listing adjustments to an organization’s credit or debit financial statements. They contain the Division of Finance form FI-35, which lists the credit or debit adjustment, explanation of entry, and approval signature.
Retention: Retain by the Division of Finance for 10 years and then destroy. (Approved 12/1992)

Financial Information Network (FI-NET) Reports (SG 7-55)
Reports of accounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, accounting reports, and bank reconciliations.
Retention: Retain by the Division of Finance for 7 years and then destroy. (Approved 06/1996)

Budget Authorization Records (SG 10-2)
Copies of budget authorizations in operating payroll units used to control personnel ceilings and personnel actions.
Retention: Retain for 2 years and then destroy. (Approved 10/2001)

More State General Retention Schedule Updates

April 4, 2017 Comments off

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)