AGENCY: Department of Health (Utah). Office of Finance
TITLE: Correspondence file
DESCRIPTION: This is a file of all the correspondence generated by the bureau. It includes correspondence and internal memoranda to other bureaus and divisions in the department, to department management, to other state agencies, to the general public, and to federal agencies.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
Paper: Retain in Office for 90 days or until no longer needed and then destroy.
Paper: Retain in Office for 4 years or until no longer needed and then destroy.
Paper: Retain in Office for 4 years and then transfer to State Records Center. Retain in State Records Center for 1 year and then transfer to State Archives with authority to weed.
Records that document the activities of the bureau and show its policies, achievements, and activities are of long-term value and should be retained. However, correspondence dealing with routine day to day matters should be weeded out when no longer needed. Records in "A": letters of transmittal that do not add any information to that contained in the transmitted material; quasi-official notices such as memoranda and other papers that do not serve as the basis of official actions, such as notices of holidays or charity and welfare fund appeals and similar papers. Records in "B": records that relate to the internal administration or housekeeping activities of the office. In general these records relate to the office organization, staffing, procedures, and communications; the day to day administration of office personnel; supplies and office services and equipment requests and receipts; and the use of office space and utilities; also, records that are duplicates of information filed elsewhere. Records in "C": records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures, and achievements.
Page Last Updated .