AGENCY: Department of Workforce Services. Office of Homeless Services
SERIES: 31214
TITLE: Utah Homeless Management Information System (UHMIS) records
DATES: 2011-
ARRANGEMENT: Numerical by customer ID.
DESCRIPTION: UHMIS (Utah Homeless Management Information System) is a data system used for the reporting, analysis, and coordination of homeless services. See Utah Code 35A-16-102(13) (2025), 35A-16-202(1)(c) (2024), and Utah Code 35A-16-205(1)(q) (2025). Records document the provision of homeless services. These services are not typically provided by state government and records are property of third-party partners.
The 2004 HMIS Data and Technical Standards 5.2.1 states, "HMIS data must be stored at the central location for a minimum of seven years after the date of collection by the central coordinating body or designee of the CoC. The seven-year requirement is the current government standard for health and medical information." The UHMIS Governing Documents Data Security Policy requires that "All client records will be maintained on the UHMIS system for at least seven years from the last service date, except for data entered by domestic violence service providers. When client data has been dormant for seven or more years, it may be removed so long as its removal does not interfere with other client data accessed in the last seven years. Aggregate data will be maintained outside UHMIS for data analysis in the UHMIS Lead Agencies secure server. If the UHMIS Steering Committee determines data should be removed, the data may be removed in collaboration with the current best practices and the HMIS vendor."
Privacy annotation:
List of personal data included: name, address, phone, military service, gender, marital status, SSN, employment status, race, ethnicity, photograph.
PII is collected to fulfill federal and local requirements for various federal and state programs such as the Continuum of Care Program, and Emergency Solutions Grant.
Legal authority for collecting PII is governed by The McKinney-Vento Homeless Assistance Act As amended by S. 896 The Homeless Emergency Assistance and Rapid Transition to Housing (HEARTH) Act of 2009, 2004 HMIS Data and Technical Standards Final Notice, HMIS Data Standards, and Utah Code 35A-16.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Patient and client case files, GRS-1706
AUTHORIZED: 05/28/2025
FORMAT MANAGEMENT
Computer data files: Retain in Office for 7 years and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(2)(d) (2025)