New General Schedules for Your Input

Rebekkah Shaw

As part of the General Schedule Update Project, the Utah State Archives is proposing new financial schedules for your consideration. We would like to submit this schedule to the State Records Committee’s May 12th meeting. Remember, there is no designation or classification of general schedules because that needs to be determined by the record series.

Schedule & Description Existing GRS Retention
Financial Records
-Accounts Receivable Records-

These are records related to monies invoiced or collected in the conduct of business. Information may include bank records, revenue, asset, and related accounting records. Records related to trust and contracts are maintained under a separate schedule.

State Schedule (SG) 7-2, 7-9, 7-13, 7-14, 7-15,  7-25, 7-33,  7-36, 7-40, 7-41, 7-52, 7-54, 7-55, 10-19, 13-1, 13-2, 13-4, 13-5, 13-7, 13-8, 13-11, 13-12, 13-16,
School District Schedule (SD) 1-16,
County Schedule (CNT) 5-5, 5-6, 5-11, 5-10, 5-11, 5-12, 5-13, 5-14, 5-15, 5-17, 5-33,Municipal Schedule (MUN) 5-6, 5-7, 5-11,
Retention:

4-7 years

Disposition:
Destroy

-Accounts Payable Records-

These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Records related to trust and contracts are maintained under a separate schedule.

SG 7-19, 7-20, 7-25, 7-30, 7-33, 7-35, 7-38, 7-40, 7-43, 7-44, 7-47, 7-48, 7-50, 7-52, 7-53, 7-55, 10-19, 10-20, 13-1, 13-2, 13-4, 13-5, 13-7, 13-8, 13-11, 13-12, 13-16, CNT 5-7, 5-8, 5-9, 5-10, 5-12, 5-13, 5-14, 5-15, 5-16,  5-18, 5-25, 5-26, 5-27, 5-28, 5-29, 5-30, 5-33, 9-1, 9-4, 9-11, 9-14; MUN 5-9, 5-14, 5-15, 5-26, 5-34; SD 5-30, 5-31 Retention:

4-7 years

Disposition:
Destroy

-Budget Records-

These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.

SG 2-2, 2-5, 2-6, 2-7, 2-8, 7-16, 7-25, 7-33, 7-38, 7-52, 7-55, 10-2, 10-21, 10-22, CNT 3-2, 3-3, 3-4, 3-5, 3-6, 3-7, 3-8, 3-9, 7-2, MUN 3-2, 3-3, 3-4, 3-5, 3-6,  3-7, 3-8, 3-9, 3-10, 8-2,  SD 6-2  Retention:

4-7 years

Disposition:
Destroy

– Annual Financial Budget –

The budget is a plan for financial operations for a fiscal year. It may be certified by a budget officer and filed with the state auditor.

CNT 3-1, 5-3, 13-8
MUN 3-1,
Permanent
– Trust Financial Records –

These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.

New Retention:

4-7 years after final action

Disposition:
Destroy

– Grant and Other Federal Financial Assistance Records-

These records document grants received by governmental entities, which may contain applications, notice of award, program reports, correspondence, and related records.

SG 2-3, 2-9, 2-10, 2-12?
CNTY 1-45, 1-39?, 28-14? 28-15?, 30-7MUN 1-47, 1-43?, 20-14, 22-18, 24-13, 24-14, 25-10SD 1-33?
Retention:

3-8 years after final action or disposition of asset

Disposition:
Destroy

– Grant Final Reports-

These records are reports prepared and submitted on grants received by governmental entities on grants received. Information may include statistics, narrative, activities, and accomplishments.

SG 2-4

CNTY 28-15?, 30-8?

MUN 1-48, 1-9, 20-15, 24-4, 24-7, 24-8

Retention:
Until final action or disposition of asset
Disposition:
Transfer to Archives