AGENCY: Department of Health and Human Services. Community Health and Well-Being. Division of Population Health
SERIES: 31483
TITLE: Disease reporting transitory records
DATES: 1981-
ARRANGEMENT: Database.
DESCRIPTION: The Division of Population Health monitors diseases and other conditions that may threaten the health of Utahns. To accomplish this, healthcare providers report certain disease information electronically. Often, the structure of the original message is only readable by computers, such as HL7. Then, they are translated by other applications into more usable formats, such as case files. This series describes the original messages received by healthcare providers. The more usable formats are included in other series such as series 82996. Once the reports have been translated into other formats, these records are kept for short-term data analysis or quality assurance of the reporting systems.
Information includes the name and contact information of person or entity reporting the case; the physician and hospital with which the case is affiliated; source of disease; symptoms; laboratory results; diagnosis; treatments; clinical information, including mortality status; and patient demographic information.
See Utah Code 26B-8-402 (amended 2023), 26B-1-202 (2)(y,aa-dd) (amended 2025), and Utah Administrative Code R386-702 (effective 2024).
Privacy annotation:
List of personal data included: Demographic information, contact information, medical records, case ID number, travel history
Purpose personal data is collected, maintained, or used: Investigation, disease surveillance, intervention, contact tracing, research, reporting to public health authorities, data sharing as allowed in Utah Code 26B-7-(217-220)
Legal authority for collecting, keeping, or using personal data: see above.
RETENTION
Retain for 1 year(s) or until administrative need, whichever is less
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720
AUTHORIZED: 04/22/2026
FORMAT MANAGEMENT
Computer data files: Retain in Office for 1 year or until administrative need, whichever is less and then delete.
APPRAISAL
Administrative Legal
These records have legal value based on the usefulness to document and protect the rights and interests of an individual or organization, to demonstrate compliance with laws and regulations, or to meet other legal needs. Specifically, Utah Administrative Code R386-702 (effective 2024).
PRIMARY DESIGNATION
Exempt. Utah Code 26B-7-217 through 220