General Retention Schedule Items

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These are investigations and findings of reported child abuse and neglect cases. Child protective service workers use this information to determine whether or not a child is the victim of abuse, neglect, or dependency. Information may include name, court actions, investigations, guardian information, psychiatric and psychological information, and victim information.
 
Retain for 100 years after case is closed, and then destroy records.

Effective 2016-04-01
These are minutes of the Utah Board of Juvenile Justice and Delinquency Prevention Advisory Committee. The board advises the division on preventative programs to discourage juveniles from engaging in delinquent actions through education and training programs.
 
Retain permanently. Transfer records to the archives.

Effective 1999-07-01
This is the raw data received from county sheriffs in the state indicating the number and types of juveniles held in jails. This information is used to prepare the Detention Data Report. This record includes the name of county; the name of the youth offender; the youth's sex, age, and race; the alleged violation; the date the youth was admitted to jail and the date released; to whom the youth was released; and the total length of time the youth was held.
 
Retain permanently. Transfer records to the archives.

Effective 1999-07-01
These are licensing and certification actions by the Division of Youth Corrections. They include quality assurance information and providers licensed to provide services to the division (Utah_Administrative_Code_R840-8_(1992)).
 
Retain permanently. Transfer records to the archives.

Effective 1995-09-01
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 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
These files document detention records for youths over the age of 10 and under 21 years of age who have been placed in juvenile detention facilities for care and services. Juvenile detention records are kept for three years after the detainee's 18th birthday unless expungement of the record is ordered by the Juvenile Court. Records of juveniles 21 years of age or older are destroyed. Information includes name, birthdate, birthplace, court actions, criminal histories, fingerprints, education, psychological and psychiatric information, medical information, and victim information.
 
Retain for 21 years after date of birth, and then destroy records.

Effective 2006-06-01
State employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime systems.
 
Retain for 3 years, and then destroy records.

Effective 1999-07-01
These records are used to determine eligibility of program participants for Medicaid services for youth offenders under state supervision. Specific types of documents include Medicaid applications, copies of birth certificates, parental income declaration forms, and copies of placement services contracts.
 
Retain for 10 years after after case closes, and then destroy records.

Effective 2006-02-01
These files document control registers that pertain to requistions and work orders for printing, binding and duplicating services.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
These are copies of correspondence and forms maintained in the personnel files of temporary employees.
 
Retain for 1 year, and then destroy records.

Effective 1995-06-01
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
This is a listing of prospective clients waiting for services provided by the Division of Services for People with Disabilities.
 
Retain for 5 years, and then destroy records.

Effective 1995-06-01
This is an active list of people who are hired to go into small group homes to teach and/or consult with group home parents. They can also relieve home parents of duties for a short period of time.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
These reports are generated by American Express and show expenditures made by state employees on agency American Express credit cards.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
These are denials pertaining to the adoption of children. They indicate the reasons for Family Services' denial of adoption applications. They include a profile summary of the adoptive family which contains parent surname, religion, income, education, occupations, and children's names and ages.
 
Retain for 4 years, and then destroy records.

Effective 1995-08-01
These records document bank statements from client trust accounts and are used to manage financial and audit records. Information includes returned checks, financial statements, and bank transactions.
 
Retain for 4 years, and then destroy records.

Effective 1999-03-01
These are public hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of youth corrections facilities and to provide contracting procedures for youth corrections programs.
 
Retain permanently. Transfer records to the archives.

Effective 1995-09-01
These are subsidy agreements to adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one time, time-limited, or long-term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18, or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993)).
 
Retain for 20 years, and then destroy records.

Effective 2009-02-01
These files document information collected to determine whether or not a family and home are appropriate for the placement of children currently in foster care. If the home is determined to be suitable, children may be released from the custody of the Division of Child and Family Services to the approved family and home. Information includes criminal background checks, autobiographies, physical, psychiatric, and psychological examinations, interviews, income information, and home study evaluations.
 
Retain for 10 years, and then destroy records.

Effective 1998-02-01
These are the minutes of meetings for the three Regional Administrators and the Youth Corrections Board. Their meetings consist of discussions of items of mutual interest and concern in the administration of the Youth Corrections program. This record includes the date and time of the meeting, the place of the meeting, the names of the individuals present, the topics discussed and any decisions reached.
 
Retain permanently. Transfer records to the archives.

Effective 1999-07-01
Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an 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 description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.
 
Retain for 65 years, and then destroy records.

Effective 1999-07-01
Information collected from prospective adoptive families and assessed by the agency to determine eligibility. Following the assessment of cases, Human Services determines either the approval or disapproval of applicants. Information includes home studies, primary person characteristic forms (Form 1054), court documents, biographies, reference letters, work histories, criminal background checks, psychiatric and psychological information, and family records.
 
Retain for 7 years, and then destroy records.

Effective 1995-08-01
These are complete case histories created to monitor services needed and provided to families by a division office. Records include family assessments, studies, counselings, evaluations, family preservation plans, family reunification plans, and other information deemed pertinent by the caseworker.
 
Retain for 50 years, and then destroy records.

Effective 2016-02-01
These are records of meetings from the Board of Youth Corrections. The board has policy making powers, duties, functions, rights, and responsibilities for the operation of youth corrections programs.
 
Retain permanently. Transfer records to the archives.

Effective 1999-07-01

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