General Retention Schedule Items

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These records are used to monitor and track the approval process for awarding contacts and document the contractor's performance. Includes the request for proposal, the proposal, the contract, amendements, correspondence, and review documents.
 
Retain for 6 years after expiration of contractural agreement, and then destroy records.

Effective 2000-10-01
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
Reports created by the Department to assist in balancing and recording daily transactions of individual residents' accounts. Information includes monthly balancing reports, service fee reports, receipt listings, posting reports, waiver listings, and residential account listings.
 
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
These records are used to manage the resident's financial account. May include money transfer requests, service fee waiver requests, transaction listings, and financial account summaries which are reconciled when the resident is released from the facility.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
These files are used to document the delivery of an inmate's incoming and outgoing legal correspondence. The files are also used to acknowledge that an inmate's right to correspondence is properly fulfilled. Information includes the date received, officer on duty, name of sender, name of addressee, condition of mail when received (whether sealed or unsealed), and notations for in/out processing.
 
Retain for 3 years, and then destroy records.

Effective 1999-06-01
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
Provides a record of sales tickets filed in support of paid vouchers for credit card purchases of gasoline.
 
Retain for 3 years, and then destroy records.

Effective 1999-08-01
This record documents the cause of any accident and the results of the subsequent investigation involving any Department owned or leased vehicles. Information includes time of accident, place of accident, vehicle description, name of driver and insurance data.
 
Retain for 1 year after case is closed, and then destroy records.

Effective 1999-08-01
These files are used to track security equipment assigned to Department personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment. Information includes name of employee, date assigned, type of equipment, equipment serial number, initials of employee receiving the equipment and the employee releasing the equipment and the date equipment was returned.
 
Retain for 3 years after final action, and then destroy records.

Effective 1999-08-01
Records used to assist in the preparation of the Department's budget and to justify budget requests presented to the Governor's Office. Includes working papers, cost estimates, rough data accoumulated in the preparation of annual budget estimates, narrative statements, reports on the status of appropriation accounts and apportionment, quarterly and annual reports regarding the effectiveness of the budget as a whole.
 
Retain permanently. Records may be transferred to the archives.

Effective 2000-10-01
Reports of acounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, and accounting reports; and bank reconciliations.
 
Retain for 1 year, 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
These records document the educational assistance program which provides support to employees for professional development. Files may contain applications for assistance, letters of approval, memos, grades and warrant requests.
 
Retain for 5 years, and then destroy records.

Effective 1999-08-01
Case files for Department of Corrections employee related Risk Management Investigations. May include accident reports, statements from the employee, medical records, etc.
 
Retain for 30 years, and then destroy records.

Effective 2000-04-01
This series documents when a lab test is requested to facilitate diagnosis. The log is maintained to determine the status of all tests sent out for processing and to verify medical services costs. The log contains the resident's name, number, test requested and the date the test was ordered.
 
Retain for 3 years, and then destroy records.

Effective 1999-10-01
This file provides a record of inmates appearing before the Board of Pardons. It is used as reference information by Department employees. Includes the inmate's name, date of appearance, and the results of the hearing.
 
Retain for 3 years, and then destroy records.

Effective 2000-07-01
This series documents that an inmate was accounted for and the location of the inmate or resident during each inmate check. Includes the name of inmate, inmate number, location of inmate, date and time of check, name of officer conducting the check, and cell, block and facility totals.
 
Retain for 2 years, 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 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 the training completed by K-9 units. The areas of training include apprehension, tracking, detection and obedience.
 
Retain until separation, and then destroy records.

Effective 2000-10-01
Documents the training exercises conducted by the Department for personnel. The exercises are created to simulate incidents and are used to train staff to respond to those incidents. May include training video tapes. The material is updated frequently to reflect new techniques and incidents. The individual's personnel file would include a record of any training course completed.
 
Retain for 6 months after or until superseded, and then destroy records.

Effective 2000-10-01
These files document treatment programs for both victims of domestic violence, and perpetrators. Information includes address, age, birthdate and birthplace, court actions, victim information, psychiatric and psychological information, medical and dental information, and family information.
 
Retain for 4 years, and then destroy records.

Effective 1995-08-01

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