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General Retention Schedule Items
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.
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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.
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Retain permanently. Records may be transferred to the archives.
Effective 2014-12-01 |
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).
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Retain for 3 years, and then destroy records.
Effective 1997-06-01 |
These records document bus activity and ridership. Information includes driver manifests, passenger counts, paratransit services, routes, and related records.
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Retain for 3 years, and then destroy records.
Effective 2015-12-01 |
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.
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Retain for 6 years, and then destroy records.
Effective 1992-12-01 |
These records include statements that are required to be filed by government employees, including elected or appointed officials, to disclose any actual or potential conflict of interest. They may also include conflict of interest documentation concerning any employment or activity outside government employment that may or may not present a conflict of interest.
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Retain for 7 years after separation, and then destroy records.
Effective 2001-10-01 |
These records document grants received or awarded by governmental entities, which may contain applications, notice of award, reports, correspondence, and related records.
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Retain for 7 years after final action, and then destroy records.
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).
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Retain permanently. Transfer records to the archives.
Effective 2018-03-19 |
These histories are compiled by the schools. They describe the school's beginnings and developments and include yearbooks and other publications of activities.
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Retain permanently. Records may be transferred to the archives.
Effective 1999-10-01 |
These records document the progress and participation of students or clients enrolled in special education programs. 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). Information includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related records.
Retention note: Utah State Board of Education Special Education rules set a standard retention of 3 years after the records are "no longer needed to provide educational services to the student," which is further defined as "three years after the student graduates or three years after the student turns 22." Local education agencies that bill to Medicaid are required to keep the records for 5 years after separation.
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Retain for 3 years after separation, and then destroy records.
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Retain for 5 years after separation, and then destroy records.
Effective 2023-05-22 |
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.
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Permanent. Retain for 4 years. Transfer records to the archives.
Effective 2016-12-01 |
These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
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Retain for 4 years, and then destroy records.
Effective 2016-12-01 |
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.
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Retain for 10 years, and then destroy records.
Effective 1996-12-01 |
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.
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Retain for 1 year after end of project or program, and then destroy records.
Effective 1990-07-01 |
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)).
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Retain permanently. Records may be transferred to the archives.
Effective 1991-03-01 |
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.
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Permanent. Retain for 7 years. Transfer records to the archives.
Effective 2006-02-01 |
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.
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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.
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Retain for 5 years, and then destroy records.
Effective 1998-10-01 |
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.
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Retain for 3 years, 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.
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Retain for 1 year, 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.
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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.
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Retain for 1 year, and then destroy records.
Effective 1999-06-01 |
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.
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Retain for 2 years, and then destroy records.
Effective 1992-12-01 |
These are reports filed bi-annually by public treasurers with the State Money Management Council regarding deposits and investments of the governmental entity, per Utah Code 51-7-15(3)(2019). Records contain information about the deposits and investments of the governmental entity, as well as the nature and extent of its interest rate contracts.
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Retain for 5 years, and then destroy records.
Effective 2020-10-26 |
This is the annual statistical report on the school lunch, special milk, and breakfast programs submitted to the State Child Nutrition Section. It is used to create the state annual report and to comply with federal requirements. Includes district number; period covered; number of institutions in lunch and breakfast programs; average number of days lunch served; variations in number of days schools served lunch; reduced price charged to students for lunch; total number of reimbursable student lunches claimed (free, reduced, paid); average number of days breakfasts served; variations in number of days schools served breakfast; reduced price charge to student for breakfast; total number of reimbursable student breakfasts claimed for regular and severe need (free, reduced, paid); title and the reporter's signature. The Schedule A form is submitted with the annual policy indicating each school's percent of free and reduced price lunch participation in the second preceding year. If the school served at least forty percent free and reduced meals then that school qualifies for severe need breakfast reimbursement. Qualifying schools are entitled to additional breakfast program disbursement federal funding. Summer programs qualify if the percentage of free and reduced lunches are at least fifty percent of lunches served. The State Child Nutrition's copy is retained for "3 years after final status report is filed with the U.S. Department of Agriculture" in accordance with 7 CFR 210.23 (1995).?
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Retain for 3 years, and then destroy records.
Effective 1997-06-01 |
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