grsItemDispAuth,grsItemTitle,grsItemDescription,grsItemRetention,grsItemDateApproved,grsItemRevision,grsItemCategories
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-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-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-1090,Warrant worksheets,"These are worksheets used to collect all information necessary for use in the processing and serving of warrants by the police department. They usually include addresses, telephone numbers, copies of return showing when warrant was served, any computer searches (e.g., motor vehicle), and investigation notes.","Retain for 3 years, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
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-1919,Equal employment opportunity (eeo) compliance review files,"Review files containing background papers, etc., relating to contractor employment practices.","Retain for 7 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1097,Warrant log,"These are court authorizations for the police to make an arrest. After the warrant is served the original is returned to the court. A log is kept of all warrants served indicating date and time served, name of person served, and purpose. The log is usually arranged chronologically.","Retain for 1 year after final action, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-902,Employee training files,"These files document course availability and municipal employee participation in training programs sponsored by the municipality, other government agencies, and non-governmental institutions. 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.",1997-06-01,Discontinued,Human Resources
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-1106,Warrants,These are documents issued by a court directing a person to be taken into custody to answer charge(s) filed. Only active warrants are kept on file. The original is returned to the court with return of service showing when and by whom warrant served.,"Retain until final action, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
GRS-1030,Maintenance complaints,"These files contain a record of complaints or requests received from the general public concerning municipal parks and recreational facilities. They are used to verify that action was taken to resolve issues. They include date, name, telephone, and address of requesting person; type of request; and comments of foreman handling request.","Retain for 2 years after resolution of issue, and then destroy records.",1997-06-01,Discontinued,Parks and Recreation
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-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-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-1218,Fire department activity report,"This is a daily and monthly activity report per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date and fire number; may also show officer's name, shift, vehicle number, case number, and total hours on and off duty.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-1082,Impounded vehicles reports,"These reports document motor vehicles impounded by the police department. Vehicles may be impounded for various reasons but usually when property or sales taxes are not paid. The State Tax Commission form 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. A vehicle inventory form may also be maintained which contains essentially the same information. The record copy is sent to the Division of Motor Vehicles and is retained for five years. A copy of the report is usually part of a case file.","Retain for 3 years after final action, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
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-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-358,Returned property receipts,"These receipts document the return of lost property in the custody of the sheriff's department to property owners. They usually include the date, owner's name and address, description of property being returned, and signatures of owner and authorized sheriff's department personnel.","Retain for 4 years, and then destroy records.",2018-04-03,Current,Law Enforcement
GRS-325,Court summons,"This is a call for citizens to appear in court for criminal offenses. After summons are served the original is returned to the court. A log is sometimes kept indicating when summons was served (date and time), name of person served, and reason for being served.","Retain for 2 years, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
GRS-365,Traffic citations,"This is a copy of a citation issued by law enforcement of drivers violating motor vehicle and traffic laws. It usually includes date, time, location of violation, vehicle's license number, violation code, deputies' name, and signature of person receiving citation.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-459,Non-fatal fire investigation case files,"These case files document all non-fatal fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation.","Retain for 10 years, and then destroy records.",1996-01-01,Current,Fire Department
GRS-198,Liability risk management case files,"These case files document the reporting, investigation and settlement of liability claims filed against the county.","Retain for 20 years after case is closed, and then destroy records.",1991-06-01,Discontinued,Risk Management
GRS-1381,Insurance policy files,These are insurance policy contracts between the district and private insurers.,"Retain for 18 years after after expiration of contractural agreement, and then destroy records.",1997-06-01,Discontinued,Risk Management
GRS-261,Election registration files,"These are four-part printed voter registration forms used to register eligible voters. ""Every person applying to be registered shall complete a registration form"" (UCA 20A-2-104 (2010)). They include the voter's name, address, birth date, birthplace, last former address previously registered, political party (optional), signature and sworn statement of person completing form, and date. ""The county clerk shall retain a copy in a permanent county wide file, which may be electronic or some other recognized system."" (UCA 20A-2-104(2) (2010).",Retain permanently. Records may be transferred to the archives.,1995-09-01,Discontinued,Clerk
GRS-1021,Hearings files,"These files contain information documenting hearings requested by the public for various reasons including the denial and revocation of various licenses (businesses, liquor, taxi licenses) or special hearings called by the mayor or city council. Files contain copies of transcribed minutes, related correspondence, copies of applications, reports and agenda.",Retain permanently. Transfer records to the archives.,1988-03-01,Discontinued,Clerk
GRS-1383,Liability risk management case files,"These case files document the reporting, investigation, and settlement of liability claims filed against the district.","Retain for 10 years after after case closed, and then destroy records.",1997-06-01,Discontinued,Risk Management
GRS-2012,Liability insurance policy files,Insurance policy contracts between the State of Utah and private insurers.,Retain permanently. Records may be transferred to the archives.,1990-07-01,Discontinued,Security Services
GRS-316,Uniform commerical code filings,"These are financial statements, continuation statements, statements of assignment, and releases filed with the county recorder ""in each county in which any mortgage on the real estate would be recorded"" when ""collateral is timber to be cut or minerals or the like (including oil and gas), or when financing statement is filed as a fixture filing and the collateral is goods which are to become fixtures"" (UCA 70A-9-401 (1995)).",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
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-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-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-115,Space utilization reports,"These are reports on the amount of floor space in county 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.",1991-06-01,Discontinued,Maintenance
GRS-1738,Block grant yearly reports,"Annual reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.",Permanent. Retain for 5 years. Transfer records to the archives.,1990-07-01,Discontinued,Budget
GRS-696,Traffic signal conflict-monitor log,"This is a log showing when each conflict-monitor was serviced (a safety device that functions to avoid two opposite green lights showing at the same time). It is used for maintenance purposes. The information is maintained at the intersection. The log includes location, type of conflict monitor and date serviced.","Retain for 7 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-1321,Refund request,These are forms signed by customers requesting a refund of monies paid to the entity.,"Retain for 3 years, and then destroy records.",1996-12-01,Discontinued,Financial Management
GRS-668,Accident reports,"These are copies of reports on traffic accidents investigated by the sheriff's office. They are used for traffic safety studies and reports. 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. The original report is sent to the State Department of Public Safety if damage exceeds $750, or injury or death occurs (UCA 41-6a-402 (2005)), and is maintained for seven years. Copies are also maintained by the county sheriff's office.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,Public Works
GRS-91,Refund request,These are forms signed by customers requesting a refund of monies paid to the entity.,"Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,Financial Management
GRS-503,Quality improvement plans,"This plan is adopted and implemented by the hospital in accordance with the Utah Administrative Code, R432-100-11 (2001). It is used to improve patient care. It is required to be consistent and within achievable goals and available resources. The plan includes methods of problem identification or opportunities of improved patient care, assessment of identified problem, implementation of actions designed to eliminate identified problems or improve documentation of corrective action and results, reporting concerns.",Retain permanently. Transfer records to the archives.,2018-04-16,Discontinued,Health
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-934,Purchase requisition files,These files contain requisitions for supplies and equipment for current inventory.,"Retain for 4 years, and then destroy records.",1996-11-01,Discontinued,Purchasing
GRS-1093,Teletypes,"These documents contain information received from or disseminated to various law enforcement agencies through the teletype system. This information network notifies law enforcement agencies of crimes, lost property, wanted suspects, arrests, missing persons, runaways, etc.","Retain for 1 year after resolution of issue, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-1084,Master name index,"This is an alphabetical 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 police incidents. It includes information on arrested persons (cross referenced by aliases), complainants, witnesses, and victims (providing name, address, date of birth, race, and sex), incident date, incident type, names of persons and businesses in contact with the police departments, notice of content, and report of recorded event.","Retain until superseded, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
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-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-1115,Complaint files,"These files contain customer complaints concerning utility problems which require research and a resolution. They include complaint, results of investigation, meter sheets, and method of resolution.","Retain for 3 years after resolution of issue, and then destroy records.",1989-12-01,Discontinued,Public Utilities
GRS-978,Claim petition files,"These files contain petitions claiming damages caused by municipal employees and/or equipment. They are used to determine liability. These files include petitions, correspondence and police reports if applicable.","Retain for 6 years, and then destroy records.",1997-06-01,Discontinued,Attorney
GRS-572,Indoor clean air act complaints,"These forms record complaints received for individuals smoking in public buildings. They include date and time; name, sex, address, birthdate, location of complainant; violator's name and signature; and violator's name.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,Health
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-447,Fire department activity reports,"This is a daily and monthly activity report per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date, and fire number, but may also show officer's name, shift, vehicle number, case number, and total hours on and off duty.","Retain for 2 years, and then destroy records.",1991-12-01,Discontinued,Fire Department
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-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-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-1091,Sex offender files,"These are files maintained by a department on sex offenders living within its jurisdiction. ""All sex offenders shall, for the first five years after termination of sentence, again register within ten days of changing his place of habitation."" This registration form is required by the Department of Corrections and consists of a statement signed by the person, giving information on current address, and the fingerprints and photographs of the person. One copy is given to the person, while others are forwarded to the Department of Corrections, which sends one to the local law enforcement agency where the person resides (UCA 76-5-404.1 (2007))","Retain for 10 years after or until final action, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
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-196,Insurance policy files,These are insurance policy contracts between the county and private insurers.,"Retain for 15 years after after expiration of contractual agreement and resolution of issue, and then destroy records.",1991-06-01,Discontinued,Risk Management
GRS-2019,Non-secure area access logs,"Registers or logs used to record names of outside contractors, service personnel, visitors, and employees admitted to non-secure areas in government offices and facilities.","Retain for 2 years, and then destroy records.",1990-07-01,Current,Security Services
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-944,Liability risk management case files,"These case files document the reporting, investigation, and settlement of liability claims filed against the municipality.","Retain for 20 years after case is closed, and then destroy records.",1997-12-01,Discontinued,Risk Management
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-942,Insurance policy contracts,These are insurance policy contracts between a government entity and private insurers.,"Retain for 15 years after expiration of contractual agreement, and then destroy records.",1997-12-01,Current,Risk Management
GRS-2016,Property insurance policy files,Insurance policy contracts between the State of Utah and private insurers.,"Retain for 75 years, and then destroy records.",1990-07-01,Discontinued,Security Services
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-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-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-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-693,Street files,"These files document all streets and roads in the county. They include correspondence, copies of contracts, bid logs, bidding schedule, copies of grant applications, work orders, accident report, diagrams, drawings, and memoranda.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Discontinued,Public Works
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-229,Assessed property valuation register,"This register lists all assessed valuations within the agency's jurisdiction. Includes the property serial number, name and address of owners, and assessed value of property.","Retain for 2 years, and then destroy records.",1991-03-01,Current,Auditor
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-1162,Traffic signal conflict monitor log,"This is a log showing when each conflict monitor was serviced (a safety device that functions to avoid two opposite green lights showing at the same time). It is used for maintenance purposes. The log includes location, type of conflict monitor and date serviced.","Retain for 7 years, and then destroy records.",1989-09-01,Discontinued,Public Works
GRS-244,Absent and early voter registers,"These are the official registers of early or absentee voters. They are used to document registered voters who are unable to vote in person on election day and either voted early or made application to vote absentee. The register includes election and year, name of absent or early voter, address of voter, date ballot cast or mailed, voting district, ballot number, and for absent voters, date application was received and dates ballots were mailed and received.","Retain for 1 year, and then destroy records.",1991-03-01,Discontinued,Clerk
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-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-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-222,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. Transfer records to the archives.,2018-04-03,Discontinued,Attorney
GRS-1060,Accident reports,"These files document traffic accidents investigated by the police department. 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. The original report is sent to the State Department of Public Safety if damage exceeds $1,000, or injury or death occurs (UCA 41-6a-404 (2007)), and is maintained for seven years.","Retain for 3 years, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
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-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-862,Space utilization reports,"These are reports on the amount of floor space in municipal 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.",1996-11-01,Discontinued,Maintenance
GRS-185,Purchase requisition files,These files contain requisitions for supplies and equipment for current inventory.,"Retain for 4 years, and then destroy records.",1991-06-01,Discontinued,Purchasing
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-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-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-786,"Bonds, notes and coupons paid files",These are the actual bonds and coupons redeemed throughout the lifetime of the bond.,"Retain for 1 year after final action, and then destroy records.",1996-11-01,Discontinued,Bonds and Bonding
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-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-1227,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, occupancy type, 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 after separation, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-738,Census information files,"These files contain copies of U.S. Census Bureau forms completed by municipalities on government employment and tax revenues. They are used to compile state and national statistical reports, meet the requirements for Federal Revenue Sharing, and to make financial information available to the public.","Retain for 3 years, and then destroy records.",1988-03-01,Discontinued,Administrative
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-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-467,Questionable cases dispatch recordings,These are recordings containing portions of dispatch activity recordings concerning questionable cases. Recordings are made of all incoming and outgoing phone and radio calls received by the office.,"Retain for 2 years after resolution of issue, and then destroy records.",1991-12-01,Current,Fire Department
GRS-199,Loss control inspection reports,"Each year a governmental entity may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might also be used as evidence in defense of a claim.","Retain for 12 years, and then destroy records.",1991-06-01,Current,Risk 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-636,Class rolls,"These sheets record participation in recreational programs sponsored by the county (e.g., crafts, nutrition, exercise). The rolls are used to create monthly and annual reports and for future planning. They include program or activity title, date, and participant's name.","Retain for 1 year, and then destroy records.",1995-11-01,Discontinued,Parks and Recreation
GRS-273,Official election registers,"These books are the official listing of all registered voters in the county for the primary and general elections. There is a booklet for each election district in the county. ""A person may not vote at any election unless that person is registered to vote as required"" by law (UCA 20A-2-102 (2003)) . The registers' columns provide for the following entries: ""registered voter's name; grounds for challenge; name for person challenging a voter; ballot numbers [for] primary, November, bond [elections]; date of birth; place of birth; place of current residence; street address, zip code; and space for the voter to sign his name for each election"" (UCA 20a-5-401 (2009)). These lists are used at the polls by the election judges to identify registered voters and to record ballot numbers on election day. After the election day they are used for comparison when canvassing for elections.",Retain permanently. Transfer records to the archives.,1991-03-01,Discontinued,Clerk
GRS-1737,Block grant monthly reports,"Monthly reports on grants received by State agencies from the Federal Government, which may contain applications, notice of award, program reports, and correspondence.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Budget
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-415,Senior center class rolls,"These forms record the participation of individuals in programs or activities held at senior centers. These activities include creative arts, transportation, income tax assistance, and health screenings. The rolls are used to compile monthly, quarterly, and annual reports. They include program or activity title, month and year, participant's name, date, and a check indicating whether person participated in activity or program.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,Aging and Adult Services
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-1338,Distribution reports,"This monthly computer report lists salary and benefits status. The report may come in two sections: an alphabetical listing by employee's name and numerical by account number. Both reports include the following information: employee names, social security numbers, account numbers, current amount paid, month-to-date total paid, quarter to date paid, and fiscal year-to-date paid.","Retain for 3 years, and then destroy records.",1996-12-01,Discontinued,Payroll
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-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-1983,Purchase orders (fi-8),Orders used to document the purchase transaction and to notify the agency of purchase approval.,"Retain for 4 years, and then destroy records.",2001-10-01,Discontinued,Purchasing
GRS-1366,Purchase requisition files,These files contain requisitions for supplies and equipment from current inventory.,"Retain for 4 years, and then destroy records.",1996-08-01,Discontinued,Purchasing
GRS-184,Purchase orders,"These are forms authorizing the order to purchase supplies or equipment by the county. 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.",1991-06-01,Discontinued,Purchasing
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-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-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-442,Nonresidential building plans,"These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be 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.","Retain for 7 years after final action, and then destroy records.",1991-12-01,Current,Building Inspection
GRS-1194,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 completion of project, and then destroy records.",1997-06-01,Discontinued,Redevelopment
GRS-1181,Materials test results,"These reports contain the results of sieve analysis and nuclear density tests on asphalt, road base concrete, and soils. They are used for conformance of specifications for approval of various materials used on municipal construction projects. Reports are also used for reference on future municipal project work. Reports include date, type of material, weight of material, amount of tests performed, and results of tests (sieve analysis results, percent of compaction, and cylinder compressive tests).","Retain for 5 years after end of project or program, and then destroy records.",1997-06-01,Discontinued,Public Works
GRS-767,Municipal notary bond files,"These files document municipal employees providing service to municipal agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.","Retain for 1 year after separation, and then destroy records.",1996-12-01,Discontinued,Administrative
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-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-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-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-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-855,Vehicle registration certificates,These motor vehicle registration forms document municipal ownership of vehicle.,"Retain until disposition of asset, and then destroy records.",1996-11-01,Discontinued,Maintenance
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-992,Nonresidential building plans,"These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be 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 7 years after final action, and then destroy records.",2018-04-16,Discontinued,Building Inspection
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-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-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-520,Shelf list,"This is the master inventory of all library holdings currently in the library collection. Traditionally the record was a card file which was arranged by shelf or classification number, but has now largely been computerized. This master inventory is constantly being changed as materials are added and withdrawn from the collection. It includes classification number (or call number), author, title, and number of copies.","Retain until final action, and then destroy records.",1993-12-01,Current,Library
GRS-455,Fire run reports,"These reports document each dispatched fire run. They are used for budget planning, summary reports, and litigation. They include identification number, incident number, alarm time, arrival time, incident type, action taken, cause of fire, address, names of occupant and owner, telephone number, vehicles and crews responding, incident-related injuries or death information, name of officer in charge, and name and position of person completing report.","Retain for 6 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1423,Holdings catalog,"This catalog serves as a finding aid for library users in locating library materials currently in the library collection. Manual library catalogs have been replaced in many libraries 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.",1997-06-01,Discontinued,Library
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-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-910,Labor-management relations files,"These files document the relationship between municipal management and employee unions or associations. They include correspondence, memoranda, and reports.","Retain for 5 years, and then destroy records.",1996-11-01,Discontinued,Human Resources
GRS-1229,Fire run reports,"These reports document each dispatched fire run. They are used for budget planning, summary reports, and litigation. They include identification number, incident number, alarm time, arrival time, incident type, action taken, cause of fire, address, names of occupant and owner, telephone number, vehicles and crews responding, incident-related injuries or death information, name of officer in charge, and name and position of person completing report.","Retain for 6 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
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-456,Hose test reports,"These reports record tests required by fire departments of all fire hoses. They are used to determine whether hoses are in good working condition. They include test date, date previously tested, apparatus number, hose diameter, conditions found, service date, defects corrected, and officer's signature in charge of test.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Fire Department
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-114,Service requests,"These are requests for maintenance, service, cleaning, or repair of vehicles, equipment, and buildings, received from any county department.","Retain for 6 months after resolution of issue, and then destroy records.",1991-06-01,Discontinued,"County,Maintenance"
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-1778,Building and equipment service files,"Requests for building and equipment maintenance services, excluding fiscal copies.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,"Facility Management,State Government"
GRS-157,Green thumb program files,"These files document the county's participation in the Green Thumb Program. This is a program designed to improve the economic and social conditions of older Americans and rural communities in providing essential community services and promoting the employment and training of older Americans. The Green Thumb Program is sponsored by the National Farmer's Union and is funded by the U.S.??Department of Labor. Participants are low income persons 55 years and older who work an average of 20 to 24 hours per week. The files include time cards, Green thumb employment form, performance review forms, enrollee job description, work schedule, and medical examination form; memoranda, surveys and related correspondence.","Retain for 3 years after completion of publication or report, and then destroy records.",1991-06-01,Discontinued,Human Resources
GRS-110,Daily work logs,"This daily log is maintained by each work crew to verify work completed. This log includes date, work order number, location, job requirements, date completed, equipment used, and initials or crew chief's signature.","Retain for 2 years, and then destroy records.",1991-06-01,Discontinued,"County,Maintenance"
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-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-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-1012,City charter,"These files contain the constitution, bylaws and all amendments to city charters approved by the State Legislature (Constitution of Utah, Article XI, Section 5).",Retain permanently. Transfer records to the archives.,1996-12-01,Discontinued,Clerk
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-1555,Student class schedules,"These are copies of individual student class schedules. They are used to direct the student to the assigned classes. The class schedule includes the student's name, student number, sex, age, grade, birth date, address, home phone, parent or guardian, locker number, description of the various courses, class times, and teachers' names.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Education
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-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-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-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-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-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-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-1507,Administrative correspondence,This is the official superintendent's correspondence. It documents decision-making and how the office is organized and functions. It includes incoming and outgoing correspondence.,Retain permanently. Records may be transferred to the archives.,2014-10-15,Discontinued,Communication
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-1108,Police in-car video recordings,"This series consists of videotapes recorded from police vehicles. Filming is automatically activated when the officer turns on the vehicle's lights and siren or can be activated by the officer. The videotapes document officer's response to a police call or the stopping of a vehicle for witnessed infraction. They include the videotape, unit number, date, time, and officers' names.","Retain for 3 months, and then destroy records.",2015-05-18,Discontinued,Police Department
GRS-739,City scrapbooks,"These are a chronological record of the activities of the municipality or individual municipal departments. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality's citizens.",Retain permanently. Records may be transferred to the archives.,2017-02-03,Discontinued,Administrative
GRS-1910,Certificate of eligibles files,This is a listing of all applicants who after careful review of their qualifications are then rated on their eligibility for a state position.,"Retain for 4 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
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-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-1974,Printing report files,"Reports to the Legislature regarding operation of printing and inventories of printing, binding and related equipment in printing or in storage.","Retain for 5 years, and then destroy records.",2015-02-03,Discontinued,Business Services
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-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-1928,Job swap or career mobility files,Case files of a state employee applying to change positions with another employee in the state work force.,"Retain until final action, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1939,Personnel operations statistical reports,These are statistical reports used to set the standards for the operation of a personnel office or subordinate personnel office.,Permanent. Retain for 5 years. Transfer records to the archives.,1990-07-01,Discontinued,Human Resources
GRS-1931,Letters of employee commendation,"Letters of employee commendation and appreciation, recognizing length of service, retirement, or performance.","Retain until final action, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1947,Requests for approval of overtime,"Requests for approval, which is required by the Department of Human Resource Management and Fair Labor Standards, for overtime compensation.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-233,Board of equalization minutes,"These are the minutes of the Board of Equalization. The County Commission serves as the Board of Equalization determining tax relief measures in the county. The minute books are not a recording of the proceedings of the board meetings, but rather a list of the decisions affecting taxation (both abatements and increases) made by the board. It is used to document the tax abatements given by the board to the indigent, the aged, the disabled (and their widows), and veterans (and their widows). Includes the book, page, line numbers, and letters of the assessment roll, the name of the person, lots affected, a description of the property affected (block or section, plat, township, and range), the amount abated or increased (the assessed value of the estate, improvements, and personal property), the total amount abated, and any relevant remarks.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Auditor
GRS-2005,Departmental recovery reports,"Agency reports of operation tests, consisting of consolidated or comprehensive reports reflecting agency-wide results of tests conducted under emergency plans.",Permanent. Retain until until superseded. Transfer records to the archives.,2014-07-21,Discontinued,Security Services
GRS-2017,Security logs and registers - individual guard posts,Individual guard post logs of occurrences.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Security Services
GRS-1,Acknowledgment files,These files document the acknowledgment and transmittal of inquiries and requests that have been referred elsewhere for reply. The files include copies of the initial request and letters of acknowledgment and transmittal.,"Retain for 3 months, and then destroy records.",1991-06-01,Discontinued,Administrative
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-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-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-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-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-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-1510,Administrative subject files,"These are subject files maintained solely 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, district memoranda, and instructions.","Retain for 1 year, and then destroy records.",2015-08-21,Discontinued,Administrative
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-1528,Grade sheets,"These are bound volumes of grade sheets. The sheets include a description of the course, course number, teacher's name, room number, student number, student's name, sex, grade, and the grade received in the class. Grades are recorded in official transcripts.","Retain for 3 years, and then destroy records.",2014-07-21,Discontinued,Education
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-747,Mailing lists,These are lists of names and addresses used for various municipal mailings (billings and other administrative purposes).,"Retain until superseded, and then destroy records.",2015-08-12,Discontinued,Administrative
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-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-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-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-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-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-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-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-2011,Key accountability files,"Files relating to accountability for keys issued, including keys to maximum security areas.","Retain for 2 years after after superseded, and then destroy records.",2014-07-21,Discontinued,Security Services
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-68,Annual fixed asset reports,"These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.","Retain until superseded, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
GRS-79,Bank statements,"These are monthly statements showing the amount of money on deposit to the credit of the entity showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.","Retain for 4 years, and then destroy records.",2016-12-29,Discontinued,General Accounting
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-78,Bank deposit (pass) books,"These books record county 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.",2016-12-29,Discontinued,General Accounting
GRS-55,Bond registration files,These are the issuing agent's copies of bond registration stubs.,"Retain for 2 years, and then destroy records.",2014-07-21,Discontinued,Bonds and Bonding
GRS-160,Job opening files,These files contain a listing of all current county jobs openings with job descriptions.,"Retain for 1 year, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-72,Surplus property case files,"These files document the sale of surplus county property. Includes invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.","Retain for 6 years, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
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-888,Eligibility register,This a a register of persons identified as qualified (eligible) to fill specific municipal positions. The municipality hires from this register.,"Retain for 2 years after final action, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-887,Comprehensive employment and training act (ceta) personnel files,"These personnel files contain information on all persons (full-time, part-time, and temporary employees) hired through federally funded CETA programs. These employees were not later hired as full-time regular municipal employees (20 CFR 678 (1990)). CETA is an obsolete federally funded employment program.","Retain for 5 years, and then destroy records.",2013-03-11,Discontinued,Human Resources
GRS-1159,Construction project files,"These project files document the planning, design, and construction of municipally-owned facilities, structures or systems. They are also used for budget planning and litigation research. They include correspondence, copies of agreements, engineer's personal notes, guarantees and warranties, testing reports, reports (daily, weekly, monthly), and permits to work in the public way for municipality projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction and repairs to additions to city buildings.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Public Works
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-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-957,As-built project drawings,"These as-built drawings document all construction projects including runways, cargo buildings, terminals, hangars, and remodeling projects. They serve as a record of actual construction.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Airport
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-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-1703,Routine activity schedules,"Routine materials containing no substantive information, regarding daily activities such as meetings, appointments, telephone calls, and other employee activities.","Retain until administrative need ends, and then destroy records.",2016-02-02,Discontinued,Administrative
GRS-1666,Forms files,"A clean copy of each form created by an agency with related instructions and documentation showing the creation, development, scope, and purpose of the form.","Retain for 1 month after superseded, and then destroy records.",2013-04-26,Discontinued,Administrative
GRS-1683,Word processing files,"Documents such as letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppy diskettes and used to produce a hard copy which is then maintained in organized files.","Retain until administrative need ends, and then destroy records.",1990-07-01,Discontinued,Administrative
GRS-1680,Technical reference files,"These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.","Retain until administrative need ends, and then destroy records.",2014-10-21,Discontinued,Administrative
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-1785,Space utilization reports,"Reports on the amount of floor space in agency buildings, number of rooms, and the capacity.","Retain until superseded, and then destroy records.",2017-03-27,Discontinued,Facility Management
GRS-1803,Collection bonds,Collection agency bonds are bonds filed by collection agencies in the state.,"Retain for 7 years after final action, and then destroy records.",2014-07-21,Discontinued,Financial Management
GRS-1682,Personal non-record correspondence,"Messages identified under UCA 63-2-103(18)(b), primarily regarding personal non-business-related notes, do not require a formal retention schedule. The recommended practice for managing this information is included as a guideline. These items may originate on paper, electronic mail, or other media.","Retain until administrative need ends, and then destroy records.",2001-01-01,Discontinued,Communication
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-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-1770,Operating system dependent application files,System application that is dependent upon the software.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Data Processing
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-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-1821,Personnel accounting administrative files,"Files used for workload and personnel management purposes. Includes correspondence, reports and data relating to voucher preparation, administrative audit, and other accounting and disbursing operations.","Retain for 2 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1779,Construction budget requests,Construction requests sent to the Division of Facilities Construction Management that reveal budgetary impacts of planned construction.,Retain permanently. Records may be transferred to the archives.,2001-10-01,Discontinued,Facility Management
GRS-1793,Adjustment forms,Adjustments created by agency accounting officers and sent to the Division of Finance to correct errors on warrant requests and interdepartmental transfers.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1817,Notary bond files,Posted by notaries public conditioned for the faithful performance of duties.,"Retain for 7 years after resolution of issue, and then destroy records.",2015-01-20,Discontinued,Financial Management
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-1871,Vehicle repair work order,Requests to perform maintenance on a vehicle and the actual work performed.,"Retain for 3 years, and then destroy records.",2016-01-20,Discontinued,Motor Vehicle
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-1863,Insurance adjuster's estimates,Adjuster's reports on vehicle repair estimates following an accident.,"Retain for 3 years, and then destroy records.",2016-01-20,Discontinued,Motor Vehicle
GRS-1971,Control files,"Control registers pertaining to requisitions and work orders for printing, binding and duplicating services.","Retain for 3 years, and then destroy records.",2015-02-03,Discontinued,Business Services
GRS-2000,Information practices act (ipa) annual reports files,"Information requirements relating to the agency implementation of the Information Practices Act (IPA), including annual reports created at the departmental level which are collected by the State Archives and submitted to the Governor and to the Legislature.",Retain permanently. Transfer records to the archives.,2016-02-02,Discontinued,Public Affairs
GRS-1932,Merit employee appraisal of unacceptable performance,"Appraisals of unacceptable performance and all related documents, except a Notice of Proposed Action for Unacceptable Employee Performance which is issued but not effected.","Retain for 5 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
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-2003,Press service files,Press service teletype news and similar materials.,"Retain for 3 months, and then destroy records.",1990-07-01,Discontinued,Public Affairs
GRS-1936,Notice of proposed action for unacceptable employee performance,"As part of a merit employee appraisal of unacceptable performance, a notice of proposed demotion or removal that is issued but not effected.","Retain until resolution of issue, and then destroy records.",2001-10-01,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-2009,Guard service reports,"Round reports, facility checks, service reports on interruptions and tests, punch clock dial sheets, automatic machine patrol charts, and registers of patrol and alarm services.","Retain for 1 year, and then destroy records.",1990-07-01,Discontinued,Security Services
GRS-1998,Complaint/informant files,"Whistle-blower, fraud, and criminal complaints. Includes anonymous letters, complaints, criticism and suggestions, and agency replies thereto. Also includes those complaints which were the basis of an investigation or from which administrative action was taken, and those incorporated into individual personnel files.","Retain for 7 years after resolution of issue, and then destroy records.",2015-07-10,Discontinued,Public Affairs
GRS-2014,Loss control inspection reports,"An annual self-inspection report used to identify potential hazards within the building or on the agency property. If the agency completes this report, it may receive a 15% discount on its insurance premium after a follow-up survey has been conducted. This record may also be used as evidence in defense of a claim.","Retain for 12 years, and then destroy records.",1990-07-01,Discontinued,Security Services
GRS-54,Bond redemption registers,These are registers used to record the redemption of coupons for county bonds.,"Retain for 3 years after final action, and then destroy records.",2014-07-21,Discontinued,Bonds and Bonding
GRS-2006,Disaster planning files,"Files used to prepare statewide plans for action to address an emergency, e.g. fire, flood, earthquake, and other disasters.",Permanent. Retain for 10 years. Transfer records to the archives.,2014-07-21,Discontinued,Security Services
GRS-53,Bond redemption and destruction certificates,These are certificates sent to the county by the paying agent which track pay and destruction of bond coupons.,"Retain for 3 years after final action, and then destroy records.",2014-07-21,Discontinued,Bonds and Bonding
GRS-90,Receipts,"These are receipts issued for money received into entity accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.","Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,General Accounting
GRS-151,Employee warning files,"These are unacceptable performance appraisals where a notice of proposed demotion or removal is issued but not effected, and all related documents.","Retain for 1 year after final action, and then destroy records.",2015-07-10,Discontinued,Human Resources
GRS-71,Fixed asset lists,"These are listings of all county property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.","Retain for 10 years, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
GRS-85,General ledgers,"These are summaries showing the ""amount of receipts from and disbursements of each department"" (UCA 17-19-6 (1995)). 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.",2016-12-29,Discontinued,General Accounting
GRS-56,"Bonds, notes and coupons paid files",These are the actual bonds and coupons redeemed throughout the lifetime of the bond.,"Retain for 1 year after final action, and then destroy records.",2014-07-21,Discontinued,Bonds and Bonding
GRS-88,Investment accounting monthly reports,"These are monthly accounting reports. They include outstanding reports, amortization reports, and earning reports.","Retain for 5 years, and then destroy records.",2016-12-29,Discontinued,General Accounting
GRS-195,Disaster planning files,"These files are used to prepare county-wide plans for action to address emergency conditions (e.g., fire, flood, earthquake, and other disasters). They include studies and evaluations undertaken by the county and the completed disaster plan.",Retain permanently. Records may be transferred to the archives.,2014-07-21,Discontinued,Risk Management
GRS-83,Daily cash reports,"These reports provide a daily record of cash balances, receipts, and disbursements.","Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,General Accounting
GRS-152,Employment applications (not hired),"These are application forms completed by persons seeking county employment who were not hired. 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-166,Position description files,"These files describe established positions including information on title, grade, duties, and agency responsibilities.","Retain for 5 years after after superseded, and then destroy records.",2015-05-22,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-200,Medical and dental insurance claim files,These files contain medical and dental claims for county employees. They are used to track claims and for cost analysis of insurance programs.,"Retain for 4 years, and then destroy records.",2015-02-13,Discontinued,Risk Management
GRS-14,Mailing lists,These are lists of names and addresses used for various county mailings (billings and other administrative purposes).,"Retain until superseded, and then destroy records.",2015-08-12,Discontinued,Administrative
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-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-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-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-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-437,Master logs,"These logs record all animals brought into the animal shelter. They may include date animal was brought in, breed, sex, color, location picked up, owner's name, and information on disposition of animal (whether adopted or euthanized).","Retain for 3 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-429,Animal citations,"These are citations issued to animal owners for infractions of county ordinances. They may contain the citation number, license number, owner's name and address, violation, ordinance number, date and time.","Retain for 2 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-1444,Family medical leave applications,"These applications document employee requests to take leave in accordance with the Family and Medical Leave Act of 1993. They include employee name, address, occupation, rate or basis for pay in terms of compensation, daily and weekly hours worked per pay period, additions to or deductions from wages, dates (or hours) leave taken by employee, information regarding employee benefits, and data regarding any dispute between the employer and employee over the leave designation as Family and Medical Leave Act leave.","Retain for 3 years, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-675,Construction project files,"These project files document the planning, design, and construction of county-owned facilities, structures or systems. They are also used for budget planning and litigation research. They include correspondence, copies of agreements, engineer's personal notes, guarantees and warranties, testing reports, reports (daily, weekly, monthly), and permits to work in the public way for municipality projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction or repairs to additions to city buildings.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Public Works
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-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-1456,Job opening files,These files contain a listing of all current job openings with job descriptions.,"Retain for 3 years after or until superseded, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-721,Plan and maps,"These are as-built engineering plans and topographical maps of solid waste facilities and landfills. They include the dimensions of the landfill or facility, specifications, borehole information, and site location.",Retain permanently. Transfer records to the archives.,2017-06-26,Discontinued,Solid Waste
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-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-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-836,Adding machine tapes,These are adding machine tabulations. They are used to calculate cost report data or for other accounting purposes and are not attached to another record series. This does not include routine tabulations.,"Retain until until administrative need ends, and then destroy records.",2014-10-21,Discontinued,General Accounting
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-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-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-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-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-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-1273,Reading or chronological files,These are duplicate copies of all or selected correspondence sent or received. They are used solely as a reading file for the convenience of office personnel.,"Retain for 1 year, and then destroy records.",2014-10-21,Discontinued,Administrative
GRS-1334,Budget authorization reference files,These are copies of budget authorizations in operating payroll units. They are used to control personnel ceilings and personnel actions.,"Retain until superseded, and then destroy records.",2016-12-29,Discontinued,Payroll
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-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-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-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-1387,Worker's compensation employee's first injury report,"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. The report is completed for 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.","Retain for 3 years after resolution of issue, and then destroy records.",2014-07-21,Discontinued,Risk Management
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-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-966,Animal control activity reports,"These reports are compiled monthly to show the activity of animal control operations. They may include date, statistical information for each officer involved in the pickup of stray dogs or cats, and other animal impounds; injured animals; dead animals; home or other quarantines; total animals handled; licenses sold; total citations issued; warnings issued; response to calls; and total miles patrolled. These reports list the number of dogs, cats and other animals received, redeemed, sold, given away, destroyed, and total animals on hand at the first and end of each month.","Retain for 2 years after after publication, and then destroy records.",1997-06-01,Discontinued,Animal Control
GRS-830,Travel - private vehicle usage files,These are authorization forms for municipal officials or employees to use a private vehicle for municipal business when it is the most economical method of travel.,"Retain for 3 years, and then destroy records.",1989-03-01,Discontinued,Financial Management
GRS-808,Surplus property case files,"These files document the sale of surplus municipal property. Includes invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.","Retain for 6 years after final action, and then destroy records.",1989-03-01,Discontinued,Fixed Asset
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-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-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-996,Demolition case files,These case files document municipal 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. Transfer records to the archives.,1988-12-01,Discontinued,Building Inspection
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-972,Master logs,"These logs record all animals brought into the animal shelter. They may include date animal was brought in, breed, sex, color, location picked up, owner's name, and information on disposition of animal (whether adopted or euthanized).","Retain for 3 years, and then destroy records.",1989-07-01,Discontinued,Animal Control
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-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-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-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-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-983,Collection case files,"These are case files that document ""all fines, penalties, and forfeitures for the violation of any ordinance, when collected, shall be paid into the municipal treasury within seven days after the collection date"" (UCA 10-3-716) (2006)). They include various court filings, attorney's notes, and final judgment.","Retain for 4 years, and then destroy records.",1997-12-01,Discontinued,Attorney
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-1067,Court summons,"This is a call for citizens to appear in court for criminal offenses. After summons are served the original is returned to the court. A log is sometimes kept indicating when summons was served (date and time), name of person served, and reason for being served.","Retain for 2 years after final action, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
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-1094,Traffic citations,"This is a copy of a citation issued by the police to drivers violating motor vehicle and traffic laws. It usually includes date, time, location of violation, vehicle's license number, violation code, officer's name, and signature of person receiving citation.","Retain for 2 years, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-1233,Investigation case files,"These case files document nonfatal fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation. See also Schedule 27, Item 11 ""Fatal Fire Investigation Case Files.""","Retain for 10 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
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-460,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.",1991-12-01,Discontinued,Fire Department
GRS-197,Insurance reports,These reports are used for the reference and generation of claim files.,"Retain for 12 years, and then destroy records.",1991-06-01,Discontinued,Risk Management
GRS-954,Air space construction files,These files contain applications (FAA Form 7460) to construct facilities which may obstruct air space affecting flights at the airport. They are required by the Federal Aviation Administration (FAA). The files contain the correspondence and applications requesting approval or denial of request. This information is placed on aeronautical charts.,"Retain for 5 years, and then destroy records.",1989-07-01,Discontinued,Airport
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-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-860,Insurance adjusters' estimates,These are insurance adjusters' reports on repair estimates for municipal vehicles.,"Retain for 3 years, and then destroy records.",2016-01-20,Discontinued,Maintenance
GRS-903,Employee warning files,"These are unacceptable performance appraisals where a notice of proposed demotion or removal is issued but not effected, along with all related documents.","Retain for 2 years after final action, and then destroy records.",2015-07-10,Discontinued,Human Resources
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-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-859,As-built construction plans and specifications,These are the final plans and specifications for approved and constructed municipal buildings.,Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Maintenance
GRS-922,Pre-employment tests,"These examinations are required of applicants for specific municipal positions. They include date, position tested for, employee name, social security number, the actual test questions and applicant's answers, and scores.","Retain for 3 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1483,Homeschool applications,"These are applications from parents requesting to teach their children at home. These applications include student's name, grade, certificate of compulsory attendance, and date approved.","Retain until superseded, and then destroy records.",2014-07-21,Discontinued,Student
GRS-912,Personnel requisition and analysis files,"These forms are used by municipal departments to fill vacant positions and to request new positions. The forms include position title, whether exempt or nonexempt, grade, step, classification, part or full-time, replacement or new position, reasons for replacement, requesting department, whether municipal employees will be considered for position, educational requirements, specialized training and experience required, and a section to be completed if requesting new positions (special functions, how those functions are currently being performed, why position is required, and signature of department head or elected official).","Retain for 5 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-1485,Young mothers applications,"These applications document young mothers requesting to attend alternative programs rather than regular classes. They include student's name, address, telephone number, age, grade, and reasons for wanting to attend alternative program, and approval information.","Retain for 1 year, and then destroy records.",2014-07-21,Discontinued,Student
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-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-431,Bite reports,"This report form documents investigations of dog bites. Copies may be kept by the animal control officer, impound, and the local health department. A dog without rabies vaccination verification will be quarantined for 10 days to guarantee the dog does not have rabies (UCA 26-6-11??(1995)). The report usually includes the case number, information on person bitten, informant's name, and information on incident, treatment, animal and investigation.","Retain for 5 years, and then destroy records.",1993-09-01,Discontinued,Animal Control
GRS-1303,Fixed asset lists,"These are listings of all district property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, vendor name, and depreciation.","Retain for 3 years after after superseded, and then destroy records.",1996-12-01,Discontinued,Fixed Asset
GRS-1380,Health and accident insurance record,"These are application forms completed by district employees enrolling into health and accident insurance. The original is sent to the insurer. Includes district name; specific job title; date of employment; policy number; employee name, social security number, address, birthdate, telephone number(s); beneficiary and contingent beneficiary and relationships; information on other insurance and employment; information of coverage requested; optional waiver of group insurance; listing of family members to be covered containing name, sex, birthdates, physicians names and addresses; employee's signature authorizing deductions for insurance; date; effective date and approval signature.","Retain until separation, and then destroy records.",2015-02-13,Discontinued,Risk Management
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-941,Disaster planning files,"These files are used to prepare city-wide plans for action to address emergency conditions (e.g. fire, flood, earthquake, and other disasters). They include studies and evaluations undertaken by the municipality, and the completed disaster plan.",Retain permanently. Records may be transferred to the archives.,1996-11-01,Discontinued,Risk Management
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-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-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-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-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-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-1357,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.",1996-12-01,Discontinued,Payroll
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-1458,Summer youth program files,"These files document participation in the summer youth program. The summer youth program provides employment with government agencies for youth between the ages of fourteen and eighteen. The files include time cards, copies of office or labor training/modification form, employment applications, and related correspondence.","Retain for 3 years after separation, and then destroy records.",1998-05-01,Discontinued,Human Resources
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-905,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.",1996-11-01,Discontinued,Human Resources
GRS-994,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 and general conditions which govern the methods to be 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 after completion of construction and final inspection and then destroy. *For historical reasons, agencies should contact the Archives before the destruction of any building plans., and then destroy records.",1988-12-01,Discontinued,Building Inspection
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-1151,Drainage system repair list,"This is a list of all drainage facilities in the system. It is used to prioritize which drains need maintenance. It includes size, type and condition of drainage pipe, type of clean out box, location of facility and condition, depth from flow line to top of lid on road surface and a brief description of the problem.","Retain until superseded, and then destroy records.",1997-06-01,Discontinued,Public Works
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-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-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-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-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-678,Drainage system repair list,"This is a list of all drainage facilities in the system. It is used to prioritize which drains need maintenance. It includes size, type and condition of drainage pipe, type of clean out box, location of facility and condition, depth from flow line to top of lid on road surface, and a brief description of the problem.","Retain until superseded, and then destroy records.",1994-06-01,Current,Public Works
GRS-672,Complaint files,"These files document complaints received and how they were responded to by the department (e.g., streets, sanitation, traffic signals). They include name and address of complainant, date received, description of problem, and action taken.","Retain for 7 years, and then destroy records.",1994-06-01,Discontinued,Public Works
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-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-1149,Complaint files,"These files document complaints received and how they were responded to by the department (e.g., streets, sanitation, traffic signals). They include name and address of complainant, date received, description of problem, and action taken.","Retain for 2 years after or until resolution of issue, and then destroy records.",1997-12-01,Discontinued,Public Works
GRS-641,Maintenance complaints,"These files contain a record of complaints or requests received from the general public concerning county parks and recreational facilities. They are used to verify that action was taken to resolve issues. They include date, name, phone, and address of requesting person; type of request; and comments of foreman handling request.","Retain for 2 years after resolution of issue, and then destroy records.",1995-11-01,Discontinued,Parks and Recreation
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-1077,Field interrogation reports,"This is a limited informational report filled out by the police officer. The report contains information on suspicious persons questioned. It includes descriptions of individual and vehicle, time and place of contact, and reason for suspicion.","Retain for 1 year, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
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-337,Field interrogation reports,"This is a limited informational report filled out by the sheriff's deputy. The report contains information on suspicious persons questioned. It includes descriptions of individual and vehicle, time and place of contact, and reason for suspicion.","Retain for 1 year, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
GRS-466,Utah fire incident reporting system (ufirs),These report forms are completed for each fire and are submitted to the State Fire Marshal. The information is then submitted by the State Fire Marshal on computer tape to the Federal Emergency Management Agency (FEMA). The information is maintained permanently by FEMA.,"Retain for 6 years, and then destroy records.",1991-12-01,Discontinued,Fire Department
GRS-943,Insurance reports,These reports are used for the reference and generation of claim files.,"Retain for 12 years, and then destroy records.",1997-12-01,Discontinued,Risk Management
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-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-1382,Insurance reports,These reports are used for the reference and generation of claims which neither required an investigation nor resulted in litigation.,"Retain for 5 years, and then destroy records.",1997-06-01,Discontinued,Risk 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-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-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-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-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-1918,Equal employment opportunity (eeo) affirmative action plans,"Equal Employment Opportunity (EEO) Affirmative Action Plans (AAP) include both the agency copies of consolidated AAP's developed by the Department of Human Resource Management, and the agency feeder plans which are used to develop a larger affirmative action strategy.","Retain for 7 years, and then destroy records.",2006-02-01,Discontinued,Human Resources
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-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-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-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-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-1039,Recreational facility files,"These files document each municipal 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, safety reports, and photographs.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Discontinued,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-1428,Shelf list,"This is the master inventory of all library holdings currently in the library collection. Traditionally the record was a card file which was arranged by shelf or classification number, but has now largely been computerized. This master inventory is constantly being changed as materials are added and withdrawn from the collection. It includes classification number (or call number), author, title, and number of copies.","Retain until final action, and then destroy records.",1997-06-01,Discontinued,Library
GRS-1230,Hose test reports,"These reports record tests required annually by fire departments of all fire hoses. They are used to determine whether hoses are in good working condition. They include test date, date previously tested, apparatus number, hose diameter, conditions found, service date, defects corrected, and officer's signature in charge of test.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
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-516,Library patron requests,"These are requests by library patrons for materials currently checked out or to add new materials to the library collection. They may include library card number; patron's name, address, telephone number, and signature; call number, author, and title of material requested; patron's signature, and indication of material's status (checked out, overdue, reordered, out-of-print).","Retain for 1 year, and then destroy records.",1993-12-01,Current,Library
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-1109,Backflow prevention test reports,"These tests report the results obtained from the testing of backflow preventer equipment. The reports show maintenance work performed, parts replaced, and repairs made.","Retain for 3 years after superseded, and then destroy records.",1997-12-01,Discontinued,"Municipality,Public Utilities"
GRS-464,Unapproved tank applications,"These are applications received by the fire department requesting a permit to store flammable liquid or liquid petroleum, but were denied after inspection. They include the application form and an inspection report indicating reasons for permit's denial.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-676,Delivery tickets,"These are tickets issued by suppliers to verify delivery of supplies (concrete, road base, gravel, and topsoil). They include date, time, amount of mix received, and a list of miscellaneous supplies received.","Retain for 3 years, and then destroy records.",1994-06-01,Current,Public Works
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-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-1240,Utah emergency medical services (ems) incident report,These report forms record both statistical and patient information on all Emergency Medical Services (EMS) calls received by the fire department. They serve as the medical chart for all persons treated by the department's paramedics. This report is required by law (UCA 26-8a-103 (2011)) and a copy is submitted to the State Office of Emergency Medical Services for a compliance audit and is retained for 25 years.,"Retain for 10 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-1184,Special events permits,"These applications are completed by persons requesting permits to hold special events (i.e., film crews, races, parades) on the municipal right-of-way. They include application number; event type and description; sponsoring group's name; admission fee; event date; event times; promotional agency name; contact person's name; address; and telephone number; proposed location or route; whether a fee waiver is requested; estimate number of participants and spectators; authorizing signature and date; date to appear on city council agenda; police department's and local health department's recommendations; decisions; and authorizing signatures.","Retain for 1 year, and then destroy records.",1997-06-01,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-120,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.",1991-06-01,Discontinued,"County,Maintenance"
GRS-752,Constitution and bylaws,"These are the constitution and bylaws of municipal governing/advisory boards. 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 (e.g., Robert's Rules of Order, etc.).",Retain permanently. Records may be transferred to the archives.,1996-12-01,Discontinued,Administrative
GRS-458,Hydrant maintenance inventories,"These inventories are regularly updated and reprinted to document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections indicating physical characteristics, operation, flow check, pressure, and leakage.","Retain for 2 years, and then destroy records.",1991-12-01,Discontinued,Fire Department
GRS-389,Duplicate tax notices,"This file contains ""duplicates"" tax notices which are sent to taxpayers. They are used for reference purposes. Each notice includes ""the kind and value of property assessed to the taxpayer; the street address of the property, if available to the county; that the property may be subject to the detailed review in the next year; and the amount of tax levied property tax relief, option for payment of taxes, and collection procedures, other information specifically authorized, and other property tax information approved by the commission."" (UCA 59-2-1317(1) (1997)). The notice shall also ""separately state all taxes levied . . . have printed or stamped on when and where taxes are payable , state the date on which the taxes will be delinquent, and state the penalty provided by law."" (UCA??59-2-1317 (1) (2007).","Retain for 1 year after superseded, and then destroy records.",1991-09-01,Discontinued,Facility Management
GRS-277,Project commencement notices files,"These files contain project commencement notices. Each original contractor taking a mechanic's lien shall file with the county clerk ""a notice of commencement of the project or improvement with the county clerk for the county or counties where project is located within 30 days after commencement of the project."" The county clerk ""shall create and maintain a file for the maintenance of the notices of commencement"" (UCA 38-1-27 (11)(2010)). In 1991, the county recorder was given the responsibility of filing these notices.",Retain permanently. Transfer records to the archives.,1991-03-01,Discontinued,Clerk
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-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-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-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.",2018-04-03,Discontinued,Human Resources
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-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-1191,Facade project files,"These files document the regranting of funds received by the municipality 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.,1997-06-01,Discontinued,Redevelopment
GRS-1870,Vehicle registration certificates,Copies of legal registrations required by law to be maintained with each vehicle.,"Retain until final action, and then destroy records.",1990-07-01,Discontinued,Motor Vehicle
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-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-1043,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. Transfer records to the archives.,1997-12-01,Discontinued,Planning and Zoning
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-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-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-851,Gasoline sales tickets,These are copies of credit card sales slips. They are used to verify the purchase of gasoline.,"Retain for 2 years, and then destroy records.",1989-09-01,Discontinued,Maintenance
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-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-1961,Americans with disabilities act (ada) requests for accommodation,"Requests made by an employee for disability accommodations. Information includes medical data about the requestor, accommodations made, denials, appeals, and any other information about accommodation requests from applicants, employees, and volunteers.","Retain for 5 years after separation, and then destroy records.",1997-06-01,Discontinued,Human Resources
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-212,Plats,These are copies of county recorders plats of property within the county. These plats must comply with prescribed minimum standards.,"Retain until superseded, and then destroy records.",1991-06-01,Discontinued,Assessor
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-1693,General office correspondence,"Internal or external correspondence regarding general program information duplicated elsewhere, which does not include policy decisions or directives, how the office is organized, how it functions, its pattern of action, procedures, or achievements. Includes electronic mail that communicates the above.","Retain for 3 years, and then destroy records.",1996-04-01,Discontinued,Communication
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-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-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-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-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-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-327,Criminal history disseminating log,These logs document the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems.,"Retain for 1 year, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-1984,Purchase requisition files (fi-1),Requisitions for supplies and equipment for current inventory.,"Retain for 4 years, and then destroy records.",2001-10-01,Discontinued,Purchasing
GRS-1069,Criminal history dissemination log,"These logs document the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems. They include release date, state identification or FBI number. They are created and maintained pursuant to federal regulations under 28 CFR, Part 20, Subpart C (1992) and state regulations under UCA 53-10-202 (2011).","Retain for 1 year, and then destroy records.",1989-12-01,Discontinued,Law Enforcement
GRS-16545,Transitory correspondence,"Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short term interest. Transmittal correspondence between individuals, departments or external parties containing no final contractual, financial or policy information. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.","Retain until administrative need ends, and then destroy records.",2018-04-16,Discontinued,
GRS-51,Bond anticipation notes,"These are notes used by counties pursuant to an appropriation resolution for bonds in anticipation of payable ad valorem taxes and constitute a full obligation of the county, ""the bond anticipation notes and the interest on them shall be secured by a pledge of the full faith and credit of the county"" (UCA 11-14-311 (2012)).in ""the manner and subject to conditions of the Utah Municipal Bond Act"" (UCA 11-14-401 (2005)).","Retain for 1 year, and then destroy records.",1991-06-01,Discontinued,Bonds and Bonding
GRS-407,Homebound meals emergency cards,"These are cards used by the homebound program in emergency situations. They include client's name, address, and telephone number, meal schedule, any special instructions, physician's information, client's signature, and date.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,Aging and Adult Services
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-364,Teletypes,"These documents contain information received from or disseminated to various law enforcement agencies through the teletype system. This information network notifies law enforcement agencies of crimes, lost property, wanted suspects, arrests, missing persons, runaways, etc.","Retain for 1 year, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
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-1236,Questionable cases dispatch recordings,These are audio cassette tapes containing portions of the dispatch activity recordings concerning questionable cases. Twenty-four hour tape recordings are made of all incoming and outgoing telephone and radio calls received by the office. Portions of tapes concerning questionable cases are transferred to audio cassette tapes.,"Retain for 2 years after case is closed, and then destroy records.",1997-12-01,Discontinued,Fire Department
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-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-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-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-340,Firearms inventory cards,"These card files list all firearms in sheriff's department 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.",1991-12-01,Discontinued,Law Enforcement
GRS-687,Materials test results,"These reports contain the results of sieve analysis and nuclear density tests on asphalt, road base concrete, and soils. They are used for conformance of specifications for approval of various materials used on construction projects. Reports include: date, type of material, weight of material, amount of tests performed, and results of tests (sieve analysis results, percent of compaction, and cylinder compressive tests).","Retain for 3 years after end of project or program, and then destroy records.",1994-06-01,Current,Public Works
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-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-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-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-1426,Patron assistance publications,These publications are booklists and other guides created by library staff members. They are used to aid students in locating library materials and to assist in using the library. The information contained in these publications vary but all include the library name and location.,"Retain for 1 year, and then destroy records.",1997-06-01,Discontinued,Library
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-123,Mileage certificates,These are certificates issued by the dealer/manufacturer certifying the mileage is accurate on each county purchased vehicle.,"Retain for 3 years, and then destroy records.",1995-06-01,Discontinued,Maintenance
GRS-177,Promotional tests,"These are tests taken by county 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.",1995-09-01,Discontinued,Human Resources
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-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-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-1204,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 libraries 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.",1997-06-01,Discontinued,Library
GRS-1035,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.",1989-07-01,Discontinued,Parks and Recreation
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-1427,Student requests,"These are requests by students or staff for materials currently checked out or to add new materials to the media center collections. They may be a form and/or electronic record. They may include library card number; patron's name, address, telephone number, and signature; call number, author, and title of material requested; patron's signature, and indication of material's status (checked out, overdue, reordered, out-of-print).","Retain for 1 year after resolution of issue, and then destroy records.",1997-06-01,Discontinued,Library
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-1239,Unapproved tank applications,"These are applications received by the fire department requesting a permit to store flammable liquid or liquid petroleum, but were denied after inspection. They include the application form and an inspection report indicating reasons for permit's denial.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,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-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-691,Special assessment plats,"These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of the tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.","Retain for 5 years, and then destroy records.",1994-06-01,Current,Public Works
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-852,Service requests,"These are requests for maintenance, service, cleaning, or repair of vehicles, equipment, and buildings, received from any municipal department.","Retain for 6 months after resolution of issue, and then destroy records.",1989-09-01,Discontinued,"Maintenance,Municipality"
GRS-1164,Special assessment plats,"These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of the tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.",Permanent. Retain for 5 years after final action. Records may be transferred to the archives.,1997-06-01,Discontinued,Public Works
GRS-1150,Delivery tickets,"These are tickets issued by suppliers to verify delivery of supplies (concrete, road base, gravel, and topsoil). They include date, time, amount of mix received, and list of miscellaneous supplies received.","Retain for 3 years, and then destroy records.",1989-09-01,Discontinued,Public Works
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-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-241,Corrected assessment roll,"These rolls are a record of all property tax assessments within the county. The county auditor is required to correct the assessment roll to ""conform to the requirements of the county board of equalization and Commission"" and to deliver it to the county treasurer by November 1, (UCA 59-2-326 (2000)). The county auditor maintains a COPY for reference purposes and to respond to questions and complaints while the county treasurer maintains the permanent copy. The rolls include date, serial number, property description, total evaluation, assessed valuation, total exemptions, value as corrected, and property tax amount due.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,Auditor
GRS-857,Work orders,"These are authorization forms for repair or maintenance work on department vehicles, equipment, or municipally-owned facilities or structures.","Retain for 3 years, and then destroy records.",1989-09-01,Discontinued,"Maintenance,Municipality"
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-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-1231,Hydrant maintenance card files,"These card files (or other similar discrete media) document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections indicating physical characteristics, operations, flow check, pressure and leakage.","Retain for 1 year after final action, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-457,Hydrant maintenance card files,"These card files (or other similar discrete media) document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections indicating physical characteristics, operations, flow check, pressure and leakage.","Retain for 1 year after final action, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1157,Parking meter repair card log,"This log shows the type and frequency of repairs for each parking meter. The cards are used for preventive maintenance and to verify parking ticket complaints. They include meter location, date, and type of repair.","Retain for 4 years, and then destroy records.",1989-09-01,Discontinued,"Municipality,Public Works"
GRS-1228,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. See also Investigation case files.",Retain permanently. Records may be transferred to the archives.,1997-12-01,Discontinued,Fire Department
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-1175,Encroachment agreements,"These are agreements between the municipality and property owners allowing them to extend fences or plants (bushes and trees) within the municipal right of way. The municipality reserves the right to revoke the agreement and to require the property owner to remove the fences or plants upon request. The agreements include date, licensee's name and address, agreement terms, licensee's notarized signature, and signatures of the city council chair and city manager.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",1997-06-01,Discontinued,Public Works
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-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-379,Field books,"These books contain the original survey notes and measurements by surveyors. They are used to create maps and diagrams for specific projects and to update reference sheets. They include township, section, range, survey measurements, elevations, and grade with some sketches of area and notes regarding the project.",Retain permanently. Transfer records to the archives.,1991-12-01,Discontinued,Surveyor
GRS-1225,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 occurence, address, run number, time in service, type of run, and equipment used.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-945,Loss control inspection reports,"Each year a municipal agency may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might also be used as evidence in defense of a claim.","Retain for 12 years, and then destroy records.",1997-12-01,Discontinued,Risk Management
GRS-1178,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 municipalwide facilities. The permit provides that the structure or operation covered could be stopped, removed or destroyed by the municipality in a flood emergency and that all structures are subject to municipal 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.,1997-06-01,Discontinued,Public Works
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-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-1147,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.",1989-09-01,Discontinued,Public Works
GRS-861,Mileage certificates,These are certificates issued by the dealer/manufacturer certifying the mileage is accurate on each municipally purchased vehicle.,"Retain for 3 years, and then destroy records.",1996-11-01,Discontinued,Maintenance
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-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-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-1211,Patron requests,"These are library patron requests. They may be either requests for library materials, such as requests for materials currently checked out or to add new materials to the library collection, or they may be requests to use library owned equipment such as computers and listening stations. Materials requests may include library card number, patron's name, address, telephone number, and signature, as well as information about the requested library material. Equipment usage requests may additionally include information about the use of computers or other equipment such as date and time used, Inter-net sites visited, or terms of use.","Retain for 1 year, and then destroy records.",1997-06-01,Discontinued,Library
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-1241,Utah fire incident reporting system (ufirs) forms,These report forms are completed for each fire and are submitted to the State Fire Marshal. The information is then submitted by the State Fire Marshal on computer tape to the Federal Emergency Management Agency (FEMA). The information is maintained permanently by FEMA.,"Retain for 6 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-856,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.",1989-09-01,Discontinued,"Maintenance,Municipality"
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-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-692,Special events permits,"These applications are completed by persons requesting permits to hold special events (i.e., film crews, races, parades) on the right-of-way. They include application number; event type and description; sponsoring group's name; admission fee; event date; event times; promotional agency name; contract person's name, address, and telephone number; proposed location or route; whether a fee waiver is requested; estimated number of participants and spectators; authorizing signature and date; date to appear on county commission agenda; sheriff's and local health department's recommendations; decision; and authorizing signature.","Retain for 1 year after expiration of permit or license, and then destroy records.",1994-06-01,Current,Public Works
GRS-1215,Shelf list,"This is the master inventory of all library holdings currently in the library collection. Traditionally the record was a card file which was arranged by shelf or classification number, but has now largely been computerized. This master inventory is constantly being changed as materials are added and withdrawn from the collection. It includes classification number (or call number), author, title, and number of copies.","Retain until final action, and then destroy records.",1997-06-01,Discontinued,Library
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-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-1203,Circulation statistical reports,"These are monthly statistical reports on the numbers and types of library materials checked out. They are used for future planning. They include the number of items checked out by type, number of library cards issued, and monthly totals.","Retain until completion of publication or report, and then destroy records.",1997-06-01,Discontinued,Library
GRS-997,Enforcement case files,These case files document housing and zoning complaints. They are used to document municipal 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.",1988-12-01,Discontinued,Building Inspection
GRS-1419,Packing sheets,"These are packing lists accompanying all food purchases. They are used to verify shipments and receipt of food purchases. The lists include date, ticket number, page and run numbers, district name, number of boxes delivered, requisition number, original quantity ordered, quantity shipped, still on order, unit (case, bag, can), unit cost, total cost, item number, item description, and totals.","Retain for 1 year, and then destroy records.",1997-06-01,Discontinued,Food Service
GRS-695,Survey drawings,"These are drawings of new surveys and resurveys of parcels of property containing horizontal control monuments. They are computed on a state plane grid coordinate and are used as a reference for measurements and deeds research. They include monuments, state plane grid coordinates, surveyor's notes, scale, legend, and north point.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Discontinued,Public Works
GRS-465,Utah emergency medical services (ems) incident report,These report forms record both statistical and patient information on all EMS calls received by the fire department. They serve as the medical chart for all persons treated by the department's paramedics.,"Retain for 7 years, and then destroy records.",1996-01-01,Current,Fire Department
GRS-848,Daily work logs,"This daily log is maintained by each work crew to verify work completed. This log includes date, work order number, location, job requirements, date completed, equipment used, and initials or crew chief's signature.","Retain for 2 years, and then destroy records.",1989-09-01,Discontinued,"Maintenance,Municipality"
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-146,Comprehensive employment and training act (ceta) personnel files,"These personnel files contain information on all persons (full-time, part-time, and temporary employees) hired through federally funded CETA programs. These employees were not later hired as full-time regular county employees. CETA is an obsolete federally funded employment program.","Retain for 5 years, and then destroy records.",2016-12-13,Discontinued,Human Resources
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-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-5,County scrapbooks,"These are a chronological record of the activities of the county or individual county department. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to county activities and actions and reactions of county citizens.??",Retain permanently. Records may be transferred to the archives.,2017-08-29,Discontinued,Intrinsically Historical
GRS-165,Personnel requisition and analysis files,"These forms are used by county departments to fill vacant positions and to request new positions. The form includes position title, whether exempt or nonexempt, grade, step, classification, part or full-time, replacement or new position, reasons for replacement, requesting department, whether county employees will be considered for position, educational requirements, specialized training and experience required, and a section to be completed if requesting new positions (special functions, how those functions are currently being performed, why position is required, and signature of department head or elected official).","Retain for 5 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-28,Technical reference files,"These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.","Retain until administrative need ends, and then destroy records.",2014-10-21,Discontinued,Administrative
GRS-169,Recruitment files,These files document the offering of county positions to potential employees. These files contain job offers which were declined. The accepted offers are maintained in individual personnel files.,"Retain for 6 months after final action, and then destroy records.",2015-05-22,Discontinued,Human Resources
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-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-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-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-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-659,Planning commission minutes,"These are minutes of meetings and hearings held by the planning commission. ""Each county may enact an ordinance establishing a countywide planning commission or one district planning commission for each planning district"" (UCA 17-27a-301(1) (2011). A countywide planning commission is required to prepare and recommend general plans and amendments; zoning ordinances and maps; amendments to zoning ordinances; administers provisions of the zoning ordinance; recommends subdivision regulations plans and amendments; and advise legislative body as specified in UCA?? 17-27a-302 (2012).",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Planning and Zoning
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-427,Activity reports,"These reports are compiled monthly to show the activity of animal control operations. They may include date, statistical information for each officer involved in the pickup of stray dogs or cats, and other animal impounds; injured animals, dead animals, home or other quarantines, total animals handled, licenses sold, total citations issued, warnings issued, response to calls, and total miles patrolled. These reports list the number of dogs, cats and other animals received, redeemed, sold, given away, destroyed, and total animals on hand at the first and end of each month.","Retain for 2 years after and destroy, if annual report produced; retain permanently, if no annual report produced.",2016-02-02,Discontinued,Animal Control
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-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-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-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-529,Burial-transit permit application,"This application is used to obtain a permit to allow the removal of burial remains in accordance with UCA?? 26-2-17(3)??(2007). It includes death certificate number, deceased's name, birth date, birth place, death date, place of death, name of next of kin or other person authorizing disposition, disposition (burial, cremation, or other), funeral home, address, license number, name of person issuing permit, date issued, registrar's signature, how body was disposed (burial, cremated, other), date permit issued, cemetery name, place, county, state, and signature of person in charge.","Retain for 1 year, and then destroy records.",2015-04-20,Discontinued,Health
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-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-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-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-761,Acknowledgement files,These files document the acknowledgment and transmittal of inquiries and requests that have been referred elsewhere for reply. These files include copies of the initial request and letters of acknowledgement and transmittal.,"Retain for 3 months, and then destroy records.",1996-12-01,Discontinued,Administrative
GRS-103,Adding machine tapes,These are adding machine tabulations. They are used to calculate cost report data or for other accounting purposes and are not attached to another record series. This does not include routine tabulations.,"Retain until administrative need ends, and then destroy records.",2014-10-21,Discontinued,General Accounting
GRS-914,Recruitment files,These files document the offering of municipal positions to potential employees. These files contain job offers which were declined. The accepted offers are maintained in individual personnel files.,"Retain for 2 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
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-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-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-1957,Performance plan,Record of performance understanding completed between employee and supervisor. This is time-frame and quality-specific for the identified duties. Includes yearly goals and expectations of employee.,"Retain for 10 years, and then destroy records.",1996-08-01,Discontinued,Human Resources
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-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-1695,Electronic publications working files,"Drafts of electronic publications published via Internet or State Bulletin Board System, which may include design concepts, artwork or photos, working documents of HTML text, and technical reference information.","Retain for 1 year, and then destroy records.",1996-04-01,Discontinued,Administrative
GRS-1960,Family medical leave applications,"This record contains applications for an employee to take leave based on the Family and Medical Leave Act of 1993. Information includes payroll and identifying employee data such as name, address, and occupation; rate or basis of pay in terms of compensation; daily and weekly hours worked per pay period; additions to or deductions from wages; total compensation paid; dates (or hours) leave is taken by employee; information regarding employee benefits or employer leave policies; premium payments of employee benefits, and data regarding any dispute between the employer and the employee over the designation of leave as Family and Medical Leave Act leave.","Retain for 3 years, and then destroy records.",2015-02-13,Discontinued,Human Resources
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-977,Controlled substances euthanasia log,"This log documents the amount of controlled substances (e.g., sodium pentobarbital) used and the number of animals destroyed. It must include the date, number, animal type, case number, numbers total, and ending inventory.","Retain for 2 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
GRS-1378,Disaster planning files,"These files are used to prepare district-wide plans for action to address emergency conditions (e.g., fire, flood, earthquake, and other disasters). They include studies and evaluations undertaken by the county and the completed disaster plan.","Retain for 5 years after after being superseded, and then destroy records.",2015-08-12,Discontinued,Risk Management
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-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-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-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-974,Bite reports,"This report form documents investigations of dog bites. Copies may be kept by the animal control officer, impound, and the local health department. A dog without rabies vaccination verification will be quarantined for 10 days to guarantee the dog does not have rabies (UCA 26-6-11 (1981)). The report usually includes the case number, information on person bitten, informant's name, information on incident, treatment, animal and investigation.","Retain for 5 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
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-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-29,Word processing files,"These are documents such as letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard disks or floppy diskettes and used to produce hard copy which is maintained in organized files.","Retain until administrative need ends, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-318,Arrest reports,"These are forms used to report arrests made by the sheriff's office. They usually include complete information and description of person arrested, date, arrest time, charges, description of offense, witnesses, and name of officer(s) making arrest. Sometimes arrest and booking reports are one form.","Retain for 5 years, and then destroy records.",2015-08-21,Discontinued,Sheriff
GRS-329,Daily activity report,"This is a report of daily activity per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date, case number, case type, but may also show officer's name, shift, vehicle number, total hours on and off duty, administrative time, and investigative time.","Retain for 2 years, and then destroy records.",2015-05-18,Discontinued,Sheriff
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-619,"Women, infants, and children (wic) women participant files","These files document the participation of women in the Women, Infant, 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 pregnant, postpartum, and breast-feeding women. These files include the nutrition history, notification of eligibility, family enrollment forms, turnabout change order, nutrition education information, nutrition education attendance record, nutrition care plan, pregnancy history, WIC certification form, and the WIC participant responsibilities agreement.","Retain for 4 years after separation, and then destroy records.",2014-07-21,Discontinued,Health
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-1433,Medical files,"These files document the medical conditions of both certified and classified employees. They include Family and Medical Leave Act (FMLA) request forms, vaccination forms, critical family illness forms, tuberculosis test results, sick bank requests, requests for sick leave, physician's notes for employee absence , and related correspondence.","Retain for 1 year after after termination, and then destroy records.",2015-02-13,Discontinued,Human Resources
GRS-582,Monthly cemetery death report,"This three-part report form lists all interments and is prepared monthly by all cemeteries in the state and submitted to their local health department as required by UCA 26-2-18(3) (2006). The information is used by the department to verify that all death certificates are being received. The original is retained by the local health department, the first copy is submitted to the State Health Department and the second copy is retained by the cemetery. The form includes the month and year, name and location of the cemetery, death date, deceased's name and age, the county where death occurred, and the name of the funeral home or funeral director.","Retain for 1 year, and then destroy records.",2015-04-20,Discontinued,Health
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-679,Drawings and diagrams,"These are drawings and blueprints of engineering ""as-built"" projects. They are used by the public and county personnel to establish existing information for all county locations. They include drawings of street construction, sidewalks, storm drains, waterlines, reservoirs, public facilities, and other county building projects, providing date, legend, county title, scale, and actual drawings.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Public Works
GRS-430,Animal master report cards,"These cards are completed for each animal brought to the animal shelter. They may contain the following information: date brought in; assigned pen number; tag number; owner's name, address, and phone number; location of pickup, type of animal, breed, sex, and color; reason animal impounded and other information related to adoption or disposal.","Retain for 2 years, and then destroy records.",2016-02-02,Discontinued,Animal Control
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-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-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-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-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-173,Pre-employment tests,"These examinations are required of applicants for specific county positions. They include date, position tested for, employee name, social security number, the actual test questions and applicant's answers, and score.","Retain for 3 years, and then destroy records.",2015-05-22,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-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-121,As-built construction plans and specifications,These are the final plans and specifications for approved and constructed county buildings.,Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Maintenance
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-1463,Recruitment files,"These files document the recruitment of applicants for vacant district positions. They include the job announcement, eligibility lists, copies of recruitment request, possible interview questions, and notes.","Retain for 2 years after final action, and then destroy records.",2015-08-12,Discontinued,Human Resources
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-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-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-904,Employment applications (not hired),"These are application forms completed by persons seeking municipal employment who were not hired. They include the name, address, and telephone 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-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-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-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-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-1278,Technical reference files,"These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.","Retain until administrative need ends, and then destroy records.",2015-04-20,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-1955,Delegation agreements,"Documentation of personnel responsibilities with specific state agencies. Includes evaluations, correspondence, self-evaluation questionnaires, interviews, entrance/exit conferences, classification findings, organizational development, and other supporting documentation.","Retain for 5 years, and then destroy records.",2001-10-01,Discontinued,Human Resources
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-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-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-1696,Mailing lists,"Lists of individuals, companies, or other entities with which the agency corresponds. Information includes street addresses, electronic mail addresses, and phone and FAX numbers.","Retain until superseded, and then destroy records.",2013-04-26,Discontinued,Administrative
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-435,Controlled substances euthanasia log,"This log documents the amount of controlled substance (e.g., sodium pentobarbital) used and the number of animals destroyed. It must include the date, number, animal type, case number, numbers total, and ending inventory.","Retain for 2 years, and then destroy records.",1993-09-01,Discontinued,Animal Control
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-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-1210,Patron assistance publications,These publications are booklists and other patron assistance guides created by library staff members. They are used to aid library patrons in locating library materials and to assist in using the library. The information contained in these publications vary but all include the library name and location.,Retain permanently. Transfer records to the archives.,2017-02-03,Discontinued,Library
GRS-970,Animal control daily field reports,"These forms are completed by each animal control officer to report on daily activities. They are used to compile activity reports. They include officer's name, time on and time off duty, patrol time and area, day of week, vehicle number used, beginning and ending mileage, type of activity performed such as picking up stray animals, quarantines, dead animals, complainants visited, and location and time.","Retain for 1 year, and then destroy records.",1989-07-01,Discontinued,Animal Control
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-968,Animal master report cards,"These cards are completed for each animal brought to the animal shelter. They may contain the following information: date brought in; assigned pen number; tag number; owner's name, address, and telephone number; location of pickup, type of animal, breed, sex and color; reason animal impounded and other information related to adoption or disposal.","Retain for 2 years, and then destroy records.",1989-07-01,Discontinued,Animal Control
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-967,Animal citations,"These are citations issued to animal owners for infractions of municipal ordinances (e.g., not having a license, allowing pet to run at large, no rabies vaccinations). They may contain the citation number, license number, owner's name and address, violation, ordinance number, date and time.","Retain for 2 years, and then destroy records.",1989-07-01,Discontinued,Animal Control
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-915,Summer youth program files,"These files document participation in the summer youth program. The summer youth program provides employment with government agencies for youth between the ages of fourteen and eighteen. The files include time cards, copies of labor training/modification form, employment applications, and related correspondence.","Retain for 3 years after separation, and then destroy records.",1997-12-01,Discontinued,Human Resources
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-96,Travel - private vehicle usage files,These are authorization forms for county officials or employees to use a private vehicle for county business when it is the most economical method of travel.,"Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,Financial Management
GRS-877,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 publication, and then destroy records.",1989-03-01,Discontinued,Payroll
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-119,Work orders,"These are authorization forms for the repair or maintenance work on department vehicles, equipment, or county owned facilities or structures.","Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,Maintenance
GRS-1232,Hydrant maintenance inventories,"These inventories are regularly updated and reprinted to document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections, indicating physical characteristics, operation, flow check, pressure, and leakage.","Retain for 2 years, and then destroy records.",1997-12-01,Discontinued,Fire Department
GRS-574,Inspection certificate purchase application,"This is an application submitted by an inspection station owner to purchase inspection certificates from the local health department of inspection as required by UCA 41-6-163.6(6) (2012). The application includes the name, station number, and telephone number of the inspection station; names of the owner, manager, and purchaser; purchaser's association with the station; purchaser's address and telephone number; number of compliance certificates requested; a record of the confirmation of the order; amount of money received; and the number of certificates issued.","Retain for 2 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-577,Inspection/maintenance files,"These are the results of the inspection of each vehicle submitted by the inspection stations to the department. This is used to report the test results of the program to report to the Environmental Protection Agency (EPA). These report forms include the vehicle inspection number, engine size and model; owner's name and address; vehicle make; license plate number; model year; test date; station number; mechanic number; inspection cost; test results for tampering, first test emissions level and final test emissions level; certificate number issued; emission repairs costs; and certified emissions mechanic's signature.","Retain for 2 years, and then destroy records.",1992-12-01,Discontinued,"County,Health"
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-908,Experience works program files,"These files document the governmental entity's participation in the Green Thumb Program. This is a program designed to improve the economic and social conditions of older citizens and rural communities by providing essential community services through promoting the employment and training of older Americans. The Green Thumb Program is sponsored by the National Farmer's Union and is funded by the U.S. Department of Labor. Participants are low income persons 55 years and older who work an average of 20 to 24 hours per week. The files include time cards, Green Thumb employment form, performance review forms, enrollee job description, work schedule, medical examination form, memoranda, surveys, and related correspondence.","Retain for 3 years after final completion of report, and then destroy records.",1996-11-01,Current,Human Resources
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-1180,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 the city and county representatives.","Retain for 6 years after expiration of contract, and then destroy records.",1997-06-01,Discontinued,Public Works
GRS-787,Bond redemption and destruction certificates,These are certificates sent to the municipality by the paying agent which track pay and destruction of bond coupons.,"Retain for 3 years after final action, and then destroy records.",1989-03-01,Current,Bonds and Bonding
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-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-1068,Crime analysis files,"These files were created to anticipate, prevent, or monitor possible criminal activity. They include crime patterns, analyses of particular crimes, crime reports, information on potential problems and forecasts.","Retain for 2 years after resolution of issue, and then destroy records.",1996-08-01,Discontinued,Law Enforcement
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-1074,Dui (driving under the influence) reports,"These reports are a three-part state form used for reporting persons arrested for driving under the influence of alcohol (DUI). The original is sent to the Driver's License Division of the Department of Public Safety within ""five days after the date of arrest and service of notice"" (UCA 53-3-223 (5) (2011)). The report is filed by case number and by arrestee's name, and sometimes is part of the case file.","Retain for 2 years after final action, and then destroy records.",1996-11-01,Discontinued,Law Enforcement
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-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-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-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-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-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-563,Gas leak emissions check report,"This is a monthly form submitted by inspection stations reporting that their emissions inspection equipment is operating properly. It ensures the accuracy of the data collected by the station. This form includes the name, number, and address of the station; the analyzer's brand name, model and serial number; the gas brand; the propane equivalency factor; the test date; the person performing the gas calibration and leak check; the cylinder pressure; the span gas concentration levels; the calibration port readings; the readjustment readings; the probe readings; the percentage difference; whether the machine passed or failed the check; and a record of any unusual occurrences during the month (analyzer inoperable, maintenance performed, etc.). This form was discontinued July 1, 1991.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,Health
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-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-1707,Americans with disabilities act requests for accommodations,"Requests received from the public for disability accommodations for state sponsored events. Information includes the requests for accommodations and the agency's response including accommodations made and other related documentation. For accommodation requests received from employees refer to Human Resource Section, ADA requests for accommodations.","Retain for 1 year, and then destroy records.",2001-10-01,Discontinued,Administrative
GRS-1945,Position class specifications and standards,"Document which describes the type of work and provides other related information pertaining to a specific position, or to a group of positions wherein all positions are designed to do essentially the same type of work.","Retain for 10 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
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-1972,"Plate, negatives, and art work files",Basic information and materials used to produce a printing request.,"Retain until administrative need ends, and then destroy records.",1990-07-01,Discontinued,Business Services
GRS-1899,Wage survey files,"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 requests for and authorization of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).","Retain for 1 year after after superseded, and then destroy records.",1990-07-01,Discontinued,Payroll
GRS-1944,Position classification survey studies,"Survey reports on various positions prepared by classification specialists, including periodic reports.","Retain for 4 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1989,Unopened bids and proposals,"Solicited and unsolicited bids and proposals to provide products or services which, due to funding or administrative reevaluation, are no longer required by the agency or will not be open to the bidding process.","Retain for 1 year, and then destroy records.",1990-07-01,Discontinued,Purchasing
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-1948,Salary survey,"Survey reports on various positions prepared by classification specialists. It compares salary ranges, benefits, education, and experience required.","Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1999,Indexes and check lists,"Bibliographies, check lists, and indexes of agency publications and news releases, except those used as indexes to public relations files.","Retain until superseded, and then destroy records.",1990-07-01,Discontinued,Public Affairs
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-279,State drivers' license master license report,"This was a computer report of all licensed drivers within the county. It was used with the voter registrations to create jury lists for district, circuit, and justice courts. The report included the driver's name, address, date of birth, and date the license was issued. In 1992, the Judicial Council and the Court Administrator's Office were given the responsibility to create jury lists (UCA 78-40-10 (1995)). OBSOLETE RECORD.","Retain for 1 year after or until superseded, and then destroy records.",2015-01-21,Discontinued,Clerk
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-238,Tax sale minutes,"These are the minutes of the actual sale of real property at tax sales. Includes the date, time and place of sale, names of persons conducting the sale, description of proceedings, listing of properties sold, amount of taxes owed, purchase price, and name(s) of purchaser.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Auditor
GRS-70,Equipment inventories files,"These files contain the annual inventory of county equipment, supplies and other items owned or administered by the county.","Retain for 1 year after after superseded, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
GRS-230,Audit reports,These are reports prepared by external auditors examining and verifying the county's financial activities for the year. Includes statements of receipts and disbursements and established funds of the county.,Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Auditor
GRS-87,Investment accounting daily sheets,These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.,"Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,General Accounting
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-86,Interdepartmental billings,These are accounting documents that request the transfer of funds between departments for services rendered or materials purchased.,"Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,General Accounting
GRS-24,Reading or chronological files,These are duplicate copies of all or selected correspondence sent or received. They are used solely as a reading file for the convenience of office personnel.,"Retain for 1 year after or until administrative need ends, and then destroy records.",2015-08-12,Discontinued,Administrative
GRS-84,Deposit slips,These are bank cashiers' slips showing the amount and date of deposit of monies into county accounts.,"Retain for 3 years, and then destroy records.",2016-12-29,Discontinued,General Accounting
GRS-148,Eligibility register,This is a register of persons identified as qualified (eligible) to fill specific county positions. The county hires from this register.,"Retain for 1 year, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-443,Public buildings (municipal and county) building plans,"These are the blueprints and specifications submitted by building contractors or government agencies applying for a building permit for the construction of government buildings. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, government agency 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 permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Building Inspection
GRS-528,Board of health minutes,"These minutes document the actions of the local boards of health. Each local health department is required to have a board of health ""appointed by the local governing body and shall consist of at least five persons"" (UCA 26A-1-109 (2008)). The Board of Health is responsible for establishing policy, for adopting regulations relating to health protection and the promotion of public health or environmental health including but not limited to public health administration and support services, maternal and child health, communicable disease control, surveillance and epidemiology, food protection, solid waste management, wastewater management and safe drinking water management. They include the agenda and the actual minutes of proceedings of special and regular meetings of the local Boards of Health.",Retain permanently. Records may be transferred to the archives.,2014-07-22,Discontinued,Health
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-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-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-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-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-759,System studies final reports,"These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies.",Retain permanently. Transfer records to the archives.,2017-02-03,Discontinued,Administrative
GRS-760,Technical reference files,"These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Include copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, and vendor price lists.","Retain until resolution of issue, and then destroy records.",2014-10-21,Discontinued,Administrative
GRS-886,Eligibility certificates,"These are certificates of eligibility with related requests, forms, correspondence, and statement of reasons for passing over a ""preference eligible"" and selecting a ""non-preference eligible.""","Retain for 4 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-993,Public buildings (municipal and county) building plans,"These are the blueprints and specifications submitted by building contractors or government agencies applying for a building permit for the construction of government buildings. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, contractor, and government agency. They are used for determining code compliance and the enforcement of building codes. The plans are usually arranged by permit number or address.",Retain permanently. Records may be transferred to the archives.,2017-06-26,Discontinued,Building Inspection
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-1008,Interment reports,"These are copies of a monthly report submitted by the sexton to the Health Department's local registrar when deceased was buried in the cemetery. They are used to verify a report was made. They include ""name of the decedent, place of death, date of burial, and name and address of the funeral director or other person making the interment"" (UCA 26-2-18(2) (2006)).","Retain for 1 year, and then destroy records.",2015-04-20,Discontinued,Cemetery
GRS-1062,Arrest reports,"These are forms used to report arrests made by the police department. They usually include complete information and description of person arrested, date, arrest time, arrest location, charges, description of offense, witnesses, victims, suspects, and name of officer(s) making arrest. Sometimes report is a multi-part form, with a copy sent to the county jail.","Retain for 5 years after final action, and then destroy records.",2015-08-21,Discontinued,Police Department
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-898,Position survey files,"These are survey reports on various positions prepared by classification specialists determining accuracy of position description, grade, and salary. They may also include periodic reports.","Retain for 3 years, and then destroy records.",2015-05-22,Discontinued,Human Resources
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-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-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-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-757,Reading or chronological files,These are duplicate copies of all or selected correspondence sent or received. They are used solely as a reading file for the convenience of office personnel.,"Retain for 1 year, and then destroy records.",2014-10-21,Discontinued,Administrative
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-807,Fixed asset lists,"These are listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.","Retain for 10 years, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
GRS-806,Equipment inventories files,"These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.","Retain for 1 year, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
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-897,Position description files,"These files describe established positions including information on title, grade, duties, and agency responsibilities.","Retain for 5 years after final action, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-812,Annual financial reports,"These are statistical reports on the financial affairs of the entire municipality. ""Within 180 days after the close of each fiscal year the city recorder or other delegated person shall present to the governing body an annual financial report prepared in conformity with generally accepted accounting principles, as prescribed in the Uniform Accounting Manual for Utah cities (UCA 10-6-150 (2009)). ""Copies of the annual financial report....shall be filed with the state auditor and shall be filed as a public document in the office of the city recorder"" (UCA 10-6-150 (2009)).",Retain permanently. Records may be transferred to the archives.,2017-02-03,Discontinued,General Accounting
GRS-864,Budget authorization reference files,These are copies of budget authorizations in operating payroll units. They are used to control personnel ceilings and personnel actions.,"Retain until superseded, and then destroy records.",2016-12-29,Discontinued,Payroll
GRS-804,Annual fixed asset report,"These work sheets list totals of all fixed assets, purchases, and dispositions. They are used to create annual reports.","Retain until superseded, and then destroy records.",2016-01-19,Discontinued,Fixed Asset
GRS-894,Job opening files,These files contain a listing of all current municipal job openings with job descriptions.,"Retain for 1 year, and then destroy records.",2015-05-22,Discontinued,Human Resources
GRS-847,Daily vehicle usage report,"This is a report of all vehicle usage. It is used for both maintenance and planning purposes. Includes date, list of repairs needed and action taken, miles traveled, problems, and driver's name.","Retain for 3 years, and then destroy records.",2016-01-20,Discontinued,Maintenance
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-1061,Daily activity report,"This is a report of daily activity per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date, case number, case type, but may also show officer's name, shift, vehicle number, total hours on and off duty, administrative time, and investigative time.","Retain for 2 years, and then destroy records.",2015-05-18,Discontinued,Police Department
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-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-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-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-1656,Administrative reference/reading files,Record of all memoranda and correspondence generated by an agency and retained only for reference purposes.,"Retain for 1 year after or until administrative need ends, whichever is first,, and then destroy records.",2015-01-20,Discontinued,Administrative
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-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-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-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-1681,Transitory files,"Papers of short-term interest which have no documentary or evidential value. Includes quasi-official notices such as for holidays, charity, and fund appeals, bond campaigns, and other similar papers.","Retain for 3 months after or until administrative need ends, and then destroy records.",2014-10-21,Discontinued,Administrative
GRS-1671,Management analyses/improvement reports,"Reports on the administrative review, analysis, and implementation of programs and operation of those programs.","Retain for 10 years, and then destroy records.",2001-10-01,Discontinued,Administrative
GRS-1757,Telephone messages,Incoming and outgoing telephone messages.,"Retain until administrative need ends, and then destroy records.",2015-08-21,Discontinued,Communication
GRS-1735,A-95 review files,Project files of all A-95 grants.,"Retain for 25 years after after project ends, and then destroy records.",1990-07-01,Discontinued,Budget
GRS-1771,Operating system nondependent application files,System application that is not dependent upon the software.,"Retain until administrative need ends, and then destroy records.",1990-07-01,Discontinued,Data Processing
GRS-1811,Financial information resources system (firms) year end report,Yearly or period 13 edition of FIRMS reports. OBSOLETE RECORD SERIES BY 1998.,"Retain for 10 years, and then destroy records.",2013-04-22,Discontinued,Financial Management
GRS-1786,Under-construction plans and specifications,Specifications used by contractors and architects as guidelines to construct previously designed buildings.,"Retain until superseded, and then destroy records.",2017-03-27,Discontinued,Facility Management
GRS-1818,Out-of-state travel authorizations (fi-5),Travel authorization sent to the Division of Finance. The Division of Finance files these as part of the Employee Travel Reimbursement Files.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1810,Financial information resources system (firms) periodic reports,Includes the following: FICAA01T Trail balance monthly. FICAA05P Outstanding encumbrance. FICAA09P Outstanding reservation. FICAA10P Cash deposits. FICAA30P General ledger activity. FICAA85P Revenue and expenditure status by fund. FICAED01 Expenditure detail by sub-account. FICAES01 Expenditure status by sub-account. FICAES02 Work program/expenditure comparison by summary account. FICARD01 Revenue detail by sub-account within organization. FICARS01 Revenue status by sub-account. FICARS02 Estimated revenue/realized revenues. FICAER01 Expenditure/revenue summary by level 2. FICAMP01 Revenue account status by activity other than Department of Transportation. OBSOLETE RECORD SERIES BY 1998.,"Retain for 5 years, and then destroy records.",2013-04-22,Discontinued,Financial Management
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-1823,"Private vehicle usage files (df34, df40)",Authorization for employee to use a private vehicle for state business when that is the most economical method of travel.,"Retain for 3 years, and then destroy records.",2014-10-09,Discontinued,Financial Management
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-242,Deposits with the state treasurer,"These forms accompany deposits to the State Treasurer's office for fees collected for the Children's Trust Fund and Displaced Homemaker as part of the marriage license fees. They serve as a receipt for deposits. They include depositor document number, collecting organization's name and address, collection period, accounting distribution organization and account codes, organization name, amount collected, total remittance, preparer's name and telephone number, authorizing judge or agent and date.","Retain for 3 years, and then destroy records.",1994-06-01,Current,Auditor
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-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-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-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-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-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-413,Quarterly program performance report,This is a quarterly statistical report on all programs administered by the agency which is submitted to the State Division of Aging. The state compiles statistics and returns the report to local agency for subsequent quarters and a final annual report.,"Retain for 2 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
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-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-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-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-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-408,Homebound meal reservation list,"This weekly list documents those individuals who have made reservations to receive meals at home under the Homebound Program (Meals-on-Wheels). It is used for meal planning and to create billings. The list include site, week and year, clients' names and addresses, days of week, indication which days reservations were made for delivery of meals, and a check by driver to indicate whether meal was delivered.","Retain for 1 year after final action, and then destroy records.",1992-12-01,Current,Aging and Adult Services
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-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-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-425,Van driver's statement,"This is a form signed by all senior center van drivers. It is used to inform the driver of all driving policies. The statement includes a listing of driving policies, general statement on van insurance information, comments on winter driving, driver's signature and date.","Retain for 1 year after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
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-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-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-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-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-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-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-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-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-590,Prenatal health case files,"These are case files for women who are eligible for the prenatal (PEPI) program. This program is for low income pregnant women who were presumed eligible for medicaid or who are on medicaid. The local health department performs an initial interview to determine the woman's eligibility. Once the woman is determined eligible she is assigned to a registered nurse who then contacts the client every month and performs home visits. Each of these components are documented in each client's chart. The client is maintained in the program for two months after the pregnancy ends. The case file includes prenatal care coordination tracking record form, nursing notes, prenatal initiative form, Utah Perinatal record system (UPRS), identification card, health insurance claim form, and release of information form. These case files may also be called ""Baby Your Baby case files.""","Retain for 7 years after case is closed, and then destroy records.",1992-12-01,Current,Health
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-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-949,Protest files,These are written protests by owners of property to be assessed in a special improvement district. The governing body hears protests and approves changes or cancels districts.,"Retain for 2 years after resolution of issue, and then destroy records.",1989-03-01,Current,Special Assessment
GRS-626,Encephalitis surveillance reports,"These are blood samples and test reports submitted to the State Health Department to verify the occurrence of encephalitis in certain areas of the state. Chickens are raised in certain areas of each county and blood is drawn periodically from these birds. These test are conducted by the mosquito abatement departments and sent to the state health department for verification. This report includes test type, flock, draw number, draw date, report date, and bird number.","Retain for 5 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
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-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-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-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-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-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-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-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-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-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-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-955,Airfield inspection files,"These files record airfield inspections made at the airport on runway conditions, fire and rescue facilities, ground vehicle control, obstructions, public protection, bird hazards, construction and other unservicable areas, wind-indicating devices, standby power system, fuel farms, lift stations and nightly inspection of lighting. They include date, time of inspection, shift, inspector's name, a checklist of items to be checked, present condition, and action taken.","Retain for 5 years, and then destroy records.",1989-07-01,Current,Airport
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-1878,Summary time report,This report provides information on the regular and overtime hours paid. It also includes all other earnings and the labor distribution.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
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-319,Bail commissioner's release form,"This is a form completed by the county bail commissioner indicating the payment of bail, providing for the payment and allowing for the release of prisoner. ""The county executive . . . may appoint one or more responsible and discreet members of the sheriff's department . . . as a bail commissioner . . . have authority to fix and receive bail for persons arrested in the county for misdemeanors under laws of the state; or for violation of county ordinances"" (UCA 17-32-1 (1995)). This form may also be considered as an agreement to appear for trial if prisoner is released on own recognizance. One copy is kept with prisoner's packet, one copy is sent to clerk of the court or pre-trial services, and one is sent to court.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-421,Title v personnel case files,"These files document the participation of persons in the Senior Service Employment Program under 20 CFR 641 (2008). This program provides for the hiring of low-income persons over the age of fifty-five. The files include income certification form, client intake form, any related correspondence, and if applicable termination forms.","Retain for 4 years after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
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-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-412,Senior Center participant cards,"These are cards on all participants in senior center programs. These programs include both those held at the center and any others provided (e.g., friendly visits, homebound meals, reassurance calls). The cards record the individual's participation for four quarters. They are used to compile an annual report. They include participant's name, quarter and year, and code for services provided.","Retain for 1 year, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-426,Volunteer calendar,This calendar documents the scheduling of volunteers at the senior centers. It is a monthly calendar containing notations indicating volunteer's name and specific times scheduled to work at center.,"Retain for 1 year, and then destroy records.",1992-12-01,Current,Aging and Adult Services
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-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-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-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-564,"Hotels, motels, resorts, and labor camps inspection report","This state report form documents health inspections of all hotels, motels, resorts, and labor camps. Any deficiencies discovered in the inspection must be corrected before next routine inspection or a specified period or facility could be closed until work is completed. The report form includes establishment's name, establishment type, city, county, lodging unit numbers, secondary water source, on-site sewage disposal type, owner's name and address, health district, lessee's name and address, inspection type (routine, complaint, construction inspection, request, follow-up inspection, pre-opening inspection, survey, and other), and results of inspection concerning water supply, wastewater disposal, service buildings or restroom facilities, housing, laundry facilities, swimming or wading facilities, solid waste, and specific remarks, date, and signatures of the owner or representative and sanitarian.","Retain for 3 years, and then destroy records.",1992-12-01,Current,Health
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-711,Compliance orders,"These orders are issued for violations of hazardous and solid waste regulations to bring landfill into compliance with the law. The orders include the name and address of the facility being cited, the order number, a description of the violations for which the company is being cited, the date of inspection that uncovered the violations, the date the notice of violation was issued, the steps the company is being required to take to correct the violations, the date on which the action(s) are to be completed, and the consequences of the failure to comply with the order.","Retain for 2 years, and then destroy records.",1995-11-01,Current,Solid Waste
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-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-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-712,Daily landfill inspection reports,"This report is to be completed no less than quarterly by all landfill operators (Utah Administrative Code, R315-302-2(5)(a) (2013)). This inspection is completed to prevent malfunctions and deterioration, operation errors, and discharges which may cause or lead to the release of wastes to the environment or a threat to human health. It includes date, time, inspector's name; list of various items to inspect (e.g., daily cover, litter, public access, equipment, fencing, etc.) and inspector's signature.","Retain for 3 years, and then destroy records.",1995-11-01,Current,Solid Waste
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-530,Capital outlay detail statement,"This is a monthly report submitted by the local health department to the state Department of Health listing the amounts spent for capital outlay on state contracts. It includes the local health department's name, the reporting period, payee's name, the contract or program where the outlay was made, and expenditure amount.","Retain for 3 years after final action, 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-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-632,Larvae count reports,"These reports verify mosquito larvae quantities and types in specific areas. The field director and the inspectors use the report to identify mosquitoes, to determine whether they will be harmful, and for future follow up. This report includes date, section, area, species, amounts per dip, inspector's name, temperature, and operator.","Retain for 15 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-1992,Surplus property forms,Any completed forms required by the Division of Surplus Property to dispose of property an agency wishes to surplus.,"Retain for 2 years after disposition of asset, and then destroy records.",2006-04-01,Current,Facility Management
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-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-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-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-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-215,Sales ratio reports,This computer report contains information compiled from the annual survey of property sales conducted by the State Tax Commission and in some cases local assessors. It is used to verify the accuracy of the assessment level. Sales are compared with the respective assessed valuations. The sales ratio study consists of data on individual sales together with statistical summaries and reports. The data is normally compiled on magnetic tape.,"Retain for 2 years, and then destroy records.",1991-06-01,Current,Assessor
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-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-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-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-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-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-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-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-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-411,Senior center participant list,"These are lists of persons participating in specific senior center activities. They are used for planning purposes. The lists include date, program or activity title, and participants' names.","Retain until superseded, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-424,Title xx eligibility declaration,"This form is completed by a service worker to determine whether an individual is eligible to receive services from the agency. It includes applicant's name, address, and social security number; reason for eligibility; birth date, income declaration, indication of action taken (open, close, redetermination), and applicant's and service worker's signatures.","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-550,Drinking water systems survey,"These surveys record the inspections of water tanks for proper security, sanitation, proper maintenance, sanitation, and chlorine levels to guarantee water quality. The survey forms include date, name and address of owner, location of water system, results of inspection, and signature of sanitarian.","Retain until final action, and then destroy records.",1992-12-01,Current,Health
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-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-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-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-637,Commercial exhibitors applications and contracts,"These are the applications and contracts of commercial exhibitors who want to set up a booth during a fair. The information includes name of exhibitor, how space will be used, items to be exhibited or sold, fees of contract, address, and date.","Retain for 4 years, and then destroy records.",1995-11-01,Current,Parks and Recreation
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-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-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-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-531,Car seat rental agreements,"These contracts document the rental of car seats to individuals who choose not to buy their own. This program enables those individuals to comply with Utah Code 41-6a-1803(1)(a)(2018) which requires the use of child restraint devices. These contracts include the car seat number; the return date; the name, address, telephone number, drivers license number, and borrower's signature; the names and addresses of two individuals who will know the whereabouts of the borrower; a parental checklist that the borrower received training in the use of the car seat and that the seat was inspected; the amount paid; the dates issued and due; the seat condition when issued; and the receipt number. Some local health department also sell car seats.","Retain for 4 years after expiration of the contract, and then destroy records.",1992-12-01,Current,Administrative
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
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-698,Utility license agreements,"These are agreements between the county and public utilities allowing them to extend or replace existing lines across the county right-of-way. They include date; grantee's name; purpose; location; length; contractor's name and address; engineering firm's name; agreement's conditions including protection of traffic, restoration of existing pavement, reconstruction of highway, and liability; notarized grantee's signature; and authorizing county signature.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",1994-06-01,Current,Public Works
GRS-1020,Municipal election ballots and returns,These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.,"Retain for 22 months, and then destroy records.",1997-12-01,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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-1987,Supply management files,Files of reports on supply requirements and procurement matters submitted for supply management purposes (other than those incorporated in case files or other files of a general nature).,"Retain for 2 years, and then destroy records.",1990-07-01,Current,Purchasing
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-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-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-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-1976,Canceled solicitation files,"Formal solicitations of offers to provide products or services (e.g., invitations for bids, requests for proposals, requests for quotations) which were canceled prior to the awarding of a contract. Information includes presolicitation documentation on the requirement, offers opened prior to cancellation, documentation on government action up to the time of cancellation, and evidence of cancellation.","Retain for 4 years after final action, and then destroy records.",2005-12-01,Current,Purchasing
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-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-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-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-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-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-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-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-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-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-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-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-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-1742,Budget policy files,"Correspondence or subject files of formally organized budget offices documenting agency policy and procedures governing budget administration, and reflecting policy decisions affecting expenditures for agency programs.",Permanent. Retain for 7 years. Transfer records to the archives.,2016-12-29,Discontinued,Budget
GRS-1820,Personal surety bonds,Official copies of the bond and attached powers of attorney.,"Retain for 15 years after final action, and then destroy records.",2014-07-21,Discontinued,Financial Management
GRS-1831,Telegrams,Originals and copies of telegrams filed in support of telegraph bills.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1755,Telecommunications statistical reports,"Statistical information gathered from a telecommunication program to document cost and volume. Information includes repair orders, billings, new equipment purchases, and accounting information.","Retain for 3 years, and then destroy records.",2015-08-21,Discontinued,Communication
GRS-1781,Construction project case files,Case files documenting the construction of new buildings and the renovation of rented buildings for state use.,Retain permanently. Transfer records to the archives.,2017-06-26,Discontinued,Facility Management
GRS-1800,Bond registration files,Issuing agent's copies of bond registration stubs.,"Retain for 2 years, and then destroy records.",2013-11-13,Discontinued,Financial Management
GRS-1815,Inter-departmental transfer requests (fi-61),An accounting document that requests the transfer of funds between agencies for services rendered or materials purchased.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
GRS-1887,Notices of payroll action (dhrm33),Notices which document all payroll actions entered into the Department of Human Resource Management automated system.,"Retain until final action, and then destroy records.",2015-01-21,Discontinued,Payroll
GRS-1915,Employee record cards,Employee cards used for information purposes outside personnel offices.,"Retain until separation, and then destroy records.",1990-07-01,Discontinued,Human Resources
GRS-1835,Unused ticket redemptions,Forms which permit agencies to redeem all or part of the cost of unused tickets for passenger transportation.,"Retain until administrative need ends, and then destroy records.",1990-07-01,Discontinued,Financial Management
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-1993,Property disposal case files,Case files on the disposal of real and related personal surplus property.,"Retain for 6 years, and then destroy records.",1990-07-01,Discontinued,Facility Management
GRS-1838,Warrant requests (fi-50),Requests from state agencies to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the agencies.,"Retain for 7 years, and then destroy records.",1990-07-01,Discontinued,Financial Management
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-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-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-1922,Exempt-status employees performance appraisals,"Appraisals of performance, along with job elements and standards (job expectations) upon which they are based, and supporting documentation.","Retain until superseded, and then destroy records.",1990-07-01,Discontinued,Human Resources
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-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-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-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-265,Jury master file report,"This was a computer report compiled by the county clerk of all persons serving on juries within the county during the previous year. The county clerk was required until 1992 to maintain ""a master list of all juries"" (UCA 78B-1-106 (2008))","Retain for 2 years after superseded, and then destroy records.",1991-03-01,Discontinued,Clerk
GRS-680,Encroachment agreements,"These are agreements between the county or municipality and property owners allowing them to extend fences or plants (bushes and trees) within the right of way. The agreements include date, licensee's name and address, agreement terms, licensee's notarized signature, and signatures of the commission chair and clerk.","Retain for 6 years after contract expires, and then destroy records.",1994-06-01,Current,Public Works
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-444,Construction 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 the Utah Bureau of Economic and Business Research.","Retain for 2 years, and then destroy records.",1991-12-01,Discontinued,Building Inspection
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-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-1862,Gasoline sales tickets,Hard copies of sales tickets filed in support of paid vouchers for credit card purchases of gasoline.,"Retain for 3 years, and then destroy records.",2005-12-01,Discontinued,Motor Vehicle
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-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-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-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-580,Medicaid notification reports,"This report lists all individuals or families on medicaid including high risk individuals. It is used to ensure that all individuals eligible to enroll in Medicaid programs are notified and to determine individual eligibility. The report includes case number, recipient name, address, telephone number, and identification number, birth date, whether they have seen a doctor or dentist, date of eligibility, and mother's name.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,Health
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-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-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-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-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-790,Municipal general obligation bonds,"These bonds constitute general obligations of the governmental entity, for the prompt and punctual payment of principal or interest on which the full faith and credit of the entity are pledged. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the legislative body.","Retain for 1 year after final action, and then destroy records.",1996-11-01,Discontinued,Bonds and Bonding
GRS-620,Work education and training program (weat) case files,"These case files document participation in the Work Education and Training (WEAT) program. This program is for women on welfare. It is designed to help participants become self-sufficient through the work experience and training they receive at their work site. Participants receive between six to twelve months training and work experience in the public sector and are paid minimum wage. The case files include an interview sheet, time sheet, and participant evaluation forms.","Retain for 1 year after separation, and then destroy records.",1992-12-01,Discontinued,Health
GRS-523,Alive and well program case files,"These case files document participation in the Alive and Well Program. It is an educational program run by local health departments to encourage people to live healthier life-styles by preparing a health risk appraisal and fitness profile. The files include the informed consent and release form, physical activity readiness questionnaire, health risk appraisal, nutritional, and screening answer sheet. This program is also called Healthy Heart Program or the Healthy Lifestyle Program.","Retain for 2 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-615,Water bacteriological analyses results,"These are the results of tests of water sources such as wells to ensure that the water meets all health standards. These tests are authorized by UCA 26A-1-114(2)(d)??(2011). These test results include county name, water supply source, the date sample was collected, lab number where tested, individual's name collecting the sample, and the test results.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-306,Ownership plat maps,"These are plat maps showing property ownership and property lines for real estate within the county. The county recorder ""shall prepare and keep ownership plats drawn to a convenient scale, which show the owners of each tract of land in the county, together with the dimension of the tract"" (UCA 17-21-21 (2003)).","Retain until superseded, and then destroy records.",1991-09-01,Discontinued,Recorder
GRS-250,Certified county candidates list,"""Each registered political party [participating in the primary election] shall submit the names of its county candidates to the county clerks . . . by 5 p.m. on May 20 of each even-numbered year"" (UCA 20A-9-403(2)(a) (2011)). Parties not participating in the primary election ""shall submit the names of its county candidates to the county clerks . . . by 5 p.m. on August 15 of each even-numbered year"" (UCA 20A-9-903(2)(b) (2011)). After receiving and reviewing the certified lists the county clerk ""conducts a lottery to determine the order of the candidates' names on the ballot"" and ""shall post or publish a primary election notice as specified by UCA 20A-9-403(3,4) (2011).","Retain for 1 year, and then destroy records.",1991-03-01,Discontinued,Clerk
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-217,Vehicle tax releases,This is a release form completed on motor vehicles or mobile homes when property tax is not due or the property is exempt. It may also be referred to as a tax clearance. It is used mainly for income tax audits and tax sale information on vehicles that have been attached or secured to real property. A tax release must be completed before an auto dealer shifts inventory outside the county or a mobile home is moved out of the county as evidence of personal property tax payment.,"Retain for 1 year, and then destroy records.",1991-06-01,Discontinued,Assessor
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-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-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-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-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-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-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-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-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-527,Board member application,"This is an application used to apply for a position on the local board of health. All applications are retained for two years to create a pool for possible future openings. The form includes name, address, business and home telephone numbers, education and work experience in health and environmental fields, volunteer experience, reasons for wanting to serve on board, occupation, signature and date.","Retain for 2 years after final action, and then destroy records.",1992-12-01,Discontinued,Health
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-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-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-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-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-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-1830,Tax and revenue anticipation notes,Short-term notes which are revenue supported. They are issued by the State Treasurer for a term of less than 1 year.,"Retain for 1 year, and then destroy records.",1996-12-01,Discontinued,Financial Management
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-1925,Human resource management rules,Document which outlines policies and procedures to be followed by state agencies in the administration of the state human resource management system.,Permanent. Retain until superseded. Transfer records to the archives.,1990-07-01,Discontinued,Human Resources
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-227,Abatement register,"This computer printout lists the names of persons receiving tax exemptions because of disability, age, veteran status or extreme hardship. The register also lists all parcels owned, the amount of abatement, and status (widow, orphan, veteran, indigent, blind or disabled).","Retain until superseded, and then destroy records.",1991-03-01,Discontinued,Auditor
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-593,Quarterly dental health reports,"These are reports submitted to the State Bureau of Dental Health on district activities in the field of dental health. They are used in preparation of an annual report to be submitted to the Association of State and Territorial Health Officials. The association then publishes a national annual report. These reports include the district name, the report date, the director's name, the number and type of programs for education and prevention held and the number of persons attending, the number of areas fluoridating water, the names of communities fluoridating water and the number of people served, and the number of dentists assisted in placement. The Bureau of Dental Health maintains the record copy of these reports for two years.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,Health
GRS-388,County clerk's bonds,"These are the official bonds of the county clerk. ""All official bonds shall be recorded in the office of the county recorder and then filed and kept in the office of the county clerk."" The official bond of the county clerk after being recorded shall be filed and kept in the office of the county treasurer"" (UCA??17-16-11??(2007)).","Retain for 6 years after separation, and then destroy records.",1991-09-01,Discontinued,Bonds and Bonding
GRS-202,Vehicle assessment certificate,"This is a three-part personal property tax notice for motor vehicles, trailers and campers, and boats. After payment of taxes and validation, notice becomes a vehicle receipt. This notice includes county name and year, name and address, make, model and style, vehicle identification number, year of vehicle, assessed valuation, and an indication of property type.","Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,Assessor
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-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-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-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-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-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-16582,"Proclamations, Declarations, and Executive Orders","These are proclamations, declarations, or executive orders issued by a governor, mayor, or other executive officer or body. Proclamations are formal public announcements related to certain matters of government. They may designate classes of cities, call special legislative sessions, publish states-of-emergency, or publicly avow or cause certain matters of state government to be made generally known. Declarations may recognize or call attention to people, groups, bodies, or actions that have a public purpose; designate special days or other time periods; or invoke specific legislative purposes. Executive orders set policy for an executive branch of government; create boards and commissions; provide for the transfer of authority; or otherwise interpret, implement, or give administrative effect to a provision of the Constitution, state law or executive policy.",Retain permanently. Records may be transferred to the archives.,2021-08-23,Current,"Administrative,Governor"
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-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-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-1772,Program source code,Automated program code which generates the machine-language instructions used to operate an automated information system.,"Retain for 3 years after end of program or project, and then destroy records.",1990-07-01,Discontinued,Data Processing
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-308,Professional certificates and indexes,"These are professional certificates recorded with the county recorder. The index includes name, book and page, entry number, date of recording, and date of issuance of certificate.",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
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-369,Served warrant log,"These are court authorization for the sheriff to make an arrest. A log is kept of all warrants served, indicating date and time served, name of person served, and purpose.","Retain for 1 year after resolution of issue, and then destroy records.",2020-10-05,Discontinued,Law Enforcement
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-351,Jail visitors list,"These are a daily lists of all visitors to jail facilities. They include the date, time, visitors names, and name of inmate visited.","Retain for 2 years, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
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-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-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-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-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-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-1704,Supply requisitions,A requisition for office supplies.,"Retain for 3 years, and then destroy records.",1990-07-01,Discontinued,Administrative
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-1917,Employment applications (not hired),Applications of those persons qualified to be listed on a register but who were not selected as the candidate for employment. If DHRM has officially delegated a particular state agency as the record copy office then they should retain these applications for three years.,"Retain for 3 years, and then destroy records.",1992-12-01,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-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-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-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-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-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-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-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-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-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-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-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-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-170,Summer youth program files,"These files document participation in the summer youth program. The summer youth program provides employment with government agencies for youth between the ages of fourteen and eighteen. The files include time cards, copies of office of labor training/modification form, employment applications, and related correspondence.","Retain for 3 years after separation, and then destroy records.",1991-06-01,Discontinued,Human Resources
GRS-298,General filing index,"This is an index to ""all executions and writs of attachments and any other instruments not required by law to be spread upon the record,"" (UCA 17-21-6(1)(k) (2011)). The index contains separate columns which include the names of plaintiffs in the execution, the defendants in the execution, purchaser at the sale and date of sale, and filing number of document.",Retain permanently. Transfer records to the archives.,1991-09-01,Discontinued,Recorder
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-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-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-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-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-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-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-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-2020,Secure area access logs,"Registers or logs used to record names of outside contractors, service personnel, visitors, and employees admitted to secure areas in government offices and facilities, including jails.","Retain for 5 years, and then destroy records.",1990-07-01,Current,Security Services
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-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-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-1168,Survey drawings,"These are drawings of new surveys and resurveys of parcels of property containing horizontal control monuments. They are computed on a state plane grid coordinate and are used as a reference for measurements and deeds research. They include monuments, state plane grid coordinates, surveyor's notes, scale, legend, and north point.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Discontinued,Public Works
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-4,Census information files,These files contain copies of U.S. Census Bureau forms completed on government employment and tax revenues. They are used to compile state and national statistical reports and to make financial information available to the public.,"Retain for 3 years, and then destroy records.",1991-06-01,Discontinued,Administrative
GRS-611,Vapor recovery violation notices,"These notices are given to tanker truck drivers who have vented gas vapors while discharging gas. Environmental laws require tanker trucks' hoses to force vapors back into the truck while discharging gasoline. The notices include date and time of violation; name, sex, address, and birthdate of violator; location of violation; explanation of of violation; and officer's signature.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,Health
GRS-272,County official bonds,"""All official bonds shall be recorded in the office of the county recorder and then filed and kept in the office of the county clerk. The official bond of the county clerk after being recorded shall be filed and kept in the office of the county treasurer"" (UCA 17-16-11 (2007)).",Retain permanently. Records may be transferred to the archives.,1991-03-01,Discontinued,Bonds and Bonding
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-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-113,Gasoline sales tickets,These are copies of credit card sales slips. They are used to verify the purchase of gasoline.,"Retain for 2 years, and then destroy records.",1991-06-01,Discontinued,Maintenance
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-299,Grantors' and grantees' index (party or single name index),"These are alphabetical indexes where ""all deeds and final judgments or decrees partitioning or affecting title as to possession of real property."" The grantors' index contains the ""entry number of the instrument, name of each grantor in alphabetical order, name of the grantee, date of instrument, time of recording, kind of instrument, the book and page and entry number in which it is recorded, and a brief description"" (UCA 17-21-6(1)(b)??(2011)). The grantee's index contains the same information, but is alphabetical by each grantee (UCA??17-21-6(1)(c)??(2011)).",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-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-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-368,Warrant working files,"These are used in the processing and serving of warrants by the sheriff's office. They usually include addresses, phone numbers, copies of return showing when warrant was served, any computer searches (e.g., motor vehicle), and investigation notes.","Retain for 3 years, and then destroy records.",1991-12-01,Discontinued,Law Enforcement
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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-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-243,County auditor valuation notices,"This notice is required to be sent by the county auditor to ""all owners of real estate"" on or before July 22 of each year prior to the proposed increase of tax revenues (UCA 59-2-919.1 (2010)), to notify property owners of their proposed valuations. It includes year, tax district number, serial number, property location information, name and address of property owner, property's market value, property type, previous year's market value, and current year's market value, property tax listing taxing entities current tax amounts if no budget change made and if proposed budget adopted, date, time, and location of public budget meeting, total property tax, and explanation and instruction sheet explaining evaluation.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,Auditor
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-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-1129,Hydrograph daily charts,These are water charts recording the daily flows of streams. They are used for predicting future stream flows.,"Retain for 10 years after completion of publication or report, and then destroy records.",1997-12-01,Discontinued,Public Utilities
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-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-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-226,Abatement card index,"This card index describes property held by applicants for tax abatements. It is used to reference information on persons receiving tax relief. Includes serial numbers, names of applicant, address, value of property exempt, amount of exemption, date of approval and approving initials.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Discontinued,Auditor
GRS-383,Recorded surveys,"These are surveys by professional land surveyors (private, county, state) made within the county that establish or reestablish any private property, right-of-ways and subdivision plats are also to be included as survey plats when there is a surveyor's certificate involved, and boundary monument. The surveyor is required to file a map of the survey within ninety days. The survey maps are required to show the following information: survey location by quarter section, township and range; the survey date; the drawing scale and north point; ""the distance and course of all lines traced or established, giving the basis of bearing and the distance and course to a section corner or quarter corner, including township and range, or identified monument within a recorded subdivision; all measured bearings, angles, and distances separately indicated from those of record; a written boundary description of property surveyed; all monuments surveyed; all monuments set and their relation to older monumen ts found; a detailed description of monuments found and monuments set, indicated separately; the surveyor's signature, seal or stamp; and the surveyor's name and address."" The map is also required to contain written narratives that explain and identify the purpose of the survey; the basis on which the lines were established; and the found monuments and deed elements that controlled the established or reestablished lines (UCA 17-23-17(2) (2007)). The map and narrative are required to be created on a ""material of a permanent nature on stable base reproducable materials in the sizes required by the county surveyor (UCA 17-23-17(4) (2007).",Retain permanently. Transfer records to the archives.,1991-12-01,Discontinued,Surveyor
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-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-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-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-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-1017,Election ballots,"These are packets of official ballots of municipal elections cast by voters. ""Each election officer shall preserve ballots for 22 months after the election or until the time has expired during which the ballots could be used in an election contest"" (UCA 20A-4-202(2)(a) (2007)). If the election is not contested, ""after that time, destroy them without opening or examining them"" (UCA 20A-4-202(2)(d) (2007)).","Retain for 22 months after resolution of issue, and then destroy records.",1996-12-01,Discontinued,Clerk
GRS-258,Election ballots,These are the official ballots cast by voters in elections.,"Retain for 22 months after final action, and then destroy records.",2018-04-03,Discontinued,Clerk
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-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-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-936,Unopened bids proposals files,"These are solicited and unsolicited bids, and proposals to provide products or services which, due to funding or administration reevaluation, are no longer required by the municipal agency, or will not be opened in the bidding process.","Retain for 1 year, and then destroy records.",2015-06-12,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-1986,Successful bids and proposals files,Solicited and unsolicited successful bids and proposals to provide products or services to an agency by a private contractor.,"Retain for 4 years after expiration of contract, and then destroy records.",2015-06-12,Discontinued,Purchasing
GRS-928,Successful bid proposal files,These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.,"Retain for 4 years, and then destroy records.",2015-06-12,Discontinued,Purchasing
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-1375,Unsuccessful bids and proposals files,These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.,"Retain for 2 years, and then destroy records.",2015-08-12,Discontinued,Purchasing
GRS-186,Requests for proposals,"These are proposals submitted by private vendors in response to bid requests by the county. 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 after resolution of issue, and then destroy records.",2015-06-12,Discontinued,Purchasing
GRS-187,Successful bid proposals files,These files contain formal proposals submitted in response to the bidding process to provide products or services to a county agency by a private vendor which was awarded the county contract.,"Retain for 4 years, and then destroy records.",2015-06-12,Discontinued,Purchasing
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-937,Unsuccessful bids and proposals files,These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.,"Retain for 2 years, and then destroy records.",2015-06-12,Discontinued,Purchasing
GRS-188,Unopened bids proposals 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 county agency or will not be opened to the bidding process.","Retain for 1 year, and then destroy records.",2015-06-12,Discontinued,Purchasing
GRS-935,Requests for proposals,"These are proposals submitted by private vendors in response to bid requests by the municipality. They are used to make decisions on purchasing equipment or adopting new systems. The proposals usually include the name, address, and telephone number of the 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.",2015-06-12,Discontinued,Purchasing
GRS-189,Unsuccessful bids and proposals files,These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor.,"Retain for 2 years, and then destroy records.",2015-06-12,Discontinued,Purchasing
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-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-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-275,Petition files,"These files contain the formal written petitions from county residents submitted to the county commission proposing action. Each petition contains a statement of purpose on proposed action and signatures and addresses of petitioners. It is the responsibility of the county clerk to ""preserve and file all petitions"" (UCA 17-5-20-1.7 (2000)). Signatures must be verified to determine whether petitioners are registered voters.",Permanent. Retain for 5 years after final action. Transfer records to the archives.,1991-03-01,Discontinued,Clerk
GRS-1025,Petitions,These files contain formal written petitions from citizens or municipal departments. Petitions state the issue of concern and list names and signatures of citizens requesting a particular action.,Permanent. Retain for 5 years after resolution of issue. Transfer records to the archives.,1988-03-01,Discontinued,Clerk
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-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-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-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-390,Delinquent tax listings,"These monthly reports list delinquent taxes within the county. They are used for reference purposes. The reports include the account number, serial number, district number, owner's name, and amounts of delinquent taxes for the current and previous three years.","Retain for 1 year after or until superseded, and then destroy records.",2016-03-21,Discontinued,Treasurer
GRS-394,Tax receipts,"These are receipts issued for the payment of taxes. They include receipt number, date of payment, parcel number, owner's name, current or delinquent tax payment, and amount paid.","Retain for 7 years, and then destroy records.",2016-03-21,Discontinued,Treasurer
GRS-310,Redemption certificates,"These certificates are issued by the county treasurer for money received in payment of delinquent real property taxes and have been recorded by the county recorder. They include serial number of property, name of owner, address, legal description of property, number of acres, valuation, amount of original taxes, years for which delinquent, total of tax due, including penalty and interest.",Retain permanently. Transfer records to the archives.,2016-03-21,Discontinued,Recorder
GRS-395,Tax distribution reports,These are monthly and yearly summary reports of appropriations of collected taxes by taxing districts.,"Retain for 5 years, and then destroy records.",2016-03-21,Discontinued,Treasurer
GRS-400,Tax sale listing,"Any property ""not redeemed May 15 following the lapse of four years from date when property tax became delinquent, the county treasurer shall immediately file a listing with the county auditor with the county auditor of all properties whose redemption period is expiring in the nearest forthcoming tax sale"" (UCA 59-3-1343 (2003)).","Retain for 5 years, and then destroy records.",2016-03-21,Discontinued,Treasurer
GRS-392,Redemption certificates,"These are duplicates of certificates issued for money received in payment of delinquent real property taxes. ""The county treasurer shall make the proper entry in the record of tax sales filed in the treasurer's office and issue a certificate of redemption"" (UCA??59-2-1348??(1988)). Each includes account number, date issued, and serial number. Sometimes the certificate also provides owner's name, location, legal description of property, number of acres, valuation, amount of original taxes, years for which delinquent, total tax due including penalty and interest, date sold, to whom, and amount paid to redeem and date.","Retain for 5 years, and then destroy records.",2016-03-21,Discontinued,Treasurer
GRS-826,Sales and use tax return forms (form tc-71),"These forms are required by the State Tax Commission to report quarterly sales tax and to remit the amounts collected and due to the state (e.g., municipal recreational facilities).","Retain for 4 years, and then destroy records.",2016-03-21,Discontinued,General Accounting
GRS-1015,Deeds files,"These are the original deeds which provide evidence of city ownership of property. Includes name, addresses of grantor or grantee, description of property, date property was transferred to grantor. Usually filed alphabetically by name of property.",Retain permanently. Transfer records to the archives.,2016-03-21,Discontinued,Clerk
GRS-393,Returned tax notices,"This file contains tax notices which were mailed to taxpayers, but were returned from the post office as undeliverable. They are used to document the mailing and nonreceipt of the original tax notices.","Retain for 5 years, and then destroy records.",2016-03-21,Discontinued,Treasurer
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-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-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-257,Deed files,"These files document the county purchase of real property. They are used to document ownership and transfer of title of such property. The files include the original recorded deeds (quit claim, warranty, May tax sale), policies of title insurance, notices of tax sale, abstracts of titles prepared by the county recorder and statements of delinquencies. The county clerk shall ""execute under his seal and in the name of and for the county, all deeds and conveyances of all real estate conveyed by the county pursuant to resolutions of the board of county commissioners"" (UCA 17-20-4(2)(2001)).",Retain permanently. Records may be transferred to the archives.,2016-03-21,Discontinued,Clerk
GRS-399,Tax sale reports,"These are reports submitted to the county auditor by the county treasurer upon the completion of the preliminary tax sale. They are used to notify auditor of its completion and to certify previous year's delinquent tax for property not sold ""because it is still held by the county under preliminary sale for the delinquent taxes for preceding year."" The report includes ""the year of the original sale and book, page, and line numbers, or property serial number of the entry in the original tax sale record (UCA 59-2-1344 (1994)."" In 1995, the statutory provisions creating this report were repealed.","Retain for 4 years, and then destroy records.",2016-03-21,Discontinued,Treasurer
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-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-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-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-342,Homicide and theft of public funds case files,"These case files are created as a result of a homicide complaint or investigation by the sheriff's offices. They are the central case files for all homicides (and other cases without a statute of limitations) handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, court orders, court dispositions, officer's notes, pertinent laboratory tests, copies of booking sheets and arrest reports.",Retain permanently. Records may be transferred to the archives.,2015-05-18,Discontinued,Sheriff
GRS-1102,Homicide and theft of public funds case files,"These case files are created as a result of a homicide complaint or investigation by the police department. They are the central case file for all homicides (and other cases without a statute of limitations) handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, latent fingerprints, court orders, court dispositions, officers' notes, pertinent laboratory tests, copies of booking sheets and arrest reports.",Retain permanently. Records may be transferred to the archives.,2015-05-18,Discontinued,Police Department
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-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-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-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-596,Refugee client chart files,"These files document required health assessment of refugees. The original files are retained by the local health Department with some information being sent to the State Health Department. The files include test results, patient questionnaire, chest x-ray report as needed, nurses notes, medication form, and completed physical form.","Retain for 7 years after case is closed, and then destroy records.",1992-12-01,Discontinued,Health
GRS-556,Family planning client charts,"These charts document services provided to individuals enrolled in the family planning program funded by federal grants under Section 1001 of the Public Health Service Act (2011). The purpose of the grant is to provide educational, comprehensive medical, and social services necessary to aid families, particularly low income families, to determine freely the number and spacing of their children. These files include a physical examination form, a record of client visits, progress notes, face sheet, financial form, signed consent forms, contraceptive method authorization forms, and laboratory test results.","Retain for 21 years after date of birth, and then destroy records.",1992-12-01,Discontinued,Health
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-568,Immunization informed consent cards,"These are forms filled out by parents before their children receive immunization for measles, mumps, rubella, polio, diphtheria, tetanus, and pertussis. Consent is secured to help protect the local department against suit for failure to obtain informed consent under UCA 78B-3-406 (2008). These forms include the patient's name, address, age, and date of birth; the signature of the consenting adult; and a printed description of the benefits and risks of the vaccine.","Retain for 7 years after separation, and then destroy records.
OR
Retain for 21 years after date of birth, and then destroy records.",1992-12-01,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-609,Tuberculosis client chart files,"These case files document services provided to clients being treated for active diseases or for a positive tuberculin test reaction. The original files are retained at local health department, with certain information being sent to the State Health Department. The files include a questionnaire, test results, chest x-rays report as needed, information consent forms, medication sheet, and nursing notes.","Retain for 7 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,Discontinued,Health
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-1009,Annexation files,"These files document the annexation of property into municipal boundaries. They usually contain correspondence, citizens' petitions, maps, and the official annexation action approved by City Council (UCA 10-2-401 (2009) to 422 (2007)).",Retain permanently. Records may be transferred to the archives.,1996-12-01,Discontinued,Clerk
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-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-709,Redevelopment plans (non-approved),"""The agency shall prepare or cause to be prepared a redevelopment plan for [each] project area"" in accordance with the provisions of UCA 17A-2-1213 (1995). The agency is required to conduct examinations, investigations, and other negotiations regarding the plan. The plan ""shall be consistent with the community's general plan, master plan, and other plans of the community involved in development or capital improvement programs affecting the project area."" The agency shall ""consult with the planning commission of the community in preparing a project area redevelopment plan"" (UCA 17C-4-102 (2006)). Approved plans become part of the certification files.","Retain for 2 years, and then destroy records.",1992-03-01,Discontinued,Redevelopment
GRS-658,Planned unit development case files,"These case files document the creation of Planned Unit Developments (PUDs). PUDs are owner initiated projects requesting a variance from standard subdivision and zoning ordinances to allow for the concentration of residential units, office, commercial, or industrial facilities. The project plans must provide for recreational areas, clubs, and other types of facilities to service the community. The owners are given credit for land not inhabited to allow for the concentration of residential units in other areas. Zoning ordinances limit the number of dwelling units per acre. The original proposal describes how the owner wants to build the project with detailed maps and diagrams showing types of buildings and density of structures (dwellings per acre). The case files include initial proposal, approvals or disapprovals, and diagrams.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Discontinued,Planning and Zoning
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-1049,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. This includes those that are considered lot/splits (subdivisions smaller than five lots).,Retain permanently. Transfer records to the archives.,2023-08-28,Discontinued,Planning and Zoning
GRS-1050,Adopted master plans,"These are comprehensive plans for municipal development adopted by the city commission. ""Each municipality shall prepare and adopt a comprehensive, long-range general plan for present and future needs of the municipality; and growth and development of all or any part of the land within the municipality"" (UCA 10-9a-401(1) (2005)). ""The planning commission shall make and recommend to the [city commission] a proposed general plan for the area within the municipality"" (UCA 10-9a-403(1)(b) (2012)). The plans serve as a guide for decision-making on rezoning and other planning proposals and as the goals and policies of municipalities attempting to guide land use in local jurisdictions. The plans include ""planning commission's recommendations for the development of the territory covered by the plan, and may include, among other things: (a) a land use element; (b) a transportation and circulation element; (c) an environmental element; (d) a public service and facilities element; (e) a rehabilit ation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality considers appropriate"" (UCA 10-91-403 (3) (2012)). The plan may also include maps, plats, and charts.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Discontinued,Planning and Zoning