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
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
Records used to make corrections to transactions in an inmate's financial account. This record is a source document for the inmate accounting system and is used to audit the accounts. Information includes receipt copy of the error, a computer copy of the correction made, and a handwritten explanation of the change.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
Financial records resulting from bank transactions. The files are used to reconcile any errors in transactions within the computer file and with the bank. Information includes bank statments, bank copy of deposit slips, register of checks written, returned checks, stop payment notifications and check listings.
 
Retain for 5 years, and then destroy records.

Effective 1999-06-01
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
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
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
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
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 records list all of the activities occurring at each facility every week. They include schedules for events affecting staff and/or inmates. Information includes a weekly calendar showing the activity, date and time of the activity. May also include the menu for the week.
 
Retain for 1 month, and then destroy records.

Effective 2000-10-01
Reports created by the Department to assist in balancing and recording daily transactions of individual residents' accounts. Information includes monthly balancing reports, service fee reports, receipt listings, posting reports, waiver listings, and residential account listings.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
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 are authorizations signed by the inmate allowing the Business Office to transfer money from an individual account to the Inmate Fund and transfer checks written on that account to pay a vendor. This is a source document for the check file and transaction file maintained on the computer system. Information includes date, signature of inmate, staff and witnesses, the amount and payee.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
These records are used to manage the resident's financial account. May include money transfer requests, service fee waiver requests, transaction listings, and financial account summaries which are reconciled when the resident is released from the facility.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
Records used to control the workload and quantity of work performed at Utah Correctional Industries. Series may include production schedules, monitoring reports, production quantities, and cost accounting reports.
 
Retain for 5 years, and then destroy records.

Effective 2000-10-01
Records created under the authority of UCA 77-27-21.5 (1993) which requires the Department "to collect, analyze, and maintain information on sex offenders and sex offenses" and to make that information available to law enforcement agencies and to control "access to information gathered under this section." Information includes sex offenders profile form, sex-offender victim information form, and change of address form. After their legal retention period expires they are transferred to the Department's Intelligence files, where they are maintained for 1 year.
 
Retain for 6 years, and then destroy records.

Effective 2000-10-01
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
These receipts serve as source documents for data entry into the Inmate Accounting System and record money collected from outside sources for deposit into each inmate's account. These sources may be relatives, friends, or any other source. Each receipt includes the date, name of person making the transaction, amount, file number, receipt number, and name of inmate who owns the account.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
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 a record of purchases by the inmates at the Commissary. May include name of inmate, inmate number, item purchases and amount of purchase.
 
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
This record documents the inmates who have been assigned televisions. The log maintained in electronic format contains the inmates' name and number, housing location, date request was received, date of approval, date television was received by the inmate, the television's serial number and the date the television was returned. A hard copy version is placed in the inmate property file which is retained for 3 years after parole or termination of jurisdiction.
 
Retain for 1 year, and then destroy records.

Effective 1999-06-01
These records document how the agency meets state and federal requirements for material certification and testing. Records may include material certifications, testing documentation, weigh tickets, Buy America certification documentation, materials book, material submittals, construction materials forms, and other associated correspondence and documentation.
 
Retain for 7 years, and then destroy records.

Effective 2017-10-01
This series documents the title and location of each book or magazine maintained by the library. Information includes the catalog number, the title of the book or magazine, the publisher's name, the author's name, and a brief description of the item.
 
Retain until superseded, and then destroy records.

Effective 1999-08-01

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