grsItemDispAuth,grsItemTitle,grsItemDescription,grsItemRetention,grsItemDateApproved,grsItemRevision,grsItemCategories
GRS-2530,American express monitoring report,These reports are generated by American Express and show expenditures made by state employees on agency American Express credit cards.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2531,Building and equipment service files,"These are requests for building and equipment maintenance services, excluding fiscal copies.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2541,Indexes and check lists,"These records document bibliographies, check lists, and indexes of agency publications and news releases, except those used as indexes to public relations files.","Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2550,Position descriptions,"Theses files describe established positions including information on title, series, grade, duties, and responsibilities. Information also contains Position Description Questionaire (PDQ).","Retain for 4 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2558,Technical reference files,These are documents retained strictly for reference and informational purposes which are not part of any other official files.,"Retain until resolution of issue, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2559,Telephone bills,These are bills that document calls from state offices.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2532,Children's client case files,These files document assistance given to children through the Division of Services for People with Disabilities (DSPD). DSPD places physically challenged children in small group homes as part of a federal program to integrate them into the larger society. Participating children are under the age of twenty-two.,"Retain for 10 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2540,Inactive small group home files,"These files document clients placed in small group homes by the Department of Human Services, Division of People with Disabilities. These children are placed in the small group homes from the Utah State Developmental Center and other intitutional facilities.","Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2525,Accepted title xix client assessment files,These are health assessments performed on new or current clients to determine whether they qualify for Title XIX programs.,"Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2533,Assessment and development procedure files,These are policies and procedures for the development of assessment plans and assessment advisory training counsels to meet the assessment and health plan certification needs for clients who are developmentally disabled.,"Retain for 1 year after or until superceded, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2549,Periodic budget reports,These are agency reports that document the status of appropriation accounts and apportionments at the end of the fiscal year.,Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2557,Schedule six planning reports,These are reports from the Division of Finance indicating the status of agency payroll transactions.,"Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2544,Leave adjustment reports,"These reports show all leave adjustments made during a pay period. Information shows category of adjustment, amount, social security number and employee surname.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2564,Unaccepted title xix client assessment files,These are files of clients who do not meet the qualifications for services stipulated under the Title XIX program guidelines.,"Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2548,Performance evaluation ratings,These records document files relating to performance rating reviews created by the agency and entered into the Department of Human Resource Management's automated system.,"Retain until until separation, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2567,Provider certification and licensing files,"These files document providers licensed and certified by the State of Utah to provide services to individuals throughout the state. Information includes medicaid applications and provider agreements, program certification applications, facility checklists, and copies of certifications and licenses.","Retain for 20 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2551,Private vehicle files,These files document authorizations for employees to use private vehicles for state business when it is the most economical method of travel.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2563,Transitory files,These are papers of short-term interest which have no documentary or evidential value.,"Retain for 3 months, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2534,Committee and conference files,"These are records created by committees or conferences, including advisory committee's relating to executive establishments, organiztions, memberships, and policies.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2542,Interdepartmental transfer requests (df 61),These records document accouting actions that request transfers of funds between agencies for services rendered or materials purchased.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2539,Human resource management rules,These are files that outline policies and procedures to be followed in the Department of Human Resources Management and throughout state government.,"Retain for 1 year after or until superseded, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2547,Mail control records,"These are records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, including statistical reports of postage used on outgoing mail and fees paid for private deliveries.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2555,Publications,"These are publications created by the agency and include reports, leaflets, pamphlets, file manuals, annual reports, processed documents, and the last manuscript report, if not published, relating to management projects.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2537,Employee travel reimbursement files,"These records document reimbursements to individuals, such as travel orders and authorizations, per diem vouchers, transportation requests, hotel reservations,and all supporting records documenting official travel by officers, employees, dependents, or others authorized by law to travel.","Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2545,Leave application files,These records document applications for leave and include supporting papers relating to request for and approval of employee leave.,"Retain for 1 year, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2553,Provider files,These are contracts awarded to providers for services rendered to the Division of Services for People with Disabilities.,"Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2556,Purchase requistion files,These are requisitions for supplies and equipment for current inventory.,"Retain for 4 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2565,Warrant requests,These are requests from state agencies to the Division of Finance to pay vendors for supplies and/or services vendors have provided to agencies.,"Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2562,Tracker trainer files,This is an active list of people who are hired to go into small group homes to teach and/or consult with group home parents. They can also relieve home parents of duties for a short period of time.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2526,Administrative reference and reading files,These are memoranda and correspondence generated by another agency for general reference be all agency employees.,"Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2535,Construction project case files,These file document the construction of new buildings and the renovation of rented buildings for state use.,Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2543,Client and agency planning inventories and score sheets,"These are computer-generated scoresheets of data taken from booklets distributed to providers of services to the handicapped. After completing the booklets, providers submit them to the division for data to be entered into the computer, and are then returned to providers. The scoresheets describe the condition and treatment of all clients in day treatment and residential clients who receive care or services from providers not in day-treatment. Clients also include those at the Utah State Training School and the Intermediate Care Facility/Mentally Retarded (ICF/MR). The information is used to plan programs and services for the clients and to chart their treatment and progress.","Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2527,Adult client case files,These files document the movement of adults from the Utah State Developmental Center to placement in other state or private facilities upon consultation and recommendation of the Division of Services for People with Disabilities (DSPD). Similar records are retained by the Developmental Center and duplicates are weeded from the DSPD files.,"Retain for 10 years after separation, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2538,Executive correspondence,"These are records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures, and achievements.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2546,Length of service awards file,"These files include correspondence, memoranda, reports, computations of service and sick leave, and lists of awardees. This information is entered into the Department of Human Resource Management automated system.","Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2554,Provider list,These are current service providers on contract with the Department.of Human Services. The information is used for internal contact and correspondence by agency personnel and also for public information referral.,"Retain until superseded, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2528,Agency personnel records,"These are complete work histories of individuals while employed by the State. Refer to UCA 67-18-1, et. seq. (1992). When and employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position descriptions, career mobility agreements, insurance benefits notifications (ADNT-1), job swap agreements, and overtime agreements.","Retain for 65 years after separation, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2536,Control files,"These files document control registers that pertain to requistions and work orders for printing, binding and duplicating services.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2552,Provider fact finding results and investigative reports,"These files report investigations of private providers of services to the handicapped. Providers are under contract with the state. The reports are classified as ""private"" in order to inform the providers of complaints made against them so that corrections may be made or other action taken.","Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2560,Temporary personnel files,These are copies of correspondence and forms maintained in the personnel files of temporary employees.,"Retain for 1 year, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2566,Word processing files,"These are letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard or floppy disks and are used to produce a hard copy which is then maintained in organized files.","Retain until resolution of issue, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2561,Title xix waiting list files,This is a listing of prospective clients waiting for services provided by the Division of Services for People with Disabilities.,"Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2529,Agency written history,"Scrapbooks, photographs, articles, program notes and events sponsored or funded by the Division of Services for People with Disabilities. May also included are narrative audio or audiovisual agency histories.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities