General Retention Schedule Items

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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
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
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
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
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
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
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
Applications for identification cards for non-matriculated individuals participating in activities sponsored by an institution of higher education.
 
Retain for 6 years, and then destroy records.

Effective 1990-07-01
Files which document a student's activities, other than academic, while enrolled in one of Utah's institutions of higher education.
 
Retain for 5 years after separation, and then destroy records.

Effective 1992-12-01
Negative prints of all photographs taken of inmates housed at a facility. Includes the photograph, inmate name and number, the date the inmate was admitted, date the photograph was taken, and any requests for copies.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-07-01
Provides documentation of the release or disposition of an inmate's property. Includes the name of the inmate, inmate number, description of the property, and final disposition (returned to the inmate, released to next of kin, donated or destroyed upon the inmate's death).
 
Retain for 3 years after disposition of asset, 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
This record provides an abstract of the information sent to the facilities by the Adult Probation and Parole Offices. Includes the name of the inmate, and the type of report (i.e. parole violation, pre-sentence investigation, diagnostic report, or provocation report.
 
Retain for 1 year, and then destroy records.

Effective 2000-07-01
Provides documentation of inmate visitation requests. Includes the name of the person, reason for visit, name of inmate, date and time of visit, etc.
 
Retain for 2 years after separation, and then destroy records.

Effective 2000-04-01
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 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
Documents the activities of the K-9 unit. Includes quarterly reports, monthly statistical reports, daily reports and an annual report. Information includes the number of case reports, reports filed, arrests, yard checks, shakedowns, drug searches, explosive searches, demonstrations, impounds, citations, and inmate identification checks. The information from the daily, monthly and quarterly reports is compiled into the annual report.
 
Retain for 3 years, 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 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
These records document traffic infringement citations and warning citations issued by officers of the Utah Highway Patrol. Information includes personal information of the defendant and vehicle description information. These records also contain a description of the charges against the defendant including appropriate state, county, or city code citation as well as location, date, and time of alleged offense. The signature and badge number of the reporting officer and the date and address of the defendant's hearing are also included.
 
Retain for 10 years, and then destroy records.

Effective 2014-07-01
These records track all incoming evidence collected by Utah Highway Patrol officers. Information includes the case number or owner of evidence received, the list of evidence items, the reason for the collection of evidence, and the name of the officer submitting the evidence. Information also includes weapon disposal, disposal area to which evidence is released, and date and authorization of release. Violent felony records including homicide, sexual assault and fatal crashes are not included in this schedules.
 
Retain for 10 years after final action, and then destroy records.

Effective 2014-07-01
These records track the time that Highway Patrol officers are in court in response to a subpoena. Information includes officer name and badge number; citation number; charge; date, time, and location of trial; whether or not the officer was on duty at the time of the court appearance; total hours; case disposition showing verdict, reason for dismissal (if applicable), and reasons for continuance (if applicable); and officer's signature.
 
Retain for 2 years, and then destroy records.

These are geospatial records of climate recording stations located in Utah. They show latitude and longitude coordinates of weather recording station locations. Snow avalanche paths of the tri-canyon area of the Wasatch Front in Utah are also included.
 
Retain permanently. Transfer records to the archives.

Effective 2008-10-01

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