General Retention Schedule Items

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These files document services provided for programs offered by the department. Participants are required to meet eligibility requirements outlined by the State of Utah.
 
Retain for 5 years, and then destroy records.

Effective 1995-09-01
These files document a demonstration program initiated by the Department of Workforce Services to assist single parents to obtain gainful employment. This program has an initial life of five years although if successful may be extended. The program was initiated in 1992.
 
Retain for 6 years, and then destroy records.

Effective 1995-09-01
These are transmittals for checks and cash deposited into Workforce Services divisional and regional financial accounts. Deposits are made by low organizational number and include deposits with the State Treasurer, transmittal date, department number, collection number, description number, account number, totals, copies of checks and receipts, services request, and billing forms.
 
Retain for 3 years, and then destroy records.

Effective 1995-09-01
These are complete case histories of clients receiving services provided by or through the Department of Workforce Services. 
 
Retain for 5 years, and then destroy records.

Effective 1995-09-01
These are payments to clients receiving benefits from programs offered by the department. These payments are for day care, subsistence, child care, and housing.
 
Retain for 3 years, and then destroy records.

Effective 1995-09-01
These are licensing and inspection files of centers that provide care and supervision of children under the age of fourteen for more than four but less than twenty-four hours a day for a fee.
 
Retain for 8 years, and then destroy records.

Effective 1995-09-01
These are licensing histories of family day care providers. Family day care licensors create these records and use them to complete background reports and histories of providers. These files are also used when a provider case is reopened.
 
Retain for 8 years, and then destroy records.

Effective 1995-09-01
These are verifications for home energy assistance. The Department of Workforce Services gathers information from clients in order to verify and determine eligibility for home energy assistance.
 
Retain for 3 years, and then destroy records.

Effective 1995-09-01
Cards that have been voided by the Department of Workforce Services, when overpayments are discovered, fraud is evident, or the client has been declared ineligible for benefits.
 
Retain for 5 years, and then destroy records.

Effective 1995-09-01
These are files that show the distribution of food stamps to eligible clients. Clients must pass a needs test and meet income standards set by both the federal government and State of Utah.
 
Retain for 2 years, and then destroy records.

Effective 1995-09-01
Cards issued to clients receiving medical care for medicaid services offered through the Department of Workforce Services.
 
Retain for 5 years, and then destroy records.

Effective 1995-09-01
These are overpayments for medical expenses incurred by clients through the medicaid program. The Department of Workforce Services maintains the original paperwork on excessive payments and is responsible for collecting overpayments from clients.
 
Retain for 3 years, and then destroy records.

Effective 1995-09-01
These are prescription drug claims from clients receiving assistance through the Department of Workforce Services. Clients must meet income and medical eligibility requirements set by federal and state governments.
 
Retain for 5 years, and then destroy records.

Effective 1995-09-01
These are billings issued to daycare providers for services provided to the Department of Workforce Services.
 
Retain for 3 years, and then destroy records.

Effective 1995-09-01
These files are used to monitor client cases and their progress. They also document the self sufficiency and income eligible child care programs.
 
Retain for 5 years, and then destroy records.

Effective 1995-09-01
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 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

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