General Retention Schedule Items

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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 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 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
These records consist of written grievances submitted by an offender, including appeals, written responses from department staff, and may include any supporting documentation provided with a grievance or response.
 
Retain for 7 years, and then destroy records.

Effective 2022-04-25
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 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
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 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 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 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 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 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 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
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 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 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
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
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 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
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
This series consist of various rosters which are used to monitor activities related to the residents. Examples of the rosters are the Weekly resident roster, clean-up rosters, Daily rosters, and Alphabetical offender listing. Information may include resident's name, name and type of program enrolled in, work schedule, employer information, date of birth, type of supervision, name of parole officer, duty assigned, warnings/demerits received, etc.
 
Retain for 2 years, and then destroy records.

Effective 2000-10-01
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 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
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
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

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