General Retention Schedule Items

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These logs are used to access the attorney request files. Information includes reference number, name of inmate, date received, appointment date, date returned and comments.
 
Retain for 2 years, and then destroy records.

Effective 2000-07-01
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 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 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 policies and procedures for the development of assessment plans and assessment advisory training counsels to meet the assessment and health plan certification needs for clients who are developmentally disabled.
 
Retain for 1 year after or until superceded, and then destroy records.

Effective 1995-06-01
These records are used to document the authorization granted to a volunteer to move from one facility within the prison to another. Includes the date and times of movement, purpose of movement, name of the activity supervisor, name of volunteer and final destination of volunteer.
 
Retain for 5 years, and then destroy records.

Effective 2000-10-01
Correspondence documenting the communication between staff and inmates or vendors regarding account balances, payments, goods and services owed or money transfers. Includes inter-office memorandums, letters and notes from inmates, and correspondence with vendors.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
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 are geospatial records showing locations of environmental monitoring sites, underground storage tanks (UST), leaking underground storage tanks (LUST), and potential superfund sites. Locations are based on coordinates derived from maps and GPS data.
 
Retain permanently. Transfer records to the archives.

Effective 2008-10-01
Information collected from prospective adoptive families and assessed by the agency to determine eligibility. Following the assessment of cases, Human Services determines either the approval or disapproval of applicants. Information includes home studies, primary person characteristic forms (Form 1054), court documents, biographies, reference letters, work histories, criminal background checks, psychiatric and psychological information, and family records.
 
Retain for 7 years, and then destroy records.

Effective 1995-08-01
These files document individual and family counseling records for clients receiving services from the Division of Child and Family Services. Counseling and services may be ordered by the courts. Information includes activity logs, personal and family counseling reports, payment documents, court records, progress reports, medical information, and psychological and psychiatric information. There may be child protective services information included in these records.
 
Retain for 10 years, and then destroy records.

Effective 1998-02-01
These records are subsidy agreements with adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one-time, time-limited, or long term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18 or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993).
 
Retain for 20 years, and then destroy records.

These are the minutes of meetings for the three Regional Administrators and the Youth Corrections Board. Their meetings consist of discussions of items of mutual interest and concern in the administration of the Youth Corrections program. This record includes the date and time of the meeting, the place of the meeting, the names of the individuals present, the topics discussed and any decisions reached.
 
Retain permanently. Transfer records to the archives.

Effective 1999-07-01
This is a record of private providers with approved youth rehabilitation programs who contract for services with the Division. These case files document provider responsibility to youths while in the care of the private agency, as well as Youth Correction's responsibility to provider. This series includes a copy of the contract, a program plan, monitoring report, program evaluations, budget statement, and all related correspondence.
 
Retain for 7 years, and then destroy records.

Effective 1995-09-01
These are records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures, and achievements.
 
Retain permanently. Transfer records to the archives.

Effective 1995-06-01
This log provides a record of problems and maintenance on facility boilers. Includes date, type of problem or service, work assignment, etc.
 
Retain until disposition of asset, and then destroy records.

Effective 1999-08-01
Documents the quarterly health inspections conducted by the county health departments of all facility kitchens. The inspections are conducted to insure compliance with all state and county health regulations. Information includes date of inspection, condition of the kitchen area, narrative comments and any violations or necessary corrective action.
 
Retain for 3 years after resolution of issue, and then destroy records.

Effective 1999-08-01
This series documents the title and location of each book or magazine maintained by the library. Information includes the catalog number, the title of the book or magazine, the publisher's name, the author's name, and a brief description of the item.
 
Retain until superseded, and then destroy records.

Effective 1999-08-01
These records are used to maintain control and accountability of state owned property issued to correctional staff. Includes inventory logs for keys, badges, identification cards, manuals, equipment and worksheets indicating person assigned the property, date property was issued and date returned.
 
Retain for 3 years, and then destroy records.

Effective 1999-08-01
Departmental copies of receipts given for cash payments of services rendered.
 
Retain for 3 years, and then destroy records.

Effective 2000-10-01
These geospatial records pertain to utility routes and distribution facilities located in Utah. These include coal seams; mine locations; oil and gas well locations; oil, gas, and water pipelines; telephone service areas; water distribution facilities; electrical lines; and communication towers.
 
Retain permanently. Transfer records to the archives.

Effective 2008-10-01
Provides a detailed summary of incoming evidence from incidents involving inmates/residents or Departmental personnel. Includes the evidence document number, case number, suspect/inmate/resident name, evidence location, description of evidence, officer receiving evidence, date received, reason released, date returned and final date of and manner of disposition of the evidence.
 
Retain for 30 years after final action, and then destroy records.

Effective 2000-10-01
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
This log is used to monitor the completion of medical screens for inmates entering into the prison. Information includes the inmate name and number and the date of admission, date of mental health exam, date of physical exam, date of dental exam, date of Human Immunodeficiency Virus test (HIV), etc. All medical data is entered into the inmate's medical record.
 
Retain for 1 year, and then destroy records.

Effective 2000-04-01

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