AGENCY: Department of Workforce Services. Office of Child Care
SERIES: 31364
TITLE: Environment Rating Scale (ERS) observations
DATES: 2019-
ARRANGEMENT: Database.
DESCRIPTION: Observation information is recorded and collected to award points to child care programs in the Child Care Quality System and to provide technical assistance and coaching. See Utah Code 35A-3-2 - Office of Child Care, and CCDF Federal Regulations: 45 CFR 98.53. Records contain facility name and address, facility ID number given by Office of Licensing, name of assessor, classroom teacher name(s) and classroom observation scores.
Business need remains as long as data is being requested by and provided to other government agencies; data is being used for the purposes of an ongoing investigation or legal matter; or data is being used to identify statistical information and trends.
Privacy annotation:
List of personal data included: first name, last name, business work address.
Purpose personal data is collected, maintained, or used: Data is collected to rate programs in the Child Care Quality System and to provide technical assistance, training and coaching to assist child care programs with improving quality.
Legal authority for collecting, keeping, or using personal data: Utah Code 35A-3-2 - Office of Child Care, and CCDF Federal Regulations: 45 CFR 98.53.
RETENTION
Retain for 3 year(s) or until administrative value met, whichever is greater
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the Records Management Committee.
APPROVED: 12/2025
FORMAT MANAGEMENT
Computer data files: Retain in Office for 3 years or until business need is met, whichever is greater, and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Protected. Utah Code 63G-2-305(25) (2025)