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Posts Tagged ‘general schedule’

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.

New General Schedule for Your Input

March 30, 2017 4 comments

We would like to propose the following general schedule to the State Records Committee at their next meeting on April 13th. 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.

TITLE: INVESTIGATION RECORDS (1-86)

DESCRIPTION: These records contain information necessary to undertake a complete investigation and are used to identify patterns of behavior, investigate claims, conduct internal investigations, and for other investigative purposes. Records may relate to the initiation, investigation, and disposition of cases, but do not include investigations of employees, criminal activities , or worker’s compensation, which have separate retention schedule.

RETENTION: 7 years after case is closed and then destroy.

Updating Municipal Budget Records 2/2

March 29, 2017 2 comments

Listed here are six 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.

New 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: 4 years and then destroy.  (Approved 12/2016)

Old Schedules Being Replaced:

Budget Message (MUN 3-6)
This message accompanies the tentative budget and is submitted by the budget officer to the governing body and explains the budget, contains an outline of the proposed financial policies of the municipality for the budget year, and describes the important features of the budgetary plan (Utah Code 10-6-111 (1997)).
Retention: Retain for 2 years after the close of the calendar year covered by the budget. (Approved 11/1996)

Budget Working Files (MUN 3-9)
These files contain working papers used to assist in the preparation of municipal budgets and to justify budget requests presented to the city council. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.
Retention: Retain for 2 years after the close of the calendar year covered by the budget. (Approved 11/1996)

Periodic Budget Reports (MUN 3-7)
These are routine budget reports prepared monthly or quarterly. They document the status of city appropriation accounts and apportionment and are only used for reference purposes. The reports are prepared for the council and mayor.
Retention: Retain for 1 year or until administrative need ends and then destroy. (Approved 06/1997)

Regular Budget Reports (MUN 3-10)
These regular reports are prepared monthly and quarterly. They document the status of city accounts and apportionment comparing budgets and actual expenditures. They are used for audit purposes.
Retention: Retain for 3 years and then destroy. (Approved 06/1997)

Tentative Budget Files (MUN 3-8)
These files contain tentative budget requests. “On or before the first regularly scheduled meeting of the governing body in May of each year, the budget officer shall prepare for the ensuing year, on forms provided by the state auditor, and file with the governing body, a tentative budget for each fund for which a budget is required” (Utah Code 10-6-111(1) (1997)).
Retention: Retain for 5 years and then destroy. (Approved 03/1989)

 

Updating Municipal Budget Records 1/2

March 13, 2017 2 comments

Listed here are four 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.

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: 4 years and then destroy.  (Approved 12/2016)
_________________________________________________________________

Budget Apportionment Records (MUN 3-2)
These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.
Retention: 5 years after the close of the fiscal year and then destroy. (Approved 3/1989)

Budget Background Records (MUN 3-3)
These records are used to assist in the preparation of department budget requests presented to the county commission.
Retention: Retain for 2 years and then destroy. (Approved 09/1989)

Budget Estimates and Justification Files (MUN 3-4)
These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.
Retention: Retain for 5 years and then destroy. (Approved 03/1989)

Budget Information Files (MUN 3-5)
These files document the adoption of the county’s annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.
Retention: Retain for 2 year after budget has been adopted and then destroy. (Approved 11/1996)