General Retention Schedule Items

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This is a monthly claim report on the National School Lunch, Milk, and Breakfast programs submitted to the State Child Nutrition Section of the Utah State Office of Education. It is used to request reimbursements for free, reduced price, and paid lunches and breakfasts provided to all school children according to eligible status. The report includes program name, agreement number, beginning and ending dates of report; number of sites; attendance factor; statistics for children approved; potentially eligible; public school meals actually served and meals served to non-public school children for free, reduced, paid and totals; explanations of change from current and previous months for free, reduced, paid, and totals; statement certifying accuracy of report; authorizing signature; date; and report preparer's name. The State's copy is maintained for 3 years after final status report is filed with the U.S. Department of Agriculture in accordance with 7 CFR 210.23 (1995).
 
Retain for 3 years, and then destroy records.

Effective 1997-06-01
A student with a disability under the age of 22 who has not graduated from high school with a regular diploma may participate in a public school program or extracurricular activity. (Utah Code 53G-6-709)) These records document the progress and participation of students or clients enrolled in special education programs. Information includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related records.
 
Retain for 3 years after separation, and then destroy records. OR Retain for 5 years after separation, and then destroy records.

Effective 2015-08-01
When a statute, court order, or judge requires publication of a document or notice in a local newspaper (UCA 78B-5-613 (2009)) evidence of the publication may be given by the affidavit of the publisher along with a copy of the document or notice and specification of the dates of publication. These files may contain proof of publication affidavits, copies of actual newspaper notices and related evidence of the publication.
 
Retain for 6 years after completion of publication or report, and then destroy records.

Effective 2006-07-01
These records, regardless of format or mode of transmission, are created for distribution to the news media or public. Records include speeches, press releases, public announcements or similar records.
 
Retain permanently. Records may be transferred to the archives.

Effective 2014-12-01
These files document the inspections conducted by the local health agency to ensure that the school buildings and premises are safe for use by the students and school personnel. This is part of the local health agencies duties as set out in UCA?? 26A-1-114(3) (2011). These inspection forms include school district's name, school type, school's name, enrollment statistics, number of class and work rooms, inspection date, inspector's name, inspector's remarks, and the results of the inspection of the grounds, school rooms, floors, walls, ceilings, chalkboards, heating, ventilation, lighting, seating, water supply, hand washing facilities, toilet facilities, locker facilities, shower rooms, and waste disposal.
 
Retain for 6 years, and then destroy records.

Effective 1992-12-01
These histories are compiled by the schools. They describe the school's beginnings and developments and include yearbooks and other publications of activities.
 
Retain permanently. Records may be transferred to the archives.

Effective 1999-10-01
These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
 
Retain for 4 years, and then destroy records.

Effective 2016-12-01
These records document bus activity and ridership. Information includes driver manifests, passenger counts, paratransit services, routes, and related records.
 
Retain for 3 years, and then destroy records.

Effective 2015-12-01
These records document grants received or awarded by governmental entities, which may contain applications, notice of award, reports, correspondence, and related records.
 
Retain for 7 years after final action, and then destroy records.

Effective 2016-12-01
The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
 
Permanent. Retain for 4 years. Transfer records to the archives.

Effective 2016-12-01
Any record of enduring value, regardless of format or platform, that is disseminated by a governmental entity for public distribution. These may include website content, printed publications, newsletters, social media posts, and similar records. See Utah Code Section 9-7-101(7)(2017) and 9-7-208(4)(2006).
 
Retain permanently. Transfer records to the archives.

Effective 2018-03-19
These are summaries showing receipts and disbursements of each department or school. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.
 
Retain for 10 years, and then destroy records.

Effective 1996-12-01
These records document contractual agreements for property use, products or services. Records may include requirements and terms, and the signed contract. Contractor payroll records are included.
 
Retain for 7 years after expiration of contractual agreement, and then destroy records.

Effective 2018-05-02
These files document the implementation of significant school district bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of school district indebtedness.
 
Retain for 10 years after final action, and then destroy records.

Effective 1996-12-01
These records are submitted to the State Office of Education (USOE)in accordance with UCA 53A-3-403(4) (2004). Individual school principals submit information to the District which is then compiled and submitted to the USOE on school fee waivers. The forms include names of superintendent and school board president, district's fee schedule, fee policy, fee waiver policy, and community service policy.
 
Retain for 5 years, and then destroy records.

Effective 1998-10-01
This is an index to all notaries public in the county. After the county clerk receives "certification of notaries public from the Division of Corporations and Commercial Code," he shall "keep and maintain an indexed record" of notaries public within the county "showing the names of all persons holding notarial commissions, with the dates of issuance and expiration" (UCA 17-20-3 (2003)).
 
Retain permanently. Records may be transferred to the archives.

Effective 1991-03-01
These are files of information which an agency collects on a particular topic and which relate to the agency's interaction with the public. Contents may include newspaper clippings, public opinion polls, studies and reports, or any other materials collected topically to assist the agency.
 
Retain for 1 year after end of project or program, and then destroy records.

Effective 1990-07-01
Speeches, addresses, and comments. Remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies.
 
Permanent. Retain for 7 years. Transfer records to the archives.

Effective 2006-02-01
This sheet is prepared daily by the school food service for all meals served. It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
This is a monthly report of all meals served. Copies of the report are submitted to the district's food service manager. The reports include date, daily number of meals paid, number of reduced meals served, number of free meals served, total meals served to children, number of meals served to adults, paid meals, total meals, total enrollment, monthly totals, and total dollar values.
 
Retain for 1 year, and then destroy records.

Effective 1999-06-01
This daily computer report records individual participation in the school's meals program. The information is retained on-line for one month and then a summary report is printed. The monthly report contains a summary of all meals served daily during the month and is broken down by adult meals, students paid, and reduced and free meals.
 
Retain for 1 year, and then destroy records.

Effective 1999-06-01
This report is submitted monthly with bank deposit slips to the district's business administrator. It reports monies collected for school meals served during the month and is used by the district to reconcile bank deposits. It includes amounts collected from teachers and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.
 
Retain for 1 year, and then destroy records.

Effective 1999-06-01
These statements are required to be filed by elected or appointed county officials to disclose any actual or potential conflict of interest in accordance with UCA 17-16a-5 (2012). They include date, employees name and address, name and address of person or business entity being assisted, or in which appointed or elected official has a serious substantial conflict; and a brief description of the transaction as to which service is rendered or is to be rendered and the nature of service performed or to be performed (UCA 17-16a-5(3) (1993)).
 
Retain for 5 years, and then destroy records.

Effective 1995-09-01
These forms document surveys taken by schools or local health departments of children entering kindergarten and child care to determine immunization status. Copies of the forms are sent to the State Department of Health. The forms include name of facility and responsible party, number enrolled in kindergarten or day care, number of children with immunization cards or records turned in to the school, number of children with no record, number of children adequately immunized, number of exemptions (medical, religious, personal), and total number of exemptions. These records are also called Preschool immunization survey sheets.
 
Retain for 2 years, and then destroy records.

Effective 1992-12-01
Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed or decided and votes taken (Utah Code 52-4-203(2014)). This includes the agenda, notices, and any public materials distributed at the meeting.
 
Retain permanently. Records may be transferred to the archives.

Effective 2014-07-01

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