State Agency Schedule 2 Budget Records
Contents
ANNUAL BUDGET REPORTS (Item 2-2)
Agency reports at the end of the fiscal year on the status of appropriation accounts and apportionment.
RETENTION
Record copy: Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed.
Duplicate copies: Retain by agency for 5 years and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
(Approved 07/90)
BLOCK GRANT MONTHLY REPORTS (Item 2-3)
Monthly reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.
RETENTION
Record copy:
Duplicate copies: Retain by agency for 1 year and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
(Approved 07/90)
BLOCK GRANT YEARLY REPORTS (Item 2-4)
Annual reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.
RETENTION
Record copy: Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.
Duplicate copies: Retain by agency for 5 years and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
(Approved 07/90)
BUDGET APPORTIONMENT FILES (Item 2-5)
Apportionment and reapportionment schedules, proposing monthly obligations under each authorized appropriation.
RETENTION
Record copy: Retain by agency for 3 years and then destroy.
Duplicate copies: Retain by agency for 1 year and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
SUGGESTED SECONDARY DESIGNATION
Private:UCA_63G-2-302_(1)(e)_(2008)
(Approved 10/01)
BUDGET BACKGROUND RECORDS (Item 2-6)
Records used to assist in the preparation of the division budget and to justify budget requests presented to the department director. They also contain work programs, etc.
RETENTION
Record copy: Retain by agency for 3 years and then destroy.
Duplicate copies: Retain by agency for 1 year and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
SUGGESTED SECONDARY DESIGNATION
Private:UCA_63G-2-302_(1)(e)_(2008)
(Approved 07/90)
BUDGET ESTIMATES AND JUSTIFICATION FILES (Item 2-7)
Copies of budget estimates and justification prepared or consolidated in formally organized budget offices. Included are appropriation language sheets, narrative statements, workload/expansion plans and related schedules and data.
RETENTION
Record copy: Retain by agency for 3 years and then destroy.
Duplicate copies: Retain by agency for 1 year and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public:UCA_63G-2-301_(1)(b)_(2008).
SUGGESTED SECONDARY DESIGNATION
Private:UCA_63G-2-302_(1)(e)_(2008)
(Approved 10/01)
BUDGET POLICY FILES (Item 2-8)
Correspondence or subject files of formally organized budget offices documenting agency policy and procedures governing budget administration, and reflecting policy decisions affecting expenditures for agency programs.
RETENTION
Record copy: Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed.
Duplicate copies: Retain by agency for 5 years and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
(Approved 07/90)
GRANT CASE FILES (Item 2-9)
Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds and project budgets. Specific grant case files may have additional state and federal retention requirements, please contact the State Archives to schedule a specific retention.
RETENTION
Record copy: Retain by agency for 3 years after grant has expired and then destroy.
Duplicate copies: Retain for 1 year after grant has expired and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
(Approved 07/90)
GRANT CONTROL FILES (Item 2-10)
Indices, registers, logs, or other records relating to control of assigning numbers or identifying projects, applications, and grants.
RETENTION
Record copy: Retain by agency until superseded or obsolete and then destroy.
Duplicate copies: Retain until superseded or obsolete and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
(Approved 07/90)
PERIODIC BUDGET REPORTS (Item 2-11)
Monthly or routine reports on the status of agency appropriation accounts and apportionment, excluding Annual Budget Reports.
RETENTION
Record copy: Retain by agency for 3 years after the close of the fiscal year and then destroy.
Duplicate copies: Retain by agency for 1 year and then destroy.
SUGGESTED PRIMARY DESIGNATION
Public.
(Approved 07/90)