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| GRSItem
| Status: "Current"
General Retention Schedule Items
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These records document transitory transactions. Information tracks services rendered, movement of people, materials, and includes internet website visitor information.
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Retain for 1 year, and then destroy records.
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Retain until administrative need, whichever is less, and then destroy records.
Effective 2018-04-20 |
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Information an agency relies upon when making a rule under the Utah Administrative Rulemaking Act, Title 63G, Chapter 3, including copies of "(a) the proposed rule, change in the proposed rule, and the rule analysis form; (b) the public comment received and recorded by the agency during the public comment period; (c) the agency's response to the public comment; (d) the agency's analysis of the public comment; and (e) the agency's report of its decision making process." (Subsection 63G-3-102(1)) Also may include records and other information used by agencies to support rulemaking decisions.
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Retain permanently. Records may be transferred to the archives.
Effective 2006-02-01 |
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These are materials created by an agency to provide mandated training, training related to significant dealings or interactions with the public, training that may affect an individual's rights, or training regularly given to members of other government bodies. Records include one copy of each significantly different version of training content in any format. Training materials that support routine administrative processes are not included and are covered under GRS-1732 Operational procedure and guideline records.
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Permanent. Retain until end of project or program. Transfer records to the archives.
Effective 1990-07-01 |
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These records are used to investigate a project's viability, determine costs, and negotiate for purchase of real property. Records may include evaluations of properties and structures within proposed projects; financial and architectural assessments, and destructions of the condition of involved structures.
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Retain permanently. Records may be transferred to the archives.
Effective 1992-03-01 |
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Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.
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Retain for 7 years, and then destroy records.
Effective 2019-11-18 |
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These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with applicable development ordinances and standards.
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Retain permanently. Records may be transferred to the archives.
Effective 1992-03-01 |
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These files document the regulatory review and approval of commercial and industrial site plans by various county departments. They contain a checklist of approvals, copies of the recommendations of planning commission, cash receipts, site plan review forms, investigative reports and recommendations, building plans and related correspondence.
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Retain permanently. Records may be transferred to the archives.
Effective 1992-03-01 |
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These records are non-approved or non-final plans related to land use under a governmental entity's jurisdiction. Records are applications and/or plans that were not implemented. Applications and plans may be related to any and all proposed development, rezoning, use permitting, and property changes, or any activity received and processed by a planning and zoning department. These records may be plans that were rejected by a planning commission or similar body, or plans and applications that were not completed by an applicant. Non-final plans are records that do not pertain to, or are superseded by, an approved application.
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Retain for 10 years after final action, and then destroy records.
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Retain until administrative value met, whichever is greater, and then destroy records.
Effective 2023-08-28 |
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These records are approved and final plans related to land use under a government entity's jurisdiction. Records pertain to plans that have been implemented partly or in full.
Applications and plans may be related to any and all development, rezoning, use permitting, and property changes, or any activity received and processed by a planning and zoning department.. Plans are considered approved upon approval of a planning commission or similar stage of approval. Final plans are records that directly pertain to the approved plan submission.
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Retain permanently. Records may be transferred to the archives.
Effective 2023-08-28 |
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Official transcripts document students' graduation from high school and verify classes attended and credits earned. Transcripts should note suspension and expulsion from school. Transcripts of students who did not graduate are included in this schedule.
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Permanent. Retain for 40 years after separation. Transfer records to the archives.
Effective 2017-09-01 |
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These are studies, and reports prepared and produced as a result of an internal or external audit of an entity. Audit records summarize an entity's programs, operations, productivity, performance, compliance, and can include examining and verifying the entities' financial activities for the year.
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Permanent. Retain for 10 years. Transfer records to the archives.
Effective 2018-04-16 |
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The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
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Permanent. Retain for 4 years. Transfer records to the archives.
Effective 2016-12-01 |
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These are records related to monies collected, paid, or invested in the conduct of business. Information may include bank records, invoices, revenue, expenses, and related accounting records. Trust records are not included.
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Retain for 4 years, and then destroy records.
Effective 2018-04-23 |
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These records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions, or responsibilities.
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Retain for 1 year after end of project or program, and then destroy records.
Effective 2013-06-01 |
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These are official reports summarizing activities and accomplishments of a governmental entity or program which are produced and distributed. They may include statistics, narrative reports, graphics, and diagrams.
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Retain permanently. Records may be transferred to the archives.
Effective 2018-04-16 |
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These are records related to monies collected or paid in the conduct of business. Information may include bank records, invoices, revenue, expenses, and related accounting records. Trust records are not included.
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Retain for 7 years, and then destroy records.
Effective 2018-04-20 |
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This information includes each student's name, date of birth, parents or guardians; date student entered and exited the school and the number of days in attendance.
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Permanent. Retain for 40 years after separation. Transfer records to the archives.
Effective 2013-08-01 |
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These geospatial records contain information pertaining to reference locations (or points on the earth), parcel boundaries, parcel identifiers, parcel addresses, owner types, county recorder contact information, and planning and zoning data.
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Permanent. Retain for 1 year. Records may be transferred to the archives.
Effective 2009-04-01 |
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These case files document the investigation and prosecution of significant criminal cases referred to a prosecutor's office. These are cases involving corruption of public officials, cases attracting such publicity that precedents are set, and/or laws are changed, written, or rewritten, capital punishment cases, or cases wherein there is historic interest in the individuals involved.
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Retain permanently. Transfer records to the archives.
Effective 2017-09-01 |
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These case files document the criminal cases referred to a prosecutor's office which result in a non-felony prosecution. These files may include investigative information, legal pleadings and motions, correspondence, transcripts, evidence, and related records. This information is largely duplicated in court or law enforcement case files.
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Retain for 10 years after case is closed, and then destroy records.
Effective 2017-09-01 |
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These case files document civil court cases. Records include court filings, attorney's notes, various court pleadings and related records.
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Retain for 10 years after case is closed, and then destroy records.
Effective 2018-04-03 |
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These case files document the investigation and prosecution of significant civil cases referred to a prosecutor's office. A case may be significant due to the subject, such as natural resource ownership property redevelopment, or corruption of public officials; or because it sets precedent and/or leads to public policy or laws being changed, written, or rewritten; or because it involves individuals wherein there is historic interest.
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Retain permanently. Transfer records to the archives.
Effective 2020-02-26 |
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These histories are compiled by the schools. They describe the school's beginnings and developments and include yearbooks and other publications of activities.
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Retain permanently. Records may be transferred to the archives.
Effective 1999-10-01 |
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These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions, but do have authority to make internal policy decisions. Information includes the determinations and actions of the meeting.
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Retain permanently. Transfer records to the archives.
Effective 2015-12-01 |
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These geospatial records contain information pertaining to the utilities found in Utah counties and municipalities. These may include telephone infrastructure, electricity transmission lines, storm sewer pipes, and septic tanks.
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Permanent. Retain for 1 year. Transfer records to the archives.
Effective 2009-04-01 |
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