Updating County Budget Records 1 of 2

Rebekkah Shaw General Retention Schedules, Records Management

Listed here are four financial retention schedules to be overwritten by the new financial schedule approved December 8th by the State Records Committee. If a retention schedule is overwritten by an updated schedule, it will be hyperlinked to the new schedule on our website.

The State Auditor’s Office also reviewed the schedule before it was seen by the State Records Committee. We hope this schedule will make the retention of many financial records simpler to manage.

Please update your records so the updated retention will be followed from this point going forward. Below is the updated schedule, then the schedules being removed from the  general retention schedule. If you have any questions, please call us at 801-531-3863.

Budget Records (SG 7-67)
These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.
Retention: 4 years and then destroy.  (Approved 12/2016)
_________________________________________________________________Budget Apportionment Records (CO 3-2)
These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.
Retention: Retain for 5 years after close of the fiscal year and then destroy. (Approved 06/1991)

Budget Background Records (CO 3-3)
These records are used to assist in the preparation of department budget requests presented to the county commission.
Retention: Retain for 2 years and then destroy. (Approved 06/1991)

Budget Estimates and Justification Files (CO 3-4)
These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.
Retention: Retain for 5 years and then destroy. (Approved 06/1991)

Budget Information Files (CO 3-5)
These files document the adoption of the county’s annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.
Retention: Retain for 1 year after budget has been adopted and then destroy. (Approved 06/1991)