Utah Department of Administrative Services

Division of Archives & Records Service

Record Series Submission Form

Please use this electronic submission form to identify records in your office and the retention length you feel they should have. This is the first preliminary step needed to obtain a series number to transfer records to the State Records Center, establish a unique record series to receive approval from the State Records Committee, and/or to request records be microfilmed. A downloadable WordPerfect or Word version of this form is also available. Required fields are marked with an asterisk (*).

Edit an Existing Retention Schedule

To edit an existing retention schedule, you must first search for that schedule by its series number.

Or Describe a New Record Series

*Name:
*Email address:
Department:
Division (include city/region):
*Phone number:

 

Tell Us About Your Record Series

*Series title (spell out all acronyms/abbreviations):

Variant title (use of acronyms or nicknames ok):

*Year series began and (if applicable) ended:

*How is this record series filed/accessed?

Alphabetical

Alphanumerical

Chronological

Numerical

Other Arrangement:

By what criteria? (e.g. alphabetical by name; thereunder numerical by case number)

Are you attaching this record series to a General Schedule? If so, please select the type, and
indicate the schedule number and item number:

Schedule Type:
Schedule Number:
Item Number:

Would you like to use General Schedule item's description as your series description?

Description

*Why are the records in this series created?

*How are the records in this series used?

*What information is contained in the records in this series? For example: correspondence, reports, maps, etc

Format and Volume

*What format types are included in this series?

   
First format:
Second format:
Third format:

*Which format is the official record copy (copy to be maintained for the full retention period)?

Are these records being microfilmed or scanned? If so, at what point in their life cycle
will this happen?

How many cubic feet of these records are created during a calendar year?
(1 cubic foot = 1 standard Archives box)

*In the event of a disaster, is this record series vital to the operation of your office? If yes, please
explain.

Yes No

Retention

*How long should the record copy be retained and where should it be retained? (e.g. in office,
Records Center, permanently in Archives, etc.)

Retain records:

Years Months in Office

Years Months in State Records Center

Years Months in Agency Records Center

Total retention period (total of the above periods)

Use the space below to indicate conditional/provisional statements regarding the retention (e.g.
Retain in Office 3 years after case file closes, then transfer to the State Records Center. Retain
in State Records Center 5 years and then destroy provided no litigation is pending.):

If other formats in the record series have a different retention than above, please specify their
retention lengths:

Disposition

*After the total retention has been met, the records should be:

Destroyed
Transferred to Archives Permanently
Kept in Agency Permanently
Transferred somewhere else (another repository or series)
Where:

Appraisal

Primary value of the records and the reason why the disposition is appropriate:

Administrative Value Information is useful in conducting an agency's daily business.
Fiscal Value Information is needed to document the expenditure of public funds or to fulfill financial obligations, and is subject to audit.
Historical Value Information documents the history of the government and the community.
Legal Value Information gives evidence of the legal rights of obligations of the government and its citizens, or ensures compliance with relevant laws and regulations.

Specify any legal citations that govern this series:

Please include comments about this retention schedule or other useful information about this series:

Government Records Access and Management Act

If this record series is entirely Public, according to UCA 63G-2-101 et seq., you may designate that below. If the records include non-Public information, a separate Classification Worksheet form must be submitted if you choose to classify those records at this time. A link to that form is available after you submit the Inventory Worksheet.

Primary Classification: Public