General Retention Schedule Items

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These records document traffic infringement citations and warning citations issued by officers of the Utah Highway Patrol. Information includes personal information of the defendant and vehicle description information. These records also contain a description of the charges against the defendant including appropriate state, county, or city code citation as well as location, date, and time of alleged offense. The signature and badge number of the reporting officer and the date and address of the defendant's hearing are also included.
 
Retain for 10 years, and then destroy records.

Effective 2014-07-01
These records track all incoming evidence collected by Utah Highway Patrol officers. Information includes the case number or owner of evidence received, the list of evidence items, the reason for the collection of evidence, and the name of the officer submitting the evidence. Information also includes weapon disposal, disposal area to which evidence is released, and date and authorization of release. Violent felony records including homicide, sexual assault and fatal crashes are not included in this schedules.
 
Retain for 10 years after final action, and then destroy records.

Effective 2014-07-01
These records document the work schedules and assignments of Utah Highway Patrol field personnel. Information includes the assigned division and district as well as dates and schedule details for a work week. Name and badge number of each officer are also included.
 
Retain for 2 years, and then destroy records.

Effective 2014-07-01
These reports are prepared by officers engaged in public patrol or response duties and describe initial actions taken.These records may include a description of the incident, the identifying information of parties involved, the general scope of actions taken by public safety personnel, and the nature of any injuries and damages sustained (Utah Code 63G-2-103(14)(2014)). These records may also include dash-cam recordings, copies of citations issued, warrants issued, DUIs issued, and driver and witness statements. Fatal crashes and violent felony records including homicide and sexual assault are not included in this schedule.
 
Retain for 10 years, and then destroy records.

Effective 2014-06-01
These records track the time that Highway Patrol officers are in court in response to a subpoena. Information includes officer name and badge number; citation number; charge; date, time, and location of trial; whether or not the officer was on duty at the time of the court appearance; total hours; case disposition showing verdict, reason for dismissal (if applicable), and reasons for continuance (if applicable); and officer's signature.
 
Retain for 2 years, and then destroy records.

These are geospatial records containing parcel boundary, identifier, and address; owner type; and county recorder contact information. Parcel information is used to locate and identify property for tax and assessment purposes as well as geometric coincidence with other boundaries. These records also contain information for the Public Land Survey System (PLSS), zoning, land management (wilderness), and appropriate actions for future use of the land. The urban/wildland interface (WUI) survey was conducted by the U.S. Forest Service. The WUI is defined as the area where structures and other human development meet or intermingle with undeveloped wildland. The wilderness areas were proposed and inventoried by the Bureau of Land Management, Utah Wilderness Coalition, Utah Wilderness Association, and the U.S. Forest Service.
 
Retain permanently. Transfer records to the archives.

Effective 2008-10-01
These geospatial records contain information on inland water features such as lakes, streams, ponds, watersheds, dam names, and the Great Salt Lake shoreline; National Hydrology Data (NHD); and drainage systems. These include hydrology records and the Digital Flood Insurance Rate Map (DFIRMS). The DFIRM database depicts flood risk information and supporting data used to develop risk assessment. The primary risk classifications used are the 1-percent-annual-chance flood event, the 0.2-percent-annual-chance flood event, and areas of minimal flood risk. The DFIRM Database is derived from Flood Insurance Studies (FISs), previously published Flood Insurance Rate Maps (FIRMs), flood hazard analyses performed in support of the FISs and FIRMs, and new mapping data, where available. The FISs and FIRMs are published by the Federal Emergency Management Agency (FEMA). The file is georeferenced to earth's surface using the Universal Transverse Mercator (UTM) projection and coordinate system. The sp ecifications for the horizontal control of DFIRM data files are consistent with those required for mapping at a scale of 1:12,000.
 
Retain permanently. Transfer records to the archives.

Effective 2008-10-01
This series is used to track and control all recreational equipment used by the inmates. Includes the type of equipment, the name of the inmate who checked out the equipment, the date the equipment was checked out and checked back in. It also includes a physical inventory of all games and equipment.
 
Retain for 1 year, and then destroy records.

Effective 1999-08-01
These are geospatial records pertaining to transportation routes in Utah. Included are the locations of roads, airports, commuter and lightrail stations, heliports, bus routes and bus stops, and present-day and historical trails.
 
Retain permanently. Transfer records to the archives.

Effective 2008-10-01
These are requests for reimbursement of expenses for members of the Utah Board of Juvenile Justice and Delinquency Prevention who traveled on board business. The information on these forms includes date of request, department or finance number, departmental number, the employee's name, home address, division, department, and bureau, the agency's low organizational and activity numbers, the amount of requested reimbursement, if transportation expenses claimed, the date(s) of travel, the type of transportation used (private car, commercial plane, etc.), where travel to and from, the actual miles traveled, the mileage rate, and the amount of reimbursement claimed per trip and total, and the total amount of actual miles, if subsistence and incidental expenses are claimed, the date(s) of the travel, the destination, the departure and return times, the days and hours of lapsed time, the amount claimed for meals, the total per diem claimed, the type and amount of other expenses claimed, the total expenses for meals, per diem, and other expenses, the signature and title of the traveler, and the signature of the approving official.
 
Retain for 3 years, and then destroy records.

Effective 1999-07-01
These records document school transcripts of youths in the Division of Juvenile Justice Services' system. Information includes name, subjects, grades, social security numbers, and correspondence.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-07-01
These files document the movement of adults from the Utah State Developmental Center to placement in other state or private facilities upon consultation and recommendation of the Division of Services for People with Disabilities (DSPD). Similar records are retained by the Developmental Center and duplicates are weeded from the DSPD files.
 
Retain for 10 years after separation, and then destroy records.

Effective 1995-06-01
These files document the supervision of delinquent youths in the community. The Division of Youth Corrections keeps daily logs, tracks school records, and implements court orders to accomplish these tasks. Information includes court records, name, age, family information, assessments, daily contact reports, and correspondence.
 
Retain for 21 years, and then destroy records.

Effective 1999-07-01
Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number and employee name.
 
Retain for 3 years, and then destroy records.

Effective 1999-07-01
These records document bibliographies, check lists, and indexes of agency publications and news releases, except those used as indexes to public relations files.
 
Retain for 2 years, and then destroy records.

Effective 1995-06-01
This file documents the deaths occurring at each facility. The file consists of cards containing the inmate name and number, date of death, circumstances surrounding the death, and type of death.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01
These files document authorizations for employees to use private vehicles for state business when it is the most economical method of travel.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
A person who has been convicted of a crime may petition the court for an order to expunge records of arrest, investigation, detention, or conviction (UCA 77-40-103) (2010). To "expunge" means to seal or otherwise restrict access to records held by the agency that relate to the petitioner's arrest, criminal investigation, detention, and conviction (UCA 77-40-102 (7))(2010). A successful petitioner is responsible for distributing the court order to all affected agencies, so the agency may seal the records. An expunged record includes the sealed records along with the court order.
 
Retain until final action, and then destroy records.

Effective 2000-10-01
Case files consisting of investigative files gathered by the Department of Corrections. Information may include personal data, investigative reports, witness statements, law enforcement information, credit history, criminal history, taped/transcribed conversations, video taped activities, photographs, lab reports, evidence and any other information pertinent to the investigation.
 
Retain for 10 years after after case closes, and then destroy records.

Effective 2001-03-01
Documents the work assignments made by the staff to residents to perform standard cleaning routines in and around the facilities. Includes daily welfare inspection worksheets, room cleaning assignments, kitchen cleaning schedules, general facility cleanup assignments and living area cleanup schedules.
 
Retain for 1 year, and then destroy records.

Effective 2000-10-01
These are complete work histories of individuals while employed by the State. Refer to UCA 67-18-1, et. seq. (1992). When and employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position descriptions, career mobility agreements, insurance benefits notifications (ADNT-1), job swap agreements, and overtime agreements.
 
Retain for 65 years after separation, and then destroy records.

Effective 1995-06-01
This series consist of various rosters which are used to monitor activities related to the residents. Examples of the rosters are the Weekly resident roster, clean-up rosters, Daily rosters, and Alphabetical offender listing. Information may include resident's name, name and type of program enrolled in, work schedule, employer information, date of birth, type of supervision, name of parole officer, duty assigned, warnings/demerits received, etc.
 
Retain for 2 years, and then destroy records.

Effective 2000-10-01
These are records created by committees or conferences, including advisory committee's relating to executive establishments, organiztions, memberships, and policies.
 
Retain permanently. Transfer records to the archives.

Effective 1995-06-01
This log documents an inmate's civil/criminal process. Includes the name of inmate, inmate number, housing location, date, and description of process.
 
Retain for 1 year after final action, and then destroy records.

Effective 2000-07-01
These records are used to verify that a resident received his paycheck from the agency. The resident receives a receipt verifying that his paycheck was deposited into his individual account. Information includes receipt number, resident's name, date, name/address of facility, resident's employer and amount of check.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01

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