Searching
| GRSItem
| Status: "Current"
General Retention Schedule Items
|
These are compliance files containing background papers and correspondence relating to contractor employment practices.
|
Retain for 3 years, and then destroy records.
Effective 1991-06-01 |
|
These records document civil papers processed and served by the law enforcement agency. They generally include names of plaintiff(s) and defendant(s), fees paid, addresses, and type of civil paper served (subpoena, warrant, etc). Two copies are created with one filed by defendant's name and the other by docket number. These records are traditionally know as the civil day book.
|
Retain for 5 years, and then destroy records.
Effective 1991-12-01 |
|
These records document requests or complaints made by citizens for mosquito/vector control services. If complaints are justifiable, adequate spraying is provided. These records includes name, address and telephone number of citizen making complaint, and service requested or type of complaint.
|
Retain for 2 years, and then destroy records.
Effective 1996-01-01 |
|
These case files document the criminal cases referred to a prosecutor's office which result in a 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.
|
Retain for 10 years after final action, and then destroy records.
Effective 2017-09-01 |
|
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.
|
Retain for 5 years, and then destroy records.
Effective 1997-12-01 |
|
These receipts document the return of lost property in the custody of the sheriff's department to property owners. They usually include the date, owner's name and address, description of property being returned, and signatures of owner and authorized sheriff's department personnel.
|
Retain for 4 years, and then destroy records.
Effective 2018-04-03 |
|
This is a copy of a citation issued by law enforcement of drivers violating motor vehicle and traffic laws. It usually includes date, time, location of violation, vehicle's license number, violation code, deputies' name, and signature of person receiving citation.
|
Retain for 2 years, and then destroy records.
Effective 1991-12-01 |
|
These case files document all non-fatal fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation.
|
Retain for 10 years, and then destroy records.
Effective 1996-01-01 |
|
These files document traffic accidents investigated by law enforcement. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions.
|
Retain for 3 years, and then destroy records.
Effective 1991-12-01 |
|
Community development block grants (CDBGs) are allocated by the federal government to provide resources to address a wide range of unique community development needs. These records document the application and completion of projects funded under this program and include both direct grants and regrants. Records include the initial application, yearly reports, and all final reports.
|
Retain permanently. Records may be transferred to the archives.
Effective 1995-11-01 |
|
This is a log showing when each conflict-monitor was serviced (a safety device that functions to avoid two opposite green lights showing at the same time). It is used for maintenance purposes. The information is maintained at the intersection. The log includes location, type of conflict monitor and date serviced.
|
Retain for 7 years, and then destroy records.
Effective 1994-06-01 |
|
These are cards on all clients receiving meals at home (Meals-on- Wheels). They are used for reference purposes or in emergency situations. The cards include client's name, address and telephone number, days scheduled to receive meals, name and telephone number to contact in an emergency, physician's name and telephone number, date service started and date service canceled.
|
Retain until superseded, and then destroy records.
Effective 1992-12-01 |
|
These are records of employee drug or alcohol tests which were found to be positive and any records that demonstrate rehabilitation. Information may include the functions performed by each employee who failed the test, the prohibited drugs used, the disposition of the employees (e.g. separation or rehabilitation), the person or entity performing the test, and the date and location of test.
|
Retain for 5 years, and then destroy records.
Effective 1996-06-01 |
|
These records document the accession of library materials. They include title, publisher's name, date ordered and received, list price, and discount price.
|
Retain until superseded, and then destroy records.
Effective 1997-06-01 |
|
These case files document the prosecution of all actions for the recovery of debts, fines, penalties, and forfeitures accruing to the county (Utah Code 17-18a-501(2018)). They include various court filings, attorney's notes, and final judgment.
|
Retain for 2 years, and then destroy records.
Effective 1992-03-01 |
|
These reports document motor vehicles impounded by the sheriff's office. Vehicles may be impounded for various reasons but usually when property or sales taxes are not paid. Information includes the impound date; the make and model, year, color, identification number, tag number, and condition of the impounded vehicle; the name and address of owner (if known); reasons for impounding; date and time vehicle impounded; vehicle accessories; description of any visible damage; any necessary remarks; officer's signature; agency name; and case number.
|
Retain for 3 years, and then destroy records.
Effective 1991-12-01 |
|
Registers or logs used to record names of outside contractors, service personnel, visitors, and employees admitted to non-secure areas in government offices and facilities.
|
Retain for 2 years, and then destroy records.
Effective 1990-07-01 |
|
Case files of the reporting, investigation, and settlement of liability claims filed against the governmental agency.
|
Retain for 20 years, and then destroy records.
Effective 1990-07-01 |
|
These records document coverage or compensation for a covered loss. Records may include validated claims and payments issued.
|
Retain for 12 years, and then destroy records.
Effective 1990-07-01 |
|
These are insurance policy contracts between a government entity and private insurers.
|
Retain for 15 years after expiration of contractual agreement, and then destroy records.
Effective 1997-12-01 |
|
Lists of acceptable vendors and consultants who are eligible for contracting with the governmental entity to provide products or services.
|
Retain for 1 year after superseded, and then destroy records.
Effective 1990-07-01 |
|
These are appraisal records for property assessed by the state. They are used to collect property taxes. The records include the year, company name and address, legal descriptions of real estate, description of improvement and personal property, and total value.
|
Retain for 5 years, and then destroy records.
Effective 1991-09-01 |
|
Community development block grants (CDBGs) are allocated by the federal government to provide resources to address a wide range of unique community development needs. These projects include both direct grants and regrants. The records document the administration of projects and include the preliminary reports, audits, certificates, maps, and related correspondence.
|
Retain for 3 years, and then destroy records.
Effective 1995-11-01 |
|
This register lists all assessed valuations within the agency's jurisdiction. Includes the property serial number, name and address of owners, and assessed value of property.
|
Retain for 2 years, and then destroy records.
Effective 1991-03-01 |
|
These are created by instructors to track class or activity attendance.
|
Retain for 1 year, and then destroy records.
Effective 1997-06-01 |
Page Last Updated .