Searching
| GRSItem
| Status: "Current"
General Retention Schedule Items
|
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.
|
Retain for 7 years, and then destroy records.
Effective 2019-11-18 |
|
These notices are sent to registered voters to check current addresses. These records include the voter's current address, voter's signature, and a listing of voters to whom notice was sent.
|
Retain for 2 years, and then destroy records.
Effective 1995-09-01 |
|
These records document students' applications and awards of financial aid. Information necessary to support the borrower's eligibility and participation is included.
|
Retain for 5 years after separation, and then destroy records.
Effective 2017-09-01 |
|
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.
|
Retain for 5 years, and then destroy records.
Effective 1989-07-01 |
|
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.
|
Retain permanently. Transfer records to the archives.
Effective 1997-12-01 |
|
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.
|
Retain for 7 years, and then destroy records.
Effective 1989-09-01 |
|
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.
|
Retain for 3 years after end of project or program, and then destroy records.
Effective 1989-09-01 |
|
These records document the sponsorship of adult and/or youth team sport activities (e.g., baseball, basketball, volleyball, soccer, softball). They include information on teams, participants, and sponsors; assignment of umpires; regular play schedules; tournament schedules; and awards and prizes.
|
Retain permanently. Records may be transferred to the archives.
Effective 1995-11-01 |
|
These project files document the funding for Class "B" roads. Class "B" funding is money allocated to each county from the Transportation Fund (UCA 72-2-108 (2008)). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).
|
Retain for 3 years, and then destroy records.
Effective 1994-06-01 |
|
These records are registers, card files, and similar records providing an inventory of all traffic signs, signal equipment and the timing set-up of each signalized intersection. They are used to determine compliance with safety guidelines and as a record of changes on a historical basis. They include information concerning poles, signal head information, and signal control.
|
Retain for 7 years, and then destroy records.
Effective 1994-06-01 |
|
These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of the tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.
|
Retain for 5 years, and then destroy records.
Effective 1994-06-01 |
|
These applications are completed by persons requesting permits to hold special events (i.e., film crews, races, parades) on the right-of-way. They include application number; event type and description; sponsoring group's name; admission fee; event date; event times; promotional agency name; contract person's name, address, and telephone number; proposed location or route; whether a fee waiver is requested; estimated number of participants and spectators; authorizing signature and date; date to appear on county commission agenda; sheriff's and local health department's recommendations; decision; and authorizing signature.
|
Retain for 1 year after expiration of permit or license, and then destroy records.
Effective 1994-06-01 |
|
These are the records from both speed and volume counters. These devices are used to document special taffic studies and regular volume counts. The regular volume count locations are undertaken annually and are used to determine traffic patterns or shifts in patterns and to determine street maintenance. Counters are usually placed for weekly intervals. The records include location, date, time, number of vehicles per hour, and possible average speed.
|
Retain for 3 years, and then destroy records.
Effective 1991-06-01 |
|
These project files document both successful and unsuccessful negotiations and ongoing agreements for the purchase of property for redevelopment projects. The files include copies of agreements and related correspondence.
|
Retain for 4 years after end of project or program, and then destroy records.
Effective 1992-03-01 |
|
These forms document inspections of tanning facilities. They include owner's name, establishment's name and address, any comments, indications on facilities physical features, operation, cleaning and maintenance, certifications, advertising, any additional requirements, and inspector's signature.
|
Retain for 4 years, and then destroy records.
Effective 1992-12-01 |
|
These reports document the acreage sprayed by air, the amount of chemical used to spray, and the cost of air time and materials used. This report includes pounds used per acre, date and time, area maps, plane rate, pilot, application cost, total cost, invoice number, and operator.
|
Retain permanently. Transfer records to the archives.
Effective 1996-01-01 |
|
These are reports used by the field director to determine if mosquitoes in a specific area are creating a problem for the public. This report includes date, time, area, species and number, total count, hour of the day, temperature, wind condition, and collector.
|
Retain for 3 years, and then destroy records.
Effective 1996-01-01 |
|
These program files document specific sponsored recreational programs. They are used for reference in developing future programs. They include flyers of specific programs, reservation records, copies of receipts for fees paid and press releases. They also include an accounting of participants and receipt numbers.
|
Retain for 3 years, and then destroy records.
Effective 1995-11-01 |
|
These records document recreational equipment and tools loaned in connection with reserved park areas and other recreational facilities. They are used to maintain a record of location of equipment. They include name of group, name, address, phone number of person picking up equipment; date of issue; reservation date; date of return; location reserved; quantity and equipment picked up.
|
Retain for 1 year, and then destroy records.
Effective 1995-11-01 |
|
This is a monthly report of all current capital improvement projects. The report includes information on funding (comparing amounts), extra work orders, and over-run authorizations for each project.
|
Retain for 1 year, and then destroy records.
Effective 1994-06-01 |
|
This is a quarterly report of gas emisions from the landfill in accordance Utah Administrative Code, R315-302.2(3)(a)(iv) (2013). Includes inspector's name, date, monitoring levels at various locations of landfill, comments and signature of inspector.
|
Retain permanently. Records may be transferred to the archives.
Effective 1995-11-01 |
|
This is report on random inspections of loads of waste entering the landfill. The inspections are conducted according to a frequency contained in the permit to prevent the disposal of hazardous or PCB containing wastes in accordance with Utah Administrative Code, R315-303-5(7)(b) (2013). It includes the date, time, inspector's name, location, hauler, license number, time/transaction number; vehicle and material dumped. If hazardous or PCB containing wastes are detected, the report also includes action taken.
|
Retain for 3 years, and then destroy records.
Effective 1995-11-01 |
|
These county geospatial records pertain to demographic data and cultural features (called society records in reference to International Organization for Standardization (ISO) naming conventions). Demographic data is derived from the Topologically Integrated Geographic Encoding and Referencing system (TIGER) line data from the Census Department. This data includes household information such as how many members live in the household, race, and income level. Cultural features included are historic places and cemeteries.?
|
Permanent. Retain for 1 year. Records may be transferred to the archives.
Effective 2010-03-01 |
|
Records maintained by state and local law enforcement agencies in order to document dex offenders living within their jurisdictions, as required by federal and state law.
|
Retain for 10 years after separation, and then destroy records.
Effective 2020-02-26 |
|
These case files document participation in the Homebound Meals Program (or Meals-on-Wheel). This is a program which provides one meal a day, five days a week, to a homebound person over the age of sixty. The meals are delivered by staff or volunteers and clients make donations pursuant to a suggested donation. The files include client application, eligibility form, intake evaluation form, disclosure form, and any related correspondence.
|
Retain for 4 years after separation, and then destroy records.
Effective 1992-12-01 |
Page Last Updated .