General Retention Schedule Items

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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 are used to control the administration of food service activities at the facilities. Includes meal counts, menus, health inspections, food inventories, purchase records, and accounting records.
 
Retain for 3 years, and then destroy records.

Effective 2001-02-01
These files provide a history of executions at the prison. The files may contain news clippings, administrative memos, execution minutes, name of inmate, date of execution and inmate correspondence.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01
These weekly reports identify the strenghts and weaknesses of each kitchen regarding safety, cleanliness, and compliance with operating procedures. Information includes date of report, facility, condition of the kitchen, and comments.
 
Retain for 3 years, and then destroy records.

Effective 2000-10-01
Records documenting the removal of asbestos from state buildings by the Utah Correctional Industries' Asbestos Abatement Project crew. The books include check-off sheets, description of project, notifications, work logs, memos, area sign-in sheets, daily work sheets, training certifications, summary of respiratory equipment used, Material Safety Data Sheets, final reports, and waste disposal records.
 
Retain for 30 years, and then destroy records.

Effective 2000-10-01
These files are maintained by the dietician for statistical study of the effectiveness of the food services program. Includes memos, diet manuals, reference publications, dietary training materials and menus. May also contain weight charts and dietary plans for inmates identified as overweight.
 
Retain for 10 years, and then destroy records.

Effective 2000-11-01
Case files used to generate warrants for arrest of escaped felons. Information includes correspondence regarding escapes, escape notifications, warrant for arrest, fingerprint cards, face sheet, rap sheet, commitment papers, statement of probable cause and documentation on the events surrounding the escape. After the case is closed the records are filed with the Investigative case files.
 
Retain for 10 years after case is closed, and then destroy records.

Effective 2000-10-01
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
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 records are used to identify and notify the volunteers and part-time staff who perform religious services and individual counseling at the facilities. Information includes weekly work schedules, time of counseling sessions or religious services, and the name of the individual conducting the activity.
 
Retain for 1 year, and then destroy records.

Effective 2000-10-01
These records contain documentation of geographic projects including, but not limited to, requests for proposals, applications, fiscal reports, support documents, correspondence, status reports, audit reports, maps, analysis results, programs, GIS datasets, work plans, and final reports. These projects are created as part of the daily business of the Automated Geographic Reference Center (AGRC).
 
Retain for 10 years after after end of project, and then destroy records.

Effective 2009-02-01
These are geospatial records that depict wildlife use areas in the state of Utah as determined by wildlife biologists during field surveys.
 
Retain permanently. Transfer records to the archives.

Effective 2008-10-01
These records contain documentation of major geographic projects that have had a significant impact on the State of Utah. These may include, but are not limited to, requests for proposals, applications, maps, programs, work plans, analysis results, GIS datasets, fiscal reports, correspondence, status reports, audit reports, and final reports.
 
Retain permanently. Transfer records to the archives.

Effective 2009-01-01
Correspondence documenting the communication between staff and inmates or vendors regarding account balances, payments, goods and services owed or money transfers. Includes inter-office memorandums, letters and notes from inmates, and correspondence with vendors.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
Provides an inventory of all moves, release and disposition of property, confiscation copies, TV contracts, TV closures, and incoming property. The file also contains the property confiscation log and property destruction log.
 
Retain for 3 years after separation, and then destroy records.

Effective 1999-06-01
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
Listing used to reconcile the offender loan account and to monitor deposits made to this account. The offender loan account provides loans in $50.00 increments to residents who do not have their own money. Residents are expected to become employed while in the program to ensure the loan is paid back. Residents are required to maintain a checking account with a designated bank. Information includes computer printouts of receipts entered and posted to the resident's account.
 
Retain for 3 years after separation, and then destroy records.

Effective 1999-06-01
These records are used to keep track of monies deposited in a restitution account. Monies deposited into these accounts are used for court ordered fines, court costs and victim reparations. Information includes deposit receipts, deposit books and bookkeeping ledgers, etc.
 
Retain for 3 years after final action, and then destroy records.

Effective 1999-06-01
These logs are created by the mail unit to document the "forwarded" and the "return to sender" mail for inmates who can not be located at the prison. The logs also include a list from Inmate Funds Accounting Office showing money sent through the mail that was denied and returned. Information includes the inmates name, date received, date returned or forwarded and name of sender.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
These files document an inmate's request for forwarding their mail after their release. The files also document an inmate's denial of authorization to have his mail forwarded. Information includes inmate name and number, date, new address and signature.
 
Retain for 3 months after separation, and then destroy records.

Effective 1999-06-01
These logs are used to track the requests received for one inmate to correspond with another inmate. Includes both approved and denied requests. Inmate-to-inmate correspondence is not permitted unless there is a compelling interest. The files include Inmate-to-Inmate Correspondence Request, Approved Inmate-to-Inmate Correspondence Log, Denied Inmate-to-Inmate Correspondence Log, and Notification of Inmate-to-Inmate Correspondence Requests. The approved request forms are placed in the inmate mail file after approval. The denied request forms are retained for 6 months and then placed into the inmate mail file. The inmate mail file is retained for 3 years after the release of the inmate.
 
Retain for 2 years, and then destroy records.

Effective 1999-06-01
Log used to record long distance phone calls from Correctional facility phones made by residents. Information includes date, time, name of resident, phone number called, to where/whom call was made, and the reason for the call.
 
Retain for 1 year, and then destroy records.

Effective 1999-06-01
This log provides a record of work assignments and problems that occur on various shifts of the Management Information Systems (MIS) section. The information contains work assignments, plans, date, shift, name of employee, problems and comments.
 
Retain for 2 years, and then destroy records.

Effective 2000-10-01
The Offender tracking database is designed to provide consolidated information collected by the Divisions of Institutional Operations, Adult Probation and Parole, Utah Correctional Industries and other divisions which may deal with offender supervision. This database provides a complete history of each offender while under the supervision of the Department. It may include information directly related to supervision as well as demographic and personal data. This information is used to support the supervision of an offender in order to protect the community by enforcing the orders of the court and the board of pardons and guiding offenders to become law abiding citizens. It also provides a communications network that supports the entry and access of information on the respective file. The information is used in the publication of research reports, annual reports and other special documents.
 
Retain for 7 years after or final action, and then destroy records.

Effective 2005-09-01

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