AGENCY: Department of Transportation. Engineering & Operations. Operations. Motor Carriers. Port of Entry

SERIES: 19035
TITLE: Port of Entry electronic system
DATES: 1995-
ARRANGEMENT: Searchable by many fields, including company name, permit number, vehicle identification number, and serial number

DESCRIPTION: This electronic system automates three primary business functions of Port of Entry operations: issuing permits, issuing citations and warnings, and producing shift accounting reports. Designed in-house using PowerBuilder software, the system tracks companies and the status of their permits, and serves as a communication tool between agents in different ports. This is valuable as trucks and other large vehicles pass through the state. If an agent needs authority from the main office in Salt Lake City, that authority is granted via the system. The system is divided into four main data groups: companies, vehicles, permits, and citations. All data groups have their own reports which are printed. The system also generates quarterly and annual statistical reports, and activity reports which are maintained in the division office. A user's manual is included.

RETENTION

Retain for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 06/1999

FORMAT MANAGEMENT

Computer data files: Retain in Office until superseded and then delete.

Computer data files backup: Retain in Office for 3 years and then delete.

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency. The data in the system have separate dispositions under series 81590, 19038, 19039, 19040,

PRIMARY DESIGNATION

Public