This series serves as a reference for information received or maintained. Examples include the Radio call logs and the Investigative case file log. Information may include name of resident or employee, case number, file number, date, type of compliant or incident, name of investigator, etc.

Retain for 1 year, and then destroy records.

Effective 2000-10-01

These files document the restitution and other obligations that inmates are ordered to pay for damages they have done to either the State's or another inmate's property. Information includes name, date, file number, amount of payment, letter of authorization, and related correspondence.

Retain for 1 year after final action, and then destroy records.

Effective 1999-06-01

These files document the negotiations and the resulting agreements for leased facilities. Information includes specifications and procurement information, modifications made to buildings, space management analysis, contracts, agreements, correspondence and building modification work orders.

Retain permanently. Records may be transferred to the archives.

Effective 1999-08-01

Provides a record of gas and oil consumption, dispatching and scheduling of motor vehicles.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

These files are used to track security equipment assigned to Department personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment. Information includes name of employee, date assigned, type of equipment, equipment serial number, initials of employee receiving the equipment and the employee releasing the equipment and the date equipment was returned.

Retain for 3 years after final action, and then destroy records.

Effective 1999-08-01

Provides a record of requests for maintenance and repairs at the Correctional facilities. Includes the date, name of requestor, and a description of the problem.

Retain for 3 years, and then destroy records.

Effective 1999-08-01

This record documents the cause of any accident and the results of the subsequent investigation involving any Department owned or leased vehicles. Information includes time of accident, place of accident, vehicle description, name of driver and insurance data.

Retain for 1 year after case is closed, and then destroy records.

Effective 1999-08-01

Provides a record of the sales of surplus personal property (including those transactions deviating from standard procedures), comprised of invitations, bid acceptance, lists of materials, evidence of sales, and related correspondence.

Retain for 2 years, and then destroy records.

Effective 1999-08-01

Provides a record of the final decision and order issued by the executive director regarding an employee disciplinary hearing. Consists of the order, any recommendations of the Administrative Law Judge, reports, etc.

Retain for 5 years, and then destroy records.

Effective 1999-08-01

This log provides a record of problems and maintenance on facility boilers. Includes date, type of problem or service, work assignment, etc.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

This log is used to control the use of knives by resident cooks in order to maintain security. Information includes date and time knife/knives were taken to kitchen, identification of knife/knives signed out, resident to whom they were signed out, resident's and staff initials, date returned, and staff initials acknowledging their return.

Retain for 1 year, and then destroy records.

Effective 1999-08-01

Provides a written record of an employee's disciplinary hearing.

Retain for 5 years, and then destroy records.

Effective 1999-08-01

These lists are used to track which inmates register for various activities such as facility sporting events, barber/beauty salon visits, etc. Includes the name of the inmate, inmate number, type of activity and date.

Retain for 6 months, and then destroy records.

Effective 2000-07-01

Provides a record of employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime schedules.

Retain for 3 years, and then destroy records.

Effective 1999-08-01

Provides a detailed summary of incoming evidence from incidents involving inmates/residents or Departmental personnel. Includes the evidence document number, case number, suspect/inmate/resident name, evidence location, description of evidence, officer receiving evidence, date received, reason released, date returned and final date of and manner of disposition of the evidence.

Retain for 30 years after final action, and then destroy records.

Effective 2000-10-01

Provides documentation of intelligence gathered to prepare for special operations. The information is used to issue orders and instructions to Department personnel prior to a special operation.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

These records document adoption placements for children whose birth parents have either been deprived of or have permanently relinquished their parental rights. Information includes face sheet, intake information, social history, closing information, medical, genetic, and birth information, educational records, psychological evaluations, birth certificates, legal documents, adoption reports, summons, paternity rights, administrative reviews, investigative reports, handwritten notes, financial reports, and correspondence.

Retain permanently. Records may be transferred to the archives.

Effective 1995-08-01

Documents the employment history of the inmates or residents while under the jurisdiction of the Department of Corrections. Includes the employment application, correspondence, etc. Information includes the name of inmate, inmate number, position, rate of pay, date of hire, termination date, etc.

Retain for 3 years after separation, and then destroy records.

Effective 2000-07-01

Documents random or routine searches of inmates or residents and their rooms or cells. Includes the name of the inmate or resident, inmate/resident number, location of search, date and time of search, name of officer conducting the search and a description of any contraband found.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

These records and reports are the primary case files generated by state university or college police officers who are investigating or responding to a felony-offense-level incident. They include all records associated with the incident, and may include arrest and investigative reports, photographs, lab tests, arrest warrants, and any other pertinent records.

Retain for 10 years, and then destroy records.

These records document information gathered by staff regarding foster parents who are providing services to children in out-of-home care. Records are used to disperse payments as well as determine potential foster parents eligibility for foster care licensure and ability to provide for the needs of children in their care. Records include agreements, trainings, licenses, case worker's notes, and related information.

Retain for 50 years, and then destroy records.

Effective 2016-02-01

Cash register tapes collected monthly noting monies received by the sale of copies of students' transcripts.

Retain for 3 years, and then destroy records.

Effective 1990-07-01

These records document bank statements from client trust accounts and are used to manage financial and audit records. Information includes returned checks, financial statements, and bank transactions.

Retain for 4 years, and then destroy records.

Effective 1999-03-01

These are public hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of youth corrections facilities and to provide contracting procedures for youth corrections programs.

Retain permanently. Transfer records to the archives.

Effective 1995-09-01

These files document detention records for youths over the age of 10 and under 21 years of age who have been placed in juvenile detention facilities for care and services. Juvenile detention records are kept for three years after the detainee's 18th birthday unless expungement of the record is ordered by the Juvenile Court. Records of juveniles 21 years of age or older are destroyed. Information includes name, birthdate, birthplace, court actions, criminal histories, fingerprints, education, psychological and psychiatric information, medical information, and victim information.

Retain for 21 years after date of birth, and then destroy records.

Effective 2006-06-01