grsItemDispAuth,grsItemTitle,grsItemDescription,grsItemRetention,grsItemDateApproved,grsItemRevision,grsItemCategories
GRS-598,School building inspection records,"These files document the inspections conducted by the local health agency to ensure that the school buildings and premises are safe for use by the students and school personnel. This is part of the local health agencies duties as set out in UCA?? 26A-1-114(3) (2011). These inspection forms include school district's name, school type, school's name, enrollment statistics, number of class and work rooms, inspection date, inspector's name, inspector's remarks, and the results of the inspection of the grounds, school rooms, floors, walls, ceilings, chalkboards, heating, ventilation, lighting, seating, water supply, hand washing facilities, toilet facilities, locker facilities, shower rooms, and waste disposal.","Retain for 6 years, and then destroy records.",1992-12-01,Current,Health
GRS-1258,Government records access and management act (grama) school district appeals ca,"These case files document the appeals for access of school district records to separate district appeals bodies (i.e., school board or separate board) in accordance with school district policies adopted under authority granted in the Government Records Access and Management Act (GRAMA) (UCA 63-3-701 (2009)). These case files include copies of the access request and denial forms, the appeal, research notes, commission or board decision, and any other documentation concerning the appeal process.",Retain permanently. Records may be transferred to the archives.,2016-02-02,Discontinued,Administrative
GRS-1678,Publications,"Any record of enduring value, regardless of format or platform, that is disseminated by a governmental entity for public distribution. These may include website content, printed publications, newsletters, social media posts, and similar records. See Utah Code Section 9-7-101(7)(2017) and 9-7-208(4)(2006).",Retain permanently. Transfer records to the archives.,2018-03-19,Current,Administrative
GRS-1551,School histories,These histories are compiled by the schools. They describe the school's beginnings and developments and include yearbooks and other publications of activities.,Retain permanently. Records may be transferred to the archives.,1999-10-01,Current,Education
GRS-1857,Audited financial statements,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.,Permanent. Retain for 4 years. Transfer records to the archives.,2016-12-01,Current,Financial Management
GRS-1549,School bulletins,These are daily bulletins printed or e-mailed by the principal's office for the faculty and staff. They include announcements and other items of interest to the school's employees.,"Retain for 1 year, and then destroy records.",2015-07-20,Discontinued,Administrative
GRS-1638,School histories,These histories are compiled by the schools. They are used for reference purposes. They describe the school's beginnings and developments and are updated annually to include significant school activities.,Retain permanently. Records may be transferred to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1639,School newspapers,"This is the school newspaper that reports on students, teachers, and school activities. It is compiled by the newspaper staff with the assistance of teacher advisors. Articles and photographs concerning the students, teachers and other school personnel, the school, and may include some coverage of local, national, and international events of interest to its readers.",Retain permanently. Records may be transferred to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1637,School handbook,"This handbook is an annual publication describing current school information. It is used for reference purposes. It includes a brief history of the school, student association constitution, school and district calendars, listings of student officers and teachers, school policies, and a student directory.",Retain permanently. Records may be transferred to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1550,School handbook,"This handbook is an annual publication describing current school information. It is used for reference purposes. It includes a brief history of the school, student association constitution, school and district calendars, listings of student officers and teachers, school policies, and a student directory.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,"Administrative,Education"
GRS-1552,School newspapers,"This is the school newspaper that reports on students, teachers, and school activities. It is compiled by the newspaper staff with the assistance of teacher advisors. Articles and photographs concerning the students, teachers and other school personnel, the school, and may include some coverage of local, national, and international events of interest to its readers.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Education
GRS-1640,School's accounts payable,"These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1600,School's accounts payable,"These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1276,School district histories,"These are published or unpublished histories of the district and/or individual school, written or financed by the school district. They may include title, author, date written, and the historical narrative.",Retain permanently. Transfer records to the archives.,2015-08-12,Discontinued,"Administrative,School District"
GRS-1486,School choice applications,"These are applications from parents requesting school choice to attend schools other than their existing boundary school. They include parent(s) name(s), name of boundary school, name of requested school, indication whether student is requesting provisional enrollment, indication whether student has severe disciplinary infractions, and the decision.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1316,School general ledgers,These are summaries showing receipts and disbursements of each department or school. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.,"Retain for 10 years, and then destroy records.",1996-12-01,Current,Financial Management
GRS-1183,School routing maps,"These records provide school access routes for elementary, junior high, and senior high schools for school buses. The routing plans are updated yearly and are transmitted to the local jurisdiction by the school districts. The records include maps, plans, routing changes, safety concerns, and recommendations.","Retain for 2 years, and then destroy records.",1997-06-01,Discontinued,Public Works
GRS-689,School routing maps,"These records provide school access routes for elementary, junior high, and senior high schools for school buses. The routing plans are updated yearly and are transmitted to the local jurisdiction by the school districts. The records are maps, plans, and other records. They include routing changes, safety concerns, and recommendations.","Retain for 2 years, and then destroy records.",1994-06-01,Discontinued,Public Works
GRS-1553,School's accounts payable,"These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",1999-06-01,Discontinued,Financial Management
GRS-1856,Budget records,"These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.","Retain for 4 years, and then destroy records.",2016-12-01,Current,Financial Management
GRS-1285,School bond issue files,"These files document the implementation of significant school district bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of school district indebtedness.","Retain for 10 years after final action, and then destroy records.",1996-12-01,Current,Bonds and Bonding
GRS-1489,School compliance certification forms,"These records are submitted to the State Office of Education (USOE)in accordance with UCA 53A-3-403(4) (2004). Individual school principals submit information to the District which is then compiled and submitted to the USOE on school fee waivers. The forms include names of superintendent and school board president, district's fee schedule, fee policy, fee waiver policy, and community service policy.","Retain for 5 years, and then destroy records.",1998-10-01,Current,Education
GRS-1412,School construction legal files,"These construction records document agreements between the school district, architects, contractors and subcontractors. They include original agreements and contracts, certificates of insurance, and performance bonds.","Retain for 6 years after expiration of contractural agreement, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1404,School district rental agreements,"These files contain agreements between the district and persons or organizations for renting space in district buildings. They are used to authorize the rental, collect fees, indicate the need of any equipment, and explain any applicable rules and regulations for the use of district buildings. They include date, name of individual, business, or organization; space to be rented and name of school; date and time of use; equipment needed; amount of rent; date fees due; rules for use of space, signature of district administrator approving rental; signature, address, and phone number of renter. After the use of rental space custodians complete a copy of the form indicating any additional fees to be charged and/or any problems with the rental.","Retain for 4 years, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1509,School activities report files,"These reference files describe the school's special activities such as dances, tournaments, awards banquets, homecoming activities, school plays, workshops, and the annual prom. They are used by teachers and student committees as a planning tool. The files include receipts, programs, flyers, and an activity report which has a description of the activity, items purchased for the activity, amount of money spent, date and name of the event.",Retain permanently. Records may be transferred to the archives.,1999-12-01,Discontinued,Education
GRS-1292,School adopted annual budget,"The tentative budget is prepared by the superintendent and filed with the school board prior to June 1. ""Prior to June 22 of each year, each local school board shall adopt a budget and make appropriations for the next fiscal year"" (UCA 53A-19-102 (1995). According to UCA 53A-19-101(1995), ""the budget and its supporting documents are required to include: the revenues and expenditures of the current fiscal year, estimate of revenues for the succeeding fiscal based upon the lowest tax levy that will raise the required revenue, using the current year's taxable value as the basis for this calculation; and a detailed estimate of the essential expenditures for the purposes for the succeeding fiscal year."" The school board is required to file a copy of the adopted budget with the state auditor and the State Board of Education.","Retain for 10 years, and then destroy records.",1996-12-01,Discontinued,Budget
GRS-1593,Monthly school lunch payment report,"This report documents monies collected for school lunches. The school collects money from students and teachers for meals eaten and deposits funds in school accounts. This report is submitted monthly with a check to the district for monies collected to the district's business administrator. It reports monies collected for school hot lunches served during the month and is used by the district to reconcile bank deposits. The report includes amounts collected from teachers and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1628,Monthly school lunch payment record,"This report documents monies collected for school lunches. The school collects money from students and teachers for meals eaten and deposits funds in school accounts. This report is submitted monthly with a check to the district for monies collected to the district's business administrator. It reports monies collected for school hot lunches served during the month and is used by the district to reconcile bank deposits. The report includes amounts collected from teacher's and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1525,School food production record sheet,"This sheet is prepared daily by the school food service for all meals served. It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-1541,School monthly meals payment report,"This report is submitted monthly with bank deposit slips to the district's business administrator. It reports monies collected for school meals served during the month and is used by the district to reconcile bank deposits. It includes amounts collected from teachers and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1540,School monthly meals served report,"This is a monthly report of all meals served. Copies of the report are submitted to the district's food service manager. The reports include date, daily number of meals paid, number of reduced meals served, number of free meals served, total meals served to children, number of meals served to adults, paid meals, total meals, total enrollment, monthly totals, and total dollar values.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1521,Daily school food service report,"This daily computer report records individual participation in the school's meals program. The information is retained on-line for one month and then a summary report is printed. The monthly report contains a summary of all meals served daily during the month and is broken down by adult meals, students paid, and reduced and free meals.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1388,Annual public school enrollment report,"This report is completed on student enrollment and dropouts as of October 1. It is used to qualify for state funding. The report includes student enrollment by school, by grade, and ethnic group. The report also includes the dropout report.","Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Education
GRS-599,School students immunization assessment annual report,"These forms document surveys taken by schools or local health departments of children entering kindergarten and child care to determine immunization status. Copies of the forms are sent to the State Department of Health. The forms include name of facility and responsible party, number enrolled in kindergarten or day care, number of children with immunization cards or records turned in to the school, number of children with no record, number of children adequately immunized, number of exemptions (medical, religious, personal), and total number of exemptions. These records are also called Preschool immunization survey sheets.","Retain for 2 years, and then destroy records.",1992-12-01,Current,Health
GRS-1389,School annual statistical report (s-3),"This is an annual three-part report submitted to the State Office of Education on student enrollment, adult education, and staffing levels. It is used to create the state annual report. All figures are certified. The first part is a membership summary containing the year-end enrollment and aggregate days memberships including statistics on high school graduates, fee waivers, drivers' education, youth-in-custody, immunizations, fire drill compliance, out-of-district tuition paid students, and incidents of delinquency activity. The second part reports on full time equivalent (FTE) and racial background for all classified employees and summer school certified personnel. . The third part reports on all adult basic education and adult high school programs.","Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Education
GRS-1299,Uniform school budget report (f-16),"This is the district's annual budget report submitted to the State Office of Education. It is used to create the annual budget on funding levels and expenditures for education in Utah. It includes a summary statement of revenues, expenditures, and changes in unappropriated fund balances, unrestricted grants-in-aid, minimum school programs, uniform school district budget reports broken down by expenditures, revenues, funds, and sources, as well as information concerning property tax.","Retain for 5 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-1332,School annual financial report (f-4),This is the annual financial and program report for the previous fiscal year which is submitted to the School Finance and Business Section of the Office of Education in accordance with UCA 53A-3-404 (2004). This report is used to create the Office of Education's annual report and to determine funding allotments to the district.,"Retain for 5 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1565,School weekly attendance and meals served sheet,"These weekly sheets report on daily student absences and meals served. Each morning the sheets are placed in teacher's boxes and they record the absences and meal counts. The sheets are then sent to the office and information is entered into the computer after lunch is served. They are used to create attendance and lunch reports. The sheets include teacher's name, dates, students names, absence, and lunch preference (hot, cold, or milk).","Retain for 1 year, and then destroy records.",1999-06-01,Discontinued,"Education,Food Service"
GRS-1413,Annual school lunch and breakfast statistical report,"This is the annual statistical report on the school lunch, special milk, and breakfast programs submitted to the State Child Nutrition Section. It is used to create the state annual report and to comply with federal requirements. Includes district number; period covered; number of institutions in lunch and breakfast programs; average number of days lunch served; variations in number of days schools served lunch; reduced price charged to students for lunch; total number of reimbursable student lunches claimed (free, reduced, paid); average number of days breakfasts served; variations in number of days schools served breakfast; reduced price charge to student for breakfast; total number of reimbursable student breakfasts claimed for regular and severe need (free, reduced, paid); title and the reporter's signature. The Schedule A form is submitted with the annual policy indicating each school's percent of free and reduced price lunch participation in the second preceding year. If the school served at least forty percent free and reduced meals then that school qualifies for severe need breakfast reimbursement. Qualifying schools are entitled to additional breakfast program disbursement federal funding. Summer programs qualify if the percentage of free and reduced lunches are at least fifty percent of lunches served. The State Child Nutrition's copy is retained for ""3 years after final status report is filed with the U.S. Department of Agriculture"" in accordance with 7 CFR 210.23 (1995).?","Retain for 3 years, and then destroy records.",1997-06-01,Current,"Education,Food Service"
GRS-1731,Contract and lease records,"These records document contractual agreements for property use, products or services. Records may include requirements and terms, and the signed contract. Contractor payroll records are included.","Retain for 7 years after expiration of contractual agreement, and then destroy records.",2018-05-02,Current,Administrative
GRS-1715,Government records access and management act (grama) appeals board case files,"These files document all appeals submitted to records appeals boards. These case files include requests, denials, appeals, decisions, and any other documentation concerning the appeals process.",Retain permanently. Records may be transferred to the archives.,2014-12-01,Current,Administrative
GRS-1421,Accession records,"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 administrative need ends and then destroy; accession books created before 1960 permanent, transfer to State Archives with authority to weed..",1997-06-01,Discontinued,Library
GRS-850,Fuel records,"These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by the municipal vehicles.","Retain for 2 years, and then destroy records.",1989-09-01,Discontinued,Maintenance
GRS-1512,Attendance records,"These records document student attendance. They are used to create reports. They include biweekly bubble sheets, computer reports, and term-to-date reports. The biweekly bubble sheets record hourly student attendance and are scanned daily. They serve as a worksheet for the district's attendance system. The daily computer report is a compilation of all student absences and is printed at the end of the day. The term-to-date report is a computer report that records all student absences by classes. It is printed weekly and is given to each teacher for verification. The records include date, district and school codes, grade, student's name and number, days absent, days tardy, and totals.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1927,Interview records,"Correspondence, reports, notes, and other records relating to interviews with prospective employees as described in 29 CFR 1602.14 (2004).","Retain for 1 year, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-969,Complaint records,"These are complaints received by animal control officers. They may contain the following information: date, time, initials of person taking complaint; complainant's name, address, telephone number; owner's name, address, animal's license number; and complaint details.","Retain for 2 years, and then destroy records.",1997-06-01,Discontinued,Animal Control
GRS-838,Freight records,"These records document the receipt of freight. They include export certificates, transit certificates, record books, memorandum copies of government or commercial bills of lading, shortage and demurrage reports, and all supporting documents.","Retain for 3 years, and then destroy records.",1996-11-01,Discontinued,Financial Management
GRS-504,Accession records,"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 administrative need ends and then destroy; accession books created before l960 permanent, transfer to State Archives with authority to weed.",1993-12-01,Discontinued,Library
GRS-104,Freight records,"These records document the receipt of freight. They include export certificates, transit certificates, record books, memorandum copies of government or commercial bills of lading, shortage and demurrage reports, and all supporting documents.","Retain for 3 years, and then destroy records.",1995-06-01,Current,Financial Management
GRS-1733,Investigation records,"These records contain information necessary to undertake a complete investigation and are used to identify patterns of behavior, investigate claims, conduct internal investigations, and for other investigative purposes. Records may relate to the initiation, investigation, and disposition of cases, but do not include investigations of??criminal activities, or worker's compensation, which have separate retention schedules.","Retain for 7 years after case is closed, and then destroy records.",2017-04-01,Current,Administrative
GRS-648,Reservation records,"These files contain the actual request forms submitted by the general public. They are used as a record to schedule park facilities and/or sports facilities (e.g., baseball, softball, football, soccer). The files include the request form (date of request, name of group, number of people, name, address, and phone number of requesting person, area and park requested, time, date, and amount paid).","Retain for 1 year, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-1202,Circulation records,"These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.","Retain until resolution of issue, and then destroy records.",1997-06-01,Discontinued,Library
GRS-1422,Circulation records,"These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.","Retain until final action, and then destroy records.",1997-06-01,Discontinued,Library
GRS-1214,Registration records,"This registration card is completed by patrons applying for a library card. This information is frequently computerized and is used for the checkout of library materials, monitoring of overdue books, fines and fees, and for the on-going verification of address and telephone number. Some libraries issue library cards for a specified period while other library cards never expire if used on a regular basis. Nonexpiring library cards normally become inactive after one year of nonuse. The card may be retained for verification purposes. The card includes patron name, home and business addresses and telephone numbers, application date, and birthdate.","Retain for 1 year, and then destroy records.",1997-06-01,Discontinued,Library
GRS-1076,Expunged records,"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.",2010-12-01,Discontinued,Law Enforcement
GRS-805,Disposition records,"These are either forms or records completed by municipal agencies when municipal property is disposed of either by public auction, competitive bidding, or destruction. Includes date, department name, description of item, value, disposition method, and reason, condition, and approval signature.","Retain for 3 years after disposition of asset, and then destroy records.",1989-03-01,Discontinued,Facility Management
GRS-1034,Reservation records,"These files contain the actual request forms submitted by the general public. They are used as a record to schedule park facilities and/or sports facilities (e.g., baseball, softball, football, soccer). The files include date of request, name of group, number of people, name, address, and telephone number of requesting person, area and park requested, time, date, and amount paid.","Retain for 1 year, and then destroy records.",1997-06-01,Discontinued,Parks and Recreation
GRS-112,Fuel records,"These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel purchased or used.","Retain for 2 years, and then destroy records.",1991-06-01,Current,Maintenance
GRS-1041,Registration records,"These forms are used to register for municipal recreational programs. They include registrant's name, address, and telephone number; program name and date(s); parent's/guardian's name if registrant is a minor; and a signed liability waiver statement.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,Parks and Recreation
GRS-159,Interview records,"These are records relating to interviews with prospective employees and described in 29 CFR 1602.14 (2012). They include correspondence, reports, lists of questions, notes, and test scores.","Retain for 6 months after final action, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1455,Interview records,"These are records relating to interviews with prospective employees and described in 29 CFR 1602.14 (1992). They include correspondence, reports, lists of questions, notes, and test scores.","Retain for 6 months, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-909,Interview records,"These are records described in 29 CFR 1602.14 (1992) relating to interviews with prospective employees. They include correspondence, reports, lists of questions, notes, and test scores.","Retain for 2 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1301,Disposition records,"These are either forms or records completed by school districts when district property is disposed of either by public auction, competitive bidding, trade, or destruction. Includes date, department name, description of item, value, disposition method, and reason, condition, value and approval signature.","Retain for 3 years after disposition of asset, and then destroy records.",1996-12-01,Discontinued,Fixed Asset
GRS-1360,Inventory records,"These records are used to maintain an inventory of supplies and equipment previously purchased by the district and their suppliers. Information includes item number, item description, names of suppliers, stock on hand, and ordering information.","Retain for 1 year, and then destroy records.",1996-08-01,Current,Purchasing
GRS-1245,Location records,These geospatial records contain information pertaining to geodetic networks and control points. They include latitude and longitude coordinates.,Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Discontinued,Geospatial Data Sets
GRS-726,Transportation records,"These geospatial records contain information pertaining to transportation routes. These include street centerlines, street locations, street names, and railroad routes.",Permanent. Retain for 1 year. Transfer records to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-69,Disposition records,"These are either forms or records completed by county agencies when county property is disposed of either by public auction, competitive bidding or destruction. Includes date, department name, description of item, value, disposition, method, and reason, condition, value and approval signature.","Retain for 3 years after disposition of asset, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
GRS-432,Complaint records,"These are complaints received by animal control officers. They may contain the following information: date, time, initials of person taking complaint, complainant's name, address, phone number, owner's name, address, animal's license number, and complaint details.","Retain for 2 years after or until resolution of litigation, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-2028,Arrest records,"These are records of prisoners confined in jail. They include the prisoner's name, alias, sheriff's office number, booking number, offense, address, arresting officer's name, date committed , term of sentence, and discharge date.","Retain for 10 years, and then destroy records.",2015-08-01,Current,Law Enforcement
GRS-731,Society records,"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.,2010-03-01,Current,Geospatial Data Sets
GRS-728,Elevation records,"These county geospatial records pertain to the elevation of a particular county in Utah. Digital Elevation Models (DEMs), contours, slope, and aspect are included. Digital representations of contour information known as hypsography represent lines of vertical elevation values above or below a datum surface. Light Detection and Ranging (LIDAR) data is also included.",Permanent. Retain for 1 year. Transfer records to the archives.,2010-03-01,Current,Geospatial Data Sets
GRS-1967,Grievance records,Initial documentation responding to working condition grievances that result in any type of investigation for possible personnel or administrative action.,"Retain for 3 years, and then destroy records.",2015-07-01,Current,Human Resources
GRS-724,Location records,These geospatial records contain information pertaining to geodetic networks and control points. They include latitude and longitude coordinates.,Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-1247,Transportation records,"These geospatial records contain information pertaining to the transportation routes in Utah municipalities. These include street centerlines, street locations, street names, and railroad routes.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Discontinued,Geospatial Data Sets
GRS-370,Warrant records,"Warrants issued by a court to a law enforcement agency for specific purposes, including to search property, arrest a person, track a vehicle, collect DNA for testing, or other reasons. Information may include purpose of issued warrant, directions from court, required person and location details, logs of served warrants, and related records.","Retain until resolution of issue, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-335,Expunged records,"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.",1996-01-01,Discontinued,Law Enforcement
GRS-1189,Consultant records,These are separate files prepared by private consultants. They are used to document proposals made by individual consultants. The files contain both rejected proposals and those being considered and include the actual proposal and bid. Final approved proposals are filed in the certification file.,"Retain for 2 years after final action, and then destroy records.",1997-06-01,Discontinued,Redevelopment
GRS-702,Consultant records,These are separate files prepared by private consultants. They are used to document proposals made by individual consultants. The files contain both rejected proposals and those being considered and include the actual proposal and bid. Final approved proposals are filed in the certification files.,"Retain for 2 years after final action, and then destroy records.",1992-03-01,Discontinued,Redevelopment
GRS-295,Deed records,"These volumes contain verbatim copies of deeds recorded by the county recorder. They contain the book and page number, address of grantee, legal description of property. Some counties separate deeds, while others compile them as part of the ""Official records.""",Retain permanently. Transfer records to the archives.,2016-03-21,Discontinued,Recorder
GRS-735,Deed records,"These records are deeds and conveyances of real estate owned by governmental entities. Included are the original deeds, titles, insurance and tax information.",Retain permanently. Transfer records to the archives.,2016-03-01,Current,Elected office
GRS-286,Burial records,"These historical records document burials, interments, and disinterments. Information identifies burial rights, permits, ownership of plots, layout, location of and information about deceased persons and related records.",Retain permanently. Transfer records to the archives.,2015-04-01,Current,Clerk
GRS-1719,Vital records,"These records document ""birth, death, fetal death, marriage, divorce, dissolution of marriage, or annulment."" (Utah Code 26-2-2(20)(2014)) Documents may include registered certification or reports, applications, official registers and other similar records.",Retain permanently. Transfer records to the archives.,2015-02-01,Discontinued,Administrative
GRS-285,Vital records,"These records document ""birth, death, fetal death, marriage, divorce, dissolution of marriage, or annulment."" (Utah Code 26-2-2(20)(2014)) Documents may include registered certification or reports, applications, official registers and other similar records.",Retain permanently. Transfer records to the archives.,2015-02-01,Current,Clerk
GRS-1243,Boundaries records,"These geospatial records of administrative boundaries include county, municipal, precinct, tax district, subdivision, and other important municipal boundaries.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Discontinued,Geospatial Data Sets
GRS-1859,Grant records,"These records document grants received or awarded by governmental entities, which may contain applications, notice of award, reports, correspondence, and related records.","Retain for 7 years after final action, and then destroy records.",2016-12-01,Current,Financial Management
GRS-1747,Cartographic records,"Cartographic records which contain the officially designated record copy of maps created by an agency. These records document unique cartographic information about the state of Utah. They may include maps, charts, geospatial data sets , aerial photographs, globes, models, and raised relief maps. These are a graphic representation of the earth's surface drawn to scale.",Retain permanently. Transfer records to the archives.,2006-06-01,Current,"Administrative,Geospatial Data Sets"
GRS-1260,Housekeeping records,"These are records of a general housekeeping nature which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives, custodial service requests, parking space assignments, and distribution of keys.","Retain for 1 year, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-16595,Purchasing records,"These records document the purchase of equipment and other materials made by the department. Information includes a description of the item being ordered, requesting party, name of vendor, delivery and payment details.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-16543,Contract records,"These records document contractual agreements for products or services. Records may include preliminary requirements, contractor payroll records, bids, and the signed contract.","Retain for 7 years after final action, and then destroy records.",,Discontinued,
GRS-867,Garnishment records,These are records of garnishments or levies for debts owed by employees which are attached to employees' earnings.,"Retain for 3 years after resolution of issue, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-130,Garnishment records,These are records of garnishments or levies for debts owed by employees and attached to employees earnings.,"Retain for 3 years after resolution of issue, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1341,Garnishment records,These are records of garnishments or levies for debts owed by employees and attached to employees earnings.,"Retain for 3 years after resolution of issue, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1902,Timekeeping records,"Information regarding hours worked, paid or unpaid permitted absence from work for family emergency, sickness, personal time, vacation, or other reasons as outlined by policy are included in this schedule.","Retain for 3 years, and then destroy records.",2015-07-01,Current,Payroll
GRS-1113,Billing records,"These records relate to billing transactions and are used for audit purposes. They include accounts deleted, accounts transferred, routes billed, adjustments posted, reported balances, direct billing authorizations, and other records related to utility billing functions.","Retain for 3 years, and then destroy records.",1989-12-01,Discontinued,Public Utilities
GRS-1727,Audit records,"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.",Permanent. Retain for 10 years. Transfer records to the archives.,2018-04-16,Current,Administrative
GRS-661,Rezoning records,"These files document applications to rezone property within the governmental entity. They contain the original application, review forms, maps of areas involved, copies of investigative reports, copies of planning commission minutes, notices of hearings, development agreements, and related records.",Retain permanently. Records may be transferred to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-1501,Student enrollment and registration,These records capture the necessary information to enroll a student in a particular school and document their attendance and course of study. The application process of those seeking to home school or participate in alternative programs is included in this schedule.,"Retain until superseded, and then destroy records.
OR
Retain for 4 years, and then destroy records.",2013-08-01,Current,Education
GRS-1199,Library accession records,"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.",1997-06-01,Current,Library
GRS-2010,Insurance claim records,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.",1990-07-01,Current,Security Services
GRS-1687,Records access requests,"Files created in response to requests from individuals seeking access to government records, as provided under UCA??63-2-204??(2004). Files contain the request, copies of Records Officer response granting or denying access to records requested, and all related supporting documents. These files may also contain agency responses to requests for nonexistent records, to requesters who provide inadequate descriptions, and requests which should be directed to another agency.","Retain for 1 year after final action, and then destroy records.",1990-07-01,Discontinued,Administrative
GRS-1019,Municipal election records,"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.","Retain for 22 months, and then destroy records.",1997-12-01,Current,Clerk
GRS-1080,Firearms disposal records,"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.",Retain permanently. Transfer records to the archives.,1989-12-01,Current,Law Enforcement
GRS-853,Vehicle assignment records,"These are assignment logs, reports, authorizations, and similar records relating to the assignment and use of vehicles by municipal employees or officials.","Retain for 1 year, and then destroy records.",1989-09-01,Discontinued,Maintenance
GRS-649,Recreation registration records,"These forms are used to register for recreational programs. They include registrant's name, address, and telephone number; program name and date(s); parent's/guardian's name if registrant is a minor; may also include information on attendance at previous training sessions; and a signed liability waiver statement.","Retain for 2 years, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-690,Signalized intersection records,"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.",1994-06-01,Current,Public Works
GRS-694,Street maintenance records,"These records document the repairs and maintenance work on county streets, street lights, and sidewalks. They include reports, logs, or similar records, completed on a daily, weekly, and/or monthly basis. They include date, supervisor's name, county name, district, employees' names, and location.","Retain for 3 years, and then destroy records.",2018-03-12,Discontinued,Public Works
GRS-1578,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document student's school participation. They include test scores, immunization record, attendance records, and all pertinent information on the student.","Retain until separation, and then destroy records.",2008-08-27,Discontinued,Elementary School
GRS-1602,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document students' participation in school. They include test scores, immunization record, eye testing, grades and credits earned, and all pertinent information on the student.","Retain for 3 years after separation, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1605,Student withdrawal records,"This form documents student school transfer requests. After the form is submitted the school sends the student's records to the receiving school. A copy is given to the student. The form includes address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, sex; parent's name and new address; new school; whether student is receiving additional school services; indication whether fees paid, library books returned, cumulative folder completed; and if parent was given a copy of immunizations and academic progress.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1621,Fee waiver records,"These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA?? 53A-12-103??(1993). The application is sent to all students with a statement of fees owed as part of the registration process. Parents complete the application and submit it to the school. All fees are suspended until the school determines student's eligibility for fee waiver. If waiver is granted then a fee waiver statement is signed. The records include the application and the fee waiver statement. The application includes the student's name, date, parent's or guardian's name, reason for waiver; and indication of fees being requested to be waived (fee description and amount). The fee statement includes parent's or guardian's name, address, and telephone number; date; student's name and grade; fees being waived; total fees waived; parent's or guardian's signature; and administrator's signature.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1642,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document students' participation in school. They include test scores, immunization record, eye testing, and all pertinent information on the student.","Retain for 3 years after separation, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1901,Payroll approval records,"Records that are printed from the SAP Payroll System. They are used to check the accuracy of payments from the Payroll System and document the review and approval process for audit purposes. The records include the Payroll Review & Approval Documentation Cover Sheet which verifies that a manager, or supervisor has reviewed the Time Summary Report, the Time Edit Report, the Time Entered after Cutoff Report, and the Payroll Results Edit Report. These records also verify that the entries are correct based on the approved time sheets and verify that any changes were properly authorized.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1562,Student withdrawal records,"This form documents student school transfer requests. The official copy is retained by the school, while a copy is submitted to the school district office with the student's cumulative record and another is given to the student's parent/guardian. The district then sends the student's records to the receiving school. The form includes name, address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, and sex; parent's name and new address; new school; whether student is receiving additional school services; indication whether lunches and fees are paid, library books returned, cumulative folder completed; whether a copy of immunizations and academic progress is given to parents. The student's teacher adds name, student's reading level, reading text (page or chapter), math text (page or chapter), other comments, date and teacher's signature.","Retain for 2 years, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1560,Student registration records,"These forms are completed for all enrolled students registering for specific classes. They are used to notify students of course requirements and to register for specific classes. The forms include grade, student's name, parent's/guardian's signature, birthdate, sex, and address and telephone number, course requirements for grade level, listings of courses (required, resource, elective, etc.), and indication of class selections.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1645,Student registration records,"These forms are completed for all enrolled students registering for specific classes. They are used to notify students of course requirements and to register for specific classes. The forms include grade, student's name, parent's signature, birthdate, sex, and address and telephone number, course requirements for grade level, listings of courses (required, resource, elective, etc.), and indication of class selections.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,High School
GRS-1472,Special education records,"These files document the progress and participation of students enrolled in special education programs provided by Utah school districts. Files are kept in accordance with federal regulations which define record keeping practices and funding requirements. District services can be discontinued when students move, refuse services, or are reclassified as no longer needing special education services. Student folders contain various reports and completed forms including individualized education program records (IEPs), inspection logs, evaluation and re-evaluation forms, parental approval forms, test protocols, parent surveys and information, third party information, placement documents, refusal of services forms, and other legal documents. 34CFR 300.562 (2008) & 34CFR 99 (2008).","Retain for 3 years after separation, and then destroy records.",2015-08-21,Discontinued,"School District,Special Education"
GRS-1702,Visitor registration records,"Records documenting visits to agencies, usage of materials, and other information about the public's contact with government. Information may include names, home city and state, number in party, and purpose of visit.","Retain for 6 months, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-1708,Open meeting records,"When a public body convenes to discuss or act upon a matter under its jurisdiction, (Utah Code 52-4-103(6)(a)(2014)), they must give a public notice which includes the agenda and schedule (Utah Code 52-4-202(2014)). This schedule includes pending minutes which will be approved at the next meeting (Utah Code 52-4-203(4)(3)(ii)(2014)).","Retain until approval of minutes, and then destroy records.",2014-06-25,Discontinued,Administrative
GRS-741,General administrative records,"These are records of a general facilitative nature created or received in the course of administering programs. They include daily, weekly, or monthly activity reports which are summarized in an annual report, correspondence and memoranda.","Retain for 2 years, and then destroy records.",2014-10-21,Discontinued,Administrative
GRS-921,Employment health records,"Employee health records can include but are not limited to such things as Family Medical Leave documentation, psychological profiles, doctor's notes for absences, long and short term disability documentation, documentation of disability accommodations, workers' compensation information, x-rays, hypertension screenings, blood series, pre-employment physicals, medical histories and etc. The records are used to limit liability in deployment of workers, to establish the health status of potential employees, and to limit the effect of occupation related diseases or to modify conditions that might limit an employee's ability to perform assigned duties.","Retain for 65 years after or 3 years after separation, and then destroy records.",2016-01-20,Discontinued,Human Resources
GRS-1275,Routine control records,"These records are used to control work flow and to record routine actions. Includes job control records, status cards, routing slips, work processing sheets, correspondence forms, and receipts for records charged-out.","Retain until administrative need ends, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-1089,Robbery bulletin records,"These files contain information to be distributed to other law enforcement agencies concerning robberies. The form includes date, time, case number, suspect's vehicle, suspect's description, victim's name, and location, type of weapon used, amount and description of loss, facts of case summary, and investigating officer's name.","Retain for 4 years after resolution of issue, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-322,Chemical analysis records,"These are records of individuals who have been chemically tested for suspicion of or arrested for driving under the influence of alcohol or drugs. They usually include the chemical analysis reports which show subject, date, case number, time test taken, testing officer, instrument serial number, and test results (UCA 41-6a-511 (2011)). Usually these tests are part of the case file and are filed by case number. A copy is frequently attached to the arrestee's criminal history file.","Retain for 3 years, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
GRS-359,Robbery bulletin records,"These files contain information to distributed to other law enforcment agencies concerning robberies. The form includes date, time, case number, suspect vehicle, suspect's description, victim's name and location, type of weapon used, amount and description of loss, facts of case summary, and investigating officer's name.","Retain for 4 years after or until final action, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
GRS-288,Voter registration records,"These are registration records of eligible voters including registration forms, absent and early voter registers, and register books. These records verify a subject's eligibility to vote by establishing his or her citizenship, age, identity, residency, signature, and other information required by statute.",Retain permanently. Records may be transferred to the archives.,1995-09-01,Current,Clerk
GRS-510,Interlibrary loan records,"These records document the lending and borrowing of library materials through the interlibrary loan network. They include interlibrary loan forms, computer searches, related correspondence and memoranda. The interlibrary loan forms include patron's name, address, telephone number, description of material being requested (author, title, publisher, publication date), a signed statement indicating patron willing to assume costs for borrowing material, status indication (overdue, lost, out-of-print), indication of search strategy, date material provided, and date material to be returned.","Retain until final action, and then destroy records.",1993-12-01,Current,Library
GRS-1163,Signalized intersection records,"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 2 years after disposition of asset, and then destroy records.",1997-12-01,Discontinued,Public Works
GRS-960,Maintenance report records,"These files contain logs, reports, and similar records relating to the inspection, maintenance and repair of airport runways, runway lights, beacons and other ground devices maintenance records directly related to the landing and taking off from airport. Please refer to Schedule 7, Item #9 ""Vehicle Maintenance Records"" for the maintenance records of airport vehicles.","Retain for 10 years, and then destroy records.",1997-12-01,Discontinued,"Airport,Municipality"
GRS-1916,Employee training records,"These records document employee participation in training programs sponsored by governmental agencies or non-governmental institutions. Information may include correspondence, memoranda, reports, and other records relating to course availability and participation.","Retain until separation, and then destroy records.",1990-07-01,Current,Human Resources
GRS-519,Library registration records,"This registration card is completed by patrons applying for a library card. This information is used for the checkout of library materials, monitoring of overdue books, fines and fees, and for the on-going verification of address and telephone number. Some libraries issue library cards for a specified period while other library cards never expire if used on a regular basis. Nonexpiring library cards normally become inactive after one year of nonuse. The card may be retained for verification purposes. The card includes patron name, home and business addresses and telephone numbers, application date, and birth date.","Retain for 1 year, and then destroy records.",1993-12-01,Current,Library
GRS-1873,Vehicle maintenance records,"These records document the inspection, repair and maintenance of government-owned vehicles. Information includes vehicle identification, usage, and related records.","Retain for 3 years after disposition of asset, and then destroy records.",2016-01-01,Current,Motor Vehicle
GRS-339,Firearms disposal records,"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.",Retain permanently. Transfer records to the archives.,1991-12-01,Discontinued,Law Enforcement
GRS-116,Vehicle assignment records,"These are assignment logs, reports, authorizations, and similar records relating to the assignment and use of vehicles by employees or officials.","Retain for 1 year, and then destroy records.",1991-06-01,Current,Maintenance
GRS-73,Fixed asset records,"These records relate to tangible assets such as property and equipment owned by a governmental entity. Information includes substantiation, purchases, deprecation, inventories, and related records.","Retain for 10 years after disposition of asset, and then destroy records.",2018-04-20,Current,Facility Management
GRS-645,Recreational equipment records,"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.",1995-11-01,Current,Parks and Recreation
GRS-1042,Sports teams records,"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; regular play schedules; and tournament schedules.","Retain for 5 years, and then destroy records.",1997-12-01,Discontinued,Parks and Recreation
GRS-1032,Recreational equipment records,"These records document recreational equipment (i.e. softball, volleyball) 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, telephone 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.",1997-12-01,Discontinued,Parks and Recreation
GRS-1235,Pump test records,"These files contain the results of tests conducted on pumping equipment. These annual tests are used to certify pumping capabilities and to check equipment for stability and endurance. They include apparatus number, date tested, station number, where tested, manufacturer's name and number, test results, time taken, and remarks.","Retain for 2 years after resolution of issue, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-650,Sports teams records,"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.,1995-11-01,Current,Parks and Recreation
GRS-461,Pump test records,"These files contain the results of tests conducted on pumping equipment. These annual tests are used to certify pumping capabilities and to check equipment for stability and endurance. They include apparatus number, date tested, station number, where tested, manufacturer's name and number, test results, time taken, and remarks.","Retain for 2 years after resolution of issue, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1205,Interlibrary loan records,"These records document the lending and borrowing of library materials through the interlibrary loan network. They include interlibrary loan forms, computer searches, related correspondence and memoranda. The interlibrary loan forms include patron's name, address, telephone number, description of material being requested (author, title, publisher, publication date), a signed statement indicating patron willing to assume costs for borrowing material, status indication (overdue, lost, out-of-print), indication of search strategy, date material provided, and date material to be returned.","Retain until final action, and then destroy records.",1997-06-01,Discontinued,Library
GRS-1172,Concrete maintenance records,"These records document the replacement of concrete maintenance necessary when the municipality is responsible for damage caused by municipal vehicles (e.g. garbage trucks, snow plows) or problems caused by storm damage or other acts of nature. Maintenance may either be done by the municipality or contractors through the bidding process. These records are used for budget purposes and indicate the completion of the project. They include a card file, copies of receipts, pay vouchers, contracts, bids, correspondence, extra work orders, estimates, sketch or diagram, photographs, council district information, and proof of mailing estimate.","Retain for 7 years, and then destroy records.",2014-10-21,Discontinued,Public Works
GRS-436,Dog license records,"These records document the payment of license fees. They may include owner's name, breed of dog, sex, color, expiration date of license, expiration date of rabies vaccine, dog's name, indication if dog was altered, license fee, and date paid.","Retain for 2 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-971,Dog license records,"These records document the payment of license fees. They may include owner's name, breed of dog, sex, color, expiration date of license, expiration date of rabies vaccine, dog's name, indication if dog was neutered or spayed, license fee, and date paid.","Retain for 4 years, and then destroy records.",1997-12-01,Discontinued,Animal Control
GRS-1166,Street maintenance records,"These files document the repairs and maintenance work on municipal streets, street lights, and sidewalks. They include reports, logs, or similar records, completed on a daily, weekly, and/or monthly basis.","Retain for 3 years, and then destroy records.",2018-03-12,Discontinued,Public Works
GRS-723,Inland water records,"These geospatial records contain information pertaining to the hydrologic features. These are lakes, streams, ponds, and watersheds.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-1244,Inland water records,"These geospatial records contain information pertaining to hydrologic features located in Utah municipalities. These are lakes, streams, ponds, and watersheds.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Discontinued,Geospatial Data Sets
GRS-117,Vehicle maintenance records,"These are daily maintenance records on all county vehicles. They are used to provide a maintenance history of all county vehicles. Includes work order number, dates, maintenance performed, mileage of vehicle, problem type, driver's name, and action taken.","Retain for 1 year after disposition of asset, and then destroy records.",2016-08-31,Discontinued,Maintenance
GRS-1647,Student withdrawal records,"This form documents student school transfer requests. After the form is submitted the school sends the student's records to the receiving school. A copy is given to the student. The form includes address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, sex; parent's/guardian name and new address; new school; whether student is receiving additional school services; indication whether fees are paid, library books returned, cumulative folder completed; and if parent/guardian was given a copy of immunizations and academic progress.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,High School
GRS-854,Vehicle maintenance records,"These are daily maintenance records on all municipal vehicles. They are used to provide a maintenance history and include work order number, dates, maintenance performed, mileage of vehicle, problem type, driver's name, and action taken.","Retain for 1 year after disposition of asset, and then destroy records.",2016-01-20,Discontinued,Maintenance
GRS-1673,Organizational function records,"Formally prepared descriptions of the responsibility assigned to the senior executive officers of an agency at the division level and above. They may include organizational charts and reorganizational studies. If the functional statements are printed in the Utah State Administrative Code, they are not required to be preserved or retained as a separate series.",Permanent. Retain for 3 years. Transfer records to the archives.,1990-07-01,Discontinued,Administrative
GRS-287,Cemetery management records,These administrative records document the management and operation of cemeteries. Information includes property maintenance and transitory interment-related records.,"Retain for 1 year, and then destroy records.",,Current,Clerk
GRS-206,Greenbelt withdrawal records,"These State Tax Commission forms are used to request the withdrawal of land from greenbelt status. Owners ""shall within 180 days after the change in land use notify the county assessor of the change in land use and pay roll-back tax"" (UCA 59-2-506.5 (2009)). They include the name, property serial number, date filed, complete legal description, reason for withdrawal, and signature. In some counties, these forms are filed with the Appraisal Cards.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-673,Concrete maintenance records,"These records document the replacement of concrete maintenance necessary when the county is responsible for damage caused by county vehicles (e.g., garbage trucks, snow plows) or problems caused by storm damage or other acts of nature. Maintenance may either be done by the county or contractors through the bidding process. These records are used for budget purposes and indicate the completion of the project. They include a card file, copies of receipts, pay vouchers, contracts, bids, correspondence, extra work orders, estimates, sketch or diagram, photographs, council district information, and proof of mailing estimate.","Retain for 7 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-1131,Meter location records,"These records contain information about all meters (water and electric). They are used to locate meters for service and billings. They include address, work order number, size of meter, contractor, owner, plumber and date installed.","Retain for 1 year after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1440,Lane change records,"These records document requests for lane changes for additional training received. Guidelines have been established providing specific criteria for course acceptance. Prior approval is required for unauthorized classes or seminars. The requests are reviewed by a district committee and are either approved, denied or request additional information. The records include the request, the committee review and decision, and if approved date training completed. These records may be filed in the personnel file.","Retain for 5 years, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1689,Records destruction files,Records which document the destruction of a governmental agency's records.,"Retain for 7 years after final action, and then destroy records.",2014-08-01,Current,Administrative
GRS-1872,Public transit records,"These records document bus activity and ridership. Information includes driver manifests, passenger counts, paratransit services, routes, and related records.","Retain for 3 years, and then destroy records.",2015-12-01,Current,Motor Vehicle
GRS-2045,Student housing records,"These records document the occupancy of student residences. Information includes residence hall or apartment applications, contracts, accounting records, maintenance, and related information.","Retain for 3 years after expiration of contractual agreement, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-630,Grasshopper statistical records,"These records are used to verify the population of grasshoppers at a specific location. If large numbers of grasshoppers are found when the test is made, the district will spray. These records includes inspection data, location information, development stage of the grasshoppers, amount and type of spray used in the area.","Retain for 2 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-710,Asbestos waste records,"This report form is completed when asbestos is dumped at the landfill. Includes information on generator, work site name, address, owner's name, telephone number; operator's name and address; operator's phone number; waste disposal site name, mailing address and physical site location, and phone number; name and address of responsible agency; description of materials; containers (number, type); total quantity; special handling instructions and additional information; operator's certification (name, title, signature, and date); transporter's name and title; signature, date, address, and phone; disposal site; indication of any discrepancy certificates for asbestos; and name, title, and signature of person completing form, and date completed.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Solid Waste
GRS-1480,Title I records,"These files document participation in the federally funded Title I program in accordance with 34 CFR 200 (1997). Title I is designed to be a supplemental funding source which provides additional, or supplemental educational opportunities to students from ""low-income or economically disadvantaged families."" These funds cannot be substituted for, or used in place of, other monies such as state and local funds to pay for student's basic education. Title I funds go to a district's poorest schools but excess funds may be used to help any low-achieving student, not just those from economically disadvantaged families. Title I funds are designed to assist with school reform and to improve the quality of student educational opportunities.","Retain for 5 years after final action, and then destroy records.",1998-10-01,Current,Education
GRS-1714,Animal control records,"These records are created during the conduct of animal control and shelter programs. Records include biting incidents, licenses, euthanasia, adoptions, investigations, citations, complaints and related records.","Retain for 5 years after resolution of issue, expiration of license, or final action, and then destroy records.",2018-04-03,Current,Administrative
GRS-1754,Telecommunications service records,"Telecommunications general files including plans, reports, and other records pertaining to equipment requests, telephone service, and other similar services.","Retain for 5 years, and then destroy records.",1990-07-01,Current,Communication
GRS-1165,Street cleaning records,"These files document all street cleaning projects. They include reports, logs or similar records documenting street cleaning operations.","Retain for 1 year, and then destroy records.",1989-09-01,Current,Public Works
GRS-1729,Petition signature records,These records are petition signature sheets signed by individuals wishing to add a candidate or initiatives to the election ballot. Signatures are verified to determine whether petitioners are registered voters.,"Retain for 22 months, and then destroy records.",2016-07-01,Current,Administrative
GRS-2036,Faculty history records,"This information includes each teacher's name, department, and classes taught.",Permanent. Retain for 65 years. Records may be transferred to the archives.,2017-09-01,Current,Colleges and Universities
GRS-2043,Financial aid records,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.",2017-09-01,Current,Colleges and Universities
GRS-2022,Disaster plan records,"Disaster plans for records and office operations ensure that essential government functions continue to be performed following natural disasters, accidents, technical, or attack related emergencies. Information includes plans for restoring operations and protecting facilities and resources. Disaster recovery training materials may be included.","Retain until superseded, and then destroy records.",2014-06-01,Current,Security Services
GRS-2042,Educational advising records,These records document the interactions between students and advisors regarding education requirements and planning.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-2048,Student academic records,"These records document students ' academic performance. Information includes final grades, supplemental grade changes, Master's theses and Ph.D. dissertations, graduation, and related records.",Permanent. Retain for 20 years after graduation. Records may be transferred to the archives.,2017-09-01,Current,Colleges and Universities
GRS-2018,Security guard records,"Records of guard assignments and service. Records include reports of rounds and other checks made during shifts, as well as logs of occurrences of unusual activity. Records also detail personnel matters associated with assigning guards to shifts.","Retain for 5 years, and then destroy records.",1990-07-01,Current,Security Services
GRS-2050,Museum catalog records,"These records document the planning, preservation, and contents of collections and exhibitions. Included are inventories, finding aids, loans and donations, and related information.",Retain permanently. Records may be transferred to the archives.,2017-03-01,Current,Intrinsically Historical
GRS-2039,Intellectual property records,"These records document intellectual property of the educational institution including applications for and granting of all university copyrights, patents and trademarks.",Retain permanently. Records may be transferred to the archives.,2017-09-01,Current,Colleges and Universities
GRS-2044,Student athletic records,These records document student eligibility and participation in athletic clubs and teams. They are used to monitor students athletes' medical histories during their association with the college or university athletic program.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-507,Library circulation records,"These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.","Retain until resolution of issue, and then destroy records.",2018-04-20,Current,Library
GRS-1750,Messenger service records,"Daily logs, assignment records and instructions, dispatch records, delivery receipts, route schedules, and related records.","Retain for 2 years, and then destroy records.",1990-07-01,Discontinued,Communication
GRS-225,Tax abatement records,"These records are used for granting exemption of property taxes for specific conditions. Information includes parcels owned, the abatement amount, and status. The application and index are included in this schedule.",Permanent. Retain for 3 years. Transfer records to the archives.,1991-03-01,Current,Auditor
GRS-305,County official records,"These are copies of all official records recorded with the county recorder including deeds, mortgages, mining records, military discharges, etc. Upon payment of fees for the same, the recorder must record in the ""Official record' book all papers, documents, records, and other writings required or permitted by law to be recorded. In some counties all recorded instruments are compiled together as part of the ""Official records"", while others compile each type of instrument separately (See Deed records, Mortgage records, Mining records, Water records, etc.)",Retain permanently. Transfer records to the archives.,1991-09-01,Current,Recorder
GRS-1964,Staff acquisition records,"Records related to the recruiting and hiring of employees, including candidates not hired. The resume and application of hired individuals are part of the Employee History Records.","Retain for 2 years after final action, and then destroy records.",2015-06-01,Current,Human Resources
GRS-16558,Vehicle ownership records,"These records document ownership, registration, and operation of government-owned vehicles.","Retain until final action, and then destroy records.",2019-11-18,Current,
GRS-1488,Exchange student records,"This State Office of Education form is used to document students within the district participating in student exchange programs in accordance with UCA 53A-2-206 (2012) and the Utah Administrative Code, R277-612-3 (2013). Each state has an authorized exchange student quota and each student is authorized by the State to participate in the program. The application includes exchange student's name, local address, host family information, high school, school year, and entry and exit dates.","Retain for 4 years after separation, and then destroy records.",1998-10-01,Discontinued,Education
GRS-1130,Meter reading records,"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.","Retain for 3 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-2038,Student employee records,"These records document students temporarily employed by the educational institution. Information includes application, evaluation, work schedule, and related records.","Retain for 1 year after end of employment, and then destroy records.",2017-09-01,Discontinued,Colleges and Universities
GRS-350,Prisoner activity records,"These records document prisoner activities. They include the prisoner's name and number, date, time, activity, and reporting deputy's name.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-591,Private wells records,"These records document the approval of the department for the construction and use of private water wells. These records include the property, contractor, and inspection details.","Retain until final action, and then destroy records.",1992-12-01,Current,Health
GRS-360,Sex offender records,"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.",2020-02-26,Current,Law Enforcement
GRS-380,Local tie records,"These records document the permanent corner locations of each section or quarter section.?? Information includes township, section, range, monuments, corners, survey measurements, markers, and survey or replacement date to allow for accurate location of corner.","Retain until superseded, and then destroy records.",1991-12-01,Current,Surveyor
GRS-16583,Emergency contact records,"These are records of emergency contacts for participants in programs for which such information is requested. Examples may include emergency contact information for senior center program participants, participants in special events, enrolled students, or employees for whom such information is requested or required. Records may include name and contact information of emergency contact, relation to subject, and other relevant notes.","Retain until separation, and then destroy records.
OR
Retain until superseded, and then destroy records.",2021-10-25,Current,Education
GRS-16584,Archaeological project records,"These are records of archaeological projects undertaken by a government agency. They may include narrative reports, photographs, field notes, descriptions, and related information, as well as contextual information about the project.",Retain permanently. Records may be transferred to the archives.,2022-01-25,Current,
GRS-532,Health program records,Local health departments establish programs or measures to promote and protect general wellness (Utah Code 26A-1-114(2)(a)(2018)). These records document program operations as well as public eligibility and participation. Patient case files are not included in this schedule.,"Retain for 3 years, and then destroy records.",1992-12-01,Current,Health
GRS-1655,Administrative hearing records,"Records of hearings held for various reasons including to regulate processes, change rules and policies, address the denial and revocation of licenses at the request of the public, or to discuss particular issues at the request of an executive body. Records may include meeting notices, proofs of publications, meeting minutes, the conclusions reached, and related correspondence.",Permanent. Retain for 5 years. Transfer records to the archives.,1990-07-01,Current,"Administrative,Meeting Minutes"
GRS-150,Training administration records,"These records document agency development, planning, and operation of training, instructional or outreach courses and events. Information may include curriculum requirements and objectives, program assessments, participation and evaluations, and documents relating to the facilitation of events.","Retain for 6 years, and then destroy records.",1991-06-01,Current,Administrative
GRS-1730,Submitted petition records,"These records are formal petitions submitted to the legislative body proposing action. The legislative body submits the petition to legal voters in general or special election. Information may include a statement of purpose on proposed action, signatures and addresses of petitioners, designated sponsors, actions of the legislative body, and related records.",Permanent. Retain for 5 years after final action. Records may be transferred to the archives.,2016-07-01,Current,Administrative
GRS-398,Tax sale records,"These are records required to be prepared by county treasurers as the ""official record of delinquent taxes in the same order as property appears in the assessment rolls"" (UCA 59-2-1338(1) (1997)). They are required to include the name of the person to whom property is assessed; description of the delinquent parcel, and a reference to the parcel, serial, or account number under which the property was listed in the assessment roll; the amount of delinquent taxes, penalties, and administrative costs; and the date of redemption and by whom the property is redeemed(UCA 59-2-1338 (1995)). The record shall provide space for ""entering delinquent taxes assessed years against each parcel which remains unredeemed"" (UCA 49-2-1338(2) (1995)).","Retain for 5 years after and then destroy, if recorded with the County Recorder; Permanent, if not recorded with the County Recorder..",2016-03-21,Discontinued,Treasurer
GRS-732,Tax redemption records,"These records document the payment of delinquent taxes. Information includes taxes and penalties owed and paid, and related records. These are not legal evidence of property ownership.","Retain for 5 years, and then destroy records.",2016-03-01,Current,Elected office
GRS-314,Tax sale records,"These are the recorded tax deeds issued by the county auditor conveying property to purchaser of real property sold for delinquent taxes (UCA 59-2-1351.1(9)(c)??(2003)) and records for property not sold (UCA 59-2-1351.3(1)??(2003)). The tax sale record ""shall become a part of the official records of the recorder and is considered to have been recorded by the recorder"" (UCA??59-2-1351.3??(2003)).",Retain permanently. Transfer records to the archives.,2016-03-21,Discontinued,Recorder
GRS-1373,Tax exemption records,These records document the school district's sales tax exemption for specific purchases. They include tax exemption certificates and related records.,"Retain for 3 years, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-940,Tax exemption records,These records document the municipality's sales tax exemption for specific purchases. They include tax exemption certificates and related records.,"Retain for 3 years, and then destroy records.",1997-12-01,Discontinued,Purchasing
GRS-1716,Public relations records,"These records, regardless of format or mode of transmission, are created for distribution to the news media or public. Records include speeches, press releases, public announcements or similar records.",Retain permanently. Records may be transferred to the archives.,2014-12-01,Current,Administrative
GRS-2029,Mug shot records,"These are photographs and descriptions of arrested individuals which provide complete name, alias, physical description, date of arrest, and offense committed. Booking information and index may be included.",Permanent. Retain for 75 years. Transfer records to the archives.,2015-08-01,Current,Law Enforcement
GRS-734,Assessment roll records,These records document real property assessments and payments.,Retain permanently. Records may be transferred to the archives.,2016-03-01,Current,"Assessor,Elected office"
GRS-264,County franchise records,"These records document franchises granted by the county commission. Information includes the purpose of the franchise, the amount of bond, and related details.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1721,Legal counsel records,"These are legal interpretations given by attorneys at the request of governmental entities asking for guidance in enforcing, obeying, and/or interpretation of the law.","Retain until resolution of issue, and then destroy records.",2015-06-01,Current,Administrative
GRS-1070,Criminal history records,"These are complete histories of arrested individuals which provide complete name, alias or nickname, residence, complete physical description, date of arrest, offense committed, and occupation. It may also contain fingerprint cards and mug shots. Since the Bureau of Criminal Identification maintains the record copy of Criminal History Records until individual's death or seventy-five years, an individual agency maintains one at its own discretion.","Retain for 5 years, and then destroy records.",2015-08-21,Discontinued,Police Department
GRS-328,Criminal history records,"These are complete histories of arrested individuals which provide complete name, alias or nickname, residence, complete physical description, date of arrest, offense committed, and occupation. It may also contain fingerprint cards and mug shots. Since the Bureau of Criminal Identification maintains the record copy of Criminal History Records until individuals death or seventy-five years, an individual agency maintains one at its own discretion.","Retain for 5 years, and then destroy records.",2015-08-21,Discontinued,Sheriff
GRS-2030,Criminal history records,"These are complete histories of arrested individuals which provide complete name, alias, nickname, residence, complete physical description, date of arrest, offense committed, and occupation. They are used for department investigations, statistics and information.","Retain for 75 years, and then destroy records.",2015-08-01,Current,"Law Enforcement,Legal"
GRS-722,Geospatial boundaries records,"These geospatial records of administrative boundaries include county, municipal, precinct, tax districts, subdivisions, and other important boundaries.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-1722,Formal opinion records,"These are the formal legal opinions researched, written and published by attorneys. They are necessary to maintain consistency of opinion in related matters.",Retain permanently. Transfer records to the archives.,2015-06-01,Current,Administrative
GRS-729,Geo-scientific records,"These geospatial records contain information on earth sciences, including, geologic resources, surface geology features, geologic hazards, and soil types. Geologic resource records contain information on energy resources, including oil, natural gas, coal, gas hydrates, and geothermal resources. Geologic surface records contain information on the geologic surface features located in Utah. Surficial (surface) geology maps provide data on the types of material and landforms found at the surface of the earth. Geologic hazard records contain information on the natural geologic events that can endanger human lives and threaten human property. Earthquakes, floods, landslides, radon gas, and dam failure maps are included. Soil records contain information on the types of soil found.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2010-03-01,Discontinued,Geospatial Data Sets
GRS-700,Appraisal project records,"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.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Redevelopment
GRS-16592,Department financial records,"These are records related to monies collected or paid in the conduct of business for the Department of Corrections. Information may include invoices, revenue, expenses, and related accounting records. Budget records are not included.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-16594,Offender financial records,"Records relating to financial business conducted for offenders while under supervision. Information may include bank records, receipts, reconciliations, and other related accounting records.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-1088,Received property records,"These are a ""proper record"" of custodial property that are required to be maintained by peace officers in accordance with UCA 77-24-1.5 (2011). These records must include the name of the owner of custodial property (if known) and the case for which it was taken or received.","Retain for 3 years after disposition of asset, and then destroy records.",2016-01-19,Discontinued,Police Department
GRS-1100,Evidence disposition records,These records document the use and location of items in evidence. They include tags on property and file card and may also include evidence release authorization cards.,"Retain for 5 years, and then destroy records.",2016-01-19,Discontinued,Police Department
GRS-357,Received property records,"These are a ""proper record"" of custodial property that are required to be maintained by peace officers in accordance with UCA 77-24-1.5 (2011). These records must include the name of the owner of custodial property (if known) and the case for which it was taken or received.","Retain for 3 years after final action, and then destroy records.",2016-01-19,Discontinued,Sheriff
GRS-374,Evidence tracking records,"These records track the procurement and disposal of evidence. Information includes the case number or owner of evidence received, the list of evidence items, the reason for the collection of evidence, and the name of the officer submitting the evidence. Information also includes disposal area to which evidence is released, and date and authorization of release. Violent felony records including homicide, sexual assault and fatal crashes are not included in this schedule.","Retain for 10 years after case is closed, and then destroy records.",2024-01-22,Current,Law Enforcement
GRS-1720,Transitory tracking records,"These records document transitory transactions. Information tracks services rendered, movement of people, materials, and includes internet website visitor information.","Retain for 1 year, and then destroy records.
OR
Retain until administrative need, whichever is less, and then destroy records.",2018-04-20,Current,Administrative
GRS-1749,Mail control records,"Records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, including statistical reports of postage used on outgoing mail and fees paid for private deliveries (special delivery, foreign, registered, certified, and parcel post).","Retain for 3 years, and then destroy records.",2015-08-21,Discontinued,Communication
GRS-1692,Administrative rule records,"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.",Retain permanently. Records may be transferred to the archives.,2006-02-01,Current,Administrative
GRS-1690,Proposed legislation records,"Records created by governmental agencies for the purpose of proposing legislation. They contain correspondence, memoranda, research information on proposed legislation, fiscal notes, summaries, estimated cost reports, impact statements, and other information documenting the proposed legislation.",Permanent. Retain for 5 years. Transfer records to the archives.,1992-12-01,Current,Administrative
GRS-938,Contract purchasing records,"These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.","Retain for 6 years after after expiration of contract, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-192,Contract purchasing records,"These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.","Retain for 6 years after after expiration of contract, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-1411,Change order records,"These records document changes made during the construction which require increased expenditures. They are also used for budgeting purposes. They include purchase orders, copies of bills, applications of certificate for payment, copies of work orders, construction budget report, detailed statements, and weekly time sheets.","Retain for 6 years after after end of project, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1359,Contract purchasing records,"These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1371,Service agreement records,These records document the professional service agreements between any school district agency and professional individuals or between agencies for temporary services. They include the service agreement and other related records.,"Retain for 4 years after expiration of contractural agreement, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1173,Construction contract records,"These records document contracts for all engineering and construction projects undertaken by the municipality. They include payment records, reports, contracts, certificates, and related correspondence.","Retain for 6 years after expiration of contract, and then destroy records.",1997-06-01,Discontinued,Public Works
GRS-1438,Contract negotiation records,"These files document wage and benefit negotiations between the district and local labor representatives for both certified and classified employees. They include each proposal and counter-proposal, requests and response, final charge, negotiated agreement and salary and benefit package.","Retain for 6 years after after expiration of contracts, and then destroy records.",2016-12-13,Discontinued,Human Resources
GRS-674,Construction contract records,"These records document contracts for all engineering and construction projects undertaken by the county. They include payment records, reports, contracts, certificates, and related correspondence.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",1994-06-01,Discontinued,Public Works
GRS-1723,Agency history records,"These records document the organization and reorganization of governmental entities. Information includes history, functional information, geographical boundaries, organizational files and related records.",Retain permanently. Transfer records to the archives.,2015-06-01,Current,Administrative
GRS-344,Inmate medical records,"These files are the complete medical records for all prisoners. They may include all prescriptions authorized, a log for all doctor or hospital visits, inmates medical complaints, and other medical information.","Retain for 7 years, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
GRS-1903,Payroll processing records,"These records verify compensation data for each employee, including salary, hourly rate and type of pay. Deductions are confirmed in processing payroll before employees are paid.","Retain for 3 years, and then destroy records.",2015-07-01,Current,Payroll
GRS-796,Budget background records,These records are used to assist in the preparation of department budget requests presented to the city council.,"Retain for 2 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-60,Budget apportionment records,These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.,"Retain for 5 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-1875,Budget authorization records,Copies of budget authorizations in operating payroll units used to control personnel ceilings and personnel actions.,"Retain for 2 years, and then destroy records.",2016-12-29,Discontinued,Payroll
GRS-61,Budget background records,These records are used to assist in the preparation of department budget requests presented to the county commission.,"Retain for 2 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-879,Flextime attendance records,"These are supplemental time and attendance records (e.g., sign-in/sign-out sheets and work reports). They are used for payroll accounting under flextime systems.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1293,Budget apportionment records,These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.,"Retain for 5 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-795,Budget apportionment records,These are apportionment and reapportionment schedules which propose quarterly obligations under each authorized appropriation.,"Retain for 5 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-167,Position analysis records,"These records are used to create new job positions, or update existing positions. Information includes job description and analysis, salary, justification, and related records.","Retain for 3 years after superseded, and then destroy records.",1991-06-01,Current,Human Resources
GRS-1822,Petty cash records,"Records which verify all monies received or expended through a petty cash account. Includes cash receipts, adding machine tapes, daily accounting records, reconciliation, transmittals, etc.","Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,Financial Management
GRS-1457,Performance related records,"These records document the evaluation of employee performance. They include appraisals and job standards upon which they are based, and any supporting documentation. These records are normally part of the personnel file.","Retain for 3 years, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-1740,Budget background records,"Records used to assist in the preparation of the division budget and to justify budget requests presented to the department director. They also contain work programs, etc.","Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-129,Flextime attendance records,"These are supplemental time and attendance records (e.g., sign-in/sign-out sheets and work reports). They are used for payroll accounting under flextime systems.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1841,Journal entry records,"Entries listing adjustments to an organization's credit or debit financial statements. They contain the Division of Finance form FI-35, which lists the credit or debit adjustment, explanation of entry, and approval signature.","Retain for 10 years, and then destroy records.",2016-12-29,Discontinued,Financial Management
GRS-1294,Budget background records,"These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.","Retain for 2 years, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-1965,Employment history records,"Employment history documents the application, hiring, cumulative salary, and employment with a governmental entity of all personnel, including all records necessary to calculate benefits. Information may include employee details, department and position information, earnings, deductions, and other records. Final actions taken as a result of disciplinary action are included in this schedule.","Retain until earliest of: three years after retirement or death, or 65 years after date of hire, and then destroy records.",2023-01-23,Current,Human Resources
GRS-1352,Personnel action records,"These forms are used to make corrections to payroll. They include date, name, school, address, telephone number, social security number, and sections for adding applicable information on new employees, any salary adjustment, and terminating employee.","Retain for 1 year, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1079,Firearm qualification records,"These files contain records for police officers qualifying to carry a firearm. Each officer must qualify twice a year. These files include type of firearms used, date, identification number, police officer's name, pass/fail score, and time span for score.","Retain for 2 years after separation, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
GRS-341,Firearm qualification records,"These records document law enforcement personnel qualifying to carry firearms. Information  documents firearm testing, including type of firearms used, date, identification number, name, pass/fail score, and time span for score.","Retain for 2 years after separation, and then destroy records.",2024-01-22,Discontinued,Law Enforcement
GRS-21,Project management records,"These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.","Retain for 1 year after end of project or program, and then destroy records.",1991-06-01,Current,Administrative
GRS-1858,Trust financial records,"These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.","Retain for 7 years after final action, and then destroy records.",2016-12-01,Current,Financial Management
GRS-1311,Check copy records,These are carbon copies or photocopies of checks issued and maintained solely as a quick reference source.,"Retain for 1 year, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1713,Information governance records,"Records used in establishing and implementing records management policies, practices, and procedures. Included are inventories, finding aids, technological system data, and related information. Record destruction files, including destruction logs, are not included in this schedule.","Retain until superseded or final action, and then destroy records.",2014-08-01,Current,Administrative
GRS-1688,Records management files,"Records used in creating and establishing records management programs. They may contain records inventories, related correspondence, classification designations, records control, equipment, filing procedures/manuals, training information, and other documents created by the State Archives and other agencies to facilitate records management practices. May also contain information on records management equipment and/or computer software.","Retain until superseded, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-1274,Records transfer sheets,"These are the listings of school district records transferred to the State or school district records centers. The information may include records series number, agency name and address, records officer's name and signature, chief administrative officer's name, record series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.","Retain for 5 years after final action, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-771,Records transfer sheets,"These are the listings of municipal agency records transferred to the State or a municipal records center. The information may include records series number, agency name and address, records officer's name and signature, chief administrative officer's name, records series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.","Retain for 5 years after final action, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-38,Records transfer sheets,"These are the listings of county agency records transferred to the State or a county records centers. The information may include records series number, agency name and address, records officer's name and signature, chief administrative officer's name, record series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.","Retain for 5 years, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-1111,Billing adjustment records,"These records document adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification, total amount changed, and authorizing signatures.","Retain for 3 years, and then destroy records.",1989-12-01,Discontinued,Public Utilities
GRS-11,General administrative records,"These are records of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report, correspondence, and memoranda.","Retain for 2 years after resolution of issue, and then destroy records.",1991-06-01,Discontinued,Administrative
GRS-669,Asphalt production records,"These records consist of a daily computer printout and a daily log showing aggregate tonnage of asphalt produced at the county asphalt plant. The printout is received daily and the information is recorded in the log and the printout is then destroyed. They are used for budget purposes. The log includes customer name, job location and supervisor, name of weighmaster, customer number, job number, truck number, amount, type and description of mix, and ingredient information.","Retain for 7 years, and then destroy records.",1994-06-01,Discontinued,Public Works
GRS-371,Wrecker service records,"These are wrecker rotation records. They are used to monitor which wrecker was called out after receiving a dispatch emergency call. They include name of wrecking service, phone number, address dispatched to, date, time, and identification number of person making call.","Retain for 1 year, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
GRS-1098,Wrecker service records,"These are wrecker rotation records. They are used to monitor which wrecker was called out after receiving a dispatch emergency call. They include name of wrecking service, telephone number, address dispatched to, date, time, and identification number of person making call.","Retain for 1 year, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-1670,Internal committee records,"Records documenting the establishment, the organization, membership, and activities of committees and other staff non-policy making groups to handle problems or issues within an governmental entity. They usually include agenda, internal memoranda, notes, and informal minutes.","Retain for 2 years, and then destroy records.",2015-12-24,Discontinued,Administrative
GRS-1261,Internal committee records,"Records documenting the establishment, the organization, membership, and activities of committees and other staff non-policy making groups to handle problems or issues within an governmental entity. They usually include agenda, internal memoranda, notes, and informal minutes.","Retain for 2 years, and then destroy records.",2016-01-19,Discontinued,Administrative
GRS-32,Internal committee records,"Records documenting the establishment, the organization, membership, and activities of committees and other staff non-policy making groups to handle problems or issues within an governmental entity. They usually include agenda, internal memoranda, notes, and informal minutes.","Retain for 2 years, and then destroy records.",2016-01-19,Discontinued,Administrative
GRS-766,Internal committee records,"Records documenting the establishment, the organization, membership, and activities of committees and other staff non-policy making groups to handle problems or issues within an governmental entity. They usually include agenda, internal memoranda, notes, and informal minutes.","Retain for 2 years, and then destroy records.",2016-01-19,Discontinued,Administrative
GRS-1725,Internal committee records,"These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions. Information includes implementation of projects, programs or operational matters.","Retain until resolution of issue, and then destroy records.",2015-12-01,Current,"Administrative,Meeting Minutes"
GRS-291,Property annexation records,"These records document the annexation of property by a governmental entity. Information may include citizens' petitions, maps, correspondence, and the ordinance approving the annexation (Utah Code 10-2-425(2015)).",Retain permanently. Transfer records to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-1710,Closed meeting records,"Recordings are required for the closed portion of meetings of a public body, except as provided by statute. The recording is the official record of a closed meeting (Utah Code 52-4-206(1)(a) and (2)(2014)).",Retain permanently. Records may be transferred to the archives.,2014-07-01,Current,"Administrative,Meeting Minutes"
GRS-391,State property assessment records,"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.",1991-09-01,Current,Facility Management
GRS-1038,Recreational activity release records,"This form is completed by individuals participating in municipal recreational activities. It is used to verify that participants have released all rights and claims for possible injuries in municipal recreational activities. They include individual's name, team name, sport, date, medical insurance company, and signature.","Retain for 2 years, and then destroy records.",1997-06-01,Discontinued,Parks and Recreation
GRS-1137,Sewer line monitoring records,These are videotape reports taken by special monitoring cameras located at critical parts of the sewer lines. They are used to monitor conditions of the sewer lines.,"Retain for 3 years after superseded, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1557,Student enrollment registration records,"These enrollment forms are completed by the parents (or guardians) of all enrolled students for reference use during the school year. They include the date, pupil's name, grade, social security number, birthdate and place, sex, age, pupil's home address and telephone number; mother's and father's/legal guardian's full names, business, and home telephone numbers; name, address, telephone number, and relationship of person authorized to pick up child in case of emergency; medical information including physician's name or medical group and telephone number; indication whether child is allergic to any medication and whether child is currently taking any medication; school last attended (name, address, and telephone number); and parent's or guardian's signature. The enrollment form may also include language spoken at home, names and birthdates of siblings, kindergarten preference (morning or afternoon), whether birth certificate was verified, and teacher's signature.","Retain until superseded, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1577,Special education student records,"These individual case files document students enrolled in the district's special education programs. They contain various reports and completed forms including learning disability assessment reports, approval for continued services, completed tests and surveys, information on parents or guardians, approval of placement in the Special Education Program, and a special education card (34 CFR 300 (1998)).","Retain until separation, and then destroy records.",2008-09-02,Discontinued,"Elementary School,School District"
GRS-1601,Special education student records,"These individual case files document students enrolled in the district's special education programs. They contain various reports and completed forms including learning disability assessment reports, approval for continued services, completed tests and surveys, information on parents or guardians, approval of placement in the Special Education Program, and a special education card (34 CFR 300.300??(1997)).","Retain until separation, and then destroy records.",2008-09-02,Discontinued,Junior High/Middle School
GRS-1641,Special education student records,"These individual case files document students enrolled in the district's special education programs. They contain various reports and completed forms including learning disability assessment reports, approval for continued services, completed tests and surveys, information on parents or guardians, approval of placement in the Special Education Program, and a special education card (34 CFR 300.300??(1997)).","Retain until separation, and then destroy records.",2008-09-02,Discontinued,"High School,School District"
GRS-1594,Principal's personnel evaluation records,"These are records maintained by the school's principal on all school employees. They are used for easy reference. The school district office maintains the official personnel files on all district employees. These files include evaluation forms, career ladder information, and teaching observation forms. All significant information is duplicated in the teacher's personnel file.","Retain for 1 year after separation, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1686,Records amendment request files,"Files relate only to requests by individuals ""contesting the accuracy or completeness"" of records containing information on themselves as provided by UCA 63-2-603??(2008). Includes the individual's request to amend and/or review, agency approval or denial of the request, statements of disagreement, agency justification for refusal to amend a record, subsequent appeals of the agency's decision, and related materials.","Retain for 4 years after resolution of issue, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1026,Proof of publication records,"These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings","Retain for 6 years, and then destroy records.",1988-03-01,Discontinued,Clerk
GRS-205,Greenbelt roll-back records,"These records are of additional tax or a ""roll-back"" tax, assessed on land no longer in agricultural use (UCA 59-2-506?? (2003)). These records usually include a certificate of roll-back tax lien and a computation sheet. In some counties, these records are filed with the Appraisal Cards.","Retain for 5 years, and then destroy records.",1991-06-01,Discontinued,Assessor
GRS-2025,First responder activity records,"These records document the on-duty actions of those designated or trained to respond to emergencies, and the situations they encounter. Information includes vehicle details, officer details, and other work shift-related records.","Retain for 2 years, and then destroy records.",2015-05-01,Current,Law Enforcement
GRS-1409,Construction material testing records,"These records document how the agency meets state and federal requirements for material certification and testing. Records may include material certifications, testing documentation, weigh tickets, material submittals, construction materials forms, and other associated correspondence and documentation.","Retain for 2 years after end of project or program, and then destroy records.",1997-06-01,Current,Facility Management
GRS-16548,Section 504 student records,"These records document the progress and participation of students under Section 504 of the Rehabilitation Act. Records may include 504 plans, manifestation review records, parental information and correspondence, financial assistance, assessments and related records.","Retain for 3 years after separation, and then destroy records.",2018-06-14,Current,Education
GRS-644,Recreational activity release records,"This form is completed by individuals participating in recreational activities. It is used to verify that participants have released all rights and claims for possible injuries in recreational activities. They include individual's name, team name, sport, date, medical insurance company, and signature.","Retain for 2 years, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-1765,Computer hardware maintenance records,"Records documenting the service, repair, and inspection of computer hardware (mainframes, mini and micro computers), which also include service/maintenance agreements.","Retain for 1 year after disposal of asset, and then destroy records.",1990-07-01,Discontinued,"Data Processing,State Government"
GRS-933,Professional service agreement records,"These records document the professional service agreements for temporary services between any municipal agency and professional individuals, or between agencies. They include the service agreement and other related records.","Retain for 4 years after after expiration of contractural agreement, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-180,Pre-employment health records,"These health records document preemployment physicals for county positions providing the baseline health data on county employees who qualified for specific positions particularly for the sheriff's office and the fire department positions. These records are used to limit liability in deployment of workers, to establish the health status of potential workers, and to limit the effect of occupational related diseases and conditions that might limit an employee's ability to perform assigned duties. These records include chest and back x-rays, hypertension screenings, blood series, and medical histories.","Retain for 30 years, and then destroy records.",1995-11-01,Current,Human Resources
GRS-625,Black fly statistical records,"These records are used to verify the occurrence of respective black fly species as collected in the larvae stage by field technicians. They include collection date, collection locations, and developmental state of the black fly at each collection point.","Retain for 5 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-725,Planning and cadastre records,"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.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-1220,Fire code inspection records,"These files document the fire inspection of all businesses and apartment buildings. They are used to determine compliance to fire codes for fire prevention purposes. They include correspondence, copy of business license, brief history of building, notices of violations, citations, inspection of reports, and various inspection forms.","Retain for 4 years, and then destroy records.",1997-12-01,Current,Fire Department
GRS-1125,Ditch flow daily records,"These records report the daily amounts delivered to various water companies. The amounts are summarized monthly and annually. They are used for litigation purposes and to verify amounts delivered. The records include name of company, date, amount of water delivered, and amount required.","Retain for 7 years after final action, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1502,Student medical log records,"These records are maintained to ensure that students meet mandated health requirements to attend school and to ensure that, as appropriate, medical needs are met during school hours.","Retain for 3 years after separation, and then destroy records.",2013-08-01,Current,Education
GRS-1522,Student fee waiver records,"These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA?? 53A-12-103??(2008). The application is sent to all students with a statement of fees owed as part of the registration process. They are completed annually. Parents complete the application and submit it to the school. All fees are suspended until the school determines student's eligibility for fee waiver. If waiver is granted then a fee waiver statement is signed. The records include the application and the fee waiver statement. The application includes the student's name, date, parent's or guardian's name, reason for waiver; and indication of fees being requested to be waived (fee description and amount). The fee statement includes parent's or guardian's name, address, and telephone number; date; student's name and grade; fees being waived; total fees waived; parent's or guardian's signature; and administrator's signature.","Retain for 4 years after separation, and then destroy records.",1999-10-01,Current,Education
GRS-1559,Student membership summary records,"This report is completed on student enrollment and dropouts as of October 1. It is used to qualify for state funding. Individual schools directly update the State computer system. The report is printed, signed and audited by district external auditors and sent to the State Office of Education. The report includes student enrollment by school, by grade, and ethnic group. The report also includes the dropout report.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-1726,Executive internal committee records,"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.",Retain permanently. Transfer records to the archives.,2015-12-01,Current,"Administrative,Meeting Minutes"
GRS-1996,Right of way records,"These records document both the acquisition of property for the purpose of right of way projects and the sale of surplus property after project completion. Information may include a description of the property, property appraisal, offer to purchase, statement of compensation, copies of contracts, agent log, payment closing statements, maps and plat.",Retain permanently. Transfer records to the archives.,2015-06-01,Current,Facility Management
GRS-2037,Graduate student personnel records,"They records document graduate student employment with the educational institution. Information includes application, contracts , evaluations, and related records.","Retain for 7 years after expiration of contractual agreement, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-228,Official county levy records,"These files contain various forms which report to the county auditor the official levies set by the county commission, city councils, school boards, and special district directors. Includes the names of the government entity, year, purpose of levy, legal authorization, mills levied, total levy, certification by taxing unit (date and authorizing signature), and certification by county auditor. Attached to these forms are all necessary back up information.","Retain for 10 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-607,Tanning establishment inspection records,"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.",1992-12-01,Current,Health
GRS-1734,Substance use disorder records,"These records document the planning and treatment of substance use disorder clients. Information includes assessments, evaluations, clinical and physician notes, employment records, visiting arrangements, and related records.","Retain for 10 years after case is closed, and then destroy records.",2017-07-01,Current,Administrative
GRS-207,Mobile home assessment records,"These records are tax assessments on mobile homes. They include the owner's name, taxing district, account number, address, make, model, location, vehicle identification number, cost and percentage of assessment, a record of payment and sometimes a picture of the unit.","Retain for 6 years after final action, and then destroy records.",1991-06-01,Current,Assessor
GRS-640,County fair judges records,"These records document the participants in events at county fairs. and indicate the ratings and premiums given. Information includes the name of the participants, the name of the animal or item on exhibit, the rating, and the amount of premium awarded.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Parks and Recreation
GRS-2047,College student registration records,"These records document students' registrations for classes. Information includes classes added, dropped, withdrawn, and related records.","Retain for 3 years, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-727,Utilities and communication records,"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.",Permanent. Retain for 1 year. Transfer records to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-1248,Utilities and communication records,"These geospatial records contain information pertaining to utilities found in Utah municipalities. These may include telephone infrastructure, electricity transmission lines, storm sewer pipes, and septic tanks.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Discontinued,Geospatial Data Sets
GRS-290,Abstract records (tract indexes),"These records contain the history of property ownership by providing ""a true chain of title to each tract or parcel and the encumbrances thereon as shown by the records of the office"" by geographical location (UCA 17-21-6(3)(2011)). They contain ""every instrument recorded, the date and kid of instrument, time of recording, and the book and page and entry number"" (UCA 17-21-6(l)(f) (2011).",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-240,Circuit breaker reimbursement records,"These records document reimbursements from the State Tax Commission to the county on circuit breaker tax abatements. The indigent and elderly may file a claim for a homeowner's credit with the county commission by or before May 1 of each year. The county commission ""shall compile a list of claimants and the homeowner's credits granted to them for purposes of obtaining payment from the General Fund for that portion of the claimant's liability for property taxes accrued represented by the credits granted. Upon certification by the [state tax] commission the payment shall be made to the county"" (UCA 59-2-1206 (2)(b)(2001)). The records include transmittal letter, a circuit breaker adjustment report including district number, serial number, name, tax, comment, date entered, user, totals, and grand totals.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,Auditor
GRS-526,Blood pressure/cholesterol records,"These records are a two-part form completed by health workers for clients having blood pressure and cholesterol health screenings. These informal screenings are held at various locations throughout the district including shopping centers and health fairs. They are used to identify existing health problems and to encourage healthy lifestyles. The original (white copy) is submitted to the State Bureau of Chronic Disease Control and is maintained as the record copy while the yellow copy is retained by the local health department. The form includes the name, address, social security number, phone number, weight, height, birth date, age, gender, ethnic origin, education level, questions concerning smoking, questions concerning blood pressure and blood cholesterol, brief family and individual medical history, blood pressure readings, blood cholesterol readings and signed consent authorizing blood pressure and cholesterol tests.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-1066,Driver chemical analysis records,"These are records of individuals who have been chemically tested for suspicion of or arrested for driving under the influence of alcohol or drugs. They usually include the chemical analysis reports which show subject, date, case number, time test taken, testing officer, instrument serial number, and test results (UCA 41-6a-515 (2005)). Usually these tests are part of the case file/ accident report and are filed by the case number.","Retain for 3 years after final action, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-283,Passport application transmittal records,"These records document the applications received and fees collected for passports on behalf of the federal government.  Information includes applicant, transmittal and fee details, and related records.","Retain for 2 years, and then destroy records.",1994-06-01,Current,Clerk
GRS-1114,Water sampling analyses records,"These records verify water quality and show the various locations of sampling points of water taken from the distribution system and sources of supply (raw or processed) for chemical, radiological, and bacteriological tests. Information includes details of the sample, analysis, and related records.","Retain for 10 years after superseded, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1324,Travel/passenger reimbursement records,"These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation requests, hotel reservations, and all supporting papers documenting official travel by officers, employees, or others authorized to travel.","Retain for 3 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-234,Board of Equalization records,"These records support and document decisions made by the Board of Equalization. They include valuation notices, appraisal reports, notices of adjustment, and lists of appeals. They do not include meeting minutes, which follow GRS-1709 Open meeting minutes and supplementary materials.","Retain for 4 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-302,Miscellaneous records and index,"These are copies of recorded instruments of ""a miscellaneous character not otherwise provided for"" (UCA 17-21-6(1)(i)(2011)). The index contains the date of recording, entry number, book and page, kind of instrument, from, to, and parties.",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-297,Fee and entry records,"These records reflect the payment of fees for the recording of legal instruments ""entered in the order of its reception or entry"" (UCA 17-21-6(1)(f) (2011)). They contain the amount of fee paid for recording, names of parties, recordation date and time, a brief description, and entry number.",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-304,Mortgage records and indexes,"These are legal instruments recorded by the county recorder concerning all ""mortgages, deeds of trust, liens, and all other instruments in the nature of an encumbrance upon real estate"" (UCA 17-21-6(1)(d,e) (2011)). There are two alphabetical indexes concerning mortgagors and mortgagees. In some counties mortgage records are compiled separately, while in other counties they are part of the ""Official records.""",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-301,Mining records and indexes,"These are legal instruments recorded by the county recorder concerning mining. They include the following: Notices of locations, Mining deed records, Mining claims records, Proof of labor records, Mining mortgages, Mining abstract records, Mining transfers and relocations. In some counties mining records are compiled separately, while in others they are part of the ""Official records.""",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-1911,Conflict of interest records,"These records include statements that are required to be filed by government employees, including elected or appointed officials, to disclose any actual or potential conflict of interest. They may also include conflict of interest documentation concerning any employment or activity outside government employment that may or may not present a conflict of interest.","Retain for 7 years after separation, and then destroy records.",2001-10-01,Current,Human Resources
GRS-315,Water records and indexes,"These records contain the official records of recorded water claims. They consist of copies of certificates of water claims, quit claims, deeds, warranty deeds, trust deeds, and releases. The alphabetical index includes name, entry number, book and page recorded, and type of instrument. In some counties water records are compiled separately, while in others they are part of the ""Official records"".",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-1246,Planning and cadastre records,These geospatial records contain information pertaining to reference locations (or points on the earth) and planning and zoning information.,Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Discontinued,Geospatial Data Sets
GRS-1991,Request for proposal records,These records are bids and proposals to provide products or services for a governmental entity. Information includes preliminary requirements for procurement of a commodity or service.,"Retain for 6 years after end of project or program, and then destroy records.",2015-06-01,Current,Purchasing
GRS-733,Delinquent property tax records,"These records document delinquent property taxes owed and paid. Information includes parcel data, penalties, receipts, redemption certificates and related records. These are not legal evidence of property ownership.","Retain for 5 years, and then destroy records.",2016-03-01,Current,Elected office
GRS-1767,Data processing planning records,"Records created and used in the development, redesign, or modification of an automated system or application, including project management records, status reports, system or subsystem specifications, user requirements and specifications, and memoranda and correspondence. May also include studies, analyses, and short-range plans.",Retain permanently. Transfer records to the archives.,1990-07-01,Discontinued,Data Processing
GRS-1000,Deed register/payment records,"These are registers of names of all persons owning burial plots in the cemetery. They include deed number, date issued, name of owner, description of property, amount paid, receipt number, perpetual care record, date issued, and certificate number. This register is also called ""Burial Right"" Registers or Payment Records.",Retain permanently. Records may be transferred to the archives.,2015-04-20,Discontinued,Cemetery
GRS-1140,Water stock purchase records,These records document municipal purchase of water stock from irrigation companies and/or individuals. Each year the municipality is billed for the annual assessment of water stock. These records are used to verify purchase and for yearly assessment purposes.,"Retain for 10 years, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1724,Permit and licensing records,"These records document individuals and businesses given permission to build or work within the consenting government's jurisdiction. Records include applications, certificates, registrations, permits, licenses, and related records. Indexes of building and business permits are historical and follow other general retention schedules.","Retain for 3 years after expiration of permit or license, and then destroy records.",2018-04-20,Current,Administrative
GRS-16593,Correctional industries financial records,"These are records related to monies collected or paid in the conduct of business for Correctional Industries. Information may include bank records, invoices, commissary, and related accounting records. Profit and Loss Statements are not included.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-1460,Teaching aids training records,"These are records of teaching aids used for personnel instruction which include manuals, syllabi, textbooks, and other training aids developed by the agency.",Retain permanently. Records may be transferred to the archives.,1998-05-01,Discontinued,Human Resources
GRS-899,Teaching aids training records,"These are records of teaching aids which include manuals, syllabi, textbooks, and other training aids developed by the agency.",Retain permanently. Transfer records to the archives.,1996-11-01,Discontinued,Human Resources
GRS-171,Teaching aids training records,"These are records of teaching aids which include manuals, syllabi, textbooks, and other training aids developed by the agency.",Retain permanently. Transfer records to the archives.,1991-06-01,Discontinued,Human Resources
GRS-1476,Special education student records,"These records document the progress and participation of students or clients enrolled in special education programs. A student with a disability under the age of 22 who has not graduated from high school with a regular diploma may participate in a public school program or extracurricular activity (Utah Code 53G-6-709). Information includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related records.

Retention note: Utah State Board of Education Special Education rules set a standard retention of 3 years after the records are ""no longer needed to provide educational services to the student,"" which is further defined as ""three years after the student graduates or three years after the student turns 22."" Local education agencies that bill to Medicaid are required to keep the records for 5 years after separation.","Retain for 3 years after separation, and then destroy records.
OR
Retain for 5 years after separation, and then destroy records.",2023-05-22,Current,Education
GRS-1119,Utility customer account records,"These are applications and agreements between a customer and government agency regarding utility service. They include account information collected by the agency in order to establish, provide, and bill for service.","Retain for 3 years after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1187,Construction project management records,"These records document construction projects for buildings, facilities, bridges, and roads, including all records of enduring value used for planning, bidding, awarding, and completing the construction of projects.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Discontinued,Redevelopment
GRS-183,Professional service agreement records,These records document the professional service agreements between any county agency and professional individuals or between agencies for temporary services. They include the service agreement and other related records.,"Retain for 4 years after final action, and then destroy records.",1995-09-01,Discontinued,Purchasing
GRS-16596,Financial temporary processing records,"The Division of Finance creates, collects, and processes these records to conduct daily business. These documents are retained for reference after they have been processed, and the preservation copies of these records are generally retained in another location or database.","Retain for 3 years, and then destroy records.
OR
Retain until administrative need, whichever is less, and then destroy records.",2023-11-27,Current,Financial Management
GRS-882,Savings bond purchase records,These records document the payroll deduction and purchase of U.S. Savings Bonds.,"Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-143,Savings bond purchase records,These records document the payroll deduction and purchase of U.S. Savings Bonds.,"Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1934,Employee performance-related records,"Records documenting performance of merit employees. Records include summary performance appraisal records, which may contain job elements, standards used to base the appraisal, performance plans, and any supporting documentation.","Retain for 3 years, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-1904,Payroll post processing records,This schedule is for payroll reporting. Each payroll period is closed out when disbursement information is verified using payroll reports.,"Retain for 7 years, and then destroy records.",2015-07-01,Current,Payroll
GRS-1905,Employee wage history records,"These records document employee cumulative salary for employees needed for retirement purposes. Information includes employee details, department and position information, earnings, deductions, and related records.","Retain for 65 years, and then destroy records.",2023-01-23,Discontinued,Payroll
GRS-660,Development planning study records,"These are records of research completed in-house or by outside consultants on specific planning problems or conditions. These records provide needed information on specific issues (i.e., housing needs, transportation, geologic concerns)and may include reports and recommendations.",Retain permanently. Records may be transferred to the archives.,2018-03-21,Discontinued,Planning and Zoning
GRS-1679,Records transfer sheets (rts),"Descriptive listings of agency records transferred to the State Records Center. Information includes record series number, agency name and address, records officer's name and signature, Chief administrative Officer's name, record series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.","Retain for 5 years after final action, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-1761,System usage data records,"Records which monitor the activities of a data processing system. Information includes console logs, physical, and on-line access.","Retain until resolution of issue, and then destroy records.",1990-07-01,Discontinued,Data Processing
GRS-662,Site review planning records,"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.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Planning and Zoning
GRS-1044,Conditional use permit records,"These files document the application for conditional use permits. These permits allow for the construction of buildings on the condition that impacts on neighborhoods are mitigated. They include the original application, blueprint drawings, investigative reports, planning commission decisions, cash receipts, and related correspondence.",Retain permanently. Transfer records to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-1047,Rezoning records and indexes,"These files document applications to rezone property within the municipality. They contain the original application, review forms, maps of areas involved, investigative reports, copies of planning commission minutes, notice of hearings, copies of ordinances, copies of city council minutes.",Retain permanently. Transfer records to the archives.,1997-12-01,Discontinued,Planning and Zoning
GRS-1048,Site review planning records,"These files document the regulatory review and approval of commercial and industrial site plans by various municipal departments. They contain an application of approvals, staff investigative reports and recommendations, cash receipts, site plans, and related correspondence.",Retain permanently. Transfer records to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-1059,Nonconforming use certificate records,"The records pertain to the nonconforming use certificates that are issued if it is verified that a particular use has remained in effect upon the change of zoning regulations for the particular property. Changes or expansions of nonconforming uses may require approval by the Planning Commission. The records include site plan, verification records regarding original and current use, nonconforming use certificate, and records of any expansion or changes requested with Planning Commission decision regarding such.",Retain permanently. Transfer records to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-1058,Street/alley vacating records,"These records pertain to the removal of a portion of the public right-of-way and deeding the property to the adjacent property owners. The records may include copies of petitions, investigative reports by city staff, Planning Commission minutes, the report from Planning Commission to City Council, City Council minutes, ordinances, and legal description.",Retain permanently. Transfer records to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-323,Civil service of process records,"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.",1991-12-01,Current,Law Enforcement
GRS-1544,Purchase orders and requisition records,"These records document the purchase of equipment and other materials made by a governmental entity. They are used as a planning tool and for verification purposes. Information includes a description of the item being ordered, requesting agency, name of vendor, delivery and payment details.","Retain for 4 years, and then destroy records.",1999-06-01,Current,"Financial Management,Fixed Asset"
GRS-1238,Tank applications and permit records,"These files contain applications received by the fire department and permits issued to individuals desiring to store flammable liquid or liquid petroleum. Permits are only issued after inspection and approval of tanks. They include an application form, permit, a sketch or diagram of location along with tank dimensions, and an inspection report.","Retain for 6 years after final action, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-463,Tank applications and permit records,"These files contain applications received by the fire department and permits issued to individuals desiring to store flammable liquid or liquid petroleum. Permits are only issued after inspection and approval of tanks. They include an application form, permit, a sketch or diagram of location along with tank dimensions, and an inspection report.","Retain for 6 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1537,Medication administration and dispensing records,"These records document the authorization of school personnel to dispense and administer prescribed medication during the school day. ""A public or private school .??.??.??may provide for the administration of medication to any student of the school"" subject to conditions specified in UCA 53A-11-601(1) (2008). ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule for the administration and a statement"" why it was necessary to administer when ""student is under control of school"" (UCA??53A-11-601(b)??(2008)). These records include an authorization form and a dispensing log. The authorization form includes student's name, address, telephone number, birth date; school; district; parent's name and business telephone number; signature of parent or legal guardian; date; date form reviewed and completed by the school health nurse; physician's name, address, and telephone number; and name and type of medication, dosage/amount to be given, frequency/times to be administered, and duration/length of time medication is anticipated to be needed. The log includes the child's name, school, parent, teacher, school year, medication, date initiated dosage and time (with any special instructions), and a daily record of dispensing of the medication during the school year indicating the initials of individual giving medication.","Retain for 1 year after separation, and then destroy records.",2014-11-05,Discontinued,"Education,Health"
GRS-1630,Principal's personnel and evaluation records,"These are records maintained by the school's principal on all school employees. They are used for easy reference. The school district office maintains the official personnel files on all district employees. These files include evaluation forms, career ladder information, and teaching observation forms. All significant information is duplicated in the teacher's personnel file.","Retain for 53 years, and then destroy records.",2008-08-27,Discontinued,High School
GRS-107,Local government accounts payable records,"These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.","Retain for 4 years, and then destroy records.",2016-12-09,Discontinued,General Accounting
GRS-1632,Purchase orders and requisition records,"These records document the purchase of equipment and other materials made by the school. They are used as a planning tool and for verification purposes. These records contain a computer report, purchase orders and requisition forms. Information includes a description of the item being ordered as well as the price and actual amount paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,High School
GRS-976,Controlled substances euthanasia license records,"These records document the annual registration process required to purchase and dispense controlled substances in accordance with 21 CFR 1301.21 (1993). These substances are used for the disposing of unwanted animals. These records must include the license, copy of the application, and related correspondence.","Retain for 5 years after after expiration of license, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-1099,Civil service of process records,"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. The records are traditionally known as the civil day book.","Retain for 3 years, and then destroy records.",2018-03-20,Discontinued,Law Enforcement
GRS-1325,Travel-private vehicle usage records,These are authorization forms for district officials and employees to use a private vehicle for school district business when it is the most economical method of travel.,"Retain for 3 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1386,Student and patron injury records,These records document incidents on government agency property where a student or patron suffers significant injuries that are required to be reported.,"Retain for 7 years, and then destroy records.",1997-06-01,Current,Risk Management
GRS-451,Emergency medical equipment maintenance records,"These are maintenance records for all fire department emergency medical equipment. They are used to verify that fire equipment has had regular maintenance. They include copies of contracts, maintenance schedules, test protocols, equipment inventory, performance test records, repair records, parts used, and service reports.","Retain for 1 year after resolution of issue, and then destroy records.",1991-12-01,Discontinued,"County,Fire Department"
GRS-858,Americans with disabilities act records,"These records document compliance with the Americans with Disabilities Act (ADA). They include surveys of municipal buildings to determine accessibility for the physically handicapped, federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.","Retain for 15 years, and then destroy records.",1996-11-01,Discontinued,Maintenance
GRS-562,Food service plan review records,"These review forms document the local health department's review of food service plans prior to the opening of the establishment. This is part of the local health departments duties as set out in UCA??26A-1-114(2)(a) (2011). The department reviews floor plans, equipment schedules, plumbing plan and schedule, lighting plan, finish schedule (floors, walls, and ceiling), and equipment details when necessary to determine whether food establishments meet general requirements for bathrooms, washing facilities, plumbing, cooking equipment, grease traps, lighting, waste disposal, and other facilities prior to the opening of the establishment. These forms include the establishment's name, address, mailing address, and telephone number, reviewers name, date, a listing of any areas of concern, and comments.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-1783,Customer request or complaint records,"These records document customer complaints or requests for service received and answered by the governmental entity. Information includes requester or complainant details, description of the request or problem, and actions taken by the agency.","Retain for 3 years, and then destroy records.",2018-04-20,Current,Facility Management
GRS-1223,Emergency medical equipment maintenance records,"These are maintenance records for all fire department emergency medical equipment. They are used to verify that fire equipment has had regular maintenance. They include copies of contracts, maintenance schedules, test protocols, equipment inventory, performance test records, repair records, parts used, and service reports.","Retain for 1 year after resolution of issue, and then destroy records.",1997-12-01,Discontinued,"Fire Department,Municipality"
GRS-849,Equipment maintenance and repair records,"These are records of service repair and maintenance of municipal equipment, including office machines and furniture.","Retain for 2 years, and then destroy records.",1989-09-01,Discontinued,"Maintenance,Municipality"
GRS-434,Controlled substances euthanasia license records,"These records document the annual registration process required to purchase and dispense controlled substances in accordance with 21 CFR 1301.21 (1993). These substances are used for the disposing of unwanted animals. These records must include the license, copy of the application, and related correspondence.","Retain for 5 years after after expiration of license, and then destroy records.",1993-09-01,Discontinued,Animal Control
GRS-178,Employment eligibility records (i-9),"This form is required by the U.S. Immigration and Naturalization Service to be completed by all employers when hiring, or when recruiting for a fee or when continuing to employee individuals in accordance with 8 CFR 274a.2 (2010). It is used to verify that the prospective employee is a U.S. citizen, resident alien, or legal immigrant eligible to be hired in the United States.","Retain for 3 years after after date of hire or one year after date the individual's employment is terminated, whichever is longer, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-111,Property maintenance and repair records,"These records document service repair and maintenance of government property. Information includes the request, work order, authorization, work logs, verification of work done, and related records.","Retain for 2 years, and then destroy records.",1991-06-01,Current,Maintenance
GRS-1718,Operational policy and procedure records,"These records document implementation of official policies and procedures. They govern day to day operations, and routine business functions.","Retain until superseded, and then destroy records.",2017-03-22,Discontinued,Administrative
GRS-1677,Administrative policy and program records,"Records created by agency administration to document the research, creation and application of agency programs, policies and procedures. May include correspondence, policy and program case files, and executive files documenting leadership roles and decision making processes.",Permanent. Retain for 3 years. Transfer records to the archives.,2015-02-13,Discontinued,Administrative
GRS-214,Personal property tax refund records,"These are forms used for refunds made for double or erroneous payments of personal property tax. The forms include value, rate and tax dollars in error. In some counties, the assessor does not issue refunds, but only recommends a refund to the county auditor. Such recommendations usually contain name, address, taxing district, year and make of vehicle, value and tax amount paid, reason for refund and amount refunded.","Retain for 3 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-570,Individual sewage disposal system records,"These files document the approval by the department for the construction of individual sewage treatment equipment, as authorized by UCA 26A-1-115(2) (2002). This form includes the property address, owner or mortgagor name, contractor's name, final inspection date, number of bedrooms, subdivision where property is located, lot number, whether the property has a basement, seepage rate, water supply type and source, water source description, a description of the septic tank (capacity, dimensions, access, etc.), seepage pit description, distribution box description, disposal field description, whether the construction is approved or not, and inspector's name.","Retain until final action, and then destroy records.",1992-12-01,Current,Health
GRS-891,Exempt employee performance-related records,"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.","Retain for 5 years, and then destroy records.",1997-12-01,Current,Human Resources
GRS-1711,Records access requests and appeals,"These records are access requests as provided under the Government Records Access and Management Act (GRAMA) (Utah Code 63G-2-204(2011)) or in accordance with a subpoena. Included with the access requests are any notices of denial, appeals or any other records related to the request.","Retain for 2 years after final action, and then destroy records.",2014-06-01,Current,Administrative
GRS-2046,Military and veteran's student records,"These records document the academic and enrollment status of students in the military or receiving veterans' benefits. Information includes certificates of release or discharge from active duty, changes pf program or location of training, benefits received, tuition details, and related records.","Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-629,Fish request and planting records,"These records are used to document the planting of fish or mosquito fish each year, and to determine if replanting is necessary. Fish are planted in small or ornamental ponds to consume the mosquito larva. These records include date, area, address and telephone number of person requesting fish, size of pond, condition, number of fish planted, hour of day, and operator.","Retain for 2 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-2040,Higher Education sponsored research records,"These record document sponsored research conducted by staff and student body. The educational institution ensures the work is managed and financed, consistent with applicable laws and regulations, and findings are disseminated.","Retain for 6 years after final action, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1277,Program and project analysis records,"These records document research studies, program analyses, project assessments, etc. conducted by or on behalf of governmental entities in order to inform decisions regarding proposed or existing programs or projects. Information includes working papers, correspondence, findings, recommendations, and related records. The final reports are not included in this schedule.","Retain for 10 years after resolution of issue, and then destroy records.",1996-12-01,Current,Administrative
GRS-1500,Student enrollment and registration records,"These records capture the necessary information to enroll a student in a particular school and document their course of study. Information includes enrollment, attendance, absence, and tardiness. The application process of those seeking to home school or participate in alternative programs is included in this schedule.","Retain for 4 years, and then destroy records.",2013-08-01,Discontinued,Education
GRS-631,Hazardous household waste disposal records,"These records document the disposal of hazardous household waste including empty chemical containers at disposal facilities. Records may include hazardous household waste (HHW) manifests, hazardous waste disposal reports, and other documentation of household hazardous waste disposal.","Retain for 3 years, and then destroy records.",1996-01-01,Current,
GRS-300,Military service records and index,"These are ""discharges from the military, naval, or marine service of the United States . . . any and all citations, and decorations of honor to a person while the person was in the military, naval, marine service of the United States"" is recorded with the county recorder (UCA 17-21-14 (2003)). An alphabetical name index is also maintained.",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-16555,Special assessment project governance records,"Special assessments are charges levied against a specific geographic area for specific benefits from public projects. These records are used to ensure legal requirements are met to establish the area. These records document the governing body's resolutions, hearings, ordinances, maps, and related records.",Retain permanently. Records may be transferred to the archives.,2020-01-27,Current,Clerk
GRS-16554,Special assessment project administrative records,"Special assessments are charges levied against a specific geographic area for specific benefits from public projects. The records document the process of designating the assessment area, improvements, recommendations, protests, appeals, and related records. Project governance records are not included in this schedule.","Retain for 5 years after final action, and then destroy records.",2019-12-23,Current,Clerk
GRS-1968,Employee health and medical records,"These records document an employee's health and medical history as it relates to their employment. They may include doctor's notes, Family Medical Leave Act records, physical or psychological evaluations, or any other records related to an employee's fitness for duty.","Retain for 7 years, and then destroy records.",2020-11-24,Current,Human Resources
GRS-1732,Operational procedure and guideline records,"These records document actions taken to achieve objectives and implement policies through day to day operations, including training material related to routine processes. Operational procedure and guideline records are related to business activities that do not impact the rights of an individual.","Retain for 4 years after superseded, and then destroy records.",2016-12-01,Current,Administrative
GRS-193,Sales and use tax records,"These records document sales taxes collected and remitted, as well as eligibility for exemption. Applicable sales tax forms, exemption certificates, and related records are included.","Retain for 4 years, and then destroy records.",1995-09-01,Current,Purchasing
GRS-560,Food handlers permit application records,"These forms document the application and issuance of food handlers permits. They include applicant's name, address, and telephone number, date, birth date, sex, physical description, place and address of employment site, whether permit previously issued, and applicant signature.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-162,Merit employee performance-related records,"These are performance-related records pertaining to summary performance appraisal, including appraisals and job element standards upon which they are based; and any supporting documentation.","Retain for 3 years after after date of appraisal, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-918,Employment eligibility records (i-9),"This form is required by the U.S. Immigration and Naturalization Service to be completed by all employers when hiring, when recruiting for a fee, or when continuing to employ individuals in accordance with 8 CFR 274a.2 (1993)). It is used to verify the prospective employee is a U.S. citizen, resident alien, or legal immigrant eligible to be hired in the United States.","Retain for 3 years after after date of hire or 1 year after date the individual's employment is terminated, whichever is longer (8 CFR 274a.2 (1993)), and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-1435,Employment eligibility records (i-9),"This form is required by the U.S. Immigration and Naturalizaton Service to be completed by all employers when hiring, or when recruiting for a fee or when continuing to employ individuals in accordance with 8 CFR 274a.2 (1993). It is used to verify that the prospective employee, if a U.S. citizen, resident alien, or legal immigrant is eligible to be hired in the United States.","Retain for 3 years after after date of hire or one year after termination date, whichever is longer (8 CFR 274a.2), and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-911,Merit employee performance-related records,"These are performance-related records pertaining to summary performance appraisal, including appraisals and job element standards upon which they are based; and any supporting documentation.","Retain for 3 years, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-1855,State government accounts payable records,"These are records related to monies paid to suppliers, vendors, and other creditors. Records may include invoices, expenses, investment, and bank information. Trust records are not included.","Retain for 7 years, and then destroy records.",2016-12-09,Discontinued,Financial Management
GRS-1698,Employee and program productivity records,"Reports documenting work productivity of employees or an office. Includes weekly activity or production reports, monthly activity reports, etc.","Retain for 2 years after resolution of issue, and then destroy records.",2018-04-20,Current,Administrative
GRS-1717,Program and policy development records,"These records are created by executive decision-makers to document the establishment and dissemination of agency programs, policies, and procedures. Executive decision-makers may include the Chair, Director, Chief Administrative Officer, Public Information Officer, Commissioner, Mayor, or other internal administrators as identified by the executive office. Includes development and decisions behind the policy or program, and the final product (e.g., approved policies). Related correspondence and email is included.",Permanent. Retain for 3 years after final action. Transfer records to the archives.,2020-02-26,Current,Administrative
GRS-1057,Community development block grant application records,"These files document the application and completion of projects funded under CDBG funds. These projects include both direct grants and regrants. These files include the initial application, and all final reports.",Retain permanently. Records may be transferred to the archives.,1997-12-01,Discontinued,Planning and Zoning
GRS-667,Community development block grant historical records,"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.,1995-11-01,Current,Planning and Zoning
GRS-666,Community development block grant administrative records,"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.",1995-11-01,Current,Planning and Zoning
GRS-1056,Community development block grant administrative records,"These files document the administration of projects funded under the Community Development Block Grant program (CDBG). These projects include both direct grants and regrants. The records include the preliminary reports, audits, certificates, maps, and related correspondence. Under the federal guidelines, agencies are required ""to maintain records in sufficient detail to demonstrate compliance with the provisions"" concerning affirmative action, labor and environmental standards (24 CFR 570.611(f) (1993)).","Retain for 3 years after end of project or program, and then destroy records.",1997-12-01,Discontinued,Planning and Zoning
GRS-779,Community development block grant administrative records,"These files document the administration of projects funded under the Community Development Block Grant program (CDBG). These projects include both direct grants and re-grants. The records include the preliminary reports, audits, certificates, maps, and related correspondence. Under the federal guidelines, agencies are required ""to maintain records in sufficient detail to demonstrate compliance with the provisions"" concerning affirmative action, labor and environmental standards (24 CFR 570.611(f) (1995)).","Retain for 3 years after end of project or program, and then destroy records.",1997-12-01,Discontinued,Administrative
GRS-780,Community development block grant application records,"These files document the application and completion of projects funded under CDBG funds. These projects include both direct grants and re-grants. The files include the initial application, and all final reports.",Retain permanently. Transfer records to the archives.,1997-12-01,Discontinued,Administrative
GRS-705,Housing and urban development financial records,"These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These projects concern historic preservation, employment survey, and environmental review. They include financial reports, preliminary reports, and all other financial records (24 CFR 58?? (1993)).","Retain for 3 years, and then destroy records.",1992-03-01,Current,Redevelopment
GRS-1685,Records access request and appeals files,"Case files that contain information on Government Records Access and Management Act (GRAMA) requests from individuals seeking access to government records, as provided under UCA??63-2-204??(2011) and access appeals to the designated Records Officer, Chief Administrative Officer, State Records Committee, and the District Court. They contain correspondence, copies of requests, research notes, court documents, and any other documentation concerning the request and appeal process.","Retain for 2 years after final action, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1197,Housing and urban development financial records,"These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These projects concern historic preservation, employment survey, and environmental review. They include financial reports, preliminary reports, and all other financial records (24 CFR 58 (1993)).","Retain for 3 years, and then destroy records.",1997-12-01,Discontinued,Redevelopment
GRS-1752,Telecommunications reference voucher and billing records,"Reference copies of vouchers, bills, and invoices, relating to the installation, change, removal, and servicing of equipment.","Retain for 5 years, and then destroy records.",2015-08-21,Discontinued,Communication
GRS-2041,Higher education admitted student application records,"These records document admitted students' applications to the educational institution. Information may include visas, admission test, and proofs of financial support, high school transcripts, and related records.","Retain for 5 years after graduation or separation, and then destroy records.",2017-09-01,Current,"Colleges and Universities,Education"
GRS-1086,National crime information center (ncic) records,"These files contain forms used to enter information on the NCIC system. The three separate forms used are stolen articles report, stolen or missing guns report, and wanted persons or missing juveniles report.","Retain for 1 year after final action, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
GRS-1396,Americans with disabilities act accessibility records,"These records document compliance to the Americans with Disabilities Act (ADA). They include surveys of schools and other district buildings to determine accessibility to the physically handicapped, copies of federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.","Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1952,Training course and event planning records,"These are records of agency-sponsored training courses and events. Includes correspondence, memoranda, agreements, authorizations, background and work papers, reports, requirements, reviews, plans, and objectives relating to operation of training courses and conferences, and similar events.","Retain until superseded, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-122,Americans with Disabilities Act building records,"These records document compliance with the Americans with Disabilities Act (ADA) (1990) regarding equal access to government facilities. They include surveys of government buildings to determine accessibility to people with disabilities, federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.","Retain for 15 years, and then destroy records.",1995-06-01,Current,Facility Management
GRS-355,National crime information center (ncic) records,"These records document the entry and removal of information by law enforcement into the NCIC system, which is maintained by the FBI. Information is used to trace stolen articles, missing or stolen guns, wanted persons, and missing juveniles.","Retain until final action, and then destroy records.",2020-01-27,Current,Law Enforcement
GRS-576,Inspection/maintenance certification/recertification examination records,"These files document the examination of individuals who wish to become certified emissions mechanics. These forms include the name of the mechanic, certification number, business name and address where the mechanic works, date that the emissions course was completed, whether this is a recertification, name of the instructor of the emissions course, final test score, the results of specific test items, and the signature of the auditor.","Retain for 1 year after expiration of permit or license, and then destroy records.",1992-12-01,Discontinued,Health
GRS-1213,Public library services development grant records,"The records document the expenditure of monies and the operation of the State Library Division's Upgrade Process and the state aid grants which operate hand-in-hand. Funds are appropriated by the Utah Legislature to the State Library Division which then distributes the grants on a formula basis to qualifying Utah public libraries. Grant records include some or all of the following: public library planning documents, signed grant agreements, final reports and financial statements, statistical reports, audit reports, deposit slips, invoices, bills, and publicity.","Retain for 7 years after expiration of contract, and then destroy records.",1997-06-01,Discontinued,Library
GRS-518,Public library services development grant records,"The records document the expenditure of monies and the operation of the State Library Division's Upgrade Process and the state aid grants which operate hand-in-hand. Funds are appropriated by the Utah Legislature to the State Library Division which then distributes the grants on a formula basis to qualifying Utah public libraries. Grant records include some or all of the following: public library planning documents, signed grant agreements, final reports and financial statements, statistical reports, audit reports, deposit slips, invoices, bills, and publicity.","Retain for 7 years after expiration of contract, and then destroy records.",1993-12-01,Discontinued,Library
GRS-539,Child health evaluation care screening records,"These files document services provided to children accepted in the Child Health Evaluation Care (CHEC)(1999) program as part of the medicaid program. The purpose of the screening is to examine and evaluate the general physical and mental health, growth, development, and nutritional status of Medicaid recipients under the age of 21 and to provide corrective treatment. These files include the screening evaluation, claim forms, child health conference evaluation forms, progress form, history form, immunizations, assessment forms, Medicaid records, and growth charts.","Retain for 21 years after date of birth, and then destroy records.",1992-12-01,Discontinued,Health
GRS-657,Conditional use permit records and index,"These files document the application for conditional use permits. These permits allow for the construction of buildings on the condition that impacts on neighborhoods are mitigated. They include the original application, blueprint drawings, investigative reports, planning commission recommendations, cash receipts, and related correspondence.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Discontinued,Planning and Zoning
GRS-920,Municipal officers' and employees' ethics act records,"These records are legal/disclosure forms and council disclosure forms used by elected or appointed municipal officials to disclose any actual or potential conflict of interest in accordance with UCA 10-3-1302 (1989) through 10-3-1312 (1989) (Municipal Officers' and Employees' Ethics Act). The disclosures are made to the mayor. Includes personal benefits, special privileges or compensation received for assisting any person or business in transactions involving the city; disclosure of any officer, director, or agent employee of a substantial interest in a business entity regulated by or doing business with the city; and any personal interest or investment which creates a conflict between public duties and personal interest.","Retain for 10 years after separation, and then destroy records.",1996-11-01,Discontinued,Human Resources
GRS-309,County real estate judgment records and indexes,"These are recorded judgments ""affecting real estate or certified copies of final judgments or decrees partitioning or affecting the title or possession of real estate property any part of which is located in the county"" (UCA 17-21-10 (2011)).",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-730,"Imagery, base maps, and earth cover records","These are geospatial base map records pertaining to land cover, meaning what the land is used for, which could be farming, housing, or something else. It also describes how the land is changing over time. Land cover, vegetation and imagery (aerial photos) are included. The imagery consists of Digital Ortho Quadrangle (DOQ), and the United States Geological Survey (USGS) Quadrangle maps of Utah. These records range in scale from 1:12000 to 1:250000.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2010-03-01,Discontinued,Geospatial Data Sets
GRS-106,Local government accounts payable and receivable records,"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.","Retain for 4 years, and then destroy records.",2018-04-23,Current,Financial Management
GRS-1842,Financial information network (fi-net) payment records,"Records processed through the state accounting system that document the expenditure of cash and the appropriate supporting information. Includes payment invoices, purchasing records, and travel reimbursements.","Retain for 7 years, and then destroy records.",1996-06-01,Discontinued,Financial Management
GRS-1854,State government accounts payable and receivable records,"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.","Retain for 7 years, and then destroy records.",2018-04-20,Current,Financial Management
GRS-616,"Women, infants, and children (wic) program financial records","These records document the expenditure of monies for projects funded under the WIC program. These records include receipts, check registers, and a variety of financial reports.","Retain for 3 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Health
GRS-536,Child health evaluation care (chec) target area records,"These records are consent and release forms distributed by the Children Health Evaluation Care (CHEC) (1999) program. Each local health department determines concentration areas and groups to be targeted. This form is used to notify parents within targeted groups of the services provided and to identify infants eligible for the program. These records include both originals and duplicates. The form includes an explanation of the CHEC program, a statement on confidentiality of personal information collected, a statement allowing for the release of information for follow-up purposes containing the date, parent's name, address, telephone number, signature, birth date, social security number, marital status, and number of children.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-617,"Women, infants, and children (wic) program operational records","These records document the operations of local WIC programs. These records include a variety of preliminary reports (monthly, activity, summary reports) and related correspondence.","Retain for 3 years after completion of report or publication, and then destroy records.",1992-12-01,Discontinued,Health
GRS-545,Day care licensing public health nurse review records,"This inspection form documents the separate annual review of day care centers by public health nurses prior to their state licensing and the relicensing. The form includes center's name, address, owner and person in charge; visit date, arrival and departure times, public health nurse's signature, department's name, indication of review of program and records, and recommendations and comments.","Retain until final action, and then destroy records.",1992-12-01,Discontinued,Health
GRS-1843,Financial information network (fi-net) non-payment records,"Records that document receipt of cash or transfers between state agencies in the state acounting system, and other relevant information. Includes cash receipts (CR), inter-agency transactions (IAT), and revenue (IN) transactions.","Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,Financial Management
GRS-41,Government records access and management act (grama) access requests,"These request forms document individuals seeking access to county records as provided under UCA 63-2-204 (2011). They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-762,Government records access and management act (grama) access requests,"These request forms document individuals seeking access to municipal records as provided under UCA 63-2-204 (2011). They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1257,Government records access and management act (grama) access requests,"These request forms document individuals seeking access to school district records as provided under UCA 63-2-204 (2011). They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-40,Government records access and management act (grama) county appeals case files,"These case files document the appeals for access of county records to separate county appeals bodies (i.e., county commission or separate board) in accordance with county ordinances adopted under authority granted in the Government Records Access and Management Act (GRAMA) (UCA 63G-3-701 (2009)). These case files include copies of the access request and denial forms, the appeal, research notes, commission or board decision, and any other documentation concerning the appeal process.",Retain permanently. Records may be transferred to the archives.,1995-09-01,Discontinued,Administrative
GRS-764,Government records access and management act (grama) state appeals case files,"These case files document appeals for records access to the State Records Committee in compliance with the provisions of the Government Records Access and Management Act (GRAMA) (UCA 63-2-701 (2009); 63-2-403(2012)). These case files include copies of the access request and denial forms, the appeal, research notes, statements, State Records Committee's order, and any other documentation concerning the appeals process.","Retain until administrative need ends, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-42,Government records access and management act (grama) state appeals case files,"These case files document appeals for records access to the State Records Committee in compliance with the provisions of the Government Records Access and Management Act (GRAMA) (UCA 63G-2-701 (1)(c) (2009); 63-2-403 (2012)). These case files include copies of the access request and denial forms, the appeal, research notes, statements, State Records Committee's order, and any other documentation concerning the appeals process.","Retain until administrative need ends, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1259,Government records access and management act (grama) state appeals case files,"These case files document appeals for records access to the State Records Committee in compliance with the provisions of the Government Records Access and Management Act (GRAMA) (UCA 63G-2-701(1)(c)(2009); 63G-2-403(2012)). These case files include copies of the access request and denial forms, the appeal, research notes, statements, State Records Committee's order, and any other documentation concerning the appeals process.","Retain until administrative need ends, and then destroy records.",2016-02-02,Discontinued,Administrative
GRS-763,Government records access and management act (grama) municipal appeals case fil,"These case files document the appeals for access of municipal records to separate municipal appeals bodies (i.e., city council or separate board). This is in accordance with municipal ordinances adopted under the authority granted in the Government Records Access and Management Act (GRAMA) (UCA 63-2-701 (2009)). These case files include copies of the access request and denial forms, the appeal, research notes, council or board decision, and any other documentation concerning the appeal process.",Retain permanently. Records may be transferred to the archives.,2015-08-12,Discontinued,Administrative
GRS-1554,Scrapbooks/photo albums,"These are albums containing photographs taken annually of the school's students, teachers, and school activities. They document the school's student body.",Permanent. Retain until final action. Records may be transferred to the archives.,2017-08-29,Discontinued,"Education,Intrinsically Historical"
GRS-1595,Pupil transportation permission slip,"This form documents parents or guardians consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The form includes student's name, school's name, school year, date, parent's or guardian's signature","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1543,Pupil transportation permission slip,"This form documents parent's or guardian's consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The form includes student's name, school's name, school year, date, and parent's or guardian's signature.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1631,Pupil transportation permission slip,"This slip documents parents or guardians consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The information includes student's name, school's name, school year, date, parent's or guardian's signature.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1530,Historian's books,These books document the events of the year. They are compiled by the school's historian. There is a separate book for each school year. The books contain photographs; newspaper articles; programs for special programs and events; the school newspaper; and short written descriptions of special school activities.,Retain permanently. Records may be transferred to the archives.,1999-12-01,Current,Education
GRS-1505,Student permission and passes,These records document parent or guardian consent for their student to participate in an activity or leave school during school hours.,"Retain for 1 year, and then destroy records.",2013-08-01,Current,Education
GRS-1449,Eligibility register,This is a register of persons identified as qualified (eligible) to fill specific school district positions. The school district hires from this register.,"Retain for 1 year, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1586,Fixed asset report,"This computer report is sent by the district to all schools annually. It is used to determine the status of all fixed assets in that school. Schools review the listing and make any necessary additions and corrections and return the report to the district. A corrected report is then sent to all schools in the fall. The report includes school name and location code, room, date, page number, asset number, classification number, quantity, manufacturer's description, acquisition date, model number, serial number, and cost.","Retain until superseded, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1564,Transportation allowance applications,"These application forms are completed by parents who must transport their student to and from school or the bus stop. Parents of pupils living 1.5 miles or more from their assigned school are eligible to be paid a transportation allowance when regular school transportation is unavailable under State guidelines. These forms include date, student's name, school, grade, parent's name, telephone number, address, parent's social security number, distance from home to school or distance from home to bus stop, school year covered, parent's signature, district policy, and (if approved) indication of rate to be paid.","Retain for 3 years, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1523,Fixed asset reports,"This computer report is sent by the district's business administrator to all schools annually. It is used to determine the status of all fixed assets in the school. Schools review the listing and make any necessary additions and corrections and return the report to the district. A corrected report is then sent to all schools. The report includes school name and location code, room, date, page number, asset number, classification number, quantity, manufacturer's description, acquisition date, model number, serial number, and cost.","Retain until superseded, and then destroy records.",1999-06-01,Discontinued,Facility Management
GRS-1606,Transportation allowance application,"These application forms are completed by parents/guardians who must transport their student to and from school or the bus stop. Parents/guardians of pupils living two miles or more from their assigned school are eligible to be paid a transportation allowance when regular school transportation is unavailable under State guidelines. These forms include date, student's name, school, grade, parent's/guardian's name, telephone number, address, parent's/guardian's social security number, distance from home to school or distance from home to bus stop, school year covered, parent's/guardian's signature, district policy, and (if approved) indication of rate to be paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1651,Transportation allowance applications,"These applications are completed by parents/guardian who must transport their student to and from school or the bus stop. Parents/guardians of pupils living two miles or more from their assigned school are eligible to be paid a transportation allowance when regular school transportation is unavailable under State guidelines. These forms include date, student's name, school, grade, parent's/guardian's name, telephone number, address, parent's social security number, distance from home to school or distance from home to bus stop, school year covered, parent's/guardian's signature, district policy, and (if approved) indication of rate to be paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1306,Accounts receivable,"These records consist of copies of accounts receivables prepared by school districts to collect amounts owed by vendors, organizations, and citizens having accounts with school district agencies.","Retain for 4 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1616,Career ladder files,"These files document the career ladder process at the high school. They are used by the school principal in reviewing the teachers' goals and accomplishments and to evaluate their teaching abilities. The school principal meets with each teacher on a regular basis to discuss their career ladder and teaching goals. These files include: the results of inventories taken on prerequisite skills, goals for the teachers and the school, various test results (including the California Achievement Test), teaching and observation results.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1620,Fixed asset report,"This computer report is sent by the district to all schools in April as part of the final audit. It is used to determine the status of all high risk school property and other items worth more than $500. Schools review the listing and make any necessary additions and corrections and return the report to the district. A corrected report is then sent to all schools in the fall. The report includes school name and location code, room, date, page number, asset number, classification number, quantity, manufacturer's description, acquisition date, model number, serial number, and cost.","Retain until superseded, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1629,Official transcripts,"These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). They contain student's name, address, birthdate, names of parents/guardians , lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number. They are part of the Student Cumulative File until they are weeded after graduation.",Retain permanently. Transfer records to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1547,Rental and facility supervision report,"This monthly report is submitted to the district's business administrator on all school building rentals. It is used for accounting purposes. It includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature. A school property form completed by persons/organizations requesting use of school buildings may be attached to the report. The form is used to obtain approval for school rentals. If approval is granted the contract is signed between the parties.","Retain for 1 year, and then destroy records.",1999-06-01,Discontinued,Facility Management
GRS-1479,Official transcripts,"These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). They contain: student's name, address, birthdate, parents' names, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number. They are part of the Student Cumulative File until they are weeded after graduation .",Retain permanently. Transfer records to the archives.,2014-07-21,Discontinued,Student
GRS-1372,Successful bid proposals files,These files contain formal proposals submitted in response to the bidding process to provide products or services to a school district agency by a private vendor which was awarded the school district contract.,"Retain for 4 years, and then destroy records.",2015-08-12,Discontinued,Purchasing
GRS-1272,Publications,"These are pamphlets, leaflets, studies, proposals and similar material printed by or for the school district or any of its departments, programs or schools, and made available to the public, or the last manuscript report if not published.",Retain permanently. Transfer records to the archives.,2014-07-21,Discontinued,Administrative
GRS-1531,Home excuse file,"This is a file of permission slips or ""passes"" that allow the student to leave school during school hours. This pass is usually given if the student is ill or has a doctor's appointment. The slip contains the student's name, date, time to be excused, course or courses to be excused, name of school personnel issuing, parents'/guardian's remarks and their signature.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1626,Medication authorization and dispensing record,"These records document the authorization of school personnel to administer the actual dispensing of prescribed medication during the school day. ""A public or private school .??.??.??may provide for the administration of medication to any student of the school"" subject to conditions specified by UCA 53A-11-601(1) (1998). ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule for administration and a statement that administration of medication by school employee is . . . medically necessary"" (UCA??53A-11-601(b)??(1998)). These records include an authorization form and a dispensing log.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,High School
GRS-1633,Rental and facility supervision report,"This monthly report is submitted to the district's business administrator on all school facility rentals. It is used for accounting purposes. The building rental and supervision report includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature. The application and agreement requests the use of school property and is completed by persons/organizations requesting use of school buildings. It is used to obtain approval for school rentals. If approval is granted the contract is signed between parties and fees are paid.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1290,General obligation bonds,These issued bonds may be payable from any financial resources of the school district. They constitute a full general obligation of the school district for the prompt and punctual payment of principal and interest. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the school board (UCA 17-17-1 (2010)).,"Retain for 3 years after final action, and then destroy records.",1996-12-01,Discontinued,Bonds and Bonding
GRS-1519,Teacher career ladder files,"These files document the career ladder process at the elementary school. They are used by the school principal to review the teachers' goals and accomplishments and to evaluate their teaching abilities. The school principal meets with each teacher on a regular basis to discuss their career ladder and teaching goals. These files include: the results of inventories taken on prerequisite skills, goals for the teachers and the school, various test results (including the California Achievement Test), teaching and observation results. The district normally maintains the official copies of all career ladder records.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-1576,Bus transportation rules and regulations,"These rules and regulations document parents' receipt and approval of acceptable student behavior on school buses. They are sent home at the beginning of each school year to inform parents of the district policies. One copy is retained by the parents for reference while a signed copy is returned to the school where it is retained on file. They include the rules and regulations, parents' and students' signatures, and date.","Retain for 1 year, and then destroy records.",2008-09-02,Discontinued,"Elementary School,School District"
GRS-1494,Homeless student report,"This report documents homeless students attending schools within the district. UCA 53A-11-101 (2007) requires minors between the ages of six and eighteen to attend school during the school year while UCA 53A-2-201(3) (1997) makes each school district responsible for providing education services for all school age children within the district. The State Office of Education distributes monies from the federal Homeless Children and Youth program (34 CFR 74) to ensure that a child's education is not needlessly disrupted because of homelessness. The report includes Student's name, reasons for homelessness, date, month, and student's address.","Retain for 2 years, and then destroy records.",1998-10-01,Current,Education
GRS-1487,Student visa case files,"These files document foreign students attending district schools. Students must be certified eligible to attend an authorized school in the United States and have a valid student visa. All fees must be paid before admission. These files include student's name, local address, Form I-20 (school copy), home country, admission number, Immigration and Naturalization (INS) number, district information, school attendance, type of study, cost to the United States, payment schedule, visa information, immunization information, payment agreement, student form, school transcripts, affidavit of financial support from family, application for admission, and host family agreement.","Retain for 4 years, and then destroy records.",1998-10-01,Current,Education
GRS-1468,Petitions,These files contain the formal written petitions from school district residents submitted to the school board proposing action. Each petition contains a statement of purpose on proposed action and signatures and addresses of petitioners.,Permanent. Retain for 5 years after resolution of issue. Transfer records to the archives.,1997-12-01,Discontinued,Legal
GRS-1267,Performance audits,"These are reports written and prepared as a result of a performance audit of the school district, individual school, or specific program. These studies are frequently contracted with private consultants. They contain summary documentation on agencies' programs, operations and productivity.",Retain permanently. Records may be transferred to the archives.,2016-03-21,Discontinued,Administrative
GRS-1542,Principal's personnel files,"These are records maintained by the school's principal on all school employees. They are used for easy reference. The school district office maintains the official personnel file on all district employees. These files include copies of the application form, performance evaluations, career ladder information, and teaching observation forms. The official copies of all personnel files are usually maintained by the district's personnel office.","Retain for 65 years after or 3 years after separation, and then destroy records.",2015-05-22,Discontinued,"Education,Human Resources"
GRS-1517,Bus transportation rules and regulations,"These rules and regulations document parents'/guardian's receipt and approval of acceptable student behavior on school buses. They are sent home at the beginning of each school year to inform parents of the district policies. One copy is retained by the parents for reference while a signed copy is returned to the school where it is retained on file. They include the rules and regulations, parents' and students' signatures, and date.","Retain for 1 year, and then destroy records.",1999-10-01,Current,Education
GRS-1612,Bus transportation requests,"This form is used to request buses for special activities and school trips. The school submits the form to the district's Transportation Department and retains a copy . These requests are submitted at least seven days prior to trip to allow for bus scheduling and driver assignment. The form includes date, requesting school, destination, date needed, projected departure and return times, nature of trip, pick up points, name of person in charge, indication whether the school or district will pay all costs, the signatures of the principal, transportation director, and if necessary the superintendent.","Retain for 2 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1490,Early graduation certificates,"These records document the issuance of certificates to students graduating early from high school in accordance with UCA 53A-15-102 (1997). This program allows flexibility in high school graduation to appropriately meet individual student's needs. If a student graduates any time following the eleventh grade year and enters a Utah post-secondary institution, the district shall receive a reimbursement designated for the public high school from which the student graduated early. The post-secondary institution receives an Early Graduation Centennial Scholarship Certificate signed by the high school principal entitling the early graduate to a partial tuition scholarship following the date of graduation according to the schedule established by, Utah Administrative Code, Rule 277-703-2 (2013). These records include school district; high school name; telephone number; student's name, social security number, address, and telephone number.","Retain for 1 year, and then destroy records.",1998-10-01,Current,Education
GRS-1539,Monthly financial report,"This monthly report is sent by each elementary school secretary to the district's business manager. It is used to review the school's deposits and expenditures and consists of the monthly bank reconciliation form, bank statements, and copy of the balance sheet.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Financial Management
GRS-1516,Bus transportation request,"This form is used to request buses for special activities and school trips. The school retains a copy of the form and submits a copy to the district's Transportation Department. These requests are submitted prior to the activity (per district policy) for bus scheduling and driver's assignment. The form includes date, requesting school, destination, date needed, projected departure and return times, nature of trip, and approval signatures.","Retain for 2 years, and then destroy records.",1999-06-01,Current,Education
GRS-1307,Annual financial reports,"These are statistical reports on the financial affairs of the entire school district or a specific department. These reports usually include a statement on the value of all school district owned property, and an accounting of all income and expenditures in relationship to the final budget.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,General Accounting
GRS-1318,Investment registers,"These are registers of all investments made by the school district. A worksheet is kept on each investment. They include the check stub of the institution issuing the investment, a copy of the investment, the check issued by the vendor and a validated receipt written by the school district.","Retain for 3 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1591,Medication authorization and dispensing record,"These records document the authorization of school personnel to administer and dispense prescribed medication during the school day. ""A public or private school .??.??.??may provide for the administration of medication to any student of the school"" subject to conditions specified by UCA 53A-11-601(1) (1998). . ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule for administration and a statement that administration of medication by school employees is . . . medically necessary "" (UCA??53A-11-601(b)??(1998)). These records include an authorization form. They include student's name, address, telephone number, birthdate; school; district; parent's name and business telephone number; signature of parent or legal guardian; date; physician's name; address, and telephone number; and name and type of medication, dosage/amount to be given, frequency/times to be administered, and duration/length of time medication is anticipated to be needed.","Retain for 4 years after separation, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1598,Rental and facility supervision report,"This monthly report is submitted to the district's business administrator on all school facility rentals. It is used for accounting purposes. It includes the school name, month and year, name of organization (or person) using facility, date used, facility used, total hours used, fees collected, other monies collected, total time spent by supervisor, and principal's signature. It includes an application and agreement for the use of school buildings and property. It is used by persons/organizations requesting use of school buildings. If request is granted a contract is signed between parties and fees are paid.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1653,Yearbooks,"These yearbooks document school activities. They are compiled by a yearbook staff with the assistance of a teacher advisor. The yearbooks contain names and photographs of the faculty, staff, and individual students by grade, school clubs, sports, cultural events, and academic and social activities.",Retain permanently. Records may be transferred to the archives.,2008-08-27,Discontinued,"High School,School District"
GRS-1506,Graduation and transcripts,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.,Permanent. Retain for 40 years after separation. Transfer records to the archives.,2017-09-01,Current,Education
GRS-1567,Yearbooks,"These yearbooks document school activities. They are compiled by a yearbook staff with the assistance of a teacher advisor. The yearbooks contain names and photographs of the faculty, staff, and individual students by grade, school clubs, sports, cultural events, and academic and social activities.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Education
GRS-1481,Prescribed medication record,"This log documents the dispensing of approved medication to students during school hours in accordance with UCA 53A-11-601(1)(a)(iv) (2008). It includes child's name, date, and initials of school personnel administering medication.","Retain for 7 years after separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1548,Safety self-inspection reports,"These self-inspection survey reports are completed annually by each school on forms provided by the State Division of Risk Management. There are three separate required survey forms including the general survey, cafeteria/kitchen survey, and playground survey. The purpose of this report is to identify potential hazards within school buildings and on school sites. If the school completes these reports, it may receive a 15 percent discount on its insurance premium after a follow-up survey has been conducted. These safety inspections are submitted to the District Office, accumulated, and sent to the State Risk Management for evaluation by April 1st. These survey forms include district name, date, school, name of person completing survey, and responses to survey questions (yes, no, not applicable). The State Division of Risk Management retains the record copy for twelve years.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,Risk Management
GRS-1385,Safety self-inspection reports,"These self-inspection survey reports are completed annually by each school on forms provided by the State Division of Risk Management. There are three separate required survey forms including the general survey, cafeteria/kitchen survey, and playground survey. The purpose of this report is to identify potential hazards within school buildings and on school sites. If the school completes these reports, it may receive a 15 percent discount on its insurance premium after a follow-up survey has been conducted. These safety inspections are submitted to the District Office, accumulated, and sent to the State Risk Management for evaluation by April 1st. These survey forms includes district name, date, school, name of person completing survey, and responses to survey questions (yes, no, not applicable). The State Division of Risk Management retains the record copy for twelve years.","Retain for 1 year after superseded, and then destroy records.",1997-06-01,Current,Risk Management
GRS-1370,Requisitions,These are accounting requests from school or department for goods purchased or services rendered.,"Retain for 3 years, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1367,Real estate acquistion files,These records document the purchase of real property by the school district. They include the contract and related correspondence.,"Retain for 7 years after disposition of asset, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1568,Gifted and talented student tests,"These tests are given to elementary students. They are used to determine student eligibility and placement into elementary school gifted and talented programs. They include test score summary sheet, answer sheet (matrix analogy), parent survey, teacher survey, and school ranking of students tested.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1291,Education tax anticipation notes,"These notes document the borrowing of money by local school boards in anticipation ""of the collection of taxes or other revenue of the school district as long as it complies with the Title 11, Chapter 14, Local Government Bonding Act"" (UCA 53A-18-101 (2005)).","Retain for 1 year, and then destroy records.",1996-12-01,Discontinued,Bonds and Bonding
GRS-1417,Meals and milk count reports,"These are reports submitted by each elementary and secondary school on milk and meals served daily. They are used to generate reimbursements for meals meeting regulating requirements. The report includes the date, school, total meals served, number of paid, reduced, free, paid, and adults served.","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-1268,Policies and procedure manuals,"These manuals document policies and procedures adopted by the district, department, or school. They establish rules, guidelines, and processes for conducting operations within the district. They include the actual policies and procedures, approval date, organizational charts, and approval signature of school board and/or superintendent.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-1498,Student executive board minutes,"These minutes are of regular and special meetings of the Student Executive Board or Student Council. The minutes concern school activities and other school events. They include dates, times, meeting location, members in attendance and absent, summary of proceedings including votes taken, and time adjourned.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Student
GRS-1636,Safety self-inspection reports,"These self-inspection survey reports are completed annually by each school on forms provided by the State Division of Risk Management. There are six separate survey forms including the general survey, cafeteria/kitchen survey, athletic program survey, science laboratory survey, workshop survey, and vehicle maintenance survey. The purpose of this report is to identify potential hazards within school buildings and on school sites. If the school completes these reports, it may receive a 15 percent discount on its insurance premium after a follow-up survey has been conducted. These safety inspections are submitted to the District Office, accumulated, and sent to the State Risk Management for evaluation by April 1st. These survey forms include district name, date, school, name of person completing survey, and responses to survey questions (yes, no, not applicable). The State Division of Risk Management retains the record copy for twelve years.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1287,Bond redemption registers,These are registers used to record the redemption of coupons for school districts. Most districts do not create these registers.,"Retain for 3 years, and then destroy records.",2008-09-15,Discontinued,Bonds and Bonding
GRS-1314,Deposit slips,These are bank cashiers' slips showing the amount and date of deposit of monies into school district accounts.,"Retain for 3 years, and then destroy records.",1992-09-01,Discontinued,Financial Management
GRS-1262,Mailing lists,These are lists of names and addresses used for various school district mailings (billings and other administrative purposes).,"Retain until superseded, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-1286,Bond redemption and destruction certificates,These are certificates sent to the school district by the paying agent which track pay and destruction of bond coupons.,"Retain for 3 years after final action, and then destroy records.",1996-12-01,Discontinued,Bonds and Bonding
GRS-1317,Interdepartmental billings,These are accounting documents that request the transfer of funds between departments and schools for services rendered or materials purchased.,"Retain for 3 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1297,Monthly budget reports,"This monthly budget report is prepared by the business administrator for the school board in accordance with UCA 53A-19-108 (1995). The report includes amounts of all budget appropriations, disbursements from the appropriation, and percentage of disbursement, and reporting date. The report usually becomes part of the School Board Minutes.","Retain for 1 year after after completion of report, and then destroy records.",1996-12-01,Discontinued,Budget
GRS-1599,Safety self-inspection report,"These self-inspection survey reports are completed annually by each school on forms provided by the State Division of Risk Management. There are six separate survey forms including the general survey, cafeteria/kitchen survey, athletic program survey, science laboratory survey, workshop survey, and vehicle maintenance survey. The purpose of this report is to identify potential hazards within school buildings and on school sites. If the school completes these reports, it may receive a 15 percent discount on its insurance premium after a follow-up survey has been conducted. These safety inspections are submitted to the District Office, accumulated, and sent to the State Division of Risk Management for evaluation by April 1st of each year . These survey forms include district name, date, school, name of person completing survey, and responses to survey questions (yes, no, not applicable). The State Division of Risk Management retains the record copy for twelve years.","Retain for 4 years, and then destroy records.",2008-09-02,Discontinued,"Junior High/Middle School,School District"
GRS-1237,Supervised fire drill reports,"These monthly report forms are completed on all supervised school and hospital fire drills. They are used to verify fire drills were held and to compile annual reports. They include drill number, date, school or hospital name, grade, fire fighters present, number of students involved, and signature of chief or supervisor.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-462,Supervised fire drill reports,"These monthly report forms are completed on all supervised school and hospital fire drills. They are used to verify fire drills were held and to compile annual reports. They include drill number, date, school or hospital name, grade, fire fighters present, number of students involved, and signature of chief or supervisor.","Retain for 2 years, and then destroy records.
OR
Retain for 1 year after completion of publication or report, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1579,Student injury report,"This report is completed by school personnel immediately after a severe student injury and a copy is then submitted to the State Child Injury Prevention Program. An injury is considered severe if it requires the loss of a half day or more of school or warranted medical attention or was required to be reported by district policy. The form includes child's name, parent's name, district name and number, and school name and number; student's sex, birthdate, and grade; accident's date and time; number of days absent; action taken by school and parent; nature of injury; area affected; contributing factors; period; surface; location; activity; equipment; injury description; signature of person making report; title code; and principal's signature. The state's copy is retained for five years.","Retain for 7 years, and then destroy records.",2008-08-27,Discontinued,"Elementary School,School District"
GRS-1644,Student injury report,"This report is completed by school personnel immediately after a severe student injury and copies are then submitted to the district office and the State Child Injury Prevention Program. An injury is considered severe if it requires the loss of a half day or more of school or warranted medical attention or was required to be reported by district policy. The form includes child's name, parent's name, district name and number, school name and number, student's sex, birthdate, grade, accident's date and time, number of days absent, action taken by school/guardian and parent, nature of injury, area affected, contributing factors, period, surface, location, activity, equipment, injury description, signature of person making report, title code, and principal's signature. The state's copy is retained for five years.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1289,"Bonds, notes and coupons paid files",These are the actual bonds and coupons redeemed throughout the lifetime of the bond. Many school districts no longer receive copies.,"Retain for 1 year, and then destroy records.",1996-12-01,Discontinued,Bonds and Bonding
GRS-1513,Attendance summary report,"This is a computer report on student attendance generated by the school secretary from data entered throughout the quarter/semester/trimester. It is used for reference purposes. The year end report lists attendance by students for the school year. It includes date, student number and name, sex, number of days absent, and number of days present.","Retain for 5 years, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1484,Out-of-district-boundary applications,"These applications document parents requesting choice to attend out of district schools. They include name, address, telephone number, birthdate, a letter from parents explaining why it is best for student to attend this out of district high school, a two year police check, and district's decision. Approved applications are placed in the student's file.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1583,Bus transportation request,"This form is used to request buses for special activities and school trips. The school retains one copy of the form and submits other copies to the district's Transportation Department. The form includes date, requesting school, destination, date needed, projected departure and return times, nature of trip, pick up points, name of person in charge, indication whether the school or district will pay all costs, principal's signature, transportation director's signature, and may include the superintendent's. Also includes a section restricted for driver's use which is completed after the trip and lists the driver's name, actual departure and return times, bus number, number of passengers, number of miles traveled, teacher's signature after trip, meals and lodging costs, bus driver's signature, beginning and ending odometer readings, and transportation director's signature.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,Junior High/Middle School
GRS-1603,Student injury report,"This report is completed by school personnel immediately after a severe student injury and a copy is then submitted to the State Child Injury Prevention Program. An injury is considered severe if it requires the loss of a half day or more of school or warranted medical attention or was required to be reported by district policy. The form includes child's name, parent's/guardian's name, district name and number, school name and number, student's sex, birthdate, grade, accident's date and time, number of days absent, action taken by school and parent/guardian , nature of injury, area affected, contributing factors, period, surface, location, activity, equipment, injury description, signature of person making report, title code, and principal's signature. A copy may also be sent to the district office. The state's copy is retained for five years.","Retain for 7 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1624,Maintenance work orders,"This form is used to request maintenance and repair of school equipment or buildings. A copy is retained by the school and a copy is submitted to the Maintenance Department. It includes work order number, date, school name, type of repair (building or equipment), principal's/director's approval, account number, repair problem, brand/make, serial number, a section designated for office use listing approval or rejection, whether sent and date, quantity, part number and description, cost, travel time and description, hours, total parts used, total labor, person completing form, and date.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1536,Maintenance work order,"This form is used to request maintenance and repair of school equipment or buildings. It is submitted to the Maintenance Department. A copy may be retained by the school. It includes work order number, date, school name, type of repair (building or equipment), principal's/director's approval, account number, repair problem, brand/make, serial number, special instruction, a section designated for office use listing approval or rejection, whether sent and date, quantity, part number and description, cost, travel time and description, hours, total parts used, total labor, person completing, and date.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Maintenance
GRS-1627,Monthly department of agriculture food usage sheet,"This monthly sheet serves as an on-going inventory on the usage of U.S.??Department of Agriculture (USDA) food. The sheet is provided to the elementary school and lists food totals. The school maintains the inventory and submits it to the district office at the end of each month listing all USDA food received, amounts used, and inventories on hand. It is used to compile reports.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1393,Student dropout annual report,"This report was required by the State Office of Education to create their annual report. In 1996, it was discontinued and the information was incorporated into the fall enrollment report. The report is used to give basic information and statistics on those who dropped out of school during the course of the school year. The information about the students includes name, address, phone number, race, sex, and grade.","Retain for 3 years, and then destroy records.",2008-09-15,Discontinued,Education
GRS-1538,Monthly department of agriculture food usage sheet,"This monthly sheet serves as an on-going inventory on the usage of U.S.??Department of Agriculture (USDA) food. The sheet is provided to the elementary school and lists food totals. The school maintains the inventory and submits it to the district office at the end of each month listing all USDA food received, amounts used, and inventories on hand. It is used to compile reports.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1384,Medical and dental insurance claim files,These files contain medical and dental claims for school district employees. They are used to track claims and for cost analysis of insurance programs.,"Retain for 3 years, and then destroy records.",2015-02-13,Discontinued,Risk Management
GRS-1326,Unclaimed checks,"These are unclaimed checks covering disbursements for school district expenses. Includes check number, date, amount, purpose, and name of payee.","Retain for 1 year after final action, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1392,Public law 874 survey forms,"These records document the annual survey taken to qualify for federal impact funds in accordance with 34 CFR 222 (1996). Public Law 874 provides federal funding for eligible school districts with students whose parent(s) or guardian(s) live or work on federal property. Only districts where children equal at least 2,000 average daily attendance (ADA) and 15 percent of the district's total average daily attendance may receive payments. The following report forms are submitted to the district's business administrator: a survey form, a school survey summary, and a statistical report form. The survey form is completed and signed by the parent or guardian and certifies whether parent was a member of the armed services on the survey date or was employed on federal property. The school survey summary is a summary of federal employment and lists the number of parents or guardians employed at a specific federal installation. The statistical report form summarizes the total school membership by grade level on the survey date as well as the number of pupils present and number of pupils absent on that date. All forms are completed in detail, dated, and signed by the school principal.","Retain for 3 years after final action, and then destroy records.",1997-06-01,Discontinued,Education
GRS-1582,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. These were used to record student attendance. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record. Most schools have automated student attendance and have discontinued the use of rolls.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1309,Bank deposit (pass) books,"These books record school district savings accounts. They include amounts, description of transaction, date, current balance, name of bank, and account numbers.","Retain for 4 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1399,Rental and facility supervision report,"This monthly report is submitted to the district's business administrator on all school facility rentals. It is used for accounting purposes. The report includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature.","Retain for 3 years, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1264,Notary bond files,"These files document school district employees providing notary public services. They include valid certificates, copies of bonds, and any related correspondence.","Retain for 1 year after final action, and then destroy records.",1996-12-01,Discontinued,Administrative
GRS-1634,Receipt books,"These are receipts issued for money paid to the school. Includes payment date, department or fund to which money belongs, receipt number and amount paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,High School
GRS-1648,Scrapbooks,"These are scrapbooks that were compiled by various school clubs and organizations. The scrapbooks contain photographs, newspaper articles, program flyers, brochures, and other memorabilia.",Retain permanently. Records may be transferred to the archives.,2008-08-27,Discontinued,High School
GRS-1597,Receipt books,"These are receipts issued for money paid to the school. Includes payment date, department or fund to which money belongs, receipt number and amount paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1304,Surplus property case files,"These files document the sale of surplus school district property. They include invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.","Retain for 3 years after disposition of asset, and then destroy records.",1996-12-01,Discontinued,Fixed Asset
GRS-1499,Student history,"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.",Permanent. Retain for 40 years after separation. Transfer records to the archives.,2013-08-01,Current,Education
GRS-1356,Time sheets,"These are records which verify hours worked (regular and overtime), leave earned (vacation, sick, emergency, conference/professional) and taken by school district employees.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1545,Receipt books,"These are receipts issued for money paid to the school. Includes payment date, department or fund to which money belongs, receipt number, and amount paid.","Retain for 4 years, and then destroy records.",1999-06-01,Discontinued,Financial Management
GRS-1418,Monthly reimbursement claim report,"This is a monthly claim report on the National School Lunch, Milk, and Breakfast programs submitted to the State Child Nutrition Section of the Utah State Office of Education. It is used to request reimbursements for free, reduced price, and paid lunches and breakfasts provided to all school children according to eligible status. The report includes program name, agreement number, beginning and ending dates of report; number of sites; attendance factor; statistics for children approved; potentially eligible; public school meals actually served and meals served to non-public school children for free, reduced, paid and totals; explanations of change from current and previous months for free, reduced, paid, and totals; statement certifying accuracy of report; authorizing signature; date; and report preparer's name. The State's copy is maintained for 3 years after final status report is filed with the U.S. Department of Agriculture in accordance with 7 CFR 210.23 (1995).","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-1376,Vendor list,"This is a list of vendors providing goods and services to the school district. It usually includes names of vendors, addresses, phone numbers, and descriptions of goods or services provided.","Retain until superseded, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1649,Student membership summary report,"This computer report is required to be completed on student enrollment as of October 1 to qualify for state funding. Secondary schools directly update the computer Student Information System (SIS) Program and submit a report to the district office. The report includes district, school, code number, grade, enrollment as of October 1 (girls, boys, totals), special education students (boys, girls, totals), total enrollment and enrollment by race and ethnicity.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1339,Employee earnings history files,"These files are an accumulative salary history for individual school district employees. They contain the name and address of employee, name of department and position, social security number, date of birth, date employed, earnings and deductions by pay period, gross earnings year to date, net pay, and check number. While these files are considered to be the most important payroll record for retirement purposes, they do not exist in many school districts and other records are then used.","Retain for 65 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1532,Literary publications,"These literary publications are published by individual schools to showcase student's literary talents. The booklets include student's poems, short stories, and usually include student illustrations.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-592,Project pride case files,"These case files document participation of referred children from kindergarten through the third grade to a special grant program provided to local health departments in conjunction with school districts under the supervision of the State Council for Children and Youth at Risk as provided by UCA 63M-9-201(2010). It is designed to identify children, regardless of family income, at risk as potential school dropouts, and to provide them assistance. The children will be studied until they graduate from high school or turn eighteen. These case files include testing results, demographics, information concerning parents' medical and education history, nurses notes, dental referral forms, vision referral forms, physical and psychological testing forms.","Retain until separation or 18 years after date of birth, and then destroy records.",1992-12-01,Discontinued,Health
GRS-1604,Student membership summary report (student information system),"This computer report is required to be completed on student enrollment as of October 1 of each year to qualify for state funding. Secondary schools directly update the computer Student Information System (SIS) Program and submit a report to the district office. The report includes district, school, code number, grade, enrollment as of October 1 (girls, boys, totals), special education students (boys, girls, totals), total enrollment and enrollment by race and ethnicity.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1415,Free and reduced meals applications,"These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district which identifies the approved meal type (free/reduced) and is signed and dated by the approving official. These forms may either be maintained at the individual school or at the district level.","Retain for 3 years, and then destroy records.",1997-06-01,Discontinued,Food Service
GRS-1445,Job descriptions,"These are job descriptions for classified and certified positions within the school district. They may include job title, job site, duties, educational requirements, step and salary ranges.","Retain for 1 year after after superseded, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1529,Graduation programs,"These are programs for graduations. The programs include high school or college, date, time and location of the commencement ceremonies, scheduled program, lists of honor graduates, and listing of all graduates.",Retain permanently. Records may be transferred to the archives.,2000-02-01,Current,"Colleges and Universities,Education"
GRS-1374,Unopened bids proposal files,"These are solicited and unsolicited bids and proposals to provide products or services which, due to funding or administrative reevaluation, are no longer required by the school district agency or will not be opened to the bidding process.","Retain for 1 year, and then destroy records.",2015-08-12,Discontinued,Purchasing
GRS-1362,Leasing contract files,These records document building or equipment leasing contracts between the school district and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.,"Retain for 4 years after expiration of contractual agreement, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1305,Accounts payable,"These records are used to pay school district bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1569,Counselor's student files,"These are student files maintained by the school's counselors. They are used to become better acquainted with students and to better track their progress during the course of the school year. Although the files may vary somewhat between students, the files usually contain a student course credit summary, Academic Achievement Record, correspondence, test results, academic reports, notes from discussions with students, a locator card, class changes, and notes on disciplinary actions taken on students.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1643,Student information card,"These cards are completed by the parents or guardians of each high school student at the beginning of the school year. They provide basic information on all students and are used for reference purposes. The card includes date, student's name, birthdate, grade, sex, mailing address and telephone number, father's name and work telephone number; mother's name and work telephone number; indication with whom the student lives; name, relationship, and telephone number of person to contact in case of an emergency; physician's name and telephone number; whether the student has any special medical concerns; and a signed statement notifying parent/guardian that the school either has a closed or open campus. If campus is closed, student cannot be released without custodial parent's written consent.","Retain until superseded, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1400,Space utilization reports,"These are annual reports on the amount of floor space in school district buildings. They are used for planning purposes. The report includes number of rooms, square footage per room, and room capacity.","Retain until superseded, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1527,General ledgers,"These books (or computer reports) are a summary of receipts and disbursements by account funds. They are maintained by the school treasurer. They include the source of income, amounts of credit and disbursements, totals, and remaining balances.","Retain for 4 years, and then destroy records.",1999-12-01,Discontinued,Financial Management
GRS-1493,Non-resident student report,"This report documents non-resident students attending schools within the district and is submitted to the State Office of Education. ""Resident districts pay nonresident district one-half the amount by which the resident district's per student expenditure exceeds the value of the state's contribution"" to district in accordance with UCA 53A-2-210(2) (2008). The report is separated by school and includes district, number of days nonresident students enrolled, and grade level of nonresident students.","Retain for 3 years, and then destroy records.",1998-10-01,Current,Education
GRS-1609,Asbestos management plan,"This management plan is required by 40 CFR 763.93 (1992) to be developed for each school on or before October 12, 1988. The management plan is required to be developed by an accredited management planner and to include the name and address of each school building. Also to include if the school building has damaged Asbestos Building Material (friable ACBM), nonfriable ACBM, friable and nonfriable suspected ACBM assumed to be Asbestos Containing Material (ACM) (40 CFR 763.93(e) (1992)) and must contain ""a true and correct statement, signed by the individual designated by the local education agency"" certifying that local agency responsibility has been or will be met (40 CFR 763.93(h) (1994). A copy is submitted to the District Maintenance Department and the duplicate is retained by the school. Each local educational agency ""shall maintain and update its management plan to keep it current with ongoing operations and maintenance"" (40 CFR 763.93(d) (1992). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1992)). A copy of this report becomes part of the management plan (40 UCA 763.92(b)(2)(iii) (1992)). The surveillance reports include district name, school, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.","Retain until superseded, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1572,Asbestos management plan,"This management plan is required by 40 CFR 763.93 (1998) to be developed for each school on or before October 12, 1988. The plan is required to be developed by an accredited management planner and to include a list of the name and address of each school building. Also to include if the school building does contain damaged Asbestos Building Material (friable ACBM), nonfriable ACBM, friable and nonfriable suspected ACBM assumed to be Asbestos Containing Material (ACM) (40 CFR 763.93(e) (1998)) and must contain ""a true and correct statement, signed by the individual designated by the local education agency"" certifying that local agency responsibilities have been or will be met (40 CFR 763.93(h) (1998). A copy is submitted to the District Maintenance Department and the duplicate is retained by the school. Each local educational agency ""shall maintain and update its management plan to keep it current with ongoing operations and maintenance"" (40 CFR 763.93(d) (1998)). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1998)). A copy of this report becomes part of the management plan (40 UCA 763.92(b)(2)(iii) (1998)). The surveillance reports include district name, school name, building, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.","Retain until disposition of asset (school is vacated or closed), and then destroy records.",2008-08-27,Discontinued,"Elementary School,School District"
GRS-1461,Temporary employees personnel files,These are files maintained on temporary employees which were provided no benefits by the school district. They include copies of correspondence and employment forms. They do not include personnel records created for specific federal programs.,"Retain for 1 year after separation, and then destroy records.",1998-05-01,Discontinued,Human Resources
GRS-1437,Student employee files,"These files document students temporarily hired by the school district for groundskeeping, building maintenance, answering telephones, and office assistance. They include application, evaluation, work schedule,and related correspondence.","Retain for 1 year after separation, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1491,Applied technology rollbooks,"These are rollbooks for students enrolled in vocational training. They are used to record student attendance. The rolls include the teacher's name, student's names, school and class, entry date, exit date, and days absent.","Retain for 4 years, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1573,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. They are used to record student attendance and grades. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Elementary School,School District"
GRS-1477,Student attendance class rolls,"These are the class rolls maintained by each teacher. They are used to record student attendance. Attendance has been computerized in all Utah school districts and the use of class rolls has been discontinued. These rolls contained teacher's name, students' names, school and class, entry date, exit date, days of absence, and sometimes grades. Some class rolls may be the only surviving record of student attendance and grades and would require permanent retention (See Official transcripts, item 17-3).","Retain for 3 years after and destroy, provided official transcript exists; permanent if no official transcript exists..",2014-07-21,Discontinued,Student
GRS-1391,Family history cards (census cards),"These card files document surveys undertaken of families residing within the school district. These surveys were undertaken during the 1950s, 1960s, and 1970s and were used as an official accounting of children living within the school district boundaries for planning purposes. These time-consuming surveys were discontinued during the 1980s. The cards include date, parents' names and address, children's names, gender, and ages. Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Education
GRS-1465,Board agenda,"These are copies of notices of regular and special school board meetings. They usually include date, time, location of meeting, list of items to be discussed by committee members at regular, special, and emergency public meetings.","Retain for 2 years after or until administrative need ends, and then destroy records.",2014-07-21,Discontinued,School Board
GRS-1251,Directories,"These are directories of all district staff. They include name, district office or school, position title, business address and telephone number. The directories may also include home address and telephone number.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-1580,Scrapbooks,"These scrapbooks document the activities of the school children. They include photographs, news clippings, program flyers, letters, art work, announcements for various activities and events, party invitations, and various other assorted memorabilia.",Retain permanently. Transfer records to the archives.,2008-08-27,Discontinued,"Elementary School,School District"
GRS-1589,Maintenance work order,"This form is used to request maintenance and repair of school equipment or buildings. It includes work order number, date, school name, type of repair (building or equipment), principal's/director's approval, account number, repair problem, brand/make, serial number, special instructions, a section designated for office use listing approval or rejection, whether sent and date, quantity, part number and description, cost, travel time and description, hours, total parts used, total labor, person completing form, and date.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1561,Student report cards,"These cards document official term grades. They are sent at the end of each trimester/quarter. They are used for reference purpose. The report cards include student's name and identification number; grade level; school; district; school year; subject; teacher's name; period; grades for first, second, and third terms; current term's citizenship grade, days absent and tardy per period; term grade point average; parent's or guardian's name and address; and telephone numbers for parents/guardians to call for questions. The grades are recorded in the cumulative file.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1618,Discipline files,"These files are maintained by the attendance office or assistant principal on students who have had disciplinary problems. The files also contain reports, notes, correspondence, and memoranda. The files include: the student's name and home address; sex; grade; a disciplinary report (the report gives the reason for the disciplinary act taken against the student); notice of suspension; progress report on attendance and grades; contingency contract (an agreement between the student and high School that the student would follow certain rules in order to stay in the school); and student conference reports.","Retain for 1 year after separation, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1504,Student discipline,"Student misconduct may be the subject of disciplinary action if the conduct disrupts the educational environment, threatens or harms persons or property, or disrupt school activities. Any record or information that is created or used to address student misconduct is included.","Retain until resolution of issue, and then destroy records.",,Current,Education
GRS-1170,Traffic drawings,"These are original drawings or area maps of streets. They are used to determine whether changes are needed in school zones, pedestrian crossings, intersections, signalized intersections, and street stripping. Drawings are used as a reference tool for the performance work.","Retain for 4 years, and then destroy records.",1989-09-01,Discontinued,Public Works
GRS-1265,Organizational files,"These are graphic illustrations providing a detailed description of the arrangement and administrative structure of the school district. These files contain organizational charts, reorganizational studies, functional statements, and formally prepared descriptions of the responsibility assigned to executive officers.",Retain permanently. Records may be transferred to the archives.,2015-08-12,Discontinued,Administrative
GRS-1581,Asbestos management plan,"This management plan is required by 40 CFR 763.93 (1998) to be developed for each school on or before October 12, 1988. The management plan is required to be developed by an accredited management planner and to include a list of the name and address of each school building (40 CFR 763.93(e) (1998)) and must contain ""a true and correct statement, signed by the individual designated by the local education agency"" certifying that local agency responsibility has been or will be met (40 CFR 763.93(h) (1998)). A copy is submitted to the District Maintenance Department and the duplicate is retained by the school. Each local educational agency ""shall maintain and update its management plan to keep it current with ongoing operations and maintenance"" (40 CFR 763.93(d) (1998)). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1998)). A copy of this report becomes part of the management plan (40 UCA 763.92(b)(2)(iii) (1998)). The surveillance reports include district name, school, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.","Retain until disposition of asset, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1574,Bank statements,"These are monthly statements showing the amount of money deposited or withdrawn to the school's bank account. They are used for accounting purposes. They include date, bank name, deposits, withdrawals, and cash balances (with interest on daily bank balances).","Retain for 4 years, and then destroy records.",2008-09-02,Discontinued,"Elementary School,School District"
GRS-1365,Purchase order,"These are forms authorizing the order to purchase supplies or equipment by the school district. They contain the name of requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.","Retain for 4 years, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1363,Price quotation files,"These records relate to the bid process for obtaining goods or services. Price quotations are given by vendors and other companies estimating the cost of their services to the school district. The records include quote forms, correspondence, purchase orders and other items of information.","Retain for 1 year, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1646,Student report cards,"These cards document official term grades. They are sent at the end of each trimester/quarter. They are used for reference purpose. The report cards include student's name and identification number; grade level; school; district; school year; subject; teacher's name; period; grades for first, second, and third term and fourth (if quarter) grades; current term's citizenship grade, days absent and tardy per period; term grade point average; parent's or guardian's name and address; and a telephone number for parents to call for questions. Official grades are recorded in the cumulative files.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1283,Denied requests internet log files,"These logs identify Internet sites that computer users from local school districts have tried to access and which have been denied because of site content. The logs are created by filtering software used by the Utah Education Network. The data are used by school districts to assure compliance with district Acceptable Use Policies. Information includes the Internet Protocol (IP) address of user, date and time of request, Uniform Resource Locator (URL) of site requested, status code (403 indicates that a request was denied or rejected), size value, and category code.","Retain for 30 days, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-1284,Internet access logs,"These logs identify Internet sites that computer users from local school districts have tried to access, including both those approved and denied. The logs are created by filtering software used by the Utah Education Network. The data is used by school districts to assure compliance with district Acceptable Use Policies. Information includes the Internet Protocol (IP) address of user, date and time of request, Uniform Resource Locator (URL) of site requested, status code (200 indicates an accepted site and 403 indicates that a request was denied or rejected), size value, and category code.","Retain for 7 days, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-1613,Bank statements,"These are monthly statements showing the amount of money deposited to or withdrawn from the school's bank account. They are used for accounting purposes. They include date, bank name, deposits, withdrawals, and cash balances (with interest on daily bank balances).","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1454,Grievance and disciplinary files,"These files document the review of grievances and appeals raised by school district employees, except EEO complaints. These case files include witnesses' statements, reports of interviews, and hearings; examiner's findings, recommendations and exhibits, and records relating to a reconsideration request.","Retain for 3 years after case is closed, and then destroy records.",2015-08-12,Discontinued,Human Resources
GRS-1330,Check registers,"These registers are numerical listings of check numbers of all checks issued by school district. They include vendor number, name, date of payment, invoice number, and/or purchase number, account debit, description of expenditure, and amount.","Retain for 7 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1514,Bank statements,"These are monthly statements showing the amount of money deposited to or withdrawn from the school's bank account. They are used for accounting purposes. They include date, bank name, deposits, withdrawals, and cash balances (with interest on daily bank balances).","Retain for 4 years, and then destroy records.",1999-10-01,Discontinued,Financial Management
GRS-1349,Payroll absence summary report,"This monthly summary report authorizes payments for leave taken by contracted professional and classified personnel. It includes school, period covered, days absent, number of days, name of absent employee, reason for absence, name of substitute, signature and title.","Retain for 5 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1614,Budget expenditure report,"This report form is used by the schools to track expenditures and for comparison with district reports. The district audits these records annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1508,Legal files,These files document official legal opinions given to the district. They are used to create policies and to make decisions. They include research performed by legal counsel on specific issues requested by the school board and/or superintendent; policy statements; and legal opinions.,Retain permanently. Records may be transferred to the archives.,2013-03-25,Discontinued,Legal
GRS-1451,Equal employment opportunity (eeo) discrimination complaints,"These files document official discrimination complaints received and resolved by the school district. The files contain complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1613.222 (1992).","Retain for 4 years after case is closed, and then destroy records.",1998-05-01,Discontinued,Human Resources
GRS-1450,Employment applications (not hired),"These are application forms completed by persons seeking school district employment who were not hired. An applicant may update the application and request it be retained longer. They include the name, address, and phone number of the applicant, employment history, education, and a list of references.","Retain for 2 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1443,Personnel report,"It is used to update and inform the board members on the status of employment. It includes the names of individuals being hired, as well as their position and location of work. The report also gives the names of people who have left as well as their position, school, and reason for leaving.","Retain for 1 year, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1515,Budget expenditure report,"This report form is used by the schools to track expenditures for comparison with district reports. The district audits these records annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.","Retain for 1 year, and then destroy records.",1999-10-01,Discontinued,Financial Management
GRS-1575,Budget expenditure report,"This report form is used by the schools to track expenditures and for comparison with district reports. The district audits these reports annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.","Retain for 1 year, and then destroy records.",2008-09-02,Discontinued,"Elementary School,School District"
GRS-1596,Purchase orders and requisition,"These records document the purchase of equipment and other materials made by the school. They are used as a planning tool and for verification purposes. These records contain a computer report, purchase orders and requisition forms. Information includes a description of the item being ordered as well as the price and actual amount paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1556,Student discipline files,"These are files maintained by the vice-principal or counselors on students who have misbehaved in class or on the school grounds. The files include notes, teachers' reports, memoranda, standard violation tickets, reprimands, related correspondence, individual progress reports, and student counseling reports.","Retain for 1 year after separation, and then destroy records.",2014-07-21,Discontinued,Education
GRS-1470,Election ballots,"These are the official ballots cast by voters in school district bond elections. They shall be preserved ""for at least 22 months after an election . . . destroy them without opening or examining them"" (UCA 20A-4-202(2)(a) (2007).","Retain for 22 months, and then destroy records.",1997-12-01,Discontinued,Bonds and Bonding
GRS-1610,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. They are used to record student attendance. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record. Grades and credits are recorded in the official transcript. Attendance records have been automated and the use of attendance rolls have been discontinued.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1478,Student cumulative files,"These student files contain information on students attending school in the district. They are used to document student's attendance. They contain the copies of achievement test scores, the official transcript, copies of report cards, health records, and immunization cards. They are also called Student cumulative cards.","Retain for 3 years after after graduation and then destroy, provided official transcript has been pulled and retained. For elementary/junior high schools: retain until student leaves and then send to transferring school..",2014-07-21,Discontinued,Student
GRS-1390,Block history monthly reports,These monthly reports provide geographic projections on student enrollment. They are printed as needed and are used for future planning. The reports contain the number of people living on each block (or grid) within city or county and the number of school age per block (or grid).,"Retain until superseded, and then destroy records.",1997-06-01,Current,Education
GRS-1446,University recommendation teacher packets,"These are informational packets sent by university and college placement centers on potential employees that have made application to teach in a school district. They are used in the hiring process. They include recommendations on teaching abilities, letters of recommendation, evaluations of student teaching, and statements from cooperating university supervisors.","Retain for 3 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1497,Non-transferred student files,"These are student cumulative files for students whose records were not transferred but no longer attend this school. They were used to document the student's attendance. They include test scores, immunization record, eye testing, and all pertinent information on the student. These student files are commonly known as ""dead files.""","Retain for 3 years after separation, and then destroy records.",1999-10-01,Current,Education
GRS-1442,Employee training files,"These files document course availability and school district personnel participation in training programs sponsored by the district, other government agencies, and non-governmental agencies. They include correspondence, reports, participant lists and other items. The actual training certificates and transcripts are filed in individual personnel files.","Retain for 6 years, and then destroy records.",2015-07-10,Discontinued,"Human Resources,School District"
GRS-1216,State library annual report,"This is an annual report required by UCA 9-7-211 (1997) to be submitted by ""all municipal, city, county, and public school libraries"" to the state librarian. It reports ""on the condition and affairs of the library as required by the State Library Board."" The State Library retains the record copy of these reports permanently.","Retain for 1 year after or until administrative need ends, and then destroy records.",2015-01-20,Discontinued,Library
GRS-521,State library annual report,"This is an annual report required by UCA 9-7-211 (1997) to be submitted by ""all municipal, city, county, and public school libraries"" to the state librarian. It reports ""on the condition and affairs of the library as required by the State Library Board."" The State Library retains the record copy of these reports permanently.","Retain for 1 year, and then destroy records.",1993-12-01,Discontinued,Library
GRS-1361,Invoices,"These records document the procurement of goods and services for the school district. They usually include the date, number of items received, descriptions of items, invoice number, purchase order number, vendor, unit and total price of goods. Invoices are usually part of the accounts payable files or purchase order files.","Retain for 4 years, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-1469,Board exhibit files,"These files document materials submitted to school board members before and during special and regular meetings. They serve as items of discussions during the meetings. They generally include copies of agenda, special reports, budget proposals, policy procedures, and related correspondence, but may include original documents.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,School Board
GRS-1340,Five year leave data sheet,"This is a five year-record of all leave taken by district employees. It includes social security number, employee name, marital status, telephone number, birthdate, department name, date started, school, beginning contract salary, amount of sick and other leave taken by year and month.","Retain for 5 years after separation, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1558,Student information card,"These cards are completed by the parents or guardians of each student at the beginning of the school year. They provide basic information on all students and are used for reference purposes. The card includes date, student's name, birthdate, grade, sex, mailing address and telephone number, father's name and work telephone number; mother's name and work telephone number; indication with whom the student lives; name, relationship, and telephone number of person to contact in case of an emergency; physician's name and telephone number; whether the student has any special medical concerns; and a signed statement notifying parent/guardian that the school has a closed campus and student cannot be released without custodial parent's/guardian written consent.","Retain until superseded, and then destroy records.",1999-10-01,Discontinued,Education
GRS-1402,Work orders,"These forms are used to request maintenance and repair of district equipment or buildings. They include work order number, date, school or district office, type of repair (building or equipment), principal's or director's approval, account number, repair problem, and information on completion of repairs (parts, labor, person making repairs, and date).","Retain for 3 years, and then destroy records.",1997-06-01,Discontinued,"Facility Management,School District"
GRS-1652,Worker's compensation employee's first report of injury,"This report must be submitted to the Industrial Commission in connection with UCA 35-1-97 and 35-2-103 (1993). The forms are prescribed by the commission to report any work-related fatality or any occupational disease resulting in medical treatment, loss of consciousness, loss of work or restrictions of work. Each secondary school completes and sends to the business administrator in cases involving an employee who is injured on the job and/or meets one of the criteria specified in UCA 35-2-103 (1998). The district completes, signs, and mails the report to the Industrial Commission as prescribed by law. The report must be filed with the Commission within seven days of the occurrence. The Commission maintains their copy for seven years. Schools usually retain only a copy of the report.","Retain for 3 years, and then destroy records.",2014-07-21,Discontinued,High School
GRS-1607,Worker's compensation employee's first report of injury or illness,"This report must be submitted to the Industrial Commission in connection with UCA 35-1-97 and 35-2-103 (1993). The forms are prescribed by the commission to report any work-related injury or any occupational disease resulting in medical treatment, loss of consciousness, loss of work or restrictions of work. Each secondary school completes and sends to the business administrator in cases involving an employee who is injured on the job and/or meets one of the criteria specified in UCA 35-2-103 (1993). The district completes, signs, and mails the report to the Industrial Commission as prescribed by law. The report must be filed with the Commission within seven days of the occurrence. The Commission maintains their copy for seven years. The school only maintains a reference copy.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1533,Student locator cards,"This is used to locate students during regular school hours. It contains the student's name, student number, sex, grade, age, birth date, address, home telephone number, guardian's name, business or work telephone number, student's locker number, a description of all classes, room numbers, and teacher's name.","Retain for 1 year, and then destroy records.",1999-12-01,Discontinued,Education
GRS-1296,Budget working files,"These files contain working papers used to assist in the preparation of district's budgets and to justify budget requests presented to the school board. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.","Retain for 1 year, and then destroy records.",2016-12-29,Discontinued,Budget
GRS-1466,Board minutes,"These are minutes of regular and special meetings of the Board of Education. They are used to document the actions and decisions of the Board. School board minutes record the adoption of annual budgets; the approval of expenditures; discussions of district policies. These minute books include the time and place of meeting, board members absent and present, summary of proceedings and decisions made by the board.",Retain permanently. Records may be transferred to the archives.,2014-11-05,Discontinued,School Board
GRS-1619,Financial reports,"These computer reports are submitted to the district's business administrator. They are used for auditing purposes. The school balances their books monthly and then submits this report. This report includes a balance sheet showing assets, liabilities, trust funds, surplus, and totals; and an activity ledger showing account, beginning balances, receipts, disabilities, transfers, ending balances, and totals.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1467,Oaths of office,"These records are the official oaths of the school board members, superintendents, business officials, and members appointed to advisory boards. They are used to verify that oaths were administered in accordance with the Utah State Constitution (Art. IV, Sec. 10). Before entering into the duties of all elected and appointed officials ""shall take and subscribe to a specified oath or affirmation.""",Retain permanently. Records may be transferred to the archives.,1997-12-01,Discontinued,Legal
GRS-1585,Financial reports,"These computer reports are submitted monthly to the district's business administrator. They are used for auditing purposes. The school balances their books monthly and submits this report monthly. This report includes a balance sheet showing assets, liabilities, trust funds, surplus, and totals; and an activity ledger showing account, beginning balances, receipts, transfers, ending balances, and totals.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1369,Requests for proposals,"These are proposals submitted by private vendors in response to bid requests by the school district. They are used to make decisions on purchasing equipment or adopting new systems. The proposals usually include the name, address, and phone number of company submitting the proposal; the proposal; advantages over other similar equipment or programs; costs; and estimates of conversion costs and time.","Retain for 2 years, and then destroy records.",2015-08-12,Discontinued,Purchasing
GRS-1592,Monthly department of agriculture food usage sheet,"This monthly sheet serves as an on-going inventory on the usage of U.S. Department of Agriculture (USDA) food. The sheet is provided to the junior high and lists food totals. The school maintains the inventory and submits to the district office at the end of each month a list of all USDA food received, amounts used, and inventories on hand. It is used to compile reports.","Retain for 3 years, and then destroy records.",2008-09-02,Discontinued,Junior High/Middle School
GRS-1398,Asbestos management plan,"This management plan is required by 40 CFR 763.93 (1998) to be developed for each school on or before October 12, 1988. The plan is required to be developed by an accredited management planner and to include a list of the name and address of each school building and whether they contain friable and nonfriable Asbestos Building Material (ACBM), friable and nonfriable suspected ACBM assumed to be Asbestos Containing Material (ACM) (40 CFR 763.93(e) (1998)) and must contain ""a true and correct statement, signed by the individual designated by the local education agency"" certifying that local agency responsibilities have been or will be met (40 CFR 763.93(1) (1998). Each local educational agency ""shall maintain and update its management plan to keep it current with ongoing operations and maintenance"" (40 CFR 763.93(d) (1998)). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1998)). A copy of this report becomes part of the managemen t plan (40 UCA 763.92(b)(2)(iii) (1998)). The surveillance reports include district name, school name, building, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.","Retain until superseded, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1588,Free and reduced meals applications,"These application forms are completed annually by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district which identifies the approved meal type (free/reduced) and is signed and dated by the approving official.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1623,Free and reduced meals applications,"These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district which identifies the approved meal type (free/reduced) and is signed and dated by the approving official.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1526,Free and reduced meals applications,"These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district, which identifies the approved meal type (free/reduced) and is signed and dated by the approving official.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-1622,Food production,"This sheet is prepared daily by the school lunch manager for all meals served (lunch/breakfast). It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1587,Food production sheet,"This sheet is prepared daily by the school lunch manager for all meals served (lunch/breakfast). It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,Junior High/Middle School
GRS-1473,Student compliance report,"This monthly report tracts the number of days students enrolled in special education. It maintained by the individual teacher. A copy is kept by the district and is used for creating other reports. Information includes date, name of school, student name, state number, handicap classification code, entry date, exit date for special education, birth date, referral date, date classified, and individualized education program (IEP) date.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"School District,Special Education"
GRS-1482,Non-utah resident student files,"These applications document requests for out-of-state and out-of-country students to attend schools within the district in accordance with UCA 53A-2-205 (1988). These records include the application forms, resident alien card, copies of social security cards, and a police background check. They may also include consent guardianship forms filed by the court, guardianship papers, and court appointed guardianship records.","Retain until separation, and then destroy records.",2014-07-21,Discontinued,Student
GRS-1354,Retirement reports,"This is a monthly report submitted to State Retirement on amounts contributed to retirement system. It is used for verification purposes. The Office of Education sends monthly the information on magnetic tape to State Retirement and prints a paper copy for the school district, later the Retirement Office sends the district worksheets to check data. Includes social security number, member name, fund agency, period covered, amount contributed, earnings, and amounts employee and employer paid.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1405,Preconstruction case files,"These case files document all aspects of the planning process for the construction of school and district buildings. They include advertisement for bids, requests for proposals (RFPs), subcontractor and contractor bid tabulations, bid bonds, architects and contractors agreements, specifications, memoranda, soils and foundation reports, preliminary drawings, accepted bid proposals, cost estimates, copies of insurance policies, operational procedures, guidelines and requirements for submitting proposals, construction change orders, copies of meeting minutes and agenda, design data, and related correspondence.","Retain for 3 years after after completion of project or program, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1429,Certified personnel files,"These are the personnel files for all certified district employees. They are used to document employment. The files include the employment applications, authorizations for hire forms, placement records, employee history card, copies of school transcripts, pay and leave history, work performance, in-service training completion certificates and credits, evaluation records, teaching certificates, previous teaching experience, contracts, lane change requests, and related correspondence. May also include fingerprints and verification of the criminal background check.","Retain for 65 years after from date of employment or 3 years after retirement or death, whichever is earliest, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-569,Immunization personal exemption record,"This is a statewide form provided by the Department of Health to all local health departments. It is used by parents to claim a personal exemption based on a personal belief opposed to immunization in accordance with Utah Code 53G-9-304(2019). This form must be completed annually to receive continued recognition of the personal exemption. It includes a statement claiming exemption from immunization, parent or guardian's name and signature, address, date, name of child/student exempted, date, school or child care facility's name, witness's signature, title, and date.","Retain until 21 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-1432,Classified employee history card,"These cards provide an employment history summary of classified district employees. They are used exclusively for easy reference, and are part of the employee's personnel file. They include employee name, home address and telephone number, social security number, birth date, date hired, work and salary history (date, name of school or department assigned, position, step, lane, number of days worked, number of hours per day worked, hourly rate, and annual salary), and if applicable, date terminated. This information has been computerized in many districts.",Retain permanently. Transfer records to the archives.,2015-08-12,Discontinued,Human Resources
GRS-1635,Registration fee report,"This computer report serves as a billing for student fees. A copy of the student's schedule is sent to the student during the summer to make any changes if necessary. Fees are published in the local newspaper at least three weeks before school starts. At registration, the student picks up their final schedule stamped with the fees owed. A stamped copy of the report is given to the student as a receipt when fees are paid. It is used to verify fees paid and deposited. The report includes student's name and identification number, grade, sex, fee description, amount, totals, and date paid.","Retain for 4 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1414,Department of agriculture food usage and inventory report,"This is a report submitted in June and December to the Child Nutrition Section, Utah State Office of Education. The report is used to verify usage of U.S. Department of Agriculture (USDA) food indicating what and how fast it is being used. This report includes program, report closing date, USDA food received, units on hand, transfers out of the School Food Authority (SFA), total available for use, amount used, adjustment, and new inventory. The state maintains their copy for 3 years after close of fiscal year to which records pertain and then destroy.","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-1431,Certified employee history cards,"These cards provide an employment history summary of certified district employees. They are used exclusively for easy reference, and are part of the employee's personnel file. They contain the basic employment history, past and current of all district certified employees. The card includes name, home address and telephone number, social security number, date hired, work and salary history (year, school, assignment, step and lane, salary), education (dates, degrees, major, minor, college/university), and certification (date, title of certification, and date of expiration). This information has been computerized in many districts.",Retain permanently. Transfer records to the archives.,2011-06-01,Discontinued,Human Resources
GRS-1546,Registration fee report,"This computer report serves as a billing for student fees. A copy of the student's schedule is sent to the student during the summer to make any changes if necessary. Fees are published in the local newspaper at least three weeks before school starts. At registration, the student picks up their final schedule stamped with the fees owed. A stamped copy of the report is given to the student as a receipt when fees are paid. It is used to verify fees paid and deposited. The report includes student's name and identification number, grade, sex, fee description, amount, totals, and date paid.","Retain for 4 years, and then destroy records.",1999-10-01,Discontinued,"Education,Financial Management"
GRS-1416,Free and reduced meals annual policy agreement,"This agreement policy is a legal contract between the state and local districts participating in the Child Nutrition Programs. After 1997 a permanent agreement would be initially made, followed by an annual extension document updating current signatures and information. It includes the prototype free and reduced price policy, changes, and current benefit application. Copies of the free and reduced price meal policies must also be maintained at each school. The state's copy is maintained for 3 years after formal status report is filed with U.S. Department of Agriculture in accordance with 7 CFR 210.23(c) (1995).","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-553,Environmental health complaints,"These forms record complaints received by the local health department from the public in reference to a wide-range of environmental concerns including air quality, solid waste, hazardous waste, epidemiology, indoor clean air, infectious waste, swimming pools, schools, vector control, food service, landlords, animals, housing, and yards. If complaint pertains to a specific facility it becomes part of the facility's inspection file. The form includes date, time, name of persons taking complaint, complainant's name, address, and telephone number; nature of complaint, date investigated, action taken, completion date, and signature of registered environmental health specialist.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-1566,Worker's compensation employee's first report of injury,"This report must be submitted to the Industrial Commission in connection with UCA 35-1-97 and 35-2-103 (1993). The forms are prescribed by the commission to report any work-related fatality, injury, or any occupational disease resulting in medical treatment, loss of consciousness, loss of work or restrictions of work. Each school completes and sends to the district office in cases involving an employee who is injured on the job and/or meets one of the criteria specified in UCA 35-2-103 (1993). The district completes, signs, and mails the report to the Industrial Commission as prescribed by law. The report must be filed with the Commission within (7) days of the occurrence. The Commission maintains their copy for seven years. The district office usually maintains the official copy of this report.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Human Resources
GRS-260,County election files,"These files document primary, general and school board elections administered by a county. They are used to verify that elections were held in accordance with state statutes (see Election Code, 20A UCA et. seq. (2012)). The files include forms listing official party candidates and delegates; reports of county officers, state delegates to primary convention reports for printing on primary election ballot; names of candidates to be printed on the November ballot; list of party delegates by district to county convention; a letter detailing expenditures for campaigns by county committees and lists of applicants for registration agents; abstract of primary election returns by county; copies of official and primary ballots; information on mass meetings; expenses of candidates; and lists of registration agents and judges.","Retain for 4 years, and then destroy records.",1991-03-01,Current,Clerk
GRS-1379,General liability accident report,"This is a report form completed and sent to the district's insurance carrier on accidents where a student or patron was seen or treated by a medical provider (or absent for more than one-half day) or where school liability is an issue. This report includes policyholder name, address, and telephone number; accident's date, time, location, first notification, and name of person making notification; description of accident or occurrence; injured person's name, marital status, age, address, telephone number(s); nature and extent of injuries; name of doctor or hospital; probable cause of accident or occurrence; property damage; names, addresses, and telephone numbers of witnesses; name, position, and telephone number of person completing form; name of person reporting incident; name of person receiving report; date; signature of person completing report; and any remarks.","Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Risk Management
GRS-1308,Audit reports,"These are reports prepared by external auditors examining and verifying the school district's financial activities for the year. ""The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year"" (UCA 51-2a-202 (2004)). The audit is required to include ""the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations"" (UCA 51-2a-102 (3) (2004)).",Retain permanently. Records may be transferred to the archives.,2016-03-21,Discontinued,General Accounting
GRS-1650,Time and attendance reports,"These report forms are completed and submitted to the district payroll office each pay period authorizing payments for services rendered. These records include a variety of report forms. The payroll report form is a summary of the contracted professional and classified personnel listing the days of absence, the reason for absence and the name of the substitute. The absence report form is a three part form documenting the absences of the district contracted employee's. The first copy (white) is sent to the district's payroll department, the second copy (canary) is retained by the school, and the third copy (pink) is kept by the employee. The payroll vouchers are submitted by employees for services rendered over and above their regular contract. Payment for such services may include extended career ladder days, substitute pay, supervision of facilities, adult education classes taught, etc. Other records included are career ladder payroll vouchers, W-4 forms, and payroll data sheets for new employees.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1358,Payroll report,"These report forms are completed and submitted to the district payroll office on or before the fifth day of each month authorizing payments for services rendered. These records include a variety of report forms including the payroll report form, the absence report, and the payroll voucher. The payroll report form is a summary of the contracted professional and classified personnel listing the days of absence, the reason for absence and the name of the substitute. The official copy is usually sent to the district's payroll department while copies are retained by the school and the employee. The payroll vouchers are submitted by employees for services rendered over and above their regular contract. Payment for such services may include extended career ladder days, substitute pay, instructional aides, specialists, supervision of facilities, adult education classes taught, etc. Other records included are career ladder payroll vouchers, W-4 forms, and payroll data sheets for new employees.","Retain for 1 year, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1563,Time and attendance reports,"These report forms are completed and submitted to the district payroll office each pay period authorizing payments for services rendered. These records include a variety of report forms. The payroll report form is a summary of the contracted professional and classified personnel listing the days of absence, the reason for absence and the name of the substitute. The absence report form is a three part form documenting the absences of the district contracted employee's. The first copy (white) is sent to the district's payroll department, the second copy (canary) is retained by the school, and the third copy (pink) is kept by the employee. The payroll vouchers are submitted by employees for services rendered over and above their regular contract. Payment for such services may include extended career ladder days, substitute pay, supervision of facilities, adult education classes taught, etc. Other records included are career ladder payroll vouchers, W-4 forms, and payroll data sheets for new employees.","Retain for 3 years, and then destroy records.",1999-10-01,Discontinued,Payroll
GRS-1420,Verification report,"This is an annual report submitted to the Office of Education's Child Nutrition Programs to verify accuracy of income levels and number of children served with free and reduced meals. The report includes district name, date, total number of free/reduced price applications on file as of October 31, the percent sample of children selected (depending on the type of verification used), how selection was made (computer or random number table), total applications needed for verification purposes, total applications actually verified, total applications with no change in status, total applications changed category, total applications terminated because applicants failed to respond to survey, whether verification completed by December 15, and signature. The summary tracking verification form from each school includes application number, head of household selected for verification, whether free or reduced, number of children, indication of any change, date, any comments, totals, signature of verifying official, and dates report completed and submitted to State.","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-1625,Meals served,"This monthly sheet records daily meals served. It contains a breakdown of a ""la carte"" items, snacks, milk and meals served by category (free, reduced, paid, adult). Information is added daily and the sheet is sent to the district office at the end of each month with a summarized cover sheet.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1474,Medicaid billings,These records are for medicaid billing. This schedule is obsolete.,"Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"School District,Special Education"
GRS-1503,Education performance and testing,"These records document student performance and educational history. They include test scores, grades, and any other progress or performance measures.","Retain for 3 years after separation, and then destroy records.",2013-08-01,Current,Education
GRS-1492,Student dead files,"These are student cumulative files for students in grades 9-12 who are no longer enrolled or who did not graduate. They contain the copies of achievement test scores, copies of report cards, health records, and immunization cards. The official transcript is not included here.","Retain for 4 years after separation, and then destroy records.",2008-12-18,Discontinued,"School District,Student"
GRS-1590,Meals served report,"This monthly sheet records daily meals served. It contains a breakdown of ""a la carte items,"" snacks, milk and meals served by category (free, reduced, paid, adult). Information is added daily and the sheet is sent to the district office at the end of each month with a summarized cover sheet.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,Junior High/Middle School
GRS-1471,Board meeting tape recordings,"Audio or video recordings which document what transpire at committee and board meetings, conferences, and administrative hearings. They are usually used to create official minutes. UCA 52-4-203 (2009) requires that ""written minutes shall be kept of all open meetings."" UCA 52-4-206 (2010) states a public body that closes a meeting ""shall make a recording of the closed portion of the meeting; and may keep detailed written minutes that disclose the content of the closed portion of the meeting."" The recording is the official record of a closed meeting, and may not be transcribed for the purposes of retention. Open meeting recordings are public records and ""shall be available to the public for listening within three business days after the end of the meeting"" [UCA 52-4-203 (4)f].",Retain for 3 years after after approval of official minutes and then destroy. Closed meeting recordings are Permanent..,2014-07-21,Discontinued,School Board
GRS-1615,Canceled checks,These are actual checks returned from the bank indicating that payment was made to payee from accounts previously deposited with the bank.,"Retain for 7 years, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1584,Canceled checks,These are checks returned from the bank indicating that payment was made to payee from accounts previously deposited with the bank.,"Retain for 7 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1611,Administrative subject files,"These are subject files maintained for reference purposes. They contain a variety of types of information including general correspondence, newspaper clippings, reports, completed forms, flyers, copies of instructions, reports and brochures, and district memoranda, and instructions.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,"High School,School District"
GRS-1518,Canceled checks,These are canceled checks returned from the bank indicating that payment was made to payee from accounts previously deposited with the bank.,"Retain for 4 years, and then destroy records.",1999-06-01,Discontinued,Financial Management
GRS-1617,Daily absence reports,"This is a daily computer printout listing the students who were absent. This printout is used to track students who were absent, particularly students with frequent absences. The printout contains the date, the student's name and number, home phone number, grade, sex, section number and description, and class periods that the student missed.","Retain for 1 year, and then destroy records.",2008-09-08,Discontinued,"High School,School District"
GRS-1608,Career ladder files,"These files document the promotion process under the career ladder program. Teachers submit two copies of an application for promotion to the personnel office or career ladder committee. A committee reviews the applications and determines whether a promotion is warranted. Each file contains an administrator's and a principal's report, a report on student achievement, a student's survey, and parent's survey.","Retain for 3 years, and then destroy records.",2008-08-27,Discontinued,"Junior High/Middle School,School District"
GRS-1397,As-built construction plans and specifications,These are the final plans and specifications for approved and constructed district buildings.,Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,"Facility Management,School District"
GRS-1570,Absentee tally,"This tally is completed daily by the teacher to report absent students. The information may be used to confirm absences. This form includes the student's name, teacher's name, and date.","Retain for 1 year, and then destroy records.",2008-09-08,Discontinued,Elementary School
GRS-1571,Administrative subject files,"These are subject files maintained for reference purposes. They contain a variety of types of information including general correspondence, newspaper clippings, completed forms, flyers, copies of instructions, reports, brochures, district memoranda, and instructions.","Retain for 1 year, and then destroy records.",2008-08-27,Discontinued,Elementary School
GRS-1401,Work order log,"This is a log of all work orders. It is used for reference to verify that work was performed. Includes work order number, work order request, dates received and completed, record of trouble calls and work completed.","Retain for 3 years, and then destroy records.",1997-06-01,Discontinued,"Facility Management,School District"
GRS-1475,Scram report,This is a two-part reporting form used to collect data on special education students for entering information on the SCRAM Computer system. This form is used by individual teachers to enter in the information system annually by October 1 and December 1.,"Retain until administrative need ends, and then destroy records.",2008-08-27,Discontinued,"School District,Special Education"
GRS-1351,Payroll voucher,"This report form is submitted monthly by contracted and noncontracted employees authorizing payments for services rendered over and above their regular contract.(e.g., extended career ladder days, substitute pay, supervision of facilities, adult education classes taught). It includes social security number, employee name and address, date, budget number, and a listing of days and hours, services rendered where and for whom, pay rate per day/hour, amount due, approval signatures of principal and supervisor/director, and signature of claimant certifying amounts are accurate.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,"Payroll,School District"
GRS-8,Executive/elected officials calendars,"These are records containing substantive information relating to the official activities of high-level county officials which is not incorporated into memoranda, reports, correspondence or other records included in the official files. These records could include calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of county employees. (See Daily activity schedules??UCA 63-2-103 (22) (2012) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.","Retain until administrative use ends, and then destroy records.",2014-10-21,Discontinued,Administrative
GRS-746,Feasibility studies,"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.","Retain for 5 years after completion of report, and then destroy records.",1997-06-01,Current,Administrative
GRS-1661,Executive calendars,"Records containing substantive information relating to the official activities of high-level officials which are not incorporated into memoranda, reports, correspondence, or other records included in the official files. Includes calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of the employees. See Daily Activity Schedules.??UCA??63-2-103??(18)(b)??(1992) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.",Retain permanently. Transfer records to the archives.,1992-12-01,Discontinued,Human Resources
GRS-6,Daily activity schedules,"These are records of county employees who are not elected or exempt status revealing substantive information about official county activities, the substance of which has not been incorporated into official files. Includes calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other county activities. (See also Executive/Elected official calendars or Routine activity calendars).??UCA 63-2-103 (22) (2012) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.","Retain until administrative need ends, and then destroy records.",2014-10-21,Discontinued,Administrative
GRS-1660,Daily activity schedules,"Records regarding State employees who are not executives or exempt status containing substantive information relating to official activities, the substance of which has not been incorporated into official files. Includes calendars, appointment books, schedules, logs, diaries, and other records documenting meetings, appointments, telephone calls, trips, visits, and other activities of employees. See also Executive Calendars or Routine Activity Calendars.??UCA??63-2-103??(18)(b)??(1992) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,Human Resources
GRS-26,Routine control files,"These records are used to control work flow and to record routine actions. Includes job control records, status cards, routing slips, work processing sheets, correspondence forms, and receipts for records charged-out.","Retain until administrative need ends, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-1935,Merit promotion case files,"Records relating to the promotion of an individual that document qualification standards or the evaluation of candidates, excluding any records that duplicate information in the performance plan or in other personnel records.","Retain for 2 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1833,Reimbursement files,"These records document payments made for the purpose of reimbursing travel, transportation, equipment, service, training, tax abatement, and other reimbursable costs. Records may include correspondence, forms, travel reservations, travel authorizations, per diem vouchers, transportation requests, hotel reservations, invoices, itemized expenses, participation verification, and other supporting records used to validate reimbursable expenses.","Retain for 3 years, and then destroy records.",2009-04-01,Current,Financial Management
GRS-758,Routine control files,"These records are used to control work flow and to record routine actions. Includes job control records, status cards, routing slips, work processing sheets, correspondence forms, and receipts for records charged-out.","Retain until resolution of issue, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-511,"Library services and construction act (lsca) title i, ii, and iii","These records document the expenditure of monies and the operation of Title I, II, and III programs funded through the Library Services and Construction Act grants, which are regranted by the Utah State Library Division to public libraries (34 CFR 75 (2012)). Grant records include some or all of the following: application and supporting materials, budget revisions, quarterly reports, final summary and evaluation reports, statistical reports, audit reports, deposit slips, invoices and bills, and publicity. The State Library Division retains Title I and III grant records for 7 years, Title II grant records for 20 years.","Retain for 7 years after expiration of contract, and then destroy records.",1993-12-01,Discontinued,Library
GRS-16590,Land use submitted plans,"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.","Retain for 10 years after final action, and then destroy records.
OR
Retain until administrative value met, whichever is greater, and then destroy records.",2023-08-28,Current,Planning and Zoning
GRS-25,Routine activity schedules,"These records are routine materials containing no substantive information, regarding daily activities such as meeting appointments, telephone calls, and other employee activities.??UCA 63G-2-103 (22) (2012) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.","Retain for 5 years, and then destroy records.",1991-06-01,Discontinued,Administrative
GRS-1208,Library services and construction act (lsca) grant files,"These records document the expenditure of monies and the operation of Title I, II, and III programs funded through the Library Services and Technology Act (1995) grants, which are regranted by the Utah State Library Division to public libraries (20 USC 72 (2010)). The grants are used to implement or update programs for literacy, institutional development, inadequate services or library construction. Grant records include some or all of the following: application and supporting materials, budget revisions, quarterly reports, final summary and evaluation reports, statistical reports, audit reports, deposit slips, invoices and bills, and publicity. The State Library Division retains Title I and III grant records for 7 years, Title II grant records for 20 years.","Retain for 7 years after expiration of contract, and then destroy records.",1997-12-01,Discontinued,Library
GRS-16589,Land use final plans,"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.",Retain permanently. Records may be transferred to the archives.,2023-08-28,Current,Planning and Zoning
GRS-1107,Initial contact incident reports,"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.",1997-12-01,Current,Law Enforcement
GRS-2034,Civil case files,"These case files document civil court cases. Records include court filings, attorney's notes, various court pleadings and related records.","Retain for 10 years after case is closed, and then destroy records.",2018-04-03,Current,Legal
GRS-634,Mosquito control requests,"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.",1996-01-01,Current,Mosquito Abatement
GRS-1167,Street name and house number files,"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.",Retain permanently. Transfer records to the archives.,1989-09-01,Current,Public Works
GRS-1774,System documentation for permanent databases,"User and operational documentation describing how an application system operates from a functional user and data processing point of view, including records documenting data entry, manipulation, output and retrieval, records necessary for using the system, including user guides, system or sub-system definitions, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications. This documentation only includes that of databases whose information is considered permanent or otherwise significant.",Permanent. Retain for 5 years. Transfer records to the archives.,2006-05-02,Discontinued,Data Processing
GRS-154,Equal employment opportunity (eeo) discrimination complaint case files,"These files document official discrimination complaints received and resolved. The files contain complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1602.14 (2012) 29 CFR 1602.31 (2012)","Retain for 4 years after case is closed, and then destroy records.",1991-06-01,Current,Human Resources
GRS-1775,System documentation for non-permanent databases,"User and operational documentation describing how an application system operates from a functional user and data processing point of view, including records documenting data entry, manipulation, output and retrieval, records necessary for using the system, including user guides, system or sub-system definitions, system flowcharts, program descriptions and documentation, job control or work flow records, system specifications, and input and output specifications. This documentation only includes that of databases whose information is not considered permanent or otherwise significant.","Retain until superseded, and then destroy records.",2006-05-02,Discontinued,Data Processing
GRS-204,Greenbelt applications,"The Utah Farmland Assessment Act (also called the Greenbelt Act) allows any owner of agricultural land to apply for assessment and taxation based upon its productive capability instead of the prevailing market value. These records include the application, production records, and the final notarized application.",Permanent. Retain for 5 years after final action. Transfer records to the archives.,1995-10-01,Current,Assessor
GRS-600,Sexually transmitted disease case files,"These files are used in maintaining and locating medical information, and in the follow up of suspected individuals, cases and contacts with Sexually transmitted diseases (STD) and for controlling the spread of STDs. As stated in the Utah Code of Communicable Disease Rules, the Department of Health is required to maintain this information in order to promote the public health and to prevent and control the spread of disease. The files include laboratory test cards, interstate transmission control identification forms, gonorrhea epidemiologic control records, infectious syphilis epidemiologic control records, original interview information, reinterview record and cluster interview records.","Retain for 4 years after case is closed, and then destroy records.
OR
Retain for 21 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-2021,Surveillance recordings,"These records consist of surveillance used to record activity on government property or involving government vehicles. Incidents requiring further evaluation are not included. For law enforcement dash-cam or body-cam footage, please use GRS-2027 Dispatch and patrol records.","Retain until resolution of issue, and then destroy records.",2006-04-01,Current,Security Services
GRS-1705,Interim verification files,"Records documenting the interim verification of a license, certification, eligibility, or other temporary authorization until a final authorization can be produced. Records are used to verify authorization during the interim period. Information includes the period of interim authorization, names, addresses, identification numbers, official signatures, dates, verification numbers, and other relevant information.","Retain for 6 months after final action, and then destroy records.",2010-04-01,Current,Administrative
GRS-1938,Worker's compensation case files,"Records include forms, first report of injury, reports, correspondence, and related medical and investigative records regarding on-the-job injuries, whether or not a claim for compensation was made. See Utah Code 34A-2 for Worker's Compensation Act.","Retain for 75 years, and then destroy records.
OR
Retain for 10 years after case is closed, and then destroy records.",2013-09-01,Current,Human Resources
GRS-932,Leasing contract files,These records document building or equipment leasing contracts between the municipality and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.,"Retain for 4 years after after contract expires, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-182,Leasing contract files,These records document building or equipment leasing contracts between the county and a private vendor or other governmental agency. They include the actual lease and other related records documenting the agreement.,"Retain for 6 years after after contract expires, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-1748,Cartographic working files,Cartographic records which do not include the officially designated record copy of maps created by an agency. These records may include reference copies and working information compiled during the creation of an agency's maps.,"Retain until administrative need ends, and then destroy records.",2015-01-20,Discontinued,Cartographic
GRS-1929,Labor-management relations files,"Records and case files of labor-management relations such as UPEA, AFCME, UHEE, etc. Includes correspondence, memoranda, reports, and other records relating to the relationship between management and employee associations or other groups.","Retain for 5 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-554,Environmental/occupational investigation case files,"These are records of epidemiological investigations of environmental and occupational public health hazards. They help prevent those hazards, and assist in short and long-term health studies. As stated in the Utah Code of Communicable Disease Rules, the Department of Health collects this information in order to promote and protect the public health and to prevent and control disease. Includes epidemiological investigations of individuals and/or groups exposed to environmental health hazards, health risk analyses of human exposures to chemical contaminants, cancer cluster investigations, and adverse reproductive outcomes. Medical records may contain patient name, address, sex, race, age, type of exposure, company where possible exposure occurred. The State Bureau of Epidemiology maintains the record copy of these records permanently.","Retain for 7 years after case is closed, and then destroy records.",2015-01-21,Discontinued,Health
GRS-1970,Verification of employment eligibility,"This background documentation is used to verify employment eligibility. Information may include background checks, fingerprints and requirements under the Immigration Reform and Control Act. The resume and application of hired individuals are part of the Employee History Records.","Retain for 3 years after whichever is greater: after date of hire, and then destroy records.
OR
Retain for 1 year after separation, and then destroy records.",2016-08-01,Current,Human Resources
GRS-1900,Retroactive pay requests for state employees,"Records which document requests for retroactive payments to state employees, such as when a pay increase was not made in a timely manner. Information includes name, low organization number, social security number, effective date, number of regular hours, and new hourly rate. These records are kept for audit purposes. The actual retroactive payment is part of the master payroll files maintained by the Division of Finance.","Retain for 3 years, and then destroy records.",1996-08-01,Current,Payroll
GRS-1807,Employee travel reimbursement files,"Records relating to reimbursing individuals, such as travel orders, travel authorizations, per diem vouchers, transportation requests, hotel reservations, and all supporting records documenting official travel by officers, employees, dependents, or others authorized by law to travel.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-742,Housekeeping files,"These are records of a general housekeeping nature which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives, custodial service requests, parking space assignments, and distribution of keys.","Retain for 1 year, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-12,Housekeeping files,"These are records of a general housekeeping nature which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives, custodial service requests, parking space assignments, and distribution of keys.","Retain for 1 year, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-1978,Contract purchasing files,"Files which document transactions of $10,000 or less and construction contracts under $2,000. They include contract, requisition, purchase order and lease records, correspondence, related records pertaining to award, administration, receipt, inspection, and payments.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-1667,Housekeeping correspondence,"Records that are general in nature and do not relate directly to primary program responsibilities of an office or agency. Includes letters of appreciation, congratulations, charity fund, parking assignments, etc. These records may originate on paper, electronic mail, or other media.","Retain until administrative need ends, and then destroy records.",2001-01-01,Discontinued,Administrative
GRS-1669,Substantive correspondence,"Business-related messages that document work accomplished, transactions made, or actions taken. These records do not offer unique information about agency functions, programs, or policies, though they may cite them. These records may originate on paper, electronic mail, or other media.","Retain until administrative need ends or 3 years, whichever is shorter., and then destroy records.",2001-05-01,Discontinued,Communication
GRS-1979,Contract purchasing files for high-value transactions,"Files which document transactions of more than $10,000 and construction contracts exceeding $2,000. The files include contract, requisition, purchase order and lease records, correspondence and related records pertaining to award, administration, receipt, inspection, and payments.","Retain for 6 years, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-573,Infant development program (idp) case files,"These case files document the participation of children in the federal Handicapped Children's Early Education Program. This program deals with children from birth to age three. The files include the permission to evaluate form, referral/intake form, health assessment, developmental tests, feeding behaviors assessment form, reflex maturation assessment, home visit report, individual family service plan, medical records, patient release forms, family identification record, IDP roll book, and information sheets, and access to records form.","Retain for 21 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-1951,Mandated or significant training materials,"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.",Permanent. Retain until end of project or program. Transfer records to the archives.,1990-07-01,Current,Human Resources
GRS-1812,Freight files,"Records relating to freight, consisting of export certificates, transit certificates, demurrage card, record books, shipping documents pertinent to freight classification, memorandum copies of government or commercial bills of lading, shortage and demurrage reports, and all supporting documents, including records relating to the shipment of household goods.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-892,Equal employment opportunity (eeo) discrimination complaint case files,"These files document official discrimination complaints received and resolved by the municipality. The files contain complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1613.222 (1992).","Retain for 4 years after case is closed, and then destroy records.",1988-03-01,Discontinued,Human Resources
GRS-1924,Grievance/appeal files,"Records originating with the review of grievance and appeals raised by agency employees, except Equal Employment Opportunity (EEO) complaints. These case files include statements of witnesses, reports of interviews and hearings, examiner's findings and recommendations, exhibits, and records relating to a reconsideration request.","Retain for 5 years after or until case is resolved, whichever is greater, and then destroy records.",2015-07-10,Discontinued,Human Resources
GRS-1773,Program modification documentation,"Records that document modifications to computer programs. These records are maintained for reference, backup, to insure adequacy of change documentation, or to rectify errors in program implementation after related programs are replaced, modified, or cease to be used.","Retain for 1 year after end of project or program, and then destroy records.",1996-08-01,Discontinued,Data Processing
GRS-1659,Committee and board files,"Records created by an official committee or board, including advisory committees, relating to executive establishment, organization, membership, and policy. Includes agenda, meeting minutes, final reports, and related records documenting the accomplishments of official boards and committees. May include audio and video recording.",Permanent. Retain for 3 years. Transfer records to the archives.,2014-07-21,Discontinued,Administrative
GRS-973,Animal adoption agreements,"These records are completed by persons adopting animals. They are used to determine whether the prospective owner qualifies to adopt an animal and to verify whether animals were neutered or spayed. The records may include a pre-adoption questionnaire, a letter explaining the adoption process, and an adoption agreement.","Retain for 4 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-428,Animal adoption agreements,"These records are completed by persons adopting animals. They are used to determine whether prospective owner qualifies to adopt an animal and to verify whether animals were neutered or spayed. The records may include a pre-adoption questionnaire, a letter explaining the adoption process, and an adoption agreement.","Retain for 4 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-774,Transitory correspondence,"Business-related correspondence that is routine or transitory and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.","Retain until administrative need ends, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1254,Policy and program correspondence,"These records are business-related correspondence that provide unique information about agency functions, policies, procedures, or programs. The records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-1906,Adverse action files,"Case files and related records created in reviewing an adverse action (disciplinary or non-disciplinary separation, suspension without pay, reduction in force) against the employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and appeal of records.","Retain for 5 years after or until case is closed, and then destroy records.",2015-07-10,Discontinued,Human Resources
GRS-1697,Transitory correspondence,"Business-related correspondence that is routine or transitory in nature and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.","Retain until resolution of issue, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-34,Transitory correspondence,"Business-related correspondence that is routine or transitory in nature and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.","Retain until administrative need ends, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1249,Transitory correspondence,"Business-related correspondence that is routine or transitory in nature and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.","Retain until administrative need ends, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-18,Policies and procedure manuals,"These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities; mission statement studies regarding department or offices operations, circular letters or directives and records related to significant events in which department or office participated.",Retain permanently. Transfer records to the archives.,2014-07-21,Discontinued,Administrative
GRS-751,Policies and procedures manuals,"These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department or office participated.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-1769,Documentation for permanent databases,"Records describing how a database system is operated. Information may include records documenting the development or modification of a database which are necessary to access, retrieve, manipulate, or utilize the system. May also include user guides, system definitions, flowcharts, program descriptions, and logical relationships. This documentation only includes that of databases whose information is considered permanent or otherwise significant.",Retain permanently. Transfer records to the archives.,2013-04-19,Discontinued,Data Processing
GRS-1768,Documentation for non-permanent databases,"Records describing how a database system is operated. Information may include records documenting the development or modification of a database which are necessary to access, retrieve, manipulate, or utilize the system. May also include user guides, system definitions, flowcharts, program descriptions, and logical relationships. This documentation only includes that of databases whose information is not considered permanent or otherwise significant.","Retain until superseded, and then destroy records.",2013-04-19,Discontinued,Data Processing
GRS-1430,Classified personnel files,"These are the personnel files for all classified district employees. They are used to document employment. The files usually contain the employment applications, authorization for hire forms, employee history card, pay and leave history, work performance and evaluation records, reassignment of personnel forms, termination forms and related correspondence. May also include fingerprint records and verification of a criminal background check.","Retain for 65 years after from the date of employment or 3 years after retirement or death, whichever is earliest, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-448,Bicycle registrations,"These are records relating to the required licensing of all bicycles sold. All cycle dealers are required ""to license or arrange to have licensed at time of purchase"" all cycles and ""to keep records on all cycles sold and to furnish, within thirty days of sale, their respective city or county police department with the name and address of retailer; year and make of cycle; a general description of cycle; frame number; name and address of purchaser"" (UCA 11-21-1 (1997)). Bicycle registration may be handled by either the fire or police department.","Retain for 3 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1860,Automobile titles,Records which prove governmental ownership of the vehicle.,"Retain until final action, and then destroy records.",1990-07-01,Discontinued,Motor Vehicle
GRS-1958,Drug test positive results,"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.",1996-06-01,Current,Human Resources
GRS-1083,Internal affairs unsubstantiated case files,"These files contain records relating to the internal affairs of the police department. These cases involve investigations of alleged officer misconduct including all records relating to the initiation, investigation, and disposition of each case. These cases were proved to have no substance. Substantiated cases are handled like any other criminal investigation and files become part of investigative case files (misdemeanor, felony, homicide).","Retain for 2 years, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
GRS-346,Internal affairs unsubstantiated case files,"These files contain records relating to the internal affairs of the sheriff's department. These cases involve investigations of alleged officer misconduct including all records relating to the initiation, investigation, and disposition of each case. These cases were proved to have no substance. Substantiated cases are handled like any other criminal investigation and files become a part of investigative case files (misdemeanor, felony, homicide).","Retain for 2 years, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
GRS-1801,"Bonds, notes & interest payments","These are critical bond documents that are used for the life of bills, notes, debt securities, debt obligations, or bonds. Included are book entries, statements and payment confirmations, application and certificate for eligibility, and related records.","Retain for 3 years after final action, and then destroy records.",2018-04-20,Current,Financial Management
GRS-697,Traffic volume counts,"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.",1991-06-01,Current,Public Works
GRS-1766,Computer utilization and billing reports,Records showing computer use by each agency and any charges for space or time.,"Retain for 5 years, and then destroy records.",1990-07-01,Current,Data Processing
GRS-1762,Batch/data entry control forms,Information on all batch or data entry records received by the mainframe.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Data Processing
GRS-1744,Grant control files,"Indices, registers, logs, or other records relating to control of assigning numbers or identifying projects, applications, and grants.","Retain until superseded, and then destroy records.",1990-07-01,Current,Budget
GRS-740,Finding aids,"These are indexes, lists, registers, and other aids that assist in the efficient use of other records.","Retain until resolution of issue, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-1907,Official employee personnel file,"Complete work history of an individual (excluding medical/psychological information) while employed by the State. Refer to UCA 67-18-1 (1977), et seq. and DHRM rules on accessing, maintaining, and managing employee personnel files. The employee's personnel file shall be considered a supplement to the DHRM computerized file and shall be subject to the rules governing personnel files. When an employee transfers to another state agency, the employees's personnel file must be sent to the new agency. The file typically includes applications for employment, career mobility documents, Memorandums of Understanding (MOU's), Employment Eligibility Certification records, Form 1-9 and other documents required by the U.S. Citizenship and Immigration Services; employee signed overtime agreements, personnel actions, corrective action plans, notices of disciplinary action, new employee orientation form checklists, performance plans and evaluations, letters of appreciation/commendation, separation and leave without pay records, employee benefits notification forms for PEHP and URS; references, copies of transcripts, training certifications or preparations, copies of items recorded in the DHRM computerized file, leave and time records; copies of any documents affecting the employee's conduct, status or salary, etc.","Retain for 65 years after separation, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-1121,Daily filter log,This log records a daily instrument table of information regarding filter operations required by UCA 26-12-1 et. seq.,"Retain for 5 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1937,Notification of personnel actions,"These records document initial employment, promotion, transfers to or from agency, separation, and all other individual personnel actions.","Retain for 4 years, and then destroy records.",1990-07-01,Current,Human Resources
GRS-1962,Fitness for duty evaluations,Records which contain any medical or psychological information used to determine an employee's fitness for duty.,"Retain for 5 years, and then destroy records.",2006-02-01,Discontinued,"Human Resources,Law Enforcement"
GRS-1706,Patient and client case files,"Documentation relating to client or patient medical information. Includes physical, psychiatric, dental, pharmaceutical, medical history, treatments, notes, reports, forms, memorandums, examinations, physical therapy, assessments, and all other related materials.","Retain for 7 years after case is closed, and then destroy records.
OR
Retain for 22 years after date of birth, whichever is greater, and then destroy records.",2013-06-01,Current,"Administrative,Health"
GRS-49,Local government ordinances and indexes,"These ordinances are rules, laws or statutes adopted by a local legislative body. Records include codified ordinances and indexes.",Retain permanently. Transfer records to the archives.,2017-04-01,Current,Administrative
GRS-50,Local government resolutions,"Local legislative bodies may exercise administrative powers by issuing resolutions. Records include formal opinions, decisions, and authorization issued by resolution.",Retain permanently. Transfer records to the archives.,1991-03-01,Current,Administrative
GRS-1966,Performance plans and evaluations,"This information documents an employee's performance, including awards, performance plans, qualification records, and evaluations.","Retain for 3 years after separation, and then destroy records.",2017-06-01,Current,Human Resources
GRS-179,Equal employment opportunity (eeo) reports,"These records are statistical reports on employees hired, rehired, and terminated. Information includes documented disabilities, race, gender, and similar demographical elements.",Permanent. Retain for 3 years. Transfer records to the archives.,2018-04-03,Discontinued,Human Resources
GRS-1867,Motor pool release files,"Records relating to the transfer, sale, donation, or exchange of government owned vehicles.","Retain for 5 years after disposition of asset, and then destroy records.",1992-12-01,Discontinued,Motor Vehicle
GRS-105,State treasurer's deposits,These are multi-copy deposit forms which accompanying agency deposits to the State Treasurer's Office. These records also serve as a receipt of deposit.,"Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,Financial Management
GRS-1403,Real property files,"These records document the transfer of ownership of real estate to or from a governmental entity whether by trade, sale, acquisition, transfer, donation, or other means.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Facility Management
GRS-1746,Unsuccessful grant application files,"Rejected or withdrawn grant applications, memoranda, correspondence, and other records relating to the decision to reject the grant proposal.","Retain for 1 year after resolution of issue, and then destroy records.",1990-07-01,Current,Budget
GRS-1881,W-4 income tax withholdings certificates,Records of withholding tax allowances completed by state employees which certify the withholding tax status of the employee and any additional withholding from his paycheck.,"Retain for 4 years, and then destroy records.",2006-04-01,Current,Payroll
GRS-1994,Real property sale files,"Records which document the transfer of state owned real estate to non-state ownership, whether by transfer, trade, sale, or donation.",Permanent. Retain for 6 years after final action. Transfer records to the archives.,1990-07-01,Discontinued,Facility Management
GRS-1063,Bicycle registrations,"These are records relating to the required licensing of all bicycles sold. All cycle dealers are required ""to license or arrange to have licensed at time of purchase"" all cycles and ""to keep records on all cycles sold and to furnish, within thirty days of sale; their respective city or county police department with the name and address of retailer; year and make of cycle; a general description of cycle; frame number; name and address of purchaser"" (UCA 11-21-1 (1997)). Bicycle registration may be handled by either the fire or police department.","Retain for 3 years, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-1219,Bicycle registrations,"These are records relating to the required licensing of all bicycles sold. All cycle dealers are required ""to license or arrange to have licensed at time of purchase"" all cycles and ""to keep records on all cycles sold and to furnish, within thirty days of sale; their respective city or county police department with the name and address of retailer; year and make of cycle; a general description of cycle; frame number; name and address of purchaser"" (UCA 11-21-1 (1997)). Bicycle registration may be handled by either the fire or police department.","Retain for 3 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-1763,Computer job schedules and reports,"Schedules or similar records showing computer jobs to be run, and other reports by computer operators or programmers of work performed.","Retain until resolution of issue, and then destroy records.",1990-07-01,Current,Data Processing
GRS-289,Business license registers and indexes,"These records are a register or index of licensed businesses operating within municipal or county boundaries. Information includes the type of license issued, applicant, address, business name, and date.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1959,Drug test negative results,"These are records of employee drug or alcohol tests, the results of which were found to be negative. Information may include the identity of the person performing the test and the date and location of the test.","Retain for 1 year, and then destroy records.",1996-06-01,Current,Human Resources
GRS-1132,Meter repair and testing files,"These records document the installation, repair, testing, and replacement of meters. They include address, work order number, date of initial installation, dates of testing and repair, and remarks.","Retain for 1 year after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1520,Student daily meal payment report,"These reports document the daily collection of payments for meal service. This report records deposits made to the lunch and breakfast funds. It includes the student's name, identification number, amount received, account balance, and total student sales.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1534,Lunch room summary of meals served report,"This monthly sheet records all meals served. It is used to create quarterly and annual reports. It contains a breakdown of a la carte items, milk and meals served by category (free, reduced, paid, adult). 

","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-172,Temporary employees personnel files,These are files maintained on temporary employees which were provided no benefits by the governmental entity. They include copies of correspondence and employment forms. They do not include personnel records created for specific federal programs.,"Retain for 1 year after separation, and then destroy records.",1991-06-01,Current,Human Resources
GRS-281,Voter registration notice,"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.",1995-09-01,Current,Clerk
GRS-1700,Conference sponsorship files,"Records created by an agency sponsoring a conference, workshop, or seminar. Information may include copies of conference agenda, programs, brochures, reports, advertising information for the conference, presentations, speeches, significant correspondence, and related material.",Retain permanently. Records may be transferred to the archives.,2001-10-01,Current,Administrative
GRS-1535,Lunch tally,This records the anticipated lunch count for the noon meal. IT is used for food preparation purposes. This form includes the number of students and adults planning to have lunch as well as the milk count.,"Retain until superseded, and then destroy records.",1999-06-01,Current,Education
GRS-2051,Scrapbooks,"These records are created by governmental entities compiling various items together to tell the story of their office. They include photographs, newspaper clippings, and other items pertaining to government activities, and actions and reactions of citizens.",Retain permanently. Transfer records to the archives.,1991-06-01,Current,Intrinsically Historical
GRS-1684,Working files,"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.","Retain for 1 year after end of project or program, and then destroy records.",2013-06-01,Current,Administrative
GRS-2027,Officer and dispatch recordings,"Records document the actions of dispatch and law officers on duty. May include audio recordings, dashboard-mounted cameras and body-worn cameras not part of a larger case file.","Retain until resolution of issue, and then destroy records.",2024-01-22,Current,Law Enforcement
GRS-643,Recreation program files,"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.",1995-11-01,Current,Parks and Recreation
GRS-1122,Daily operational log,"This log records daily information on plant operations such as rate of flow, chemical inventories, chemicals used, chlorine residual testing results, and turbidity amount in water. It is required by 40 CFR 130.4. An annual summary is submitted to the State Health Department.","Retain for 2 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-2026,Suicide investigation files,"These case files are created as a result of a suicide investigation. These files may include the investigative report, supplemental reports, photographs, correspondence, officer's notes, and pertinent laboratory tests and related records.",Retain permanently. Records may be transferred to the archives.,2015-05-01,Current,"Law Enforcement,Legal"
GRS-1889,Preliminary payroll files,"Computer-produced, two part documents sent by Finance to agencies to record final corrections or adjustments regarding employees' pay. They are made before the master payroll file is run and checks are issued. Preliminary payroll files do not serve as time and attendance records.","Retain for 1 year, and then destroy records.",1990-07-01,Current,Payroll
GRS-1788,Preliminary plans and specifications,"These records are related to the plans and specifications of approved and constructed facilities, road or bridges. Information may include preliminary designs, specifications, planning, surveys, analysis, renovation, preservation and construction.","Retain for 3 years after final action, and then destroy records.",2014-09-01,Current,Facility Management
GRS-345,Intelligence files,"These files are a compilation of information relating to organizations or individuals that may be involved in criminal activities or enterprises. The nature of investigation leads to the collection of much unsubstantiated information. The files include case reports, media articles, documents and other records.","Retain for 1 year, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-1913,Employee assistance program files,"Records documenting the frequency and other statistical information relating to the number of employees using the Employee Assistance Program (EAP) vendor. This record contains statistical reports submitted by the vendor, but does not contain names or other personal information on individual employees.","Retain for 1 year, and then destroy records.",2006-02-01,Current,Human Resources
GRS-352,Law enforcement master name index,"This is an index of names which contain information on each individual having been interrogated, arrested, or named as a suspect or accomplice in a crime, and the names of victims, complainants and witnesses to incidents. Information includes names, incident details, report of event, and related records.","Retain until superseded, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-384,Recorded surveys and index,"These are recorded surveys, drawings, maps, and narratives that establish private property, rights-of-way, and boundary monuments. Information may include monuments, state plane grid coordinates, surveyor's notes, and related records. Indexes are included in this schedule.",Retain permanently. Transfer records to the archives.,1991-12-01,Current,Surveyor
GRS-1728,Audit work papers,"These records contain the audit results and evidence supporting the final report and provide a link between the field work and the auditor's report. Work papers collected during the course of the audit include financial statements, client-prepared documents, analysis, data, and correspondence which documents the performance of audits and their conclusions.","Retain for 10 years, and then destroy records.",2016-03-01,Current,Administrative
GRS-1845,Financial audit work papers,"These records contain the audit results and evidence supporting the final report, and provide a link between the field work and the auditor's report. Work papers collected during the course of the audit include financial statements, client-prepared documents, analysis, data, and correspondence which documents the performance of audits and their conclusions.","Retain for 10 years, and then destroy records.",2016-03-01,Discontinued,Financial Management
GRS-402,Senior center meal reservation list,"This list records reservations made for meals served at senior centers. It is used for meal planning and to create reports. The form includes center's name, dates, participant's names, days of week, indication of dates reservations made, whether meal served, and whether individual is a volunteer.","Retain for 1 year after final action, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-44,Meeting recordings,"Audio or video recordings which document what transpired at committee and board meetings, conferences, and administrative hearings. They are usually used to create official minutes. UCA 52-4-203 requires that ""written minutes shall be kept of all open meetings."" UCA 52-4-206 states a public body that closes a meeting ""shall make a recording of the closed portion of the meeting; and may keep detailed written minutes that disclose the content of the closed portion of the meeting."" The recording is the official record of a closed meeting, and may not be transcribed for the purposes of retention. Open meeting recordings are public records and ""shall be available to the public for listening within three business days after the end of the meeting"" [UCA 52-4-203 (4)f]. Closed meeting recordings are permanent and now fall under state general schedule Closed Meeting Records.","Retain for 3 years after after approval of minutes., and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-2024,"Homicide, violent felonies and sex crime investigation files","These case files are created as a result of an investigation. These files may include the investigative report, original arrest report, supplemental reports, photographs, correspondence, officer's notes, and pertinent laboratory tests and related records. Violent felonies as defined by Utah Code 76-3-203.5(1)(c)(2019) are included in this schedule.",Retain permanently. Records may be transferred to the archives.,2015-05-01,Current,"Law Enforcement,Legal"
GRS-201,Assessor appraisal cards,"These records contain the complete information on the appraisal and assessment of real property. Information includes the taxpayer's name, property address, serial number, legal description including acreage, improvements (size, quality of building, list of taxable features of improvement and photographs of improvements), assessed valuations for land and improvements, notes regarding Board of Equalization adjustments, and factoring worksheets.",Retain permanently. Transfer records to the archives.,1991-06-01,Current,Assessor
GRS-210,Personal property cards,"These records document personal property accounts. Information includes name and address, account number, tax district, assessed value, tax amount, date paid and receipt number, years in which the account was estimated because the taxpayer failed to file an affidavit, years in which the account was audited, and notations of partial payments made. Some counties use the cards as a tickler device to follow up on delinquent accounts. Also called Personal property blotter.","Retain for 6 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-251,Certificates of citizenship,"These books contain copies of certificates of citizenship issued to newly naturalized United States citizens. The certificates are printed forms containing blanks for the date, individual's name, place of birth, current county of residence, and the notarized signature of person seeking citizenship renouncing allegiance to any other country. Although these records are no longer created by state government, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-254,Elected or appointed officials register,"Records that would fall under this schedule contain complete registers or lists of elected and/or appointed officials of government entities. They are used for reference purposes within the entity. They may include the name of the official, residence, office, date of election or appointment, beginning and ending term dates, amount of bond posted, name of sureties, remarks, and date of resignation or date of death.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-2033,Prosecuted non-felony criminal case files,"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.","Retain for 10 years after case is closed, and then destroy records.",2017-09-01,Current,Legal
GRS-2032,Prosecuted felony criminal case files,"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.",2017-09-01,Current,Legal
GRS-1829,Stores invoice files,Invoice or equivalent records used for stores accounting purposes.,"Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,Financial Management
GRS-2015,Personnel security clearance files,Records relating to the current security clearance status of personnel.,"Retain until superseded, and then destroy records.",2014-07-21,Discontinued,Security Services
GRS-1933,Merit employee performance files,"Performance records superseded through an administrative, judicial, or quasi-judicial procedure.","Retain until superseded, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1981,Leasing contract files,"Building or equipment leases and related records documenting agreements, services, and payments.","Retain for 4 years after after expiration of contractural agreement, and then destroy records.",2016-12-29,Discontinued,Purchasing
GRS-1654,Acknowledgment files,"Acknowledgment records, transmittal inquiries, and requests that have been referred elsewhere for reply.","Retain for 3 months, and then destroy records.",2015-02-24,Discontinued,Administrative
GRS-1313,Daily cash reports,"These reports provide a daily records of cash balances, receipts, and disbursements.","Retain for 3 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-1795,Appropriation allotment files,Allotment records showing status of obligations and allotments under each authorized organization number.,"Retain for 10 years, and then destroy records.",2018-04-03,Discontinued,Financial Management
GRS-1756,Telephone message registers,"Message registers, logs, performance reports, daily load reports, and related or similar records.","Retain for 6 months, and then destroy records.",2015-08-21,Discontinued,Communication
GRS-30,Working papers,"These are project background records, such as studies, analyses, notes, drafts, and interim reports.","Retain for 5 years after after project completion, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-776,Working papers,"These are project background records, such as studies, analyses, notes, drafts, and interim reports.","Retain for 5 years after after project completion, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1282,Working files,"These are project background records, such as preliminary studies, analyses, notes, and interim reports.","Retain for 1 year after after project closed, and then destroy records.",2014-07-21,Discontinued,Administrative
GRS-1892,Savings bond purchase files,Forms and reports with related records pertaining to deposits and purchase of bonds.,"Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1980,Contractor's payroll files,"Contractor's payrolls (construction contracts) with related certifications, anti-kickback affidavits, and other related records.","Retain for 6 years after after expiration of contract, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-1950,Standards of conduct files,"Correspondence, memoranda, and other records relating to codes of ethics and standards of conduct.",Permanent. Retain for 3 years. Transfer records to the archives.,1990-07-01,Discontinued,Human Resources
GRS-1753,Telecommunications service agreements,Copies of agreements with background data and other records relating to agreements for telecommunications services.,"Retain for 4 years after expiration of contractual agreement, and then destroy records.",2015-08-21,Discontinued,Communication
GRS-1751,State mail and delivery service receipts,Records of receipts for mail and packages received through the state mail system.,"Retain for 1 year, and then destroy records.",2015-08-21,Discontinued,Communication
GRS-1664,Finding aids,"Indices, lists, catalogs, registers, guides, and other aids necessary for the efficient use of other records.","Retain until final action, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-2008,Guard service control files,"Control center key or code records, emergency call cards, building record, and employee identification cards.","Retain until superseded, and then destroy records.",2014-07-21,Discontinued,Security Services
GRS-1834,"Travel reimbursement requests (fi-51, fi-51a, fi-51b)","Correspondence, forms, and related records pertaining to agency travel and transportation functions.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-10,Finding aids,"These are indexes, lists, registers, and other aids that assist in the efficient use of other records.","Retain until final action, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-1256,Finding aids,"These are indexes, lists, registers, and other aids that assist in the efficient use of other records.","Retain until final action, and then destroy records.",2016-02-02,Discontinued,Administrative
GRS-1988,Tax exemption files,Tax exemption certificates and related records.,"Retain for 3 years, and then destroy records.",2024-02-22,Current,Purchasing
GRS-869,Individual authorized allotments files,"These are records of employee authorizations for payroll deductions for allotments (i.e., U.S. Savings Bonds).","Retain until superseded or 3 years after separation, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-132,Individual authorized allotments files,"These are records of employee authorizations for payroll deductions for allotments (i.e., U.S.??Savings Bonds).","Retain until superseded or 3 years after separation, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-136,Leave data files,These files contain records of compilations of leave earned and taken. Includes the annual leave compilation card.,"Retain for 4 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1347,Leave data files,These files contain records of compilations of leave earned and taken. Includes the annual leave compilation card.,"Retain for 5 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1942,Position classification inspection and audit files,"Correspondence, memoranda, reports, and other records relating to inspections, desk audits, and evaluations of position classifications.","Retain for 4 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-876,Time sheets,"These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1874,Administrative payroll reports,"Reports and statistics with supporting and related records pertaining to workload and personnel management, payroll operations and administration.","Retain for 2 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-141,Time sheets,"These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by county employees.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-16588,Special education mediation agreements,"These records are executed Special Education Mediation Agreements between local education agencies and parents or adult students. A Special Education Mediation Agreement refers to an executed agreement described in 34 CFR § 300.506. Under 34 CFR § 300.506, if the parties resolve a special education dispute through the mediation process, the parties must execute a legally binding agreement that sets forth that resolution and that states that all discussions that occurred during the mediation process will remain confidential and may not be used as evidence in any subsequent due process hearing or civil proceeding and that is signed by both the parent and a representative of the agency who has the authority to bind such agency. A written, signed mediation agreement under 34 CFR § 300.506 is enforceable in any State court of competent jurisdiction or in a district court of the United States. Local education agencies may store these records, as well as the Utah State Board of Education if it is provided them by the parties.","Retain for 6 years after execution of agreement, and then destroy records.",2023-03-29,Current,
GRS-1758,State agency executive correspondence,"Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of a state agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.",Permanent. Retain for 5 years after separation. Transfer records to the archives.,2018-07-12,Current,Communication
GRS-1973,Printing project files,"Job or project records containing papers and data pertaining to planning and execution of printing, binding, duplication, and distribution jobs.","Retain for 2 years after after end of project, and then destroy records.",2015-02-03,Discontinued,Business Services
GRS-1668,Communication logs,"Records which provide detailed information on incoming and/or outgoing documents, data, and other communications that require distribution or action.","Retain for 1 year, and then destroy records.",2015-06-04,Discontinued,Administrative
GRS-36,Telephone message registers,These registers compile all the daily telephone message taken by an office. They also include logs and similar records.,"Retain for 6 months, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-1279,Telephone message registers,These registers compile all the daily telephone message taken by an office. They also include logs and similar records.,"Retain for 6 months, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-1252,Document log,"This log records incoming documents that require distribution or action. Includes date received, description of record, action and date taken.","Retain for 1 year, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-772,Telephone message registers,These registers compile all the daily telephone message taken by an office. They also include logs and similar records.,"Retain for 6 months, and then destroy records.",2015-04-20,Discontinued,Administrative
GRS-1890,Retirement benefits assistance files,"Correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors in claiming insurance or retirement benefits.","Retain for 1 year after final action, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-13,Incoming document log,"This log records incoming documents that require distribution or action. Includes date received, description of record, action and date taken.","Retain for 1 year, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-765,Incoming document log,"This log records incoming documents that require distribution or action. Includes date received, description of record, action and date taken.","Retain for 1 year, and then destroy records.",2014-11-05,Discontinued,Administrative
GRS-108,Buildings and grounds maintenance log,This log records all repairs made to county buildings and grounds. It is used to verify that repairs were made.,"Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,"County,Maintenance"
GRS-2007,Guard assignment files,"Files relating to guard assignments. Includes ledger records or requests, analyses, reports, change notices, and other papers relating to post assignments.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Security Services
GRS-1827,Stores accounting files,Files used for the acquisition of items purchased through the Division of Central Stores. Information includes accounting records and returned items form.,"Retain for 3 years, and then destroy records.",2015-01-20,Discontinued,Financial Management
GRS-1665,Forms development files,"Working papers, background materials, requisitions, specifications, processing data, and control records which provide documentation to the creation and establishment of a form.","Retain until superseded, and then destroy records.",2001-10-01,Discontinued,Administrative
GRS-1791,Accounts receivable,"These records consist of copies of accounts receivables prepared to collect amounts owed by vendors, organizations, and citizens in the conduct of business.","Retain for 4 years, and then destroy records.",2016-12-29,Discontinued,Financial Management
GRS-75,Accounts receivable,"These records consist of copies of accounts receivables prepared to collect amounts owed by vendors, organizations, and citizens in the conduct of business.","Retain for 4 years, and then destroy records.",1991-06-01,Discontinued,Financial Management
GRS-1866,Motor pool public employee operational files,"Records relating to individual employee operations of government-owned vehicles, including driver tests, rental authorizations, safe driving awards, and correspondence.","Retain for 5 years, and then destroy records.",1990-07-01,Discontinued,Motor Vehicle
GRS-1912,Course announcement files,"Reference files of pamphlets, notices, catalogs, and other records that provide information on courses or programs offered by government agencies or non-governmental organizations.","Retain until superseded, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1990,Unsuccessful bids and proposals files,These records are solicited and unsolicited unsuccessful bids and proposals to provide products or services to an agency by a private contractor.,"Retain for 2 years, and then destroy records.",2014-11-05,Discontinued,Purchasing
GRS-1868,Motor pool vehicle maintenance files,"Maintenance records, including those relating to service and repair of state vehicles.","Retain until disposition of asset, and then destroy records.",2016-01-20,Discontinued,Motor Vehicle
GRS-753,Project control files,"These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.","Retain for 1 year after end of project, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-1949,Service record cards,"Cards for employees separated or transferred. These records are no longer being actively created, though they may still exist and should follow this schedule.",Permanent. Retain for 3 years. Transfer records to the archives.,1990-07-01,Current,Human Resources
GRS-16587,Land use lease agreements,"These records are land use lease agreements and related documentation. The agreements may be related to mineral, oil, industrial, energy, agricultural, or other special uses.",Retain permanently. Records may be transferred to the archives.,2022-09-26,Current,
GRS-138,Retirement benefits assistance files,"These files contain correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors in claiming insurance or retirement benefits.","Retain for 1 year, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-881,Retirement benefits assistance files,"These files contain correspondence, memoranda, annuity estimates, and other records used to assist retiring employees or survivors in claiming insurance or retirement benefits.","Retain for 1 year, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1809,Expenditure accounting posting and control files,"Records used as posting and control media, subsidiary to the general and allotment ledgers, and not elsewhere covered in this schedule.","Retain for 7 years, and then destroy records.",2001-10-01,Discontinued,Financial Management
GRS-840,State treasurer's deposits,These are multi-copy deposit forms which accompany agency deposits to the State Treasurer's Office. These records also serve as a receipt of deposit.,"Retain for 3 years, and then destroy records.",1996-11-01,Discontinued,General Accounting
GRS-810,Accounts receivable,"These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.","Retain for 4 years, and then destroy records.",1989-03-01,Discontinued,General Accounting
GRS-1271,Project control files,"These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.","Retain for 1 year after after project closed, and then destroy records.",2015-08-21,Discontinued,Administrative
GRS-81,Check registers,These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.,"Retain for 7 years, and then destroy records.",1991-06-01,Discontinued,Financial Management
GRS-817,Check registers,These are multi-columnar records with chronologically arranged entries of checks. They usually include check numbers and amounts of debits or deposits per account.,"Retain for 7 years, and then destroy records.",1989-03-01,Discontinued,General Accounting
GRS-262,County election ballots and returns,"These records are election returns, and include the poll book, all affidavits of registration, the military and overseas absentee voter registration and voting certificates, tally sheets, and all ballots.","Retain for 22 months, and then destroy records.",1995-04-01,Current,Clerk
GRS-889,Emergency and other personal leave files,"These records show the name of employee, dates of absence, explanation of emergency, signature of employee taking emergency leave, and signature of supervisor.","Retain for 4 years, and then destroy records.",1997-12-01,Current,Human Resources
GRS-326,Crime analyses files,These records document criminal activity in a given jurisdiction. They are used to analyze trends and forecast potential problems.,"Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-939,Real estate acquisition files,These records document the purchase of real property by the municipality. They include the contract and related correspondence.,"Retain for 7 years after disposition of asset, and then destroy records.",1997-12-01,Discontinued,Purchasing
GRS-863,Administrative payroll reports,These are reports and statistics with supporting and related records which document payroll operations. They include reports and data used for workload and personnel management purposes.,"Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1816,Fixed assets inventory,"These records are used to track and control capital outlay such as office equipment (chairs, typewriters, etc.) and other fixed assets including tools, machinery, and other large equipment.","Retain for 2 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1920,Equal employment opportunity (eeo) discrimination complaint case files,"Official complaint files containing complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, and other records as described in 29 CFR 1613.222.","Retain for 5 years after after case is resolved, and then destroy records.",2006-02-01,Discontinued,Human Resources
GRS-1869,Motor pool vehicle operations files,"Operating records including those relating to gas and oil consumption, dispatching, and scheduling.","Retain until disposition of asset, and then destroy records.",1990-07-01,Discontinued,Motor Vehicle
GRS-439,Building permit indexes,"These records are a register or index of building permits issued by the county or municipality. Information includes the type of license issued, applicant, address, and date.",Retain permanently. Records may be transferred to the archives.,1991-12-01,Current,Building Inspection
GRS-1930,Length of service award files,"Records include correspondence, memoranda, reports, computations of service documentation, and lists of awardees. This information is entered into the Department of Human Resource Management automated system.","Retain for 2 years, and then destroy records.",2017-03-22,Discontinued,Human Resources
GRS-1333,Administrative payroll reports,These are reports and statistics with supporting and related records which document payroll operations and administration. They include reports and data used for workload and personnel management purposes.,"Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-809,Accounts payable,"These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",1996-11-01,Discontinued,General Accounting
GRS-74,Accounts payable,"These records are used to pay county bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",1991-06-01,Discontinued,Financial Management
GRS-1263,Minutes,"These are the minutes of regular, special, and emergency meetings of official district committees, boards, and task forces. They may also include an official agenda. See Internal committee records",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-15,Minutes,"These are the minutes of regular, special, and emergency meetings of official county committees, boards, and task forces. They may also include an official agenda. (See Internal committee records)",Retain permanently. Transfer records to the archives.,2014-07-21,Discontinued,Administrative
GRS-1995,Surplus property case files,"Records which document the sale, disposal, or surplus of personal property These files may comprise of invitations, bid acceptances, lists of materials, evidence of sales, and related correspondence.","Retain for 6 years, and then destroy records.",1990-07-01,Discontinued,Facility Management
GRS-1813,Freight schedules of lost or damaged shipments,"Schedules of valuables shipped, correspondence, memoranda, reports and other records relating to shipments that were damaged in transit.","Retain for 3 years after resolution of issue, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-878,Workers' compensation claim files,"All records about on-the-job injuries or job related disabilities, regardless of whether claims for compensation were made. See UCA 34A-2 for Workers Compensation Act","Retain for 75 years, and then destroy records.",2014-07-21,Discontinued,Payroll
GRS-770,Policy and procedure case files,"These files contain records related to policy and procedure issuance which document their formulation. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).","Retain for 2 years after being superseded, and then destroy records.",1996-12-01,Discontinued,Administrative
GRS-19,Policy and procedure case files,"These files contain records related to policy and procedure issuance which document their formulation. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).","Retain for 2 years after superseded, and then destroy records.",1991-06-01,Discontinued,Administrative
GRS-194,Real estate acquisition files,These records document the purchase of real property by the governmental entity. They include the contract and related correspondence.,"Retain for 7 years after disposition of asset, and then destroy records.",1995-09-01,Discontinued,Purchasing
GRS-1982,Professional contractual agreement files,"Files documenting the professional contractual agreements between an agency and a professional individual, or between agencies for temporary services. The files include contract, requisition, purchase order, correspondence, and related records.","Retain for 6 years after expiration of agreement, and then destroy records.",2015-08-21,Discontinued,Purchasing
GRS-125,Administrative payroll reports,These are reports and statistics with supporting and related records which document payroll operations and pay administration. They include reports and data used for workload and personnel management purposes.,"Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1206,Library complaints,"These records document complaints received and actions taken concerning library services including programming and material selection policies. They include complainant's name, address, and telephone number, date, explanation of complaint, and related correspondence,","Retain for 1 year after resolution of issue, and then destroy records.",1997-06-01,Discontinued,Library
GRS-512,Library complaints,"These records document complaints received and actions taken concerning library services including programming and material selection policies. They include complainant's name, address, and telephone number, date, explanation of complaint, and related correspondence,","Retain for 1 year after after resolution, and then destroy records.",1993-12-01,Discontinued,Library
GRS-1792,Adding machine tapes,Machine records and tabulations which are used to accumulate cost report data or for other accounting purposes and are not attached to another record series. This does NOT include routine tabulations.,"Retain for 1 year, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1424,Library complaints,"These records document complaints received and actions taken concerning library services, including programming and material selection policies. They include complainant's name, address, and telephone number, date, explanation of complaint, and related correspondence.","Retain for 1 year after resolution of issue, and then destroy records.",1997-06-01,Discontinued,Library
GRS-846,Buildings and grounds maintenance log,This log records all repairs made to municipal buildings and grounds. It is used to verify that repairs were made.,"Retain for 3 years after resolution of issue, and then destroy records.",1997-06-01,Discontinued,"Maintenance,Municipality"
GRS-775,Unsuccessful grant application files,"These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.","Retain for 3 years after final action, and then destroy records.",1996-12-01,Discontinued,Administrative
GRS-343,Inmate commissary accounts,"These records provide an accounting of individual prisoners' funds maintained by the jail for use of those prisoners. They usually include the prisoner's name and number, date, and deposits and withdrawals.","Retain for 3 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-1657,Agency histories,"Records which document an agency's history. Includes scrapbooks, photographs, articles, program notes and information about events and programs sponsored or funded by an agency. May also include narrative audio and audiovisual agency histories.",Permanent. Retain for 10 years. Transfer records to the archives.,2015-08-12,Discontinued,Administrative
GRS-1312,Checkbook stubs,"These are multi-columnar records with chronological check entries. They usually include check numbers, name of individual or business to whom the check was written, and amounts of debits or deposits per account.","Retain for 4 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-39,Unsuccessful grant application files,"These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.","Retain for 3 years after final action, and then destroy records.",1995-09-01,Discontinued,Administrative
GRS-1699,Administrative rulemaking files,"Records and other information used by the agencies to create and administer rule making authority. They contain the rules analysis form, copies of rule text, and other documentation needed to create administrative rules.",Retain permanently. Transfer records to the archives.,1992-12-01,Discontinued,Administrative
GRS-1269,Policy and procedure case files,"These files contain records related to the issuance of policies and procedures and document their formulation. Includes narrative or statistical reports and studies regarding district or office operations, and related correspondence.","Retain for 2 years after superseded, and then destroy records.",1996-12-01,Discontinued,Administrative
GRS-348,Jail bookings,"These are records of prisoners confined in the county jail. They include the prisoner's name, alias, sheriff's office number, booking number, offense, address, arresting officer's name, date committed, term of sentence, and discharge date.",Retain permanently. Records may be transferred to the archives.,2015-08-21,Discontinued,Sheriff
GRS-1898,Time and attendance reports,"State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.","Retain for 3 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1897,Taxable wage earning reports,"Returns on income taxes such as IRS Form W-2 and reports of withheld federal taxes, such as IRS Form W-3, with related records, including reports regarding income and social security taxes.","Retain for 4 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-927,Purchase orders,"These are records authorizing the purchase of supplies or equipment by the municipality. They contain the name of the requesting agency, name of vendor, item, date ordered, delivery date, purchase order number, account charged, and authorizing signature.","Retain for 4 years, and then destroy records.",1989-03-01,Discontinued,Purchasing
GRS-916,Temporary employees personnel files,These are files maintained on temporary employees who were not provided benefits by the municipality. They include copies of correspondence and employment forms. They do not include personnel records created for specific federal programs.,"Retain for 1 year after separation, and then destroy records.",1996-11-01,Discontinued,Human Resources
GRS-1963,Volunteer files,"These records are used to verify background information on volunteers prior to and during employment. These files often contain volunteer applications, letters of commendation, photos of the volunteer, background investigations, and other information relating to volunteer service activities.","Retain for 5 years after separation, and then destroy records.",2012-04-01,Current,Human Resources
GRS-1908,Volunteer and contractor personnel files,"Files intended for personnel who are not paid through the state payroll system (i.e. volunteers, contract personnel, board members, etc.). Records may include copies of correspondence, forms, agreements, or other documents related to employment.","Retain for 1 year after separation, and then destroy records.",2016-04-20,Discontinued,Human Resources
GRS-1926,Individual health record files,"Records which contain any medical or psychological information that could be used in the following areas: health, accident, and life insurance requests, long term disability applications, Disabled Veterans DD 2-14s, and reports from physicians, etc.","Retain for 5 years, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-1977,Contract appeals case files,"Case files consisting of notices of appeal and acknowledgments, correspondence between parties, contracts copies, plans, specifications, exhibits, change orders and amendments, transcripts of hearings, documents received from parties concerned, final decisions, and other related records.",Permanent. Retain for 5 years. Transfer records to the archives.,1990-07-01,Discontinued,Purchasing
GRS-2023,Misdemeanor and felony investigation files,"These case files are created as a result of an investigation. These files may include the investigative report, original arrest report, supplemental reports, photographs, correspondence, officer's notes, and pertinent laboratory tests and related records.","Retain for 5 years after case is closed, and then destroy records.",2015-05-01,Current,"Law Enforcement,Legal"
GRS-1447,Course announcement files,"These are informational files on training opportunities. They are used for reference purposes. They include pamphlets, notices, catalogs, and other records that provide information on courses or programs offered to district employees by government agencies and non-governmental agencies.","Retain for 1 year, and then destroy records.",1998-05-01,Discontinued,Human Resources
GRS-917,Course announcement files,"These are informational files on municipal employee training opportunities. They are used for reference purposes. They include pamphlets, notices, catalogs, and other records that provide information on courses or programs offered to municipal employees by government agencies or non-governmental organizations.","Retain until superseded, and then destroy records.",1996-11-01,Discontinued,Human Resources
GRS-158,Grievance and disciplinary files,"These files document the review of grievances and appeals raised by county employees, except EEO complaints. These case files include witnesses' statements, reports of interviews, and hearings; examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.","Retain for 3 years after case is closed, and then destroy records.",2015-07-10,Discontinued,Human Resources
GRS-163,Personal injury files,"These files contain forms, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies filed in the Personnel files and those submitted to the Utah Industrial Commission.","Retain for 5 years, and then destroy records.",2014-07-21,Discontinued,Human Resources
GRS-1281,Unsuccessful grant applications,"These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal. (Successful grants are filed individually by grant program).","Retain for 3 years after final action, and then destroy records.",1996-12-01,Discontinued,Administrative
GRS-175,Course announcement files,"These are informational files on county employee training opportunities. They are used for reference purposes. They include pamphlets, notices, catalogs, and other records that provide information on courses or programs offered to county employees by government agencies or non-governmental organizations.","Retain until superseded, and then destroy records.",1995-09-01,Discontinued,Human Resources
GRS-895,Personal injury files,"These files contain forms, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies filed in the Personnel files and those submitted to the Utah Industrial Commission.","Retain for 5 years, and then destroy records.",2014-07-22,Discontinued,Human Resources
GRS-893,Grievance and disciplinary files,"These files document the review of grievances and appeals raised by municipal employees, except EEO complaints. These case files include witnesses' statements, reports of interviews; and hearings, examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.","Retain for 3 years after case is closed, and then destroy records.",2015-07-10,Discontinued,Human Resources
GRS-1787,Americans with disabilities act (ada) files,"Records that indicate compliance to Americans with Disabilities Act (ADA). Included are surveys of government buildings to determine accessibility to the physically challenged, federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.","Retain for 15 years, and then destroy records.",1992-12-01,Discontinued,Facility Management
GRS-311,Returned or undeliverable instruments,"These original records are those which were returned to the recorder's office as undeliverable by the postal service, or the office was unable to locate the owner. They are only maintained as evidence that the original was not received by owners.","Retain for 1 year, and then destroy records.",1991-09-01,Discontinued,Recorder
GRS-1997,Agency commendation files,"These are awards, letters of commendation, or other forms of formal recognition for accomplishment received by an agency. These records may impart important information or observations about agency programs, operations, or accomplishments. They are not part of individual personnel files.",Permanent. Retain for 6 years. Transfer records to the archives.,1990-07-01,Discontinued,Public Affairs
GRS-95,Travel/passenger reimbursement files,"These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation requests, hotel reservations, and all supporting papers documenting official travel by officers, employees, dependents, or others authorized by law to travel.","Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,Financial Management
GRS-986,Legal case index,"This is an index to civil and criminal (felony and misdemeanor) case files showing case number, names of defendant(s) and plaintiff(s), case type, date filed and disposed, decisions, and notations concerning case activities.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Discontinued,Attorney
GRS-1033,Recreation program files,"These program files document specific municipally sponsored recreation programs. They are used for reference in developing future programs. They include flyers of specific programs, reservation records, copies of receipts for fees paid. They also include an accounting of participants and receipt numbers.","Retain for 3 years, and then destroy records.",1997-06-01,Discontinued,Parks and Recreation
GRS-829,Travel/passenger reimbursement files,"These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting papers documenting official travel by officers, employees, dependents, or others authorized by law to travel.","Retain for 3 years, and then destroy records.",1989-03-01,Discontinued,Financial Management
GRS-1943,Position classification standards files,"Standards and guidelines authorized by the Department of Human Resource Management and used to classify and evaluate positions within the state classification system. These files also include memoranda, correspondence, and other records relating to the development of standards for classification of positions.","Retain for 10 years after after superseded, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-307,Powers of attorney index,"These alphabetical indexes are used to access information concerning the granting of powers of attorney located within the official records. They include ""the date and time of recording, the book, the page, and entry date (UCA 17-21-6(1)(h)(2011)).",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
GRS-1672,Organizational files,"Records detailing an organization, which could include charts, functional statements, reorganization studies. Also administrative maps that show regional boundaries and headquarters of decentralized agencies or that show the geographic extent or limits of an agency's programs and projects.",Permanent. Retain for 3 years. Transfer records to the archives.,1990-07-01,Discontinued,Administrative
GRS-1355,Taxable wage earning reports,"These files contain records on individual employee's income taxes. Include returns on income taxes such as IRS Form W-2, reports of withheld federal taxes, such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.","Retain for 4 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1342,Income tax exemptions and withholding files,"These files contain records on individual employee income taxes. Include returns on income taxes such as IRS Form W-2, reports of withheld federal taxes, such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.","Retain for 4 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-140,Taxable wage earning reports,"These files contain records on individual employee's income taxes. Include returns on income taxes such as IRS Form W-2, reports of withheld federal taxes, such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.","Retain for 4 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-884,Taxable wage earning reports,"These files contain records on individual employee income taxes. Includes returns filed for income taxes such as IRS Form W-2, reports on withheld federal taxes such as IRS Form W-3 with related papers, and reports relating to income and social security taxes.","Retain for 4 years, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1448,Salary schedules,"These are the official salary records. They are used to document each individual salary scale and to determine salaries for specific categories of employee. Each schedule includes a printed schedule divided into steps, lanes, and categories indicating specific assigned salaries. Footnotes may explain increases or calculation formulas.","Retain for 5 years after after being superseded, and then destroy records.",1998-05-01,Discontinued,Human Resources
GRS-1315,General journal entry report,"This monthly computer report is a register of journal entries detailing accounts to be charged and credited. It is used to make adjustments and corrections to accounting records. The report includes account number, amount debited, amount credited, account description, and reason for journal entry.","Retain for 4 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-155,Equal employment opportunity (eeo) program files,"These files document the adoption and administration of county affirmative action programs under the Civil Rights Act of 1964 and the Equal Employment Opportunity Act of 1972. The files include program correspondence, program plans, reports and may include antidiscrimination committee meeting records and reports.",Retain permanently. Records may be transferred to the archives.,1991-06-01,Discontinued,Human Resources
GRS-926,Drug test negative results,"This screening test is used as a pre-employment screen, post accident screen, and for random screening of employees, the results of which are found to be negative. The records contain the name, date, type of test, substance for which the medical facility tested and test results.","Retain for 1 year, and then destroy records.",2006-04-01,Discontinued,Human Resources
GRS-543,Communicable disease control program files,"This is a record of incoming and outgoing correspondence, related to the Communicable Disease Control Program. Includes financial, medical, disease control, and patient information; policies, procedures, rules, regulations, ordinances; and general program operational files. The State Bureau of Epidemiology maintains the record copy of these records.","Retain until superseded, and then destroy records.",2015-01-21,Discontinued,Health
GRS-332,Dui (driving under the influence) reports,"These records are used for reporting persons arrested for driving while under the influence of alcohol or drugs. They detail first contact in response to incidents, supplemental information gathered by the police department, and may include investigative reports.","Retain for 2 years, and then destroy records.",2018-04-16,Current,Law Enforcement
GRS-575,Inspection/maintenance and audit report,"This report records department inspections of vehicle emission inspection stations to ensure that proper equipment is used and standard procedures followed. This report includes the station's name, permit number, analyzer number, station's address, inspection date, check list, inspection results noting any violations, and inspector's signature.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,"County,Health"
GRS-1946,Recruitment files,"Records contain applications and resumes for employment, recruiter evaluations, testing and examination materials, scores, transcripts, certifications, licenses, hiring lists, correspondence, notes, reports, etc. relating to interviews with prospective employees. Files also include offers that are declined (offers accepted are maintained in the employee personnel file) and related documents.","Retain for 3 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1662,Policy and program correspondence,"Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.",Permanent. Retain until administrative need ends. Transfer records to the archives.,2014-07-21,Discontinued,Administrative
GRS-743,Policy and program correspondence,"Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. The correspondence is filed separately from program and project case files.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-7,Policy and program correspondence,"Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. The records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-1799,Bond official transcripts,"Official files regarding authority to issue bonds (general obligation or revenue). Records may include Indenture of Trust, leases, authorizing resolutions, offering documents, certificates, specimen bonds, etc.",Permanent. Retain for 5 years after final action. Transfer records to the archives.,2013-12-01,Current,Financial Management
GRS-181,Invoices,"These records document the procurement of goods and services for the county. They usually include the date, number of items received, descriptions of items, invoice number, purchase order number, vendor, unit and total price of goods. Invoices are usually part of the Accounts payable files or purchase order files.","Retain for 4 years, and then destroy records.",1991-06-01,Discontinued,Purchasing
GRS-931,Invoices,"These records document the procurement of goods and services for the municipality. They usually include the date, number of items received, descriptions of items, invoice number, purchase order number, vendor, unit and total price of goods. Invoices are usually part of the accounts payable files or purchase order files.","Retain for 4 years, and then destroy records.",1997-12-01,Discontinued,Purchasing
GRS-906,Equal employment opportunity (eeo) program files,"These files document the adoption and administration of municipal affirmative action programs under the Civil Rights Act of 1964 and the Equal Employment Opportunity Act of 1972. The files include program correspondence, program plans, reports, and may include anti-discrimination committee meeting records and reports.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Discontinued,Human Resources
GRS-925,Drug test positive results,"This screening test is used as a pre-employment screen, post accident screen, and for random screening of employees. If test is positive employment offer is withdrawn or disciplinary action is taken for employees. The records contain the name, date, type of test, substance for which the medical facility tested and test results.","Retain for 5 years, and then destroy records.",2006-04-01,Discontinued,Human Resources
GRS-16581,Public treasurers' deposit and investment reports,"These are reports filed bi-annually by public treasurers with the State Money Management Council regarding deposits and investments of the governmental entity, per Utah Code 51-7-15(3)(2019). Records contain information about the deposits and investments of the governmental entity, as well as the nature and extent of its interest rate contracts.","Retain for 5 years, and then destroy records.",2020-10-26,Current,
GRS-1006,Plot index books/files,"These books or card files are arranged alphabetically by names of owners or deceased persons interred in the cemetery. They are used for reference purposes. The records include name, interment number, deed number, date interred, location of grave by plot, lot, block, tier, grave number, and date of latest update.",Retain permanently. Records may be transferred to the archives.,2015-04-20,Discontinued,Cemetery
GRS-45,Grant case files,"Files contain information about funds allocated by state or federal agencies to county entities through grants which counties administer to aid in specific causes or projects. Grant files may include accepted proposals and applications, contracts, project reports, memoranda, correspondence, or other records relating to receipt, review, award, evaluation, status and monitoring of grant funds.","Retain for 3 years after after end of contractual agreement, and then destroy records.",2006-07-01,Discontinued,Administrative
GRS-538,Child health case files,These case files document the participation of children in the Child Health Evaluation and Care Program (CHEC)(1999). This is a low cost program to identify public health problems and to promote healthy children in low income families ineligible for Medicaid. They include the child health record and well child care records.,"Retain for 21 years after date of birth, and then destroy records.",1992-12-01,Discontinued,Health
GRS-324,Commitment orders,"These are the orders to commit persons to jail. They include defendant's name, commitment order number, order date, court, offense charged, imprisonment term and/or conditions, judge's signature, and date received by sheriff's office.","Retain until final action, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-16544,Executive correspondence,"Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of an agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.",Retain permanently. Transfer records to the archives.,2018-04-16,Discontinued,
GRS-1188,Community development block grant original application and final report,"This is the original application and final report for projects funded under Community Development and Block Grant (CDBG) funds. These projects include both direct grants and regrants. Under the federal guidelines, agencies are required ""to maintain records in sufficient detail to demonstrate compliance with the provisions"" concerning affirmative action, labor, and environmental standards (24 CFR 570.611(f) (1992)).",Retain permanently. Records may be transferred to the archives.,1997-12-01,Discontinued,Redevelopment
GRS-638,Construction project files,"These project files document the actual construction for park development, park renovation, and other recreational facility improvements. They are used for reference while projects are in progress and after completion. They include final drawings of all park/recreational facility development projects along with specifications, as-built construction drawings, and related correspondence. They may also include property acquisition records including original deeds.",Retain permanently. Transfer records to the archives.,2017-06-26,Discontinued,Parks and Recreation
GRS-1002,Grave opening orders,"These are a signed authorization to dig graves. They are used to guarantee a body is interred in a specific burial plot and to generate the interment and lot records. They include time order was received, deed number, date, lot owner's name, authorization signature, address and telephone number, name of person being interred, location of grave by plot, block, grave number, and tier.","Retain for 2 years, and then destroy records.",2015-04-20,Discontinued,Cemetery
GRS-1743,Grant case files,"Accepted proposals and applications, contracts, project reports, studies, certificates, agreements, memoranda, correspondence, and other records relating to receipt, review, award, evaluation, status and monitoring of grants; allocation of funds and project budgets. Specific grant case files may have additional state and federal retention requirements, please contact the State Archives to schedule a specific retention.","Retain for 3 years after resolution of issue, and then destroy records.",2017-06-16,Discontinued,Budget
GRS-567,Immunization cards,"These cards document immunizations given by the local health department. They include name, birthdate, sex, address, phone number, type of immunizations, series, date given, and date booster given. Some cards also include the signature of the parent. In 1991, the card was replaced with the immunization record and signature card. The new card records similar information, but also serves as the immunization informed consent card.","Retain for 10 years after and 21 years after date of birth, and then destroy records.",2017-05-09,Discontinued,Health
GRS-601,Sexually transmitted disease program files,"This is a record of incoming and outgoing correspondence related to the Sexually Transmitted Disease (STD) Control Program. Includes financial, medical, disease control and patient information regarding sexually transmitted diseases; policies, procedures, rules, regulations, and ordinances; summary data of STDs by month, quarter and year; and other general program operational files. The State Bureau of Epidemiology maintains the record copy of these records.","Retain until superseded, and then destroy records.",2015-01-21,Discontinued,Health
GRS-1464,New hire registry report,"This report is required to be submitted to the Utah State Department of Workforce Services on all district new hires in accordance with the Personal Responsibility and Work Opportunity Act. This information is used to create a State New Hire Registry to match against existing child support records to locate parents, establish an order or enforce an existing order. Once these matches are made, the State will transmit the New Hire reports to the National Directory of New Hires (NDDH) which allows the Office of Child Support Enforcement to be able to assist States in locating parents on a national level. The reports include employee name, social security number, mailing address; employer name, federal employer identification number, mailing number; employee date of hire or rehire; employee occupational title; and full-time or part-time employment status. The report is submitted with the employee's W-4 form within twenty days of new employment. The report may be submitted by paper or elect ronic medium.","Retain for 1 year, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1198,Community development block grant supporting files,"These are the supporting documentation to the application and administration of projects funded under Community Development and Block Grant (CDBG) funds. These projects include both direct grants and regrants. They include reports, audits, certificates, maps and related correspondence. Under the federal guidelines, agencies are required ""to maintain records in sufficient detail to demonstrate compliance with the provisions"" concerning affirmative action, labor, and environmental standards (24 CFR 570.611(f) (1992)).","Retain for 3 years, and then destroy records.",1997-12-01,Discontinued,Redevelopment
GRS-145,Adverse action files,"These are case files and related records created in reviewing an adverse action (disciplinary or nondisciplinary removal, suspension, leave without pay, reduction in force) against an employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and a record of appeals, excluding letters of reprimand which are normally filed in official personnel files.","Retain for 3 years after case is closed, and then destroy records.",2015-07-10,Discontinued,Human Resources
GRS-900,Adverse action files,"These are case files and related records created in reviewing an adverse action (disciplinary or nondisciplinary removal, suspension, leave without pay, or reduction in force) against an employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and a record of appeals, excluding letters of reprimand which are normally filed in the official personnel files.","Retain for 3 years after case is closed, and then destroy records.",2015-07-10,Discontinued,Human Resources
GRS-1029,Construction project files,"These project files document the actual construction for park development, park renovation, and other recreational facility improvements. They are used for reference while projects are in progress and after completion. They include final drawings of all park/recreational facility development projects along with specifications, as-built construction drawings, and related correspondence. They may also include property acquisition records including original deeds.",Retain permanently. Transfer records to the archives.,2017-06-26,Discontinued,Parks and Recreation
GRS-979,Misdemeanor case files,"These case files document routine misdemeanor criminal cases prosecuted in circuit courts. They contain the case number, defendant's name, charge, dates of indictment and arraignment, plea, bond amount, trial date, verdict, and sentence. May also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in court files and should be weeded after the case is closed.","Retain for 7 years after case is closed, and then destroy records.",1997-06-01,Discontinued,Attorney
GRS-223,Misdemeanor case files,"These case files document routine misdemeanor criminal cases prosecuted in circuit courts. They contain the case number, defendant's name, charge, dates of indictment and arraignment, plea, bond amount, trial date, verdict, and sentence. May also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in court files and should be weeded after the case is closed.","Retain for 7 years after after case closed, and then destroy records.",1992-03-01,Discontinued,Attorney
GRS-220,Felony case files,"These case files document felony cases filed and prosecuted in district court. They contain the case number, defendant's name, charge, indictment and arraignment dates, plea, bond amount, trial date, verdict, and sentence. May also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in case files and could be weeded after the case is closed and all appeals heard.","Retain for 10 years after after case closed, and then destroy records.",1992-03-01,Discontinued,Attorney
GRS-984,Felony case files,"These case files document felony cases filed and prosecuted in district court. They contain the case number, defendant's name, charge, indictment and arraignment dates, plea, bond amount, trial date, verdict, and sentence. The files may also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in case files and could be weeded after the case is closed and all appeals heard.","Retain for 10 years after after case closed, and then destroy records.",1997-06-01,Discontinued,Attorney
GRS-956,Airport master record files,"The forms (5010.1) are created by the Federal Aviation Administration (FAA) to document basic information about airports and are updated as state officials inspect the airports. The records contain information on individual airports, including owner's name and address, manager's name and address, whether the airport is public or private, latitude and longitude, runway date, lighting, landing length, services, facilities, based aircraft, and operations. Also included is an Airport Layout Plan (ALP) of the airport.","Retain until superseded, and then destroy records.",1997-12-01,Discontinued,Airport
GRS-361,Sheriff sales docket,"These are a record of all sales ordered in foreclosures and partition proceedings. The records are held for six months until deed is delivered. The order of execution and levy are returned to court, and the deed is delivered to purchaser. The docket book is used to record transactions and includes date of order, litigants, attorneys, case titles, judgment, interest rate, appraisement amount, date of sale, advertised description of property to be sold, date and amount, and to whom sold.","Retain for 5 years after if recorded with county recorder; permanent, if not recorded with county recorder..",1991-12-01,Current,Law Enforcement
GRS-566,Human immunodeficiency virus (hiv) control program files,"This is a record of incoming and outgoing correspondence related to the operations of the AIDS Control Program. Includes medical, disease control and patient information regarding AIDS and HIV; narratives; summary data reports; grants information, finance, policies, procedures, rules, regulations, ordinances; and other general program operational files. The State Bureau of HIV/AIDS Prevention and Control maintain the record copy of these records which are transferred to the State Archives after they have been superseded.","Retain until superseded, and then destroy records.",1992-12-01,Discontinued,Health
GRS-280,Wills and indexes,"These wills were stored by the clerk for safekeeping, as per Utah Code 75-2-901(2016). As a service to county residents, the county clerk may store and index wills filed by residents for security purposes until needed or retrieved. Although this process is no longer followed, these records may still exist and should follow this schedule.",Permanent. Retain until resolution of issue. Transfer records to the archives.,1991-03-01,Current,Clerk
GRS-985,Homicide and other major criminal case files,"These case files document homicides and other major criminal cases filed and prosecuted in the district court. They contain the case number, defendant's name, charge, dates of indictment and arraignment, plea, amount of bond, trial date, verdict, and sentence. The files may also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in court files and should be weeded after the closure of the case.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Discontinued,Attorney
GRS-221,Homicide and other major criminal case files,"These case files document homicides and other major criminal cases filed and prosecuted in the district court. They contain the case number, defendant's name, charge, dates of indictment and arraignment, plea, amount of bond, trial date, verdict, and sentence. May also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in court files and should be weeded after the closure of the case.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Discontinued,Attorney
GRS-2049,Artifacts,These artifacts are objects that have special historical significance because of their historic or evidentiary value and their association with the function and activity of a governmental entity. Governmental entities work with the Division of Archives to ensure that these historical objects are properly documented and preserved. (Utah Code 63A-12-103(10)(2016),Retain permanently. Records may be transferred to the archives.,2016-12-01,Current,Intrinsically Historical
GRS-271,Oaths of office,"These records are the official oaths of persons elected or appointed to county positions. They are used to verify that oaths are given in accordance with the Utah State Constitution (Art. IV, Sec. 10). Before entering into the duties of all elected and appointed officials ""shall take and subscribe to a specified oath or affirmation."" All oaths and bonds for county officials ""shall be filed with the county clerk, except for the county clerk which shall be filed with the county treasurer"" (UCA 52-1-3 (1995)).",Retain permanently. Records may be transferred to the archives.,1991-03-01,Discontinued,Clerk
GRS-274,Ordinances and indexes,"These records document the legislative action of the county commissioners. The county commission may ""pass all ordinances and rules and make all regulations, not repugnant to law, necessary for carrying into effort or discharging the powers and duties"" of their office (UCA 17-53-223 (1)(a) (2000)). The county clerk is required ""to authenticate with his signature and the seal of the county clerk all ordinances or laws passed by the board and record the same at length in the ordinance book"" (UCA 17-20-1.7 (2000)).",Retain permanently. Records may be transferred to the archives.,1991-03-01,Discontinued,Clerk
GRS-524,Birth and relationship verification,"This request is submitted by the State Division of Family Services to local registrars to search birth records. Since some people cannot afford to obtain birth certificates, it is used to verify births and relationships to receive state benefits. The form includes father's name, an indication which other forms were also completed (acknowledgment of paternity of parents, paternity of father and date, or paternity not acknowledged), mother's name, name of children, birth date, place, certificate numbers, signature and title of local health official.","Retain for 2 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-588,Morbidity data summary reports,"These are morbidity statistics for all reportable diseases and diseases of public health importance. As stated in the Utah Code of Communicable Disease Rules, the Department of Health collects this information in order to promote the public health and to prevent and control disease. They are used for federal, state, and local agencies, the general public, and for the functioning and management of the Bureau. Statistics provide information by year, county, month, and show distribution by age and sex. The State Bureau of Epidemiology retains the record copy of these records permanently.","Retain until administrative need ends, and then destroy records.",2015-01-21,Discontinued,Health
GRS-249,Bull register,"This volume is a register of certificates issued for purebred bulls ranged within the county. By law, only purebred bulls of some ""recognized breed of beef cattle"" could be ranged on public lands in Utah (see Laws of Utah, 1915, chapter 52). Until amended by the state legislature in 1945 (Laws of Utah 1945, chapter 3), the law required county clerks to register certificates from breeding associations for purebreed bulls ranged within their county. Although these records are no longer being created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,"Clerk,Intrinsically Historical"
GRS-613,Vital statistics amendment affidavit,"This is a state form used to amend a birth, death, or fetal death certificate. This completed form is sent to the State Health Department and after its final approval it becomes part of the original state record and a copy is returned to the local health department. The form includes local certificate number, indication whether birth, death, or fetal death certificate, state certificate number, name, sex, event date and place, names of father and mother, facts on original records and facts as they should have been stated at time of occurrence, and notarized signatures of two witnesses.",Retain permanently. Records may be transferred to the archives.,2015-08-21,Discontinued,Health
GRS-542,Communicable disease case files,"These files are kept in order to maintain a concise, accurate, and historical record of reportable communicable diseases and epidemiological investigations. As stated in the Utah Code of Communicable Disease Rules, the reports enable the Department of Health to protect the public health, and prevent and control communicable disease. Includes investigations such as Botulism Alert Summary, Reyes Syndrome Case Investigation Report, Leprosy Surveillance, Outbreak Investigation, Infant Botulism, Pertussis Report, and Weekly Campylobachter Surveillance Report; also includes original incoming and copies of outgoing correspondence related to epidemiological investigations. The State Bureau of Epidemiology maintains the record copy of the records permanently.","Retain for 7 years after after case closed, and then destroy records.",2015-01-21,Discontinued,Health
GRS-540,Children's special health services client files,"These client files document services provided to handicapped children through various clinics such as pediatric assessment, orthopedic, neurological, cardiac, orofacial, etc. The records are transferred from local health departments to the state and back depending on clinic location. After case is closed the client file is transferred to the State Health Department. The client files include a face (summary) sheet, release of information form, application for services form, registration form, an authorization for service form, referral for services form, clinic physician's recommendation form, clinic summary and rescheduling form, progress notes, growth charts, questionnaires for parents or guardians, food record, and a client medical questionnaire.","Retain until final action, and then destroy records.",2013-03-27,Discontinued,Health
GRS-292,Chattel mortgages and indexes,"These are loans which use personal property as collateral filed with the county recorder. They include the date due, lenders name and address, mortgagor's name and address, date of mortgage, amount of loan, installment payments, date of installments, contractual agreement, list of personal property held as collateral. Chattel mortgages are obsolete. In 1965, chattel mortgages were supplanted by the Uniform Commercial Code and in 1983 all mention of chattel mortgages was removed from the statutes of the county recorder. Although these records are no longer created, they may still exist and should follow this schedule.",Permanent. Retain for 10 years. Transfer records to the archives.,2021-04-01,Current,"Intrinsically Historical,Recorder"
GRS-964,Resolutions,"These records are resolutions that are adopted by the legislative body of a municipality with the intent to establish an authority ""which must contain a statement of intent to create an airport authority; the name of the airport authority; the time and place for a public hearing; the name of the newspaper in which the resolution will be published; a designation of the airport or airports to come under the jurisdiction of the authority; and such other information concerning the proposed authority as the legislative body deems necessary or appropriate"" (UCA 17A-2-1505 (1997)).",Retain permanently. Records may be transferred to the archives.,1997-12-01,Discontinued,Airport
GRS-256,Declarations of intention,"These volumes contain completed declaration of intention forms for residents seeking to become United States citizens. A declaration of intention preceded a petition to become a citizen by two or more years. The forms included the following information: state; county; name, age, occupation, and description of applicant; place and date of birth; current residence; information on immigration (name of vessel, port arrived, date of arrival); and last foreign residence and name and title of ruler to whom he would renounce allegiance.??Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-48,State government routine administrative correspondence,"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.",2019-11-18,Current,Administrative
GRS-147,Court ordered community service files,"These files document participation in court ordered community service projects. A district, circuit, or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by which date, and any expectations; a copy of the court order; and time sheet showing how many hours are completed. The court having jurisdiction of the case retains the record copy of these records.","Retain for 1 year after resolution of issue, and then destroy records.",2024-04-29,Current,Human Resources
GRS-1496,Court ordered community service files,"These files document participation in court ordered community service projects. A district or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by which date, and any expectations; a copy of the court order; and the time sheet showing how many hours are completed. The court having jurisdiction of the case retains the record copy of these records.","Retain for 1 year after resolution of issue, and then destroy records.",1998-05-01,Discontinued,Student
GRS-901,Court ordered community service files,"These files document participation in court ordered community service projects. A district, circuit, or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by what date, and any expectations; a copy of the court order; and a time sheet showing how many hours have been completed. The court having jurisdiction of the case retains the record copy of these records.","Retain for 1 year after resolution of issue, and then destroy records.",1996-11-01,Discontinued,Human Resources
GRS-541,Communicable disease case file index,"This is an index of easily accessible basic patient and statistical information regarding reportable communicable diseases. As stated in the Utah Code of Communicable Disease Rules (2013), the information enables the Department to protect the public health, and prevent and control disease. Includes patient's case number, name, address, race, sex, and age; report source and date reported; onset date of the disease; attending physician; patient's hospital; lab results; disease specification of type, if applicable; and date the form was sent to Center for Disease Control, if applicable. Some of the diseases include amebiasis, ascariasis, botulism, campylobacter, cocciodomycosis, and Colorado tick fever. The State Bureau of Epidemiology maintains the record copy of these records permanently.","Retain for 7 years after after case closed, and then destroy records.",2015-01-21,Discontinued,Health
GRS-578,Laboratory test results,"This record is used to assist in the collection of lab test results and to complete patient medical records and verifications of diagnoses. As stated in the Utah Code of Communicable Disease Rules, the Department of Health collects this information in order to protect the public health and protect and control disease. Includes reports such as Request for Serologic Test for Syphilis, Request for Culture of Enteric Bacterial Pathogens, Request for Referred Culture Identification, Report of Antibiotic Sensitivity, Request for Agglutinations and Special Serologic Tests, Request for Miscellaneous Cultures, Request for Rabies Examination, Request for Slide Examination, and Request for Mycobacterium Examination. The State Bureau of Epidemiology retains the record for five years and then destroys.","Retain for 4 years, and then destroy records.",2015-01-21,Discontinued,Health
GRS-603,Sudden infant death syndrome (sids) case files,"This is part of a federally funded project to research the cause of Sudden Infant Death Syndrome (SIDS). This program is funded under 42 USCA 300c-12 (2012). These records investigate the family background and response to SIDS. The file includes SIDS case information, Nurse Referral Form, and notice from Medical Examiner's Office. Information includes the infant's name and birth date; the date and time found dead; the place of death; the infant's medical history; the maternal and gestation history; record of other SIDS cases in the family; socioeconomic and environmental data; the parents' names, address, dates of birth, religion, educational level, and occupation; the parents' and siblings reactions; the dates of visits; and nurse or counselor's name.","Retain for 3 years after case is closed, and then destroy records.",1992-12-01,Discontinued,Health
GRS-248,Bounty record and index,"These books document the payment of county and state bounties for the killing of various predators. To receive payment hunters completed appropriate forms and filed them with the county clerk. The clerk then issued ""a certification under the seal of his office stating the number and kind of skins involved and stating the sum person entitled"" (UCA 4-6-8 (1953)). The county clerk was also required to ""keep a record in a bounty book of all county certificates issued by him"" (UCA 4-6-11 (1953)). In 1975, the law was repealed and the responsibility was given to the Commissioner of Agriculture. Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,"Clerk,Intrinsically Historical"
GRS-777,Meeting recordings,"Audio or video recordings which document what transpired at committee and board meetings, conferences, and administrative hearings. They are usually used to create official minutes. UCA 52-4-203 (2009) requires that ""written minutes shall be kept of all open meetings."" UCA 52-4-206 (2010) states a public body that closes a meeting ""shall make a recording of the closed portion of the meeting; and may keep detailed written minutes that disclose the content of the closed portion of the meeting."" The recording is the official record of a closed meeting, and may not be transcribed for the purposes of retention. Open meeting recordings are public records and ""shall be available to the public for listening within three business days after the end of the meeting"".",Retain for 3 years after after approval of official minutes and then destroy. Closed meeting recordings are Permanent..,2014-07-21,Discontinued,Administrative
GRS-276,Petitions for naturalization,"These books contain completed federal naturalization forms. These petitions are filed by individuals declaring their intention to become U.S. citizens and who have met the residency requirements to make formal application for U.S. citizenship. A petition is the final step in becoming a United State citizen. It includes the the individual's name, residence, occupation, birth date and place; the place emigrated from; date and place of arrival, and vessel name; date and court of declaration of intention; spouse's name, birthplace, and residence; children's names, birth dates, birthplaces, and residences; and any previous applications filed. Also included are the affidavits of two witnesses, the oath of allegiance, and a court order admitting the person to citizenship. Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1691,Meeting recordings,"Audio or video recordings which document what transpired at committee and board meetings, conferences, and administrative hearings. They are usually used to create official minutes. UCA 52-4-203 (2010)requires that ""written minutes shall be kept of all open meetings."" UCA 52-4-206 (2009) states a public body that closes a meeting ""shall make a recording of the closed portion of the meeting; and may keep detailed written minutes that disclose the content of the closed portion of the meeting."" The recording is the official record of a closed meeting, and may not be transcribed for the purposes of retention. Open meeting recordings are public records and ""shall be available to the public for listening within three business days after the end of the meeting"" [UCA 52-4-203 (4)f].",Retain for 3 years after after approval of official minutes and then destroy. Closed meeting recordings are Permanent..,2014-07-21,Discontinued,Administrative
GRS-118,Vehicle registration certificates,These motor vehicle registration forms document ownership.,"Retain until final action, and then destroy records.",2018-04-30,Discontinued,Maintenance
GRS-785,Municipal bond registration files,These are the issuing agent's copies of bond registration stubs.,"Retain for 2 years, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-1797,Bank daily totals,Daily report from bank that is used for reconciliation.,"Retain for 1 year, and then destroy records.",1996-12-01,Current,Financial Management
GRS-1864,Manufacturers' statement of origins,Verification by the manufacturer of the vehicles's manufactured origin.,"Retain for 4 years, and then destroy records.",1990-07-01,Discontinued,Motor Vehicle
GRS-748,Minutes,"These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: ""the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes."" Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: ""the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting."" They may also include an official agenda. (See also Internal committee records).",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Administrative
GRS-1036,Attendance rolls,These are created by instructors to track class or activity attendance.,"Retain for 1 year, and then destroy records.",1997-06-01,Current,Parks and Recreation
GRS-1764,Computer transaction reports,"Reports showing data processing transactions that were accepted, rejected, suspended, or processed.","Retain for 2 years, and then destroy records.",1990-07-01,Current,Data Processing
GRS-1879,Full-time employee report,Report which informs users of the full-time equivalent count for each agency.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-124,Insurance adjuster's vehicle repair estimates,These are insurance adjuster's reports on repair estimates for agency-owned vehicles.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,Maintenance
GRS-1824,Refund requests,These are forms signed by customers requesting a refund of monies paid to the entity.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Financial Management
GRS-1896,Schedule six posting payroll reports,Reports from the Division of Finance indicating the status of agency payroll transactions.,"Retain for 2 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-237,Tax distribution reports,These are the monthly and yearly summary reports of appropriations of collected taxes by taxing districts.,"Retain for 3 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-1288,Bond registration files,These are the issuing agent's copies of bond registration stubs.,"Retain for 3 years after final action, and then destroy records.",1996-12-01,Current,Bonds and Bonding
GRS-1806,Cash receipt transaction form (fi-33),Cash receipt transaction forms accompanying agency deposits to the State Treasurer's Office.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Financial Management
GRS-1865,Motor pool cost files,Motor pool vehicle ledgers and work sheets providing cost and expense data.,"Retain for 5 years, and then destroy records.",1990-07-01,Discontinued,Motor Vehicle
GRS-153,Equal employment opportunity (eeo) compliance case files,These are compliance files containing background papers and correspondence relating to contractor employment practices.,"Retain for 3 years, and then destroy records.",1991-06-01,Current,Human Resources
GRS-2013,Liability risk management case files,"Case files of the reporting, investigation, and settlement of liability claims filed against the governmental agency.","Retain for 20 years, and then destroy records.",1990-07-01,Current,Security Services
GRS-1784,Natural disaster and damage survey of public buildings,Survey and analysis of damage done to public buildings during natural disasters.,Permanent. Retain for 10 years. Transfer records to the archives.,1990-07-01,Current,Facility Management
GRS-1877,State employee benefit matching money report,Listing of state matching funds paid to employee retirement and referenced by low organization number.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-1837,Warrant/check - lost,"Legal documentation explaining and justifying a lost warrant, so that a new one can be issued.","Retain for 4 years, and then destroy records.",1990-07-01,Current,Financial Management
GRS-1923,State employee financial disclosure reports,Reports and related documents submitted by individuals as required under the Public Officers' and Employees' Ethics Act.,"Retain for 5 years, and then destroy records.",1990-07-01,Current,Human Resources
GRS-1975,Approved vendor list,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.",1990-07-01,Current,Purchasing
GRS-161,Labor-management relations files,"These files document the relationship between management and employee unions or associations. They include correspondence, memoranda, and reports.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Human Resources
GRS-1885,Leave category changes,Report showing changes made if an employee does not have enough leave and payroll program must make adjustments from another category.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-1128,Sewage flow charts,These charts monitor the weekly flow of raw sewage coming into treatment plants and effluent water from the plants.,"Retain for 6 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1302,Equipment inventories files,"These files contain the annual inventory of equipment, supplies and other items owned or administered by the governmental entity.","Retain for 1 year after superseded, and then destroy records.",1996-12-01,Current,Facility Management
GRS-1861,Certificates of mileage,Certificates issued by the dealer/manufacturer certifying the mileage is accurate on each vehicle purchased by the governmental entity.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Motor Vehicle
GRS-35,Notary bond files,"These files document employees providing service to county agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.","Retain for 1 year after final action, and then destroy records.",1995-06-01,Current,Administrative
GRS-784,Municipal bond redemption registers,These are registers used to record the redemption of coupons for municipal bonds.,"Retain for 3 years after final action, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-1808,Expenditure accounting general correspondence and subject files,"Correspondence or subject file maintained by operating units responsible for expenditure accounting, pertaining to their internal operations and administration.","Retain for 2 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1139,Water main charts and indexes,"These charts show the locations of all water mains, valves, hydrants, and water services to property owners in a given area.",Retain permanently. Records may be transferred to the archives.,1989-12-01,Current,Public Utilities
GRS-1780,Construction plans in-review,Preliminary designs and specifications prepared by architectural firms for review by state agency.,"Retain for 1 year after final action, and then destroy records.",1990-07-01,Current,Facility Management
GRS-670,Capital project status report,"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.",1994-06-01,Current,Public Works
GRS-708,Owner project files,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.",1992-03-01,Current,Redevelopment
GRS-923,Promotional tests,"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.","Retain for 2 years, and then destroy records.",1996-11-01,Current,Human Resources
GRS-213,Property information report,"This are lists of all parcels within the county. The report includes serial number, owner's name, address, taxing district and land description.","Retain for 2 years after superseded, and then destroy records.",1991-06-01,Current,Assessor
GRS-946,Medical and dental insurance claim files,"These files contain medical and dental claims submitted by employees. They are used to track payment of the claims, and for cost analysis of insurance programs.","Retain for 4 years, and then destroy records.",2011-11-01,Current,Risk Management
GRS-1819,State performance bonds,Bonds made payable to the state conditional to the performance of all activity requirements and state and federal law.,"Retain for 7 years after resolution of issue, and then destroy records.",1990-07-01,Current,Financial Management
GRS-2004,Public presentations files,"Speeches, addresses, and comments. Remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies.",Permanent. Retain for 7 years. Transfer records to the archives.,2006-02-01,Current,Public Affairs
GRS-665,Zoning ordinances,"These ""land use and development"" ordinances provide standards for development for ""land use and development"". They have been approved by both the planning commission and the county commission.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Discontinued,Planning and Zoning
GRS-190,Vendor list,"This is a list of vendors providing goods and services to the governmental entity. It usually includes names of vendors, addresses, phone numbers, and descriptions of goods or services provided.","Retain until superseded, and then destroy records.",1991-06-01,Current,Purchasing
GRS-663,Subdivision review case files,These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with applicable development ordinances and standards.,Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Planning and Zoning
GRS-469,Fatal fire investigation case files,"These case files document all investigations into fires causing fatalities. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake a complete investigation.",Retain permanently. Records may be transferred to the archives.,1996-01-01,Current,Fire Department
GRS-446,Enforcement case files,These case files document housing and zoning complaints. They are used to document actions concerning the complaints and for reference purposes. They are arranged by address or name of complainant.,"Retain for 5 years, and then destroy records.",1991-12-01,Current,Building Inspection
GRS-216,Property tax collection report,"This is a report of personal property tax collections. The report includes account number, tax year, taxing district, business or farm name, date, time, receipt number, amount, daily totals, and grand totals.","Retain for 2 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-282,Campaign financial disclosure statements,"These are financial reports required to be submitted by all candidates and political parties running for an elected office. Information includes donors and contributions, and campaign expenditures.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Current,Clerk
GRS-219,Collection case files,"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.",1992-03-01,Current,Legal
GRS-109,Vehicle usage report,"This is a report of private and government vehicle usage. It is used for both maintenance and planning purposes. Information includes date, list of repairs needed and action taken, miles traveled, problems, and driver's name.","Retain for 3 years, and then destroy records.",1991-06-01,Current,Maintenance
GRS-445,Demolition case files,These case files document government ordered and privately initiated demolitions of substandard and/or hazardous buildings. They are used for research and litigation purposes. They are usually arranged by address.,Retain permanently. Records may be transferred to the archives.,1991-12-01,Current,Building Inspection
GRS-1160,Developer review files,"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.",1989-09-01,Current,Public Works
GRS-1298,Tax rate summary sheets,"These report forms are submitted to the county auditor reporting on desired tax levies for property taxes. They include proposed tax rate worksheet, tax rate summary, a certified tax rate worksheet, and a budget affidavit.","Retain for 2 years, and then destroy records.",1996-12-01,Current,Budget
GRS-791,Municipal revenue bonds,These bonds are issued by the city council payable solely from revenues attributable to the extension and improvement to revenue producing facilities (UCA 11-14-306 (2006)).,"Retain for 1 year after final action, and then destroy records.",1996-11-01,Current,Bonds and Bonding
GRS-1436,Substitute teacher files,"These files document persons eligible to be hired as substitute teachers. They include an application form, fingerprints and criminal history check, some transcripts (or other verification of credit hours), and a record of previous substitute teaching.","Retain for 3 years after separation, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1010,Municipal appointment files,"These files document the appointment of persons to advisory boards and committees established by the City Council or Mayor, usually by resolution, or policy and procedure. These files may include letters of recommendation, letters of appointment, resumes, and related correspondence.",Retain permanently. Records may be transferred to the archives.,1996-12-01,Current,Clerk
GRS-252,Commission agenda files,"These files document the public notification of regular and special commission meetings. The files include agenda (containing date, time, location of meeting, items to be discussed) and completed forms requesting items to be included on the agenda.","Retain for 5 years, and then destroy records.",1991-03-01,Current,Clerk
GRS-321,Cell capacity reports,"These reports provide a summary of information on the jail population at specific times. They include the category of person, offense, arresting agency and they are used for jail management.",Permanent. Retain for 3 years. Transfer records to the archives.,1991-12-01,Current,Law Enforcement
GRS-1894,Schedule six planning report,"Compilation of position control files, which keep track of positions that have been authorized by the Department of Human Resource Management, used for budget justification and planning. Information includes number of positions and their cost.","Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-551,Emergency response hazardous waste case files,"These case files document the investigation of hazardous waste incidents including the cleanup, the process and the proper waste disposal. Information includes complaint, incident, spill, response, and remediation details.",Retain permanently. Records may be transferred to the archives.,2020-01-27,Current,Health
GRS-1023,Oaths of office,"These files contain copies of signed oaths required of all officials, whether elected or appointed, before entering the duties of their respective offices.",Retain permanently. Records may be transferred to the archives.,1996-12-01,Current,Clerk
GRS-3,Annual or official reports,"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.",Retain permanently. Records may be transferred to the archives.,2018-04-16,Current,Administrative
GRS-317,Vehicle accident reports,"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.",1991-12-01,Current,Law Enforcement
GRS-1969,Complaint investigation files,Initial documentation of complaints that result in an investigation of an employee but do not result in disciplinary action.,"Retain for 7 years after separation, and then destroy records.
OR
Retain for 7 years after case is closed, and then destroy records.",2018-05-01,Current,"Human Resources,Law Enforcement"
GRS-686,Interlocal agreements,"These are agreements between the county and municipalities within the county to provide public works services. They include date, city's name, provisions of the agreement, payments to be made, and signatures of county commission chair, county clerk, and city representatives.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",1994-06-01,Current,Public Works
GRS-958,Engineer daily log books,These daily log books are kept by inspectors and project engineers on the progress of each airport construction as required by the Federal Aviation Administration (FAA). They are used for verification purposes of what happened on a particular day.,"Retain for 7 years after end of project or program, and then destroy records.",1989-07-01,Current,Airport
GRS-1221,Dispatch logs,"This is a daily log maintained on all dispatch activity. It is used for budget and planning purposes and to document activities of the dispatch office. It includes names of personnel working, time, shift, and a summary of daily events.","Retain for 2 years, and then destroy records.",1997-12-01,Current,Fire Department
GRS-1253,Equipment standards guide,"These are standards developed for equipment purchases. They are used to ensure the most efficient expenditure of district funds. The standards are normally organized by subject and include an item-by-item description, estimated or guaranteed price, and quantity allowed.","Retain for 1 year, and then destroy records.",1996-12-01,Current,Administrative
GRS-1909,Testing materials,"Tests taken by applicants who have met the minimum requirements for a state position. Includes tests, test keys, applicants' answer sheets, test scores, and any other documents related to the testing process.","Retain for 3 years, and then destroy records.",2006-04-01,Current,Human Resources
GRS-1133,National pollutant discharge elimination system permits,"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.",Retain permanently. Records may be transferred to the archives.,1997-12-01,Current,Public Utilities
GRS-1364,Prior payment report,"This report lists all payments made to individual vendors. The report includes vendor number and name, 1099 flag (for purchases over $600 which require an Internal Revenue Service form), purchase order number, invoice number, account number, check number, and check date.","Retain for 3 years, and then destroy records.",1996-08-01,Current,Purchasing
GRS-1434,Americans with disabilities act (ada) accommodation requests,"These requests are made by individuals for disability accomodations. They include medical data about the person, accomodations made, denials, appeals, and other information about accomodation requests from service, program, or activity recipients, including applicants, employees and volunteers.","Retain for 5 years after separation, and then destroy records.",1998-05-01,Current,Human Resources
GRS-782,Bond anticipation notes,These are notes used by local government agencies pursuant to an appropriation resolution for bonds in anticipation of payable ad valorem taxes and constitute a full obligation of the entity.,"Retain for 1 year after resolution of issue, and then destroy records.",1996-11-01,Current,Bonds and Bonding
GRS-284,Election canvasses,"These are the official canvass of primary, general, or special elections which provde a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, votes tallied by district, and totals.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Current,Clerk
GRS-716,Groundwater monitoring report,"This is a report completed according to the groundwater monitoring schedule contained in the landfill permit. Includes samplers name, date samples were taken, well locations, quality control and chain of custody documents, analytical results, statistical analysis results, comments and signature.",Retain permanently. Transfer records to the archives.,1995-11-01,Current,Solid Waste
GRS-1116,Utility connection books,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.,Retain permanently. Transfer records to the archives.,1989-12-01,Current,Public Utilities
GRS-1406,Operation manuals,"These are manuals on the operation of all equipment within district (e.g., heating and cooling systems). They are used to properly maintain and repair district equipment. They include model numbers; serial numbers; manufacturer's name, address, and telephone number; maintenance instructions; parts listings; and schematics.","Retain until superseded, and then destroy records.",1997-06-01,Current,Facility Management
GRS-624,Mosquito bite count reports,"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.",1996-01-01,Current,Mosquito Abatement
GRS-793,Municipal special improvement bonds,"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.","Retain until final action, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-1145,Water flow annual recorder charts,"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.,1997-12-01,Current,Public Utilities
GRS-2001,Public information files,"These are files of information which an agency collects on a particular topic and which relate to the agency's interaction with the public. Contents may include newspaper clippings, public opinion polls, studies and reports, or any other materials collected topically to assist the agency.","Retain for 1 year after end of project or program, and then destroy records.",1990-07-01,Current,Public Affairs
GRS-416,Senior center emergency cards,"These are cards on all senior center members. They are used to contact senior center member's next of kin. They include member's name, address, birth date, telephone, whether they are a member, health information, name and telephone number of next of kin.","Retain for 1 year, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-715,Gas emissions monitoring report,"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.,1995-11-01,Current,Solid Waste
GRS-792,Municipal notary bonds,"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)).","Retain for 3 years after resolution of issue, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-655,Board of adjustment case files,These case files document the zoning activities of the Board of Adjustment. They are used to document the cases brought before the Board of Adjustment and its decisions. They contain the original application; findings and order; correspondence; and any exhibits such as plot plans or elevations.,Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Planning and Zoning
GRS-704,Facade project files,"These files document the regranting of funds to restore exteriors of architecturally important structures in project areas. These grants are totally funded grants made to individual property owners for separately assessed structures. The files include a work contract, photographs, and related correspondence.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Redevelopment
GRS-633,Light trap report,"These reports document the number of mosquitoes that are trapped each night in light traps. This information is used to determine spraying success and whether spraying should be repeated. The reports include date and time, location, truck number, trap number, date, weather conditions, and number of mosquitoes trapped.","Retain for 2 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-1134,Water flow weekly recorder charts,"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.","Retain for 3 years, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1118,Cross connection control survey files,"These files monitor potential or actual water system health hazards within specific premises. They are used to determine compliance with state laws, schedule surveys, and to write reports. They include various reports, surveys, and related correspondence.","Retain for 3 years, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1016,Easement files,"These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.",Retain permanently. Transfer records to the archives.,1988-03-01,Current,Clerk
GRS-950,Special assessment books,"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.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Special Assessment
GRS-1789,Government construction as-built plans and specifications,"Final plans and specifications for approved and constructed buildings, facilities, roads, and bridges. Documents construction of new buildings, facilities, and infrastructure as well as renovation of owned buildings and rented buildings.",Permanent. Retain until final action. Records may be transferred to the archives.,2014-08-01,Current,Facility Management
GRS-707,Litigation files,"These files document lawsuits filed against the Redevelopment Agency concerning redevelopment projects. They contain related correspondence, research materials, copies of all official court filings (complaints, answers, judgments, etc.), copies of depositions, and attorneys' notes. Usually the county attorney maintains the record copy of all lawsuits.",Retain permanently. Records may be transferred to the archives.,2020-02-26,Discontinued,Redevelopment
GRS-651,Supervisor's daily/weekly reports,"These report forms are compiled daily or weekly by each crew supervisor. They are used for budget planning and developing future plans. They include date, crew name, purpose of job, list of crew members, hours worked, pay amount per hours worked, total cost of labor, equipment used, and amount of rental equipment.","Retain for 1 year, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-373,Release orders,"These are the orders for the release of persons committed to the county jail. They include the defendant's name, order date, court, any conditions for release (i.e., date and time of release), and judge's signature. In some counties they become part of prisoner's packet.","Retain until final action, and then destroy records.",2015-08-21,Discontinued,Sheriff
GRS-623,Aerial spray reports,"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.,1996-01-01,Current,Mosquito Abatement
GRS-1171,Trouble control report,"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.","Retain for 7 years, and then destroy records.",1989-09-01,Current,Public Works
GRS-783,Municipality bond issue files,"These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.",Retain permanently. Records may be transferred to the archives.,1996-11-01,Current,Bonds and Bonding
GRS-671,"Class ""b"" road funding project files","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.",1994-06-01,Current,Public Works
GRS-1759,Transitory correspondence,"Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short-term interest. Transmittal correspondence, including email, is transitory unless part of another process. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.","Retain until resolution of issue, and then destroy records.",2018-07-12,Current,Communication
GRS-440,Building permit registers,"These registers are usually computer printouts, but may include books listing all issued building permits. The register is arranged chronologically and includes the name of the owner, name of contractor, address, date, and general use of building. Prior to 1950, the permit register may be the only record of the issuance of building permits.",Retain permanently. Transfer records to the archives.,1991-12-01,Discontinued,Building Inspection
GRS-405,Homebound cards,"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.",1992-12-01,Current,Aging and Adult Services
GRS-1081,Firearms inventory cards,"These card files list all firearms in the law enforcement entity's inventory. Cards contain name of manufacturer, serial number, model, caliber, to whom issued, by whom issued and date. Files also show illegal weapons that cannot be resold, and guns not serviceable which are used for training purposes.","Retain for 2 years after final action, and then destroy records.",1989-12-01,Current,Law Enforcement
GRS-646,Recreational facility files,"These files document each recreational facility (i.e., parks, golf courses, fair grounds). They are used to maintain a record of construction and renovation projects in each facility for historical and informational purposes. They may include correspondence, architectural drawings, contracts, specifications, newspaper clippings, histories of individual facilities, and photographs.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Parks and Recreation
GRS-1169,Survey field books,"These books contain the original field notes of survey parties' daily survey measurements. The notes are a constant source of information for design surveys, civic improvement, benchmarks, elevations, property surveys, and for updating measurements and information on atlas plats. They include survey measurements, elevations, and grade with some sketches of the area.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Public Works
GRS-419,Senior centers' monthly report,"This is a monthly report on senior center activities. It is used to compile quarterly reports for the State Division of Aging Services. This report includes senior center name, date, actual service units provided, service (general category access service, in-home, community service, other services, meals, and transportation), year-to-date budget, actual budget, and current budget.","Retain for 4 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-209,Personal property audits,"These are audits conducted on personal property by the State Tax Commission. Their results are reported to the county assessor. Information is usually more specific than that contained on the Personal Property Affidavits. The audits include the business name, address, serial number, auditor's name,property type, supply list, equipment, cost, assessed value and any additional comments.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-604,Swimming pool bacteriological analyses results,"These are test results for the inspection of public swimming pools to ensure that they comply with the requirements of UCA?? 26-15-2(2)??(2007). These results include the county name, water supply source, the date the sample was collected, the lab number where tested, the individual name collecting the sample, and the test results.","Retain for 4 years, and then destroy records.",1992-12-01,Current,Health
GRS-1136,Sewer main location plats,"These are plat drawings of each municipal street detailing all sewer mains in the municipality system by area number. They are used to locate sewer mains. The plats include drawings of all sewer mains in municipal system showing depth of sewer mains, percentage of grade, location of lateral connections and sewer manholes, and size of lines.","Retain until superseded, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1156,Monthly weight reports,"This is a graph showing amount of refuse collected per day, week, month, and the percentage of time used for collection. The graph is used for budget purposes and evaluation of tonnage for each route. They include frequency of pickups at scalehouse, time estimated, arrival time, and total tonnage collected per month with average collected per truck.","Retain for 2 years, and then destroy records.",1989-09-01,Current,Public Works
GRS-1192,Housing and urban development historical properties grant files,"These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These granted fund projects deal with historic preservation, employment survey and environmental review. These files include copies of the plan, copies of the original grant, final report, resolution, copies of council minutes, and related correspondence (24 CFR 58 (1993)).",Retain permanently. Records may be transferred to the archives.,1997-12-01,Discontinued,Redevelopment
GRS-653,Adopted comprehensive development plans,"These are comprehensive plans for local development adopted by the commission. The plans serve as a guide for decision-making on re-zoning and other planning proposals and as the goals and policies of entities attempting to guide land use in local jurisdictions. The plan may also include maps, plats, and charts.",Retain permanently. Records may be transferred to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-142,Wage survey files,"These files contain wage survey reports and data, working papers and related correspondence pertaining to area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis of wage surveys; development and implementation of wage schedules; and development of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).","Retain until superseded, and then destroy records.",1991-06-01,Current,Payroll
GRS-452,Equipment run logs,"These logs record information on each run (fire, medical, public assistance) and each apparatus used (ladder, engine, rescue unit) in each station. It is used to compile annual statistical reports for projecting future service, budget needs and planning for future liability. These logs include time of occurrence, address, run number, time in service, type of run, and equipment used.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-266,County license books,"This is a record of all business licenses issued by the county. ""The governing body of a county may license for the purpose of regulation and revenue any business within the unincorporated areas of the county"" (UCA 17-53-216 (2008)). The type of licenses recorded in these books may vary according to the county issuing and when license was issued.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-43,Constitution and bylaws,"These are the charters, and constitution and bylaws of governing bodies. They establish the organization and operational procedures for the board. They usually include date of adoption and amendments, description and purpose of board, membership, description and responsibilities of board's positions, meeting frequency, voting procedures, explanation of what constitutes a quorum, and the establishment of procedural rules.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Administrative
GRS-706,Housing and urban development historical properties grant files,"These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These granted fund projects dealing with historic preservation, employment survey, and environmental review. These files include copies of the plan, copies of the original grant, final report, resolution, copies of council minutes, and related correspondence (24 CFR 58 (1993)).",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Redevelopment
GRS-211,Personal property and vehicle tax notice,"This is a notice sent to taxpayers for personal property or vehicle taxes. It includes name, address, identification number, property description, quantity, taxable value, total personal property value, tax rate, tax amount, any interest due on taxes, total tax amount, balance due, and a date payable. Upon payment of taxes and validation, the tax notice becomes the personal property receipt.","Retain for 3 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-605,Swimming pool inspection report,"This is a report on the inspection of public swimming pools as required by Utah Code 26-15-2(2)(2007). This report form includes the pool name, pool address, owner's name, operator's name, the date and time of the inspection, the number of bathers during the inspection, inspector's name, and inspection results.","Retain for 4 years, and then destroy records.",1992-12-01,Current,Health
GRS-468,Emergency services billings,"These are billings for transporting patients treated by Emergency Medical Services (EMS) personnel. Patients are billed ambulance costs for transporting to hospital facilities. They include account number, incident number, service date and time, patient information, insurance information, next of kin information, information on responsible party, services provided and charges, signature authorizing insurance payments, and signature of patient or next of kin recognizing financial responsibility.","Retain for 4 years, and then destroy records.",1996-01-01,Current,Fire Department
GRS-953,Special tax refund books,"These books are used to record the payment of refunds for the overpayment of special taxes. They contain the name of special tax project, extension number, page number, owner, lot number, block number, plat or subdivision, number of front feet, refund per feet, date refunded and amount, total abatement refunds, revenue, and surplus for project.","Retain for 3 years after final action, and then destroy records.",1989-03-01,Current,Special Assessment
GRS-1148,"Class ""c"" road funding project files","These project files document the funding for Class ""C"" roads. CLass ""C"" funding is money allocated to each municipality from the Transportation Fund ""under rules made by the department"" (of Transportation) (UCA 72-2-108 (2008)). The files include amount of funds allocated and how they were spent for each project (man-hours, vehicle usage, and material used).","Retain for 3 years, and then destroy records.",1989-09-01,Current,Public Works
GRS-717,Inspection notification report,"This inspection report notifies landfill whether material was incorrectly rejected or hauler incorrectly charged. It is used to correct errors and to improve operating procedures. It includes date and time, inspector's name, location, hauler, license/truck number, transaction number, vehicle, material, contact phone number, whether an adjustment is to be made, tip fee, pictures (y/n), and any relevant comments.","Retain for 3 years, and then destroy records.",1995-11-01,Current,Solid Waste
GRS-1222,Dispatch tape recordings,These are twenty-four hour tape recordings of incoming and outgoing telephone or radio calls made to and from the dispatch office. They are used to document the actions of dispatch personnel. The tapes are rotated on a regular basis. Portions of the tapes concerning questionable cases are transferred to cassette tape recordings.,"Retain for 30 days, and then destroy records.",1997-12-01,Current,Fire Department
GRS-270,Notaries public index,"This is an index to all notaries public in the county. After the county clerk receives ""certification of notaries public from the Division of Corporations and Commercial Code,"" he shall ""keep and maintain an indexed record"" of notaries public within the county ""showing the names of all persons holding notarial commissions, with the dates of issuance and expiration"" (UCA 17-20-3 (2003)).",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1155,Municipal intersection case files,"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.",1989-09-01,Current,Public Works
GRS-1495,Monthly homeless children and youth statistical report,This monthly report is submitted to the State Office of Education (USOE) on homeless children and youth served by the district. It is used to document the utilization of federal Education for Homeless Children and Youth Grants distributed by USOE. The report includes number of homeless children and youth served and how homeless funds were being used.,"Retain for 2 years, and then destroy records.",1998-10-01,Current,Education
GRS-1407,Construction case files,"These case files document the construction of new district buildings and addition to existing structures. They include architect's field reports; performance bonds; construction charges; insurance certificates; observation reports; various inspections (fire marshal's, construction inspection; district inspections); completion certificates; correspondence with property owner(s), architect, and contractors; certificates of completion; and other related correspondence.","Retain for 6 years after after completion of project, and then destroy records.",1997-06-01,Discontinued,Facility Management
GRS-1462,Annual career ladder reports,This report is completed once a year by each district. Plans for the Career Ladder program and funds are reported and approved by the State Board of Education in the summer and fall and end-of-year reports made in June. The databases compiled from these reports record district comparisons on both district plans and end of year report.,Retain permanently. Records may be transferred to the archives.,1998-05-01,Discontinued,Human Resources
GRS-2031,High profile criminal case files,"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.",Retain permanently. Transfer records to the archives.,2017-09-01,Current,"Law Enforcement,Legal"
GRS-454,Exposure reports,"This report is completed when a fire fighter is exposed to toxic fumes, smoke, or chemicals during the course of fire fighting. It is used to verify exposure in case of illness. It includes employee's name, position, station, address where injury occurred, name and type of occupancy, date and time of exposure, incident number, description of exposure, duration of exposure, symptoms present, date and signature of employee, and date and signature of supervisor.","Retain for 30 years, and then destroy records.",1996-01-01,Current,Fire Department
GRS-403,Senior center food delivery report,"This is a report on the condition of foods delivered to senior centers. It is used for compiling reports and for future planning. The report includes center name, date, time food arrived at center, temperatures for milk and hot and cold foods, homebound and congregate meals, time homebound meals left kitchen, a list of any missing items, a list of any additional foods, any comments from center staff and clients, and suggestions.","Retain until completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-208,Business personal property affidavits,"These are forms sent to businesses to report personal property. In some counties the form is returned to the county assessor for computation of tax, in others, taxpayer computes his own taxes and return payment with form. The affidavits include serial number, taxable property location, equipment listing, trade fixtures, other personal equipment, purchase price, rented and leased equipment listings, rent/lease payments, business license number, and sales tax number or taxpayer number.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-1138,Water consumption monthly reports,"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.","Retain for 1 year after completion of publication or report, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-642,Premium books,"These books are generated for each county fair and used by exhibitors to determine entry procedures. The premium book states the types of categories for entry and the rules to win. They are sent to previous-year exhibitors and specific requesters. The information in the book includes entry dates, fees, map of fairgrounds, entry blanks, scheduled entertainers, information on contests, and classes available for entry.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Parks and Recreation
GRS-948,Notices of intention,"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)).","Retain for 2 years after final action, and then destroy records.",1989-03-01,Current,Special Assessment
GRS-1126,Environmental protection agency (epa) grant files,"These are project files maintained for monies granted to the state of Utah and then distributed to individual local government entities. The files document the expenditures of these funds. They include a detailed listing of disbursements, receipts, grant modifications, related correspondence, and a copy of the original grant (40 CFR 30.501). The State Health Department's copy is maintained permanently.","Retain for 3 years after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-420,Senior centers' quarterly report,"This is a quarterly report on all service units provided at senior centers. It is submitted to the aging and adult services administrative office and is used to compile reports for the State Division of Aging. This report includes senior center name, date, actual service units provided, service (general category access service, in-home, community service, other services, and transportation), year-to-date budget, actual budget, and current budget.","Retain for 4 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-239,Final value and tax rate state report,"This is a report of property tax adjusted values and tax rates after equalization. It is submitted to the State Tax Commission by March 1 of the following year. It includes date, county code, area code, tax rate, numbers and taxable values of all centrally-assessed values (transportation and utilities), locally-assessed values (residential, commercial, industrial, and agricultural real estate and mobile homes), relief values (veterans, blind, etc.), and totals.","Retain for 4 years, and then destroy records.",1994-06-01,Current,Auditor
GRS-995,Construction statistical reports,"These reports are a monthly summary of construction and demolition activity in terms of permits, cost, and housing units. They are created from information compiled from the permit invoices and show the comparison to the same month for the previous two years. They are used for statistical analysis of current development trends. This information is submitted to both the U.S. Census Bureau and Utah Bureau of Economic and Business Research.","Retain for 2 years, and then destroy records.",1988-12-01,Current,Building Inspection
GRS-57,General obligation bonds,These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. They constitute a full general obligation of the governmental entity for the prompt and punctual payment of principal and interest. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the legislative body (Utah Code 17-17-1 (2019)).,"Retain for 1 year after resolution of issue, and then destroy records.",1991-06-01,Current,Bonds and Bonding
GRS-827,State treasurer's pooled investment reports,"These are reports issued by the State Treasurer no less often than quarterly to each entity that deposits monies with the State Treasurer to be invested, per the State Money Management Act (Utah Code 51-7-9 (1984)). The reports detail deposits made by the participating entity as well as the activities, investments, and performance of the State Treasurer's office on behalf of that entity.","Retain for 3 years, and then destroy records.",1989-03-01,Current,Financial Management
GRS-1891,Retirement files,Reports and register control documents relating to retirement.,"Retain for 10 years after separation, and then destroy records.",2015-07-10,Discontinued,Payroll
GRS-1196,Non-approved redevelopment plans,"These are project area plans in accordance with the provisions of Utah Code 17C-2-103(2019). The agency is required to conduct examinations, investigations, and other negotiations regarding the plan. The plan ""is consistent with the general plan of the community in which the project area is located and show that the project area development will conform to the community's general plan"".","Retain for 2 years, and then destroy records.",2023-08-28,Discontinued,Redevelopment
GRS-1234,Fire investigation reports,"These reports are completed daily and monthly on all fire investigations. They are used for investigative purposes and for identifying trends in arson incidents. They include date and time of investigations, fires investigated, cause of fire, whether arrests or convictions are made, time spent in court and/or special investigations, training received, flammable liquid and hazardous chemical incidents, tank inspections, consultations, and any special assignments completed.","Retain for 6 years, and then destroy records.",2018-04-20,Current,Fire Department
GRS-509,Library holdings catalog,"This catalog serves as a finding aid for library users in locating library materials currently in library collection. Manual card catalogs have been replaced in many library with on-line catalogs. These catalogs are constantly being updated as materials are added and withdrawn. The information includes call number, author, title, publisher, number of copies, date, and subject headings. Computer catalogs also include number and status of copies (on shelf, checked out, and date due).","Retain until final action, and then destroy records.",1993-12-01,Current,Library
GRS-548,Detail collections statement,"This is a monthly statement sent to the Department of Health reporting the amount of fees collected by the local health departments from patients or clients on state contracts. This statement includes the local health department name, month, the allocation of collections by contract or program type, the type of collection (vital statistics, patient fees, etc.), the amount of the collections, and the total amount collected.","Retain for 3 years after final action, and then destroy records.",1992-12-01,Current,Health
GRS-1110,Bacteriological quality analyses reports,"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.","Retain for 5 years after superseded, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1153,Driver and route check list,"These files contain an annual evaluation form completed on each garbage truck driver to show driving ability and knowledge of street routes. They include name of driver, date, vehicle number, route number, list of vehicle equipment to be checked before starting engine, list of items to be checked at completion of shift, results of road test, and comments concerning attitude, cooperation, route appearance, etc.","Retain for 2 years after until separation, and then destroy records.",1989-09-01,Current,Public Works
GRS-409,Homemaker program case files,"These case files document the participation of persons in the Homemaker Program. This program provides homemaker assistance to low income disabled persons or persons over the age of sixty. The client is billed according to ability to pay. The files include an eligibility declaration, long term support form, client rights form, personal care/in-home rehabilitation form, actual number of hours spent per client, and any related correspondence.","Retain for 4 years after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-47,Indemnification agreements,"Indemnification or hold harmless agreements involve the assumption of liability through contractual agreement. A party intending to use, ride in, or otherwise occupy government property, agrees to eliminate any liability on the part of the governmental entity in the event that any accident of injury occurs while they are using, riding in, or occupying government property. An example is a ""hold harmless agreement"" which passengers fill out when they ride along with deputies in police department vehicles.","Retain for 2 years, and then destroy records.",2011-01-01,Current,Administrative
GRS-406,Homebound meals case files,"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.",1992-12-01,Current,Aging and Adult Services
GRS-555,Expenditures summary statement,"This is a monthly statement sent to the state Department of Health to bill for expenses incurred on state contracts. This statement includes the name of the local health department, month and year, allocation of expenditures by contract type, expenditure category (wages and salaries, fringe benefits, etc.), total amount of expenditures, amount of the collection received, the net amount of expenditures, and date and signature of the certifying official.","Retain for 3 years after final action, and then destroy records.",1992-12-01,Current,Health
GRS-1712,Open meeting recordings,"Audio or video recordings document what transpired in open meetings of public bodies and are the official record of the meeting until and unless written meeting minutes are approved. Recordings used in place of written minutes in accordance with Utah Code 52-4-203(2)(b) are meeting minutes and are subject to the general retention schedule for open meeting minutes and public materials (GRS-1709), per Utah Code 52-4-203(6)(2018).","Retain for 3 years after approval of written minutes, and then destroy records.",2014-07-01,Current,"Administrative,Meeting Minutes"
GRS-2035,High profile civil case files,"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.",Retain permanently. Transfer records to the archives.,2020-02-26,Current,Legal
GRS-362,Impounded vehicles reports,"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.",1991-12-01,Current,Law Enforcement
GRS-46,Proof of publication files,"When a statute, court order, or judge requires publication of a document or notice in a local newspaper (UCA 78B-5-613 (2009)) evidence of the publication may be given by the affidavit of the publisher along with a copy of the document or notice and specification of the dates of publication. These files may contain proof of publication affidavits, copies of actual newspaper notices and related evidence of the publication.","Retain for 6 years after completion of publication or report, and then destroy records.",2006-07-01,Current,Administrative
GRS-263,County clerk fee books,"These books record the collection of fees by the county clerk. They are used to compile reports for the county commission and the court administrator's office. These fees are usually court and marriage license fees, but through the years county clerks have been required to collect other fees. The books contain the date, name of the person making payment, purpose of payment, receipt number, amount and totals. The county clerk shall ""keep a fee book as provided by law"" (UCA 17-20-4 (2001)).","Retain for 4 years, and then destroy records.",1991-03-01,Current,Clerk
GRS-1141,Water treatment plant operational reports,"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.","Retain for 5 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-293,Condominium filings and indexes,"The county recorder is required to maintain an index ""whereby the record of each condominium project contains a reference to the declaration, each conveyance of, lien against, and all other instruments referring to a unit affected by such declaration, and the record of each conveyance of, lien against, and all other instruments referring to a unit shall contain a reference to the declaration of the property of which the unit is a part"" (UCA?? 57-8-12(2)??(2004)).",Retain permanently. Transfer records to the archives.,1991-09-01,Current,Recorder
GRS-441,Residential building plans,"These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use by contractor to complete detail work providing type, grade, brand of materials to be used employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.","Retain for 1 year after final action, and then destroy records.",1991-12-01,Current,Building Inspection
GRS-557,Family planning needs assessment reports,"This is a report submitted to the State Bureau of Family Planning showing the needs for family planning funds and the performance plan for the upcoming year. It is used in distributing grant money. It includes the local district name, the number of births to teens out of wedlock, abortion numbers, the infant mortality rate, the number of births in families below 150 percent of poverty, and the increase or decrease of each category from the previous year. The record copy of this report is retained by the State Bureau of Family Planning permanently.","Retain for 1 year, and then destroy records.",1992-12-01,Current,Health
GRS-1124,Discharge monitoring and water reclamation plant reports,"These are monthly and quarterly reports on the daily operations of treatment plants. They are submitted to the State Bureau of Water Pollution and to the Environmental Protection Agency (EPA). These reports are a record of the average amount of pollution discharged into the waters of the municipality from National Pollutants Discharge Elimination System (NPDES) permit holders. They document the daily operations of the Water Reclamation Plant such as sewage flow, grit removal, chlorine usage, residuals, digester gas products, and lab analytical results (40 CFR 122.41(j)(2) (2006)).","Retain for 5 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-718,Load inspection report,"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.",1995-11-01,Current,Solid Waste
GRS-422,Title v quarterly report,"This is a quarterly report that is submitted to the U.S. Department of Health and Human Services on persons employed through the Senior Community Service Program. It includes the sponsor's name and address, month and year, program number, agreement number, subproject number, project period, number of enrolled positions established, unsubsidized placement goal, number of enrollees and enrollment levels, job inventory, categories indicating services to general community and services to elderly community, enrollee characteristics (sex, education, race/ethnic group, income, age), signature, date, and may include an attached narrative report.","Retain for 2 years after final action, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-174,County public disclosure statements,"These statements are required to be filed by elected or appointed county officials to disclose any actual or potential conflict of interest in accordance with UCA 17-16a-5 (2012). They include date, employees name and address, name and address of person or business entity being assisted, or in which appointed or elected official has a serious substantial conflict; and a brief description of the transaction as to which service is rendered or is to be rendered and the nature of service performed or to be performed (UCA 17-16a-5(3) (1993)).","Retain for 5 years, and then destroy records.",1995-09-01,Discontinued,Human Resources
GRS-1011,Municipal campaign financial disclosure statement files,"These are financial statements required by law to be completed by municipal candidates in accordance with UCA 10-3-208 (2012). Each candidate for municipal office is required to report their itemized and total campaign contributions and expenditures at least once within two weeks before the election. The financial report must identify each contribution over $50, the donor's name, and amount; and for each expenditure, the name of the recipient, and the amount of the expenditure. An ordinance should be adopted by each first and second class city and each third class city having a population of 10,000 or more, establishing campaign finance disclosure requirements for candidates for municipal offices.",Retain permanently. Transfer records to the archives.,1997-12-01,Discontinued,Clerk
GRS-1709,Open meeting minutes & supplementary materials,"Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed, or decided, and votes taken (Utah Code 52-4-203(2014)). This retention schedule includes agendas, notices, any public materials distributed or presented during the meeting, as well as meeting packets or other documents in final form distributed to body members prior to or during the meeting in order to provide context for matters proposed, discussed, or decided. May include public and non-public materials.",Retain permanently. Records may be transferred to the archives.,2014-07-01,Current,"Administrative,Meeting Minutes"
GRS-683,Flood control permit applications,"These applications are completed by developers and homeowners requesting a permit to construct within a flood plain. They are also required for the construction of any facility or discharge of any runoff into specific facilities. The permit provides that the structure or operation covered could be stopped, removed or destroyed by the governmental entity in a flood emergency and that all structures are subject to inspection at permittee's cost. The applications include firm's or individual's name, address, and telephone number; proposal's description, including construction type, purpose, location (including engineering calculations, and any special conditions); grantee's signature; date; recommendations on whether request should be approved or denied; and (if approved) director's signature.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Current,Public Works
GRS-618,"Women, infants, and children (wic) children's participant files","These files document the participation of children in the Women, Infants, and Children (WIC) Program. The purpose of the program is to provide supplemental foods and nutrition education to low income families in accordance with the provisions of 7 CFR 246??(1993). This program is open to children between the ages of one and five. These files include the nutritional education record, lost or stolen WIC Voucher/ID Card Report, WIC certification form, nutrition care plan, nutrition education information, WIC participant responsibilities agreement, turnaround change order, family enrollment form, growth charts, infant/child medical history, nutrition history, and correspondence.","Retain for 10 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-1760,Local government routine administrative correspondence,"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, including email, that is related to a core function with an associated retention schedule should follow that associated schedule.","Retain for 3 years, and then destroy records.",2018-07-12,Current,Communication
GRS-565,Human immunodeficiency virus (hiv) case files,"These files contain medical and epidemiological information on patients, suspects and contacts for future research and disease intervention strategies. As stated in the Utah Code of Communicable Disease Rules, the reports are intended to enable the Department of Health to protect the public health, and prevent and control communicable disease. Information includes patient's name, telephone number and address; physician's name and telephone number; the hospital; medical record number; name and phone number of the person completing form; date form completed; status report (new case or update); and the reporting health department. The State Bureau of HIV/AIDS Prevention and Control maintains the record copy of positive case files permanently.","Retain for 4 years after case is closed, and after 21 years after date of birth, and then destroy records.",1992-12-01,Discontinued,Health
GRS-561,Food service establishment inspection reports,"These are reports on inspections of food service establishments to ensure that proper methods of food preparation and sanitation are followed. These inspections are authorized under UCA 26-15a-107 (2008), 26A-1-113 (2011), 26A-1-114(1)(g) (2011). These reports include the name and address of the owner; name of the establishment; inspection purpose (follow-up, regular, etc); the date by which identified violations must be corrected; inspector's comments; and results of the inspection of food, food protection, personnel, food equipment and utensils, water, wastewater, plumbing, toilet and hand washing facilities, solid waste disposal, insect/rodent/animal control, floors, walls, and ceilings, lighting, ventilation, dressing rooms, other operations, living quarters/laundry; the rating score; and inspector's name.","Retain for 4 years, and then destroy records.",1992-12-01,Current,Health
GRS-579,"Licensed/unlicensed day care facilities, group homes, and jails inspection repo","These report forms document inspections of licensed/unlicensed day care facilities, group homes, and jails. These inspections are part of the local health departments duties as specified in UCA??26A-1-114??(1)(g) (2011). These forms include facility's name and address, operator's name, facility type, indications whether inspection identified any deficiencies in facility's structure, bathrooms, safety, plumbing, outside facilities, food service, vermin control, housekeeping and general cleanliness, managers signature and telephone number, environmental health specialist's signature and date, and an indication whether inspection approved,conditionally approved, or denied the continued operation of facility. Any identified deficiencies are required to be completed within thirty days or facility could be closed for noncompliance.","Retain for 6 years, and then destroy records.",1992-12-01,Current,Health
GRS-581,"Mobile home parks, recreational parks, and roadway rest stop inspection reports","These report forms document the health department inspections of mobile home parks, recreational vehicle parks, and roadway rest stops. All deficiencies discovered must be corrected by the next routine inspection or a specified time period or facilities could be closed for noncompliance (UCA 26A-1-114 (1995)). The report form includes name of park or rest stop, city, county, health department, number of spaces occupied (independent, dependent, self-contained), secondary water source, on-site sewage disposal site, owner's/operator's name and address, type of inspection (routine, complaint, construction inspection, request, follow-up, pre-opening, survey, other), inspection results concerning water supply, wastewater disposal, service buildings, swimming and wading facilities, and solid waste disposal, any specific remarks, date, owner's or representative's signature, and sanitarian's signature.","Retain for 3 years, and then destroy records.",1992-12-01,Current,Health
GRS-296,County certificates of discharge,"These are notices of liens ""payable to the United States of America, other federal liens created under acts of Congress or regulation"" . . . ""shall be recorded in the office of the county recorder"" (UCA 38-6-1 (2003)). ""A certificate of discharge of any federal tax lien issued by the proper officer, is recorded in the office of the county recorder where the notice of lien is recorded"" (UCA 38-6-3??(2003)). The notice of lien is required to either be listed in an alphabetical federal lien index or by the grantor or grantee or grantor index(UCA 38-6-2 (2003)). The county recorder is also required to index the certificate of discharge (UCA 38-6-3 (2003)).",Permanent. Retain for 10 years after final action. Transfer records to the archives.,1991-09-01,Current,Recorder
GRS-294,Condominium plats,"These are ""standard size original linen condominium plats . . . made by a registered Utah land surveyor,"" recorded with the county recorder. They include ""a description of the surface of the land included within the project, including all angular and linear data along the exterior boundaries of the property; linear measurements and location, with reference to the exterior boundaries, of building or buildings; diagrammatic floor plans; description or delineation of the boundaries of the unit or convertible space; a distinguishing number or other symbol for every physical unit identified on the condominium plat; to the location and dimensions of all easements appurtenant to the land included in the project; the 'convertible space' for each space . . . the location and dimension of any convertible lands"" (UCA 57-8-13(1) (2004).",Retain permanently. Transfer records to the archives.,2023-08-28,Current,Recorder
GRS-1441,Teacher certification system,"This computer system documents all teachers certified to teach in the State of Utah. The Utah State Office of Education (USOE) adds basic information on certified teachers including degrees, state in-service training, certificates, and endorsements while the district is responsible for keeping employment information current. The district adds current assignments including an accurate specific percentage breakdown (e.g., 50 percent physical education, 25 percent teaching history, 25 percent teaching English), salary, lane and step, number of days working, and credit summary. The information is updated monthly and is audited by the USOE. When the teacher moves from one district to another, the employee must be terminated before the new district can add current information. The system includes demographic data (i.e., name, social security number, date of birth, home address), certificates and endorsements, criminal history (if any), inservice training received, and a listing of professional teaching experience.","Retain until superseded, and then destroy records.",1998-05-01,Current,Human Resources
GRS-401,Alternatives program case files,"These case files document the participation of individuals in the Alternatives Program (TAP). This is a state funded program designed to keep ""high risk"" individuals (18 years of age or older) as independent as possible in the least restrictive environment and to prevent premature institutionalization. A physician's statement must be obtained stating that services brought into the home are needed for individual to remain at home. Services include case management, homemaker services, respite care, nurses aide, equipment, and coordination with other agencies. Quarterly visits are made to evaluate the care. The files include yearly assessment, care plan, client's rights form, client contract, eligibility declaration, summary sheets, needs assessment (social and physical, a nurse does the physical assessment), and quarterly review visit information.","Retain for 5 years after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-231,County auditor's tax deeds,"These deeds are issued by the county auditor conveying property to purchasers of real property sold for delinquent taxes. ""The county auditor may, in the name of the county, execute deeds conveying in fee simple all property sold at public sale to the purchaser and to attest this with the auditor's seal. Deeds issued by the county auditor . . . shall [include] the total amount of all the delinquent taxes, penalties, interest and administrative costs which were paid in for the execution and delivery of the deed, the year for which the property was assessed and sold to the county at preliminary sale, a full description of the property and the name of grantee, and when executed and delivered by the auditor"" UCA?? 59-2-1351.1(9)(b)??(2000)). The deed issued by the county auditor ""shall be recorded by the county recorder"" (UCA??59-2-1351.1(9)(c)??(2000)).",Permanent. Retain for 10 years. Transfer records to the archives.,1991-03-01,Discontinued,Auditor
GRS-236,State tax commission reports,"These reports are two annual statements which are submitted to the State Tax Commission. The first is due before June 8 and the second before November 1. The county auditor will ""prepare from the assessment book of that year a statement showing in separate columns: total value of all property; total value of all real estate including patented mining claims, stated separately; value of improvements; the value of personal property exclusive of money; and the number of acres of land and the number of patented mining claims, state separately"" (UCA 59-2-322(1)(d) (2000)). The second statement reports ""the amount and value of all property in the county, as classified by the county assessment rolls, and the value of each class; the total amount of taxes remitted; the rate of county taxes"" (UCA 59-2-325 (2000)). This statement is made in duplicate upon blanks furnished by the state auditor. One copy is sent to the State Tax Commission and one to State Auditor.","Retain for 5 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-720,Operational plan,"This plan describes the facility's designers operational concept and actual operation in accordance with Utah Administrative Code, R315-302.2 (2013). The county is required to develop, maintain, and abide by the plan approved by the Board's Executive Secretary. The plan is required to include an intended schedule of construction, description of on-site solid waste handling procedures during the active life of the facility; contingency plans for other releases; description of maintenance of installed equipment include lechate, and gas collection systems and ground water monitoring systems; procedures for excluding the receipt of hazardous waste or waste containing PCBs; a plan for alternative waste handling systems; closure and post-closure plans; cost estimates and financial assurance; general training and safety plan for site operators. The plan is also to include documentation of any demonstration made with respect to any location standard or exemption; any design documentation for t he placement or recirculation of leachate or gas condensate into the landfill; information demonstrating compliance with class II landfill requirements; and any other information pertaining to operation, maintenance, monitoring, or inspections as may be required by the executive secretary or the permit (Utah Administratiave Code, R315-302-2(3)(b) (2013).",Permanent. Retain for 5 years. Transfer records to the archives.,1995-11-01,Current,Solid Waste
GRS-595,Recreational camps and temporary mass gathering inspection reports,"These report forms document the inspection of recreational camps and temporary mass gatherings. The form includes the identification number, facility type, day use area, indication whether camp is modern, semi-developed, semi-primitive and if camp is operated by federal, state, county, city governments, church, youth, private, or other; facility name, camp's maximum capacity, number of dependent/independent/self-contained spaces, number of cabins or shelters used for sleeping purposes; secondary water source and whether it is for outside use; whether camp is on a sampling schedule; whether a water sample was taken at time of inspection; on-site sewage disposal type; whether food service inspection made and inspection report attached; whether a person is trained to render first-aid; owner's or operator's name; local health department's name; whether a permit is needed; for operations; inspection type (e.g., routine, complaint), report of inspection on site, water supply, waste water dis posal, service buildings, housing, swimming or wading facilities, solid waste, and first aid facilities; any applicable remarks; date; operator's or representative's signature, and signature of sanitarian. All deficiencies must be corrected before next inspection or specified period or facility could be closed for noncompliance (UCA 26A-1-114(1)(g) (2011)).","Retain for 3 years, and then destroy records.",1992-12-01,Current,Health