AGENCY: Department of Commerce. Office of the Homeowners' Association Ombudsman
SERIES: 31311
TITLE: General correspondence
DATES: 2025-
ARRANGEMENT: Chronological
DESCRIPTION: These records are designated as "Information Only" and contain general correspondence that does not pertain to any particular case file. They are created to answer general homeowner association questions from homeowners, lot owners, unit owners, associations of lot owners, and/or associations of unit owners. These records may originate on electronic mail, or other media and are filed separately from individual case files. Records may include information received for newsletter mailing list, information from a homeowner, lot owner, unit owner, an association of lot owners, or an association of unit owners requesting the Office of the Homeowners' Association Ombudsperson contact the homeowner, lot owner, unit owner, association of lot owners, or association of unit owners. Under Utah Code 63A-19-401.1 (2025), the Utah Department of Commerce hereby discloses this record series includes personal data.
Personal data that may be contained within a Division application: The homeowner, lot owner, unit owner, association of unit owners, and/or association of lot owners' name, phone number and/or email address.
Purpose for collecting: The Division may collect personal data for the purpose of identifying a member of the public to provide follow-up contact and communication regarding general questions or concerns
Statute citation reference to collect personal data: Utah Code 13-79-101 through 104 (2025).
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory correspondence, GRS-1759
AUTHORIZED: 09/25/2025
FORMAT MANAGEMENT
Computer data files: Retain in Office for 2 years and then delete.
Paper: Retain in Office for 60 days and then destroy provided documents have been scanned.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301 (2025)