General Retention Schedule Items

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These are investigations and findings of reported child abuse and neglect cases. Child protective service workers use this information to determine whether or not a child is the victim of abuse, neglect, or dependency. Information may include name, court actions, investigations, guardian information, psychiatric and psychological information, and victim information.
 
Retain for 100 years after case is closed, and then destroy records.

Effective 2016-04-01
These are complete case histories of clients receiving services provided in or through a division office. Case files are used to monitor what type of services have been or need to be provided. Records document services provided, counseling, evaluations and other pertinent information provided by the caseworker.
 
Retain for 50 years, and then destroy records.

Effective 2016-02-01
These records are used to identify and notify the volunteers and part-time staff who perform religious services and individual counseling at the facilities. Information includes weekly work schedules, time of counseling sessions or religious services, and the name of the individual conducting the activity.
 
Retain for 1 year, and then destroy records.

Effective 2000-10-01
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
These worksheets are used to reconcile the quarterly profit and loss statements for the Division of Correctional Industries. Includes production balances and accounts receivable totals.
 
Retain for 3 years, and then destroy records.

Effective 2000-10-01
Provides a record of billings by county correctional facilities for housing and medical attention given to inmates. Includes the inmates name, housing and medical costs, dates of residency, and signature of authorized agency allowing reimbursement. A warrant request is attached to each billing for payment by the state.
 
Retain for 5 years, and then destroy records.

Effective 2000-10-01
Bills which document calls made by the Department. Includes the number called and the length, time, and date of phone call.
 
Retain for 3 years, and then destroy records.

Effective 2000-10-01
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
Complete work history for employees within the Department of Corrections. Information may include current performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification, job swap agreement, overtime agreement, application for employment, employee's social security card (copy), notice of personnel action, termination form, employment eligibility verification form, exit interview form, new employee orientation self-guide and retirement/deferred compensation plan notification. In addition files may contain completion of course certificates, letters of commendation, performance plans and evaluations and leave adjustment reports.
 
Retain for 30 years after separation, and then destroy records.

Effective 1999-08-01
Documents all medical procedures conducted on inmates. Information includes physician orders, prescriptions, pharmaceutical records, progress notes, lab reports, prescription/treatment history, intake history records, consultation reports, medical history, psychiatric notes, psychological notes, x-rays, health care request forms, medical clearance forms, memorandums, record request forms, dental examinations/treatment, optometry examinations, audiology reports, physical therapy treatments, psychological assessments, psychological histories, discharge summary, mental health treatment plans and psychological test results.
 
Retain for 10 years after separation, and then destroy records.

Effective 2000-04-01
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 logs are used to track the requests received for one inmate to correspond with another inmate. Includes both approved and denied requests. Inmate-to-inmate correspondence is not permitted unless there is a compelling interest. The files include Inmate-to-Inmate Correspondence Request, Approved Inmate-to-Inmate Correspondence Log, Denied Inmate-to-Inmate Correspondence Log, and Notification of Inmate-to-Inmate Correspondence Requests. The approved request forms are placed in the inmate mail file after approval. The denied request forms are retained for 6 months and then placed into the inmate mail file. The inmate mail file is retained for 3 years after the release of the inmate.
 
Retain for 2 years, and then destroy records.

Effective 1999-06-01
The Offender Base Criminal Identification System (OBCIS) database is designed to provide consolidated information collected by the separate divisions within the Department. The system also provides a communications network that supports the entry and access of information on the respective file. The information is used in the publication of research reports, annual reports and other special documents. The system also provides a complete history of an offender while under the supervision of the Department.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01
These files document the negotiations and the resulting agreements for leased facilities. Information includes specifications and procurement information, modifications made to buildings, space management analysis, contracts, agreements, correspondence and building modification work orders.
 
Retain permanently. Records may be transferred to the archives.

Effective 1999-08-01
These files are used to control the location of tools used by maintenance crew members. The files contain the physical inventory of equipment and the issue/turn-in sheets. Information includes the name of the maintenance worker, date, and tools issued.
 
Retain for 1 year, and then destroy records.

Effective 1999-08-01
This series is used to track and control all recreational equipment used by the inmates. Includes the type of equipment, the name of the inmate who checked out the equipment, the date the equipment was checked out and checked back in. It also includes a physical inventory of all games and equipment.
 
Retain for 1 year, and then destroy records.

Effective 1999-08-01
This is the raw data received from county sheriffs in the state indicating the number and types of juveniles held in jails. This information is used to prepare the Detention Data Report. This record includes the name of county; the name of the youth offender; the youth's sex, age, and race; the alleged violation; the date the youth was admitted to jail and the date released; to whom the youth was released; and the total length of time the youth was held.
 
Retain permanently. Transfer records to the archives.

Effective 1999-07-01
These are policies and procedures that govern the operation and administration of various programs within the Division of Youth Corrections.
 
Retain permanently. Transfer records to the archives.

Effective 1999-07-01
These are health assessments performed on new or current clients to determine whether they qualify for Title XIX programs.
 
Retain for 7 years, and then destroy records.

Effective 1995-06-01
These are requests for building and equipment maintenance services, excluding fiscal copies.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
These records document accouting actions that request transfers of funds between agencies for services rendered or materials purchased.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
These files document authorizations for employees to use private vehicles for state business when it is the most economical method of travel.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
This is an active list of people who are hired to go into small group homes to teach and/or consult with group home parents. They can also relieve home parents of duties for a short period of time.
 
Retain for 3 years, and then destroy records.

Effective 1995-06-01
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 by the Department of Human Services, Office of Family Support.
 
Retain for 8 years, and then destroy records.

Effective 1995-09-01
Cards that have been voided by the Office of Family Support.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

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