This series serves as a reference for information received or maintained. Examples include the Radio call logs and the Investigative case file log. Information may include name of resident or employee, case number, file number, date, type of compliant or incident, name of investigator, etc.

Retain for 1 year, and then destroy records.

Effective 2000-10-01

These files document the restitution and other obligations that inmates are ordered to pay for damages they have done to either the State's or another inmate's property. Information includes name, date, file number, amount of payment, letter of authorization, and related correspondence.

Retain for 1 year after final action, and then destroy records.

Effective 1999-06-01

Provides a record of gas and oil consumption, dispatching and scheduling of motor vehicles.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

These files are used to track security equipment assigned to Department personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment. Information includes name of employee, date assigned, type of equipment, equipment serial number, initials of employee receiving the equipment and the employee releasing the equipment and the date equipment was returned.

Retain for 3 years after final action, and then destroy records.

Effective 1999-08-01

Provides a record of requests for maintenance and repairs at the Correctional facilities. Includes the date, name of requestor, and a description of the problem.

Retain for 3 years, and then destroy records.

Effective 1999-08-01

This record documents the cause of any accident and the results of the subsequent investigation involving any Department owned or leased vehicles. Information includes time of accident, place of accident, vehicle description, name of driver and insurance data.

Retain for 1 year after case is closed, and then destroy records.

Effective 1999-08-01

Provides a record of the final decision and order issued by the executive director regarding an employee disciplinary hearing. Consists of the order, any recommendations of the Administrative Law Judge, reports, etc.

Retain for 5 years, and then destroy records.

Effective 1999-08-01

This log provides a record of problems and maintenance on facility boilers. Includes date, type of problem or service, work assignment, etc.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

Provides a written record of an employee's disciplinary hearing.

Retain for 5 years, and then destroy records.

Effective 1999-08-01

Provides a record of 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 schedules.

Retain for 3 years, and then destroy records.

Effective 1999-08-01

Provides a detailed summary of incoming evidence from incidents involving inmates/residents or Departmental personnel. Includes the evidence document number, case number, suspect/inmate/resident name, evidence location, description of evidence, officer receiving evidence, date received, reason released, date returned and final date of and manner of disposition of the evidence.

Retain for 30 years after final action, and then destroy records.

Effective 2000-10-01

Provides documentation of intelligence gathered to prepare for special operations. The information is used to issue orders and instructions to Department personnel prior to a special operation.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

Documents the employment history of the inmates or residents while under the jurisdiction of the Department of Corrections. Includes the employment application, correspondence, etc. Information includes the name of inmate, inmate number, position, rate of pay, date of hire, termination date, etc.

Retain for 3 years after separation, and then destroy records.

Effective 2000-07-01

Documents random or routine searches of inmates or residents and their rooms or cells. Includes the name of the inmate or resident, inmate/resident number, location of search, date and time of search, name of officer conducting the search and a description of any contraband found.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

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

Includes photographs documenting activities and special events held at or sponsored by the Department. This series does not include inmate ID photographs.

Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01

Indigent lists are created by Inmate Funds Accounting Office to document indigency. They are used by the mail unit to identify indigent inmates authorized to receive postage issued to each inmate on a weekly basis. If an inmate has been declared indigent, they are eligible to receive an allowance of five first-class postage stamps per week. These logs are used to document an inmate's right to access attorneys, courts, government officials, and to maintain ties with their community and family. Information includes the name of the inmate and the postage issued.

Retain for 3 years, and then destroy records.

Effective 1999-06-01

This log is used to track the number of keys checked out from control one. Information includes the name of staff member assigned a key, time the key was checked out, time when key was returned, date, and any emergency keys requested.

Retain for 1 month, and then destroy records.

Effective 1999-08-01

These are annual plans compiled by the Information Technology Bureau which forcast the automation needs for the agency. Information includes an executive summary, an agency overview and background data, an explanation of the current data processing environment, projections for expansion of the data processing environment and the budgetary impact.

Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01

Provides a quarterly report of the fiscal activity of the Utah Correctional Industries (UCI). The statments are used to determine trends for future growth and as a indication of problems within an individual shop. Includes agriculture and summary statements, balance totals by quarter by shop, and by manufacturing area.

Permanent. Retain for 7 years. Transfer records to the archives.

Effective 2000-10-01

Documents employee benefits due at retirement.

Retain for 1 year, and then destroy records.

Effective 1999-08-01

These records are used to document the authorization granted to a volunteer to move from one facility within the prison to another. Includes the date and times of movement, purpose of movement, name of the activity supervisor, name of volunteer and final destination of volunteer.

Retain for 5 years, and then destroy records.

Effective 2000-10-01

This file is used to track the number of bed linens processed for each housing unit. Information includes the number of sheets, pillow cases, blankets and bed pads received, housing unit, date, etc.

Retain for 1 year, and then destroy records.

Effective 1999-08-01

These are card files of the library's holdings on the shelves of the four respective prison library units. Information includes the title, author, publisher, accession number, and date published.

Retain until superseded, and then destroy records.

Effective 1999-08-01

These files are used to manage the security of weapons and the issuance of weapons to Correctional employees. Includes the inventory of weapons and the sign-out sheets.

Retain for 5 years after disposition of asset, and then destroy records.

Effective 1999-08-01