General Retention Schedule Items

Find:  
Show advanced search options
331 results
Prev   1 2 3 4 5 6 7 8 9 10 ... 14   Next
Sort:
View:
Export results to spreadsheet
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
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 weekly reports identify the strenghts and weaknesses of each kitchen regarding safety, cleanliness, and compliance with operating procedures. Information includes date of report, facility, condition of the kitchen, and comments.
 
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
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
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
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
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
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
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
Records of checks issued by a correctional facility from an individual resident's account. May contain cancelled checks, deposit slips, and voided checks.
 
Retain for 5 years, and then destroy records.

Effective 1999-06-01
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 authorizations are used as source documents for data entry into the Inmate Accounting System. Authorization is required to close an inmate's account upon his release from the facility. Once the account has been closed, the balance is then released to the inmate. The Department provides $100 to any inmate who does not have money in an individual account. Information includes name of inmate, inmate number, signature, account number, and a money transfer form.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
These files document the restitution and other obligations that inmates are ordered to pay for damages they have done to either the State's or another inmate's property. Information includes name, date, file number, amount of payment, letter of authorization, and related correspondence.
 
Retain for 1 year after final action, 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
These records are used to keep track of monies deposited in a restitution account. Monies deposited into these accounts are used for court ordered fines, court costs and victim reparations. Information includes deposit receipts, deposit books and bookkeeping ledgers, etc.
 
Retain for 3 years after final action, 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
These files document an inmate's request for forwarding their mail after their release. The files also document an inmate's denial of authorization to have his mail forwarded. Information includes inmate name and number, date, new address and signature.
 
Retain for 3 months after separation, 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
Log used to record long distance phone calls from Correctional facility phones made by residents. Information includes date, time, name of resident, phone number called, to where/whom call was made, and the reason for the call.
 
Retain for 1 year, and then destroy records.

Effective 1999-06-01
These are annual plans compiled by the Information Technology Bureau which forcast the automation needs for the agency. Information includes an executive summary, an agency overview and background data, an explanation of the current data processing environment, projections for expansion of the data processing environment and the budgetary impact.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01
This manual is used by programmers and information analysts to reprogram the computer and to ascertain whether the system is operating according to design. Contents include definitions of the system including functional requirements, data requirements, system/subsystem specifications, authorizing directives, definitions of the logical and physical arrangement of the characteristics of each record, elements, or item of data in the file, including names and tags or labels (record layout), specifications of all codes used, cross reference tools, validity characteristics, and update and access conditions.
 
Retain permanently. Transfer records to the archives.

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

Page Last Updated .