These record document the planning, design and construction of facilities, road or bridges. They are used to monitor compliance, and are a resource while projects are in progress. Records may include estimates, funding documents, scopes of work, and related correspondence and records.

Retain for 7 years after final action, and then destroy records.

Effective 2017-10-01

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

These records support the agency's mission to provide and maintain the state's infrastructure. These records document the bid plan set that was marked up with changes during construction, as well as the final plan. Records may include as-constructed plan sets, correspondence, and related records.

Retain permanently. Transfer records to the archives.

Effective 2017-10-01

These records document the agency's compliance with the National Environmental Policy Act (NEPA) and other federal requirements. Records may include environmental impact statements (EIS), environmental assessments (EA), and categorical exclusions (CAT-EX).

Retain permanently. Transfer records to the archives.

Effective 2017-10-01

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

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

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

These files document the service and maintenance performed on the laundry facility equipment. Includes type of service, date performed, problems reported, etc.

Retain until disposition of asset, 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

Applications for leave and supporting papers relating to request for and approval of employee leave.

Retain for 6 months, and then destroy records.

Effective 1999-08-01

Documents the classification assigned to an inmate. The inmate is evaluated and assigned a classification based upon behavior, attitude, personality, etc. Includes the name of the inmate, inmate number, age of the inmate and the classification assigned to the inmate. The classification assigned to an inmate is also retained in the inmate's jacket or file.

Retain for 2 years, and then destroy records.

Effective 2000-07-01

This record provides a daily list of inmates who are cleared to work outside the secured perimeter of the facility. The file includes the work supervisor's name, hours inmate is cleared to be out, inmate name, inmate number, classification level, housing assignment, location where inmate is cleared to work, and date.

Retain for 2 years, and then destroy records.

Effective 2000-07-01

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 hours worked by an inmate or resident. Includes the name of the inmate or resident, inmate or resident number, dates and hours worked, etc.

Retain for 3 years, and then destroy records.

Effective 2000-07-01

Documents incidents occurring within the facility. May include reports involving staff members, inmates or non-individual incidents such as doors ajar, etc. Includes date, time and location of incident, name of individuals involved, names of witnesses, description of incident or security breach, and action taken or recommended. Any incident resulting in disciplinary action would be retained in the inmate/resident file or the employee file.

Retain for 6 years, and then destroy records.

Effective 2000-10-01

Consists of the physical evidence being held as evidence in a case. May include weapons, altered items, contraband and crime and medical lab reports.

Retain until case is closed, and then destroy records.

Effective 2000-10-01

Documents all events that occur in a security cell. The security cell is used as a temporary holding cell for problem inmates/residents or inmates/residents that require temporary protection from other inmates/residents. Includes the name of the inmate/resident, date and time of arrival and release, name of person authorizing the placement and release, physical description, violations or charges, special instructions, inmate/resident property inventories and initial of staff members. A copy of the log is retained in the inmate/resident file.

Retain for 2 years, and then destroy records.

Effective 2000-10-01

Provides documentation of all evidence that has been collected by the Department. Videos of the evidence room or safes are created on a routine basis as required. The videos are used to provide evidence in hearings or court cases after the final disposition of the physcial evidence has occurred.

Retain until superseded, and then destroy records.

Effective 2000-10-01

Documents the training completed by K-9 units. The areas of training include apprehension, tracking, detection and obedience.

Retain until separation, and then destroy records.

Effective 2000-10-01

Provides documentation pertaining to an individual or operation used in preparation for a special operation. Includes photos of the individual, rap sheets, blueprints of the facility, warrants and subpoenas.

Retain for 3 years, 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

Consists of video tapes recorded during forced cell movements or incidents involving inmates. The videos are used for litigation support against charges of brutality, property damage, etc. A forced cell movement occurs when an inmate is assigned to another cell and refuses to move on his/her own accord. Inmate incident videos consist of recorded incidents which occur in areas under surveillance.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

Documents personal property of an inmate. Includes confiscated property forms, released property forms, disposition forms, denials, receipts, property contracts, property correspondences and property inventory forms.

Retain for 4 years after release or death of inmate, and then destroy records.

Effective 2000-07-24

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