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| Status: "Current"
General Retention Schedule Items
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These files document the performance of exempt employees. They may include performance records superseded through an administrative, judicial, or quasi-judicial procedure; performance appraisals along with job elements and standards upon which they are based; and supporting documentation.
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Retain for 5 years, and then destroy records.
Effective 1997-12-01 |
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These records show the name of employee, dates of absence, explanation of emergency, signature of employee taking emergency leave, and signature of supervisor.
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Retain for 4 years, and then destroy records.
Effective 1997-12-01 |
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The city council shall give "notice of its intention to make the improvements and to levy assessments to pay all or part of the costs of the improvements" before a special improvement district is created (UCA 17A-3-305 thru 17A-3-306 (2006)).
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Retain for 2 years after final action, and then destroy records.
Effective 1989-03-01 |
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These books record the levy and assessment of special taxes. They contain extension number, address, plat or subdivision; block and lot numbers; name of owner; address; number of front feet; amount paid on principle; interest; when paid; total amount paid and principal interest.
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Retain permanently. Records may be transferred to the archives.
Effective 1997-06-01 |
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These records document primary and general elections administered by a municipality. They are used to verify that elections were held in accordance with statute. All records required in elections are included except ballots, returns, canvasses, and campaign financial disclosure statements, which have separate retention schedules.
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Retain for 22 months, and then destroy records.
Effective 1997-12-01 |
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These files contain records of firearms that have been disposed of either through sale, trade or destruction. They include the manufacturer's name, serial number, model, caliber, disposal method, disposal date, name of business purchasing firearm, and bid number.
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Retain permanently. Transfer records to the archives.
Effective 1989-12-01 |
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These books document the extension of or connection between specific property and municipal utilities. They represent the most comprehensive guide to the system. They act as the system's master listing of all diagrams of connections in the system.
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Retain permanently. Transfer records to the archives.
Effective 1989-12-01 |
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These charts monitor the weekly flow of raw sewage coming into treatment plants and effluent water from the plants.
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Retain for 6 years, and then destroy records.
Effective 1989-12-01 |
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These are permits issued under the Clean Water Act permitting the discharge of specific pollutants under controlled conditions (40 CFR 122.28 (2008)). This applies to municipalities with a population of 100,000 or greater.
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Retain permanently. Records may be transferred to the archives.
Effective 1997-12-01 |
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These charts are taken from recording stations in streams or wells for weekly periods. They are used to determine water flows. The charts include water flow according to gauge flows, height, or level of aquifer in well, during a weekly period.
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Retain for 3 years, and then destroy records.
Effective 1997-12-01 |
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These files contain records relating to street dedications, street closings, the assignment and alternation of street names and house numbers and similar records. They provide official control of the naming and numbering of municipal streets and roads.
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Retain permanently. Transfer records to the archives.
Effective 1989-09-01 |
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This report is generated by telephone calls from private citizens or police departments concerning traffic signals that require repairs. Report is necessary for verification in litigation cases. It includes location, name of person reporting, date, time, report of trouble, description of trouble found, repair made, by whom, time arrived and time completed.
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Retain for 7 years, and then destroy records.
Effective 1989-09-01 |
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These records are created and used in the development, redesign, modification of, or migration of data from, a technological system or application. Information includes project management records, status records, status reports, scope of work, analyses, and related records.
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Retain for 5 years after completion of report, and then destroy records.
Effective 1997-06-01 |
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These are $5,000.00 bonds that are required to be filed with and approved by the State Division of Corporations and Commercial Code for a term of four years (UCA 46-1-4 (2003)).
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Retain for 3 years after resolution of issue, and then destroy records.
Effective 1989-03-01 |
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The governing body of the municipality levying the assessment, by ordinance or resolution, may authorize the issuance of special improvement bonds to pay costs of improvements in the district against funds created by the assessment.
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Retain until final action, and then destroy records.
Effective 1989-03-01 |
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These are tests taken by municipal employees to determine eligibility for promotion. They include the actual tests, answer keys, individual test scores, and the results from oral interviews.
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Retain for 2 years, and then destroy records.
Effective 1996-11-01 |
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These files record airfield inspections made at the airport on runway conditions, fire and rescue facilities, ground vehicle control, obstructions, public protection, bird hazards, construction and other unservicable areas, wind-indicating devices, standby power system, fuel farms, lift stations and nightly inspection of lighting. They include date, time of inspection, shift, inspector's name, a checklist of items to be checked, present condition, and action taken.
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Retain for 5 years, and then destroy records.
Effective 1989-07-01 |
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These reports are prepared by officers engaged in public patrol or response duties and describe initial actions taken. These records may include a description of the incident, the identifying information of parties involved, the general scope of actions taken by public safety personnel, and the nature of any injuries and damages sustained (Utah Code 63G-2-103(14)(2019)). These records may also include dash-cam recordings, copies of citations issued, warrants issued, DUIs issued, and driver and witness statements. Fatal crashes and violent felony records including homicide and sexual assault are not included in this schedule.
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Retain for 5 years, and then destroy records.
Effective 1997-12-01 |
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These forms record water samples taken from various locations throughout the distribution system and sources of supply (raw or processed) for bacteriological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, analytical method used, and results of the analysis. The State Health Department receives copies of these test forms and retains them for 40 years.
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Retain for 5 years after superseded, and then destroy records.
Effective 1997-12-01 |
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These records document the readings of utility meters by municipal or other government employees to ascertain customer utility usage. They are used for billing purposes as stipulated by a service agreement. Information may include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.
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Retain for 3 years, and then destroy records.
Effective 1989-12-01 |
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These reports consist of monthly statistics of daily water consumption. They are used for research and litigation purposes and to assist in predicting future flows and peak demands. The reports include water consumption in million gallons, and cubic feet from treatment plants, springs, artesian wells, pumped wells, and reservoirs along with precipitation amounts.
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Retain for 1 year after completion of publication or report, and then destroy records.
Effective 1997-12-01 |
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These charts are taken from recording stations in streams or wells for annual periods. They are used to determine water flows. The charts include water flow according to gauge flows, height, or level of aquifer in well on an annual basis.
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Retain permanently. Transfer records to the archives.
Effective 1997-12-01 |
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This is a copy of a monthly report submitted to the State Department of Health verifying drinking water standards (40 CFR 130.4)(1989). They are used to monitor compliance with water quality standards and to verify standards were met. The reports include daily and total monthly amounts, minimum , maximum, and averages for filter operation, filter rate in gallons per minute, length of filter run; filter head loss; and minutes of backwash; amounts and kinds of chemicals used. The State Health Department maintains their copy for 10 years.
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Retain for 5 years, and then destroy records.
Effective 1989-12-01 |
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These files record data on all municipal streets. They are used by traffic engineers and technicians when investigating a particular intersection to determine appropriate traffic regulations. They contain traffic volume (counts taken either mechanically or manually), requests or complaints received which required a study and response concerning specific intersections and work order outline to be done at specific intersections, and a traffic accident history.
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Retain for 7 years, and then destroy records.
Effective 1989-09-01 |
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This is a duplicate set of plans submitted by developers for subdivisions, and commercial or industrial complexes. It is used to verify compliance with ordinances and design criteria for streets and alleys. They include plans and related correspondence.
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Retain for 3 years after end of project or program, and then destroy records.
Effective 1989-09-01 |
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