grsItemDispAuth,grsItemTitle,grsItemDescription,grsItemRetention,grsItemDateApproved,grsItemRevision,grsItemCategories
GRS-2492,Family case records,"These are complete case histories created to monitor services needed and provided to families by a division office. Records include family assessments, studies, counselings, evaluations, family preservation plans, family reunification plans, and other information deemed pertinent by the caseworker.","Retain for 50 years, and then destroy records.",2016-02-01,Current,Child and Family Services
GRS-2508,Juvenile detention records,"These files document detention records for youths over the age of 10 and under 21 years of age who have been placed in juvenile detention facilities for care and services. Juvenile detention records are kept for three years after the detainee's 18th birthday unless expungement of the record is ordered by the Juvenile Court. Records of juveniles 21 years of age or older are destroyed. Information includes name, birthdate, birthplace, court actions, criminal histories, fingerprints, education, psychological and psychiatric information, medical information, and victim information.","Retain for 21 years after date of birth, and then destroy records.",2006-06-01,Current,Juvenile Justice Services
GRS-2478,Adoption applications denied,"These are denials pertaining to the adoption of children. They indicate the reasons for Family Services' denial of adoption applications. They include a profile summary of the adoptive family which contains parent surname, religion, income, education, occupations, and children's names and ages.","Retain for 4 years, and then destroy records.",1995-08-01,Current,Child and Family Services
GRS-2490,Interstate compact placement home studies case files,"These files document information collected to determine whether or not a family and home are appropriate for the placement of children currently in foster care. If the home is determined to be suitable, children may be released from the custody of the Division of Child and Family Services to the approved family and home. Information includes criminal background checks, autobiographies, physical, psychiatric, and psychological examinations, interviews, income information, and home study evaluations.","Retain for 10 years, and then destroy records.",1998-02-01,Current,Child and Family Services
GRS-2498,Attorney general opinions,These are the legal interpretations written by the Attorney General's Office upon request by the division to guide them in enforcing and obeying the law. The official copy of this record is maintained by the Attorney General's Office. Opinions are also published in the State Bulletin.?This record includes opinions on custody and guardianship definitions and certification of programs and providers.,"Retain for 2 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2483,Domestic violence shelter treatment records,"These files document treatment programs for both victims of domestic violence, and perpetrators. Information includes address, age, birthdate and birthplace, court actions, victim information, psychiatric and psychological information, medical and dental information, and family information.","Retain for 4 years, and then destroy records.",1995-08-01,Current,Child and Family Services
GRS-2494,Action plan records,These are plans prepared by the Juvenile Justice and Delinquency Prevention office to combat juvenile delinquency and crime.,Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2485,Foster parent provider eligibility files,"These records document information gathered by staff regarding foster parents who are providing services to children in out-of-home care. Records are used to disperse payments as well as determine potential foster parents eligibility for foster care licensure and ability to provide for the needs of children in their care. Records include agreements, trainings, licenses, case worker's notes, and related information.","Retain for 50 years, and then destroy records.",2016-02-01,Current,Child and Family Services
GRS-2506,Home detention case files,"These files document the supervision of delinquent youths in the community. The Division of Youth Corrections keeps daily logs, tracks school records, and implements court orders to accomplish these tasks. Information includes court records, name, age, family information, assessments, daily contact reports, and correspondence.","Retain for 21 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2514,Program compliance files,These are actions taken by the Board of Youth Corrections to ensure the Division's continual compliance and conformity with the provisions of its programs.,Retain permanently. Transfer records to the archives.,1995-09-01,Current,Juvenile Justice Services
GRS-2530,American express monitoring report,These reports are generated by American Express and show expenditures made by state employees on agency American Express credit cards.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2531,Building and equipment service files,"These are requests for building and equipment maintenance services, excluding fiscal copies.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2541,Indexes and check lists,"These records document bibliographies, check lists, and indexes of agency publications and news releases, except those used as indexes to public relations files.","Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2550,Position descriptions,"Theses files describe established positions including information on title, series, grade, duties, and responsibilities. Information also contains Position Description Questionaire (PDQ).","Retain for 4 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2558,Technical reference files,These are documents retained strictly for reference and informational purposes which are not part of any other official files.,"Retain until resolution of issue, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2559,Telephone bills,These are bills that document calls from state offices.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2585,As-built plans,"These records support the agency's mission to provide and maintain the state's infrastructure. These records document the bid plan set that was marked up with changes during construction, as well as the final plan. Records may include as-constructed plan sets, correspondence, and related records.",Retain permanently. Transfer records to the archives.,2017-10-01,Current,Region
GRS-2586,Environmental compliance records,"These records document the agency's compliance with the National Environmental Policy Act (NEPA) and other federal requirements. Records may include environmental impact statements (EIS), environmental assessments (EA), and categorical exclusions (CAT-EX).",Retain permanently. Transfer records to the archives.,2017-10-01,Current,Region
GRS-2477,Adoption case files,"These records document adoption placements for children whose birth parents have either been deprived of or have permanently relinquished their parental rights. Information includes face sheet, intake information, social history, closing information, medical, genetic, and birth information, educational records, psychological evaluations, birth certificates, legal documents, adoption reports, summons, paternity rights, administrative reviews, investigative reports, handwritten notes, financial reports, and correspondence.",Retain permanently. Records may be transferred to the archives.,1995-08-01,Current,Child and Family Services
GRS-2515,Program standards,These are policies and procedures that govern the operation and administration of various programs within the Division of Youth Corrections.,Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2516,Public hearings transcripts,These are transcripts of hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of the Youth Corrections Facility and to determine the contracting procedures for the Youth Corrections program. This record includes the date and time of the hearings and the individuals present.,Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2524,Medicaid files,"These records are used to determine eligibility of program participants for Medicaid services for youth offenders under state supervision. Specific types of documents include Medicaid applications, copies of birth certificates, parental income declaration forms, and copies of placement services contracts.","Retain for 10 years after after case closes, and then destroy records.",2006-02-01,Current,Juvenile Justice Services
GRS-2532,Children's client case files,These files document assistance given to children through the Division of Services for People with Disabilities (DSPD). DSPD places physically challenged children in small group homes as part of a federal program to integrate them into the larger society. Participating children are under the age of twenty-two.,"Retain for 10 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2540,Inactive small group home files,"These files document clients placed in small group homes by the Department of Human Services, Division of People with Disabilities. These children are placed in the small group homes from the Utah State Developmental Center and other intitutional facilities.","Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2525,Accepted title xix client assessment files,These are health assessments performed on new or current clients to determine whether they qualify for Title XIX programs.,"Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2533,Assessment and development procedure files,These are policies and procedures for the development of assessment plans and assessment advisory training counsels to meet the assessment and health plan certification needs for clients who are developmentally disabled.,"Retain for 1 year after or until superceded, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2549,Periodic budget reports,These are agency reports that document the status of appropriation accounts and apportionments at the end of the fiscal year.,Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2557,Schedule six planning reports,These are reports from the Division of Finance indicating the status of agency payroll transactions.,"Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2544,Leave adjustment reports,"These reports show all leave adjustments made during a pay period. Information shows category of adjustment, amount, social security number and employee surname.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2564,Unaccepted title xix client assessment files,These are files of clients who do not meet the qualifications for services stipulated under the Title XIX program guidelines.,"Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2587,Material project files,"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, Buy America certification documentation, materials book, material submittals, construction materials forms, and other associated correspondence and documentation.","Retain for 7 years, and then destroy records.",2017-10-01,Current,Region
GRS-2548,Performance evaluation ratings,These records document files relating to performance rating reviews created by the agency and entered into the Department of Human Resource Management's automated system.,"Retain until until separation, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2567,Provider certification and licensing files,"These files document providers licensed and certified by the State of Utah to provide services to individuals throughout the state. Information includes medicaid applications and provider agreements, program certification applications, facility checklists, and copies of certifications and licenses.","Retain for 20 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2551,Private vehicle files,These files document authorizations for employees to use private vehicles for state business when it is the most economical method of travel.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2563,Transitory files,These are papers of short-term interest which have no documentary or evidential value.,"Retain for 3 months, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2495,Administrative correspondence,This is a record of administrative correspondence for all management staff. Content ranges from a wide variety of subject matter.,Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2503,Detention information files,"This is the result of the activities required under 28 CFR 31.303(f) and section 223(a)(15) of the Juvenile Justice and Delinquency Prevention Act that the state monitor jails, detention facilities, correction facilities, and non-secure facilities. The purpose of the monitoring is to ensure that juveniles are not being held in adult jails and lockups. This record includes the total number of status and non-status offenders held in jail, the number held less than 24 hours, the number of federal wards held, and the total number of juveniles held 24 hours or more.",Retain permanently. Transfer records to the archives.,1995-09-01,Current,Juvenile Justice Services
GRS-2493,Adoption subsidy records,"These records are subsidy agreements with adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one-time, time-limited, or long term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18 or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993).","Retain for 20 years, and then destroy records.",,Current,Child and Family Services
GRS-2501,Board of youth corrections minutes,"These are records of meetings from the Board of Youth Corrections. The board has policy making powers, duties, functions, rights, and responsibilities for the operation of youth corrections programs.",Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2509,Leave adjustment reports,"Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number and employee name.","Retain for 3 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2517,Time and attendance reports,"State employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime systems.","Retain for 3 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2496,Administrative minutes,"These are the minutes of meetings for the three Regional Administrators and the Youth Corrections Board. Their meetings consist of discussions of items of mutual interest and concern in the administration of the Youth Corrections program.?This record includes the date and time of the meeting, the place of the meeting, the names of the individuals present, the topics discussed and any decisions reached.",Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2504,Facility reports,"These reports are created for the purpose of listing the names of youths housed in each correctional facility and group home. The report states the case manager, region, and next court date. Other information includes facility, case number, sex, age, and status.",Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2512,Personnel files,"Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.","Retain for 65 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2497,Advisory committee minutes,These are minutes of the Utah Board of Juvenile Justice and Delinquency Prevention Advisory Committee. The board advises the division on preventative programs to discourage juveniles from engaging in delinquent actions through education and training programs.,Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2505,Grant files,"These files document grants from various public and private funding agencies. These monies are to be used to improve juvenile justice and delinquency prevention programs, improvement of prosecution and rehabilitation of serious juvenile offenders, de-institutionalize status offenders and non-offenders, eliminate contact between juveniles and incarcerated adults, remove juveniles from adult jails, and administer programs designed to accomplish the above goals. Information includes application, notice of intent, grant change proposals, monitoring reports, audit reports, and grant adjustment notices.",Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2513,Population and case management reports,"These reports are created by the research, evaluation, and planning team from the Division of Youth Corrections for the purpose of insuring the reliability of information used to support decisions concerning youth correctional facilities run by or for the division. This information is also used for research and statistical purposes in compiling reports on facility populations.",Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2521,School transcripts,"These records document school transcripts of youths in the Division of Juvenile Justice Services' system. Information includes name, subjects, grades, social security numbers, and correspondence.",Retain permanently. Records may be transferred to the archives.,2000-07-01,Current,Juvenile Justice Services
GRS-2502,Contract files,"This is a record of private providers with approved youth rehabilitation programs who contract for services with the Division. These case files document provider responsibility to youths while in the care of the private agency, as well as Youth Correction's responsibility to provider. This series includes a copy of the contract, a program plan, monitoring report, program evaluations, budget statement, and all related correspondence.","Retain for 7 years, and then destroy records.",1995-09-01,Current,Juvenile Justice Services
GRS-2518,Training files,"Employee training correspondence, memoranda, reports and other records relating to the availability of training and employee participation in training programs sponsored by other government agencies or non-government institutions.","Retain for 3 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2534,Committee and conference files,"These are records created by committees or conferences, including advisory committee's relating to executive establishments, organiztions, memberships, and policies.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2542,Interdepartmental transfer requests (df 61),These records document accouting actions that request transfers of funds between agencies for services rendered or materials purchased.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2523,Shelter care and receiving center case files,"The Shelter Care and Receiving Centers offer immediate care to youth offenders in the case that an arresting officer cannot find a responsible adult to take custody of the youth. Efforts to contact the youth's parents are immediately taken. These centers are one of the early intervention services administered by the Division of Juvenile Justice Services for youth offenders between the age of 8 and 21. A file is kept on each youth during his/her stay at one of these centers. Specific types of records contained in this series include numerous reports, assessments, psychological evaluations, treatment summaries, correspondence, tracking logs, intake assessments, academic and medical histories, and release/discharge summaries.","Retain for 21 years after date of birth, and then destroy records.",2006-02-01,Current,Juvenile Justice Services
GRS-2539,Human resource management rules,These are files that outline policies and procedures to be followed in the Department of Human Resources Management and throughout state government.,"Retain for 1 year after or until superseded, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2547,Mail control records,"These are records of receipt and routing of incoming and outgoing mail and items handled by private delivery companies such as United Parcel Service, including statistical reports of postage used on outgoing mail and fees paid for private deliveries.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2555,Publications,"These are publications created by the agency and include reports, leaflets, pamphlets, file manuals, annual reports, processed documents, and the last manuscript report, if not published, relating to management projects.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2537,Employee travel reimbursement files,"These records document reimbursements to individuals, such as travel orders and 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 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2545,Leave application files,These records document applications for leave and include supporting papers relating to request for and approval of employee leave.,"Retain for 1 year, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2553,Provider files,These are contracts awarded to providers for services rendered to the Division of Services for People with Disabilities.,"Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2556,Purchase requistion files,These are requisitions for supplies and equipment for current inventory.,"Retain for 4 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2565,Warrant requests,These are requests from state agencies to the Division of Finance to pay vendors for supplies and/or services vendors have provided to agencies.,"Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2583,Family preservation case files,This is the manual documentation method of inputting data about cancelled warrants which then becomes part of the general ledger.,"Retain for 7 years, and then destroy records.",1994-06-01,Current,Division of Family Support
GRS-2584,Pre-construction records,"These record document the planning, design and construction of facilities, road or bridges. They are used to monitor compliance, and are a resource while projects are in progress. Records may include estimates, funding documents, scopes of work, and related correspondence and records.","Retain for 7 years after final action, and then destroy records.",2017-10-01,Current,Region
GRS-2562,Tracker trainer files,This is an active list of people who are hired to go into small group homes to teach and/or consult with group home parents. They can also relieve home parents of duties for a short period of time.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2462,Substitute care subsidy files,"These are requests for financial assistance by adoptive parents. Financial assistance is granted only to provide for the needs of the child. Information includes application and agreement for subsidy, reason for subsidy, district number of office where request was made, family income and expenditures, and a federal income tax return.","Retain for 5 years, and then destroy records.",1995-08-01,Current,Child and Family Services
GRS-2480,Adoption subsidy records,"These are subsidy agreements to adopting families and are used to track eligibility and provide an audit trail for payments. State subsidies may be one time, time-limited, or long-term, depending on the circumstances of the family and the child's needs. Medical, dental, psychological, and long-term maintenance subsidies continue until age 18, or until age 21 if the state has determined that the child has a mental or physical handicap which warrants continuing assistance. All state subsidy agreements are reviewed annually for continued eligibility (Utah Administrative Code R537-43.2 (1993)).","Retain for 20 years, and then destroy records.",2009-02-01,Current,Child and Family Services
GRS-2500,Board of juvenile justice and delinquency prevention minutes,These are public hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of youth corrections facilities and to provide contracting procedures for youth corrections programs.,Retain permanently. Transfer records to the archives.,1995-09-01,Current,Juvenile Justice Services
GRS-2479,Adoption home studies,"Information collected from prospective adoptive families and assessed by the agency to determine eligibility. Following the assessment of cases, Human Services determines either the approval or disapproval of applicants. Information includes home studies, primary person characteristic forms (Form 1054), court documents, biographies, reference letters, work histories, criminal background checks, psychiatric and psychological information, and family records.","Retain for 7 years, and then destroy records.",1995-08-01,Current,Child and Family Services
GRS-2491,Trust account records,"These records document bank statements from client trust accounts and are used to manage financial and audit records. Information includes returned checks, financial statements, and bank transactions.","Retain for 4 years, and then destroy records.",1999-03-01,Current,Child and Family Services
GRS-2499,Board by-law records,"These are by-laws that established the Utah Board of Juvenile Justice and Delinquency Prevention as required by the federal Juvenile Justice and Delinquency Prevention Act of 1974. The board was responsible for the development of a plan to implement the objectives of the act, to promote an effective and coordinated juvenile justice system, and to disburse federal funds within the state. This board was replaced by the Commission on Criminal and Juvenile Justice in 1983.?This record includes both draft copies of the by-laws and the final by-laws.",Retain permanently. Transfer records to the archives.,1995-09-01,Current,Juvenile Justice Services
GRS-2507,Jail monitoring questionnaire files,"This is the raw data received from county sheriffs in the state indicating the number and types of juveniles held in jails. This information is used to prepare the Detention Data Report.?This record includes the name of county; the name of the youth offender; the youth's sex, age, and race; the alleged violation; the date the youth was admitted to jail and the date released; to whom the youth was released; and the total length of time the youth was held.",Retain permanently. Transfer records to the archives.,1999-07-01,Current,Juvenile Justice Services
GRS-2510,Legal files,These are legal files for the Division of Youth Corrections and include legal actions brought against the division. Duplicates may also be retained by the Attorney General's office.,"Retain for 10 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2526,Administrative reference and reading files,These are memoranda and correspondence generated by another agency for general reference be all agency employees.,"Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2535,Construction project case files,These file document the construction of new buildings and the renovation of rented buildings for state use.,Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2543,Client and agency planning inventories and score sheets,"These are computer-generated scoresheets of data taken from booklets distributed to providers of services to the handicapped. After completing the booklets, providers submit them to the division for data to be entered into the computer, and are then returned to providers. The scoresheets describe the condition and treatment of all clients in day treatment and residential clients who receive care or services from providers not in day-treatment. Clients also include those at the Utah State Training School and the Intermediate Care Facility/Mentally Retarded (ICF/MR). The information is used to plan programs and services for the clients and to chart their treatment and progress.","Retain for 7 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2488,Child at risk case files,"These files document information collected by caseworkers on methods to assist children at risk. These risks include alcohol, drugs, gang activities, and other negative influences children are exposed to in their lives. Information includes case worker activity logs, progress reports, grade reports, correspondence, samples of student work assignments, and comments from teachers, principals, and counselors.","Retain for 5 years, and then destroy records.",1998-02-01,Current,Child and Family Services
GRS-2511,Licensing and certification case files,These are licensing and certification actions by the Division of Youth Corrections. They include quality assurance information and providers licensed to provide services to the division (Utah??Administrative??Code??R840-8??(1992)).,Retain permanently. Transfer records to the archives.,1995-09-01,Current,Juvenile Justice Services
GRS-2519,Travel reimbursement records,"These are requests for reimbursement of expenses for members of the Utah Board of Juvenile Justice and Delinquency Prevention who traveled on board business. The information on these forms includes date of request, department or finance number, departmental number, the employee's name, home address, division, department, and bureau, the agency's low organizational and activity numbers, the amount of requested reimbursement, if transportation expenses claimed, the date(s) of travel, the type of transportation used (private car, commercial plane, etc.), where travel to and from, the actual miles traveled, the mileage rate, and the amount of reimbursement claimed per trip and total, and the total amount of actual miles, if subsistence and incidental expenses are claimed, the date(s) of the travel, the destination, the departure and return times, the days and hours of lapsed time, the amount claimed for meals, the total per diem claimed, the type and amount of other expenses claimed, the total expenses for meals, per diem, and other expenses, the signature and title of the traveler, and the signature of the approving official.","Retain for 3 years, and then destroy records.",1999-07-01,Current,Juvenile Justice Services
GRS-2527,Adult client case files,These files document the movement of adults from the Utah State Developmental Center to placement in other state or private facilities upon consultation and recommendation of the Division of Services for People with Disabilities (DSPD). Similar records are retained by the Developmental Center and duplicates are weeded from the DSPD files.,"Retain for 10 years after separation, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2522,Diversion programs case files,"These files document the prevention or early intervention services provided to youth offenders between the ages of 10 and 21 in the state of Utah. These files are created and compiled by the staff while the youth are in the custody of the Division of Juvenile Justice Services. Specific types of records contained in this series include mental and psychological evaluations, court orders and reports, logs, treatment summaries, risk and intake assessments, correspondence, probation reports, rap sheets, academic and medical histories, and release/discharge summaries. Records in this series may also be referred to as ""Day Program Case Files"" or ""Alternative Program Case Files"".","Retain for 21 years after date of birth, and then destroy records.",2006-02-01,Current,Juvenile Justice Services
GRS-2538,Executive correspondence,"These are records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures, and achievements.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2546,Length of service awards file,"These files include correspondence, memoranda, reports, computations of service and sick leave, and lists of awardees. This information is entered into the Department of Human Resource Management automated system.","Retain for 2 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2554,Provider list,These are current service providers on contract with the Department.of Human Services. The information is used for internal contact and correspondence by agency personnel and also for public information referral.,"Retain until superseded, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2528,Agency personnel records,"These are complete work histories of individuals while employed by the State. Refer to UCA 67-18-1, et. seq. (1992). When and employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position descriptions, career mobility agreements, insurance benefits notifications (ADNT-1), job swap agreements, and overtime agreements.","Retain for 65 years after separation, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2536,Control files,"These files document control registers that pertain to requistions and work orders for printing, binding and duplicating services.","Retain for 3 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2552,Provider fact finding results and investigative reports,"These files report investigations of private providers of services to the handicapped. Providers are under contract with the state. The reports are classified as ""private"" in order to inform the providers of complaints made against them so that corrections may be made or other action taken.","Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2560,Temporary personnel files,These are copies of correspondence and forms maintained in the personnel files of temporary employees.,"Retain for 1 year, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2566,Word processing files,"These are letters, messages, memoranda, reports, handbooks, directives, and manuals recorded on electronic media such as hard or floppy disks and are used to produce a hard copy which is then maintained in organized files.","Retain until resolution of issue, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2561,Title xix waiting list files,This is a listing of prospective clients waiting for services provided by the Division of Services for People with Disabilities.,"Retain for 5 years, and then destroy records.",1995-06-01,Current,People with Disabilities
GRS-2579,Medical cards,Cards issued to clients receiving medical care for medicaid services offered through the Department of Workforce Services.,"Retain for 5 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2575,Prescription drug claims,These are prescription drug claims from clients receiving assistance through the Department of Workforce Services. Clients must meet income and medical eligibility requirements set by federal and state governments.,"Retain for 5 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2580,Voided medical cards,"Cards that have been voided by the Department of Workforce Services, when overpayments are discovered, fraud is evident, or the client has been declared ineligible for benefits.","Retain for 5 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2573,Check issuance case files,"These are payments to clients receiving benefits from programs offered by the department. These payments are for day care, subsistence, child care, and housing.","Retain for 3 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2578,Provider billing files,These are billings issued to daycare providers for services provided to the Department of Workforce Services.,"Retain for 3 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2576,Medical excess payment records,These are overpayments for medical expenses incurred by clients through the medicaid program. The Department of Workforce Services maintains the original paperwork on excessive payments and is responsible for collecting overpayments from clients.,"Retain for 3 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2569,Home energy assistance target program case files (heat),These are verifications for home energy assistance. The Department of Workforce Services gathers information from clients in order to verify and determine eligibility for home energy assistance.,"Retain for 3 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2570,Day care center licensing files,These are licensing and inspection files of centers that provide care and supervision of children under the age of fourteen for more than four but less than twenty-four hours a day for a fee.,"Retain for 8 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2577,Provider files,These files document services provided for programs offered by the department. Participants are required to meet eligibility requirements outlined by the State of Utah.,"Retain for 5 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2568,Client case files,These are complete case histories of clients receiving services provided by or through the Department of Workforce Services. ,"Retain for 5 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2574,Food stamp case files,These are files that show the distribution of food stamps to eligible clients. Clients must pass a needs test and meet income standards set by both the federal government and State of Utah.,"Retain for 2 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2571,Family day care licensing files,These are licensing histories of family day care providers. Family day care licensors create these records and use them to complete background reports and histories of providers. These files are also used when a provider case is reopened.,"Retain for 8 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2572,Self sufficiency/child care eligibility case files,These files are used to monitor client cases and their progress. They also document the self sufficiency and income eligible child care programs.,"Retain for 5 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2582,Single parent employment program files,These files document a demonstration program initiated by the Department of Workforce Services to assist single parents to obtain gainful employment. This program has an initial life of five years although if successful may be extended. The program was initiated in 1992.,"Retain for 6 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2581,Transmittal records,"These are transmittals for checks and cash deposited into Workforce Services divisional and regional financial accounts. Deposits are made by low organizational number and include deposits with the State Treasurer, transmittal date, department number, collection number, description number, account number, totals, copies of checks and receipts, services request, and billing forms.","Retain for 3 years, and then destroy records.",1995-09-01,Current,Division of Family Support
GRS-2213,Asbestos abatement project books,"Records documenting the removal of asbestos from state buildings by the Utah Correctional Industries' Asbestos Abatement Project crew. The books include check-off sheets, description of project, notifications, work logs, memos, area sign-in sheets, daily work sheets, training certifications, summary of respiratory equipment used, Material Safety Data Sheets, final reports, and waste disposal records.","Retain for 30 years, and then destroy records.",2000-10-01,Current,Administrative
GRS-2221,Deaths at the utah state prison,"This file documents the deaths occurring at each facility. The file consists of cards containing the inmate name and number, date of death, circumstances surrounding the death, and type of death.",Retain permanently. Records may be transferred to the archives.,2000-10-01,Current,Administrative
GRS-2223,Dietary services records,"These files are used to control the administration of food service activities at the facilities. Includes meal counts, menus, health inspections, food inventories, purchase records, and accounting records.","Retain for 3 years, and then destroy records.",2001-02-01,Current,Administrative
GRS-2241,Rosters,"This series consist of various rosters which are used to monitor activities related to the residents. Examples of the rosters are the Weekly resident roster, clean-up rosters, Daily rosters, and Alphabetical offender listing. Information may include resident's name, name and type of program enrolled in, work schedule, employer information, date of birth, type of supervision, name of parole officer, duty assigned, warnings/demerits received, etc.","Retain for 2 years, and then destroy records.",2000-10-01,Current,Administrative
GRS-2245,Weekly activity sheets,"These records list all of the activities occurring at each facility every week. They include schedules for events affecting staff and/or inmates. Information includes a weekly calendar showing the activity, date and time of the activity. May also include the menu for the week.","Retain for 1 month, and then destroy records.",2000-10-01,Current,Administrative
GRS-2234,Photographs,Includes photographs documenting activities and special events held at or sponsored by the Department. This series does not include inmate ID photographs.,Retain permanently. Records may be transferred to the archives.,2000-10-01,Current,Administrative
GRS-2277,Management information systems daily log,"This log provides a record of work assignments and problems that occur on various shifts of the Management Information Systems (MIS) section. The information contains work assignments, plans, date, shift, name of employee, problems and comments.","Retain for 2 years, and then destroy records.",2000-10-01,Current,Data Processing
GRS-2280,Systems guide,"This manual is used by programmers and information analysts to reprogram the computer and to ascertain whether the system is operating according to design. Contents include definitions of the system including functional requirements, data requirements, system/subsystem specifications, authorizing directives, definitions of the logical and physical arrangement of the characteristics of each record, elements, or item of data in the file, including names and tags or labels (record layout), specifications of all codes used, cross reference tools, validity characteristics, and update and access conditions.",Retain permanently. Transfer records to the archives.,2000-10-01,Current,Data Processing
GRS-2287,Control one key log,"This log is used to track the number of keys checked out from control one. Information includes the name of staff member assigned a key, time the key was checked out, time when key was returned, date, and any emergency keys requested.","Retain for 1 month, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2293,Laundry equipment maintenance files,"These files document the service and maintenance performed on the laundry facility equipment. Includes type of service, date performed, problems reported, etc.","Retain until disposition of asset, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2299,Prison library circulation records,"This series is a daily, monthly, and annual record of the number of books checked out in each unit. Information includes the number of books checked out, the library units involved, and the date the books were checked out.","Retain for 1 year, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2283,Building construction project files,"These files are used to review building plans, to make changes in design, and to ensure that the designs are correct and meet the specifications prepared by the Department. May include architectural designs, specifications, correspondence, contract agreements, final building plans, and cost analysis data. The original files are retained by Department of Facilities Construction and Management.","Retain until expiration of contractual agreement, and then destroy records.",2000-07-01,Current,Facility and Property
GRS-2286,Building management case files,"These files document the negotiations and the resulting agreements for leased facilities. Information includes specifications and procurement information, modifications made to buildings, space management analysis, contracts, agreements, correspondence and building modification work orders.",Retain permanently. Records may be transferred to the archives.,1999-08-01,Current,Facility and Property
GRS-2292,Laundry count sheet files,"This file is used to track the number of bed linens processed for each housing unit. Information includes the number of sheets, pillow cases, blankets and bed pads received, housing unit, date, etc.","Retain for 1 year, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2285,Building maintenance requests,"Provides a record of requests for maintenance and repairs at the Correctional facilities. Includes the date, name of requestor, and a description of the problem.","Retain for 3 years, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2294,Maintenance department tool control files,"These files are used to control the location of tools used by maintenance crew members. The files contain the physical inventory of equipment and the issue/turn-in sheets. Information includes the name of the maintenance worker, date, and tools issued.","Retain for 1 year, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2303,Security equipment inventory control files,"These files are used to track security equipment assigned to Department personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment. Information includes name of employee, date assigned, type of equipment, equipment serial number, initials of employee receiving the equipment and the employee releasing the equipment and the date equipment was returned.","Retain for 3 years after final action, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2312,Budget planning files,"Records used to assist in the preparation of the Department's budget and to justify budget requests presented to the Governor's Office. Includes working papers, cost estimates, rough data accoumulated in the preparation of annual budget estimates, narrative statements, reports on the status of appropriation accounts and apportionment, quarterly and annual reports regarding the effectiveness of the budget as a whole.",Retain permanently. Records may be transferred to the archives.,2000-10-01,Current,Financial Management
GRS-2304,Site selection files,These files document the selection of sites for future correctional facilities.,Retain permanently. Records may be transferred to the archives.,1999-08-01,Current,Facility and Property
GRS-2337,Employee educational assistance program files,"These records document the educational assistance program which provides support to employees for professional development. Files may contain applications for assistance, letters of approval, memos, grades and warrant requests.","Retain for 5 years, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2343,Personnel files,"Complete work history for employees within the Department of Corrections. Information may include current performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification, job swap agreement, overtime agreement, application for employment, employee's social security card (copy), notice of personnel action, termination form, employment eligibility verification form, exit interview form, new employee orientation self-guide and retirement/deferred compensation plan notification. In addition files may contain completion of course certificates, letters of commendation, performance plans and evaluations and leave adjustment reports.","Retain for 30 years after separation, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2338,Employee medical records,"These files document employee medical history relating to job related medical incidents. The files may include bloodborn pathogen information as required by OSHA Bloodborn Pathogen regulations 29 CFR part 1910.1030, bloodborn pathogen exposure report, airborne pathogen exposure report, Worker's Compensation records, fitness for duty case files, suitability assessment files, drug testing records, and ADA related records.","Retain for 30 years after separation, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2349,Alcohol and substance abuse records,"Records of diagnosis and treatment for clients charged to the care of the Alcohol and Substance Abuse Treatment Program at the State Prison or Adult Probation and Parole. Information includes diagnostic records, consent forms for the release of information, treatment records, and attendance records of treatment sessions.","Retain for 10 years after separation, and then destroy records.",1999-10-01,Current,offender Medical
GRS-2358,Attorney request forms,"These records are generated when an inmate requests to see an attorney. The files include the inmate's name and number, date of request, inmate's housing location, inmate's employment location, dates (form was received, forwarded, and returned), status of appointment (seen, rescheduled, moved, cancelled, etc.), date signed and signatures of inmate and attorney.","Retain for 1 year, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2360,Attorney sign-in log,"These logs are used to document attorney and other agency personnel access to inmates. Information includes name, bar number or agency name, date, and the name of the inmate.","Retain for 2 years, and then destroy records.",2006-02-01,Current,offender Supervision
GRS-2363,Clothing request files,"Documents requests received from inmates for clothing. Includes the name of the inmate, date requested, clothing requested and date clothing was issued or denied.","Retain for 1 year, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2366,Detainer file,"This card file is kept to document inmates who need to be detained for other agencies. It is used to track the inmates who will be picked up by another enforcement agency upon their release. Information includes the inmate name and number, reasons for being detained, and the name, address, and phone number of agency picking up the inmate.","Retain for 1 year after separation, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2369,Inmate classification review files,"Documents the classification assigned to an inmate. The inmate is evaluated and assigned a classification based upon behavior, attitude, personality, etc. Includes the name of the inmate, inmate number, age of the inmate and the classification assigned to the inmate. The classification assigned to an inmate is also retained in the inmate's jacket or file.","Retain for 2 years, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2371,Inmate disciplinary files,"Provides documentation of disciplinary hearings involving inmates. Includes a narration of the incident, hearing results, affidavits, evidence, etc.","Retain until final action, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2407,Resident and premises inspection records,"Documents random or routine searches of inmates or residents and their rooms or cells. Includes the name of the inmate or resident, inmate/resident number, location of search, date and time of search, name of officer conducting the search and a description of any contraband found.","Retain for 3 years, and then destroy records.",2000-10-01,Current,Security
GRS-2222,Dietary case study files,"These files are maintained by the dietician for statistical study of the effectiveness of the food services program. Includes memos, diet manuals, reference publications, dietary training materials and menus. May also contain weight charts and dietary plans for inmates identified as overweight.","Retain for 10 years, and then destroy records.",2000-11-01,Current,Administrative
GRS-2231,Logs,"This series serves as a reference for information received or maintained. Examples include the Radio call logs and the Investigative case file log. Information may include name of resident or employee, case number, file number, date, type of compliant or incident, name of investigator, etc.","Retain for 1 year, and then destroy records.",2000-10-01,Current,Administrative
GRS-2226,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.",2000-10-01,Current,Administrative
GRS-2244,Volunteers' movement authorization files,"These records are used to document the authorization granted to a volunteer to move from one facility within the prison to another. Includes the date and times of movement, purpose of movement, name of the activity supervisor, name of volunteer and final destination of volunteer.","Retain for 5 years, and then destroy records.",2000-10-01,Current,Administrative
GRS-2253,Inmate property file,"Provides an inventory of all moves, release and disposition of property, confiscation copies, TV contracts, TV closures, and incoming property. The file also contains the property confiscation log and property destruction log.","Retain for 3 years after separation, and then destroy records.",1999-06-01,Current,Business Services
GRS-2274,Resident long distance phone call logs,"Log used to record long distance phone calls from Correctional facility phones made by residents. Information includes date, time, name of resident, phone number called, to where/whom call was made, and the reason for the call.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Communication
GRS-2281,Arms control files,These files are used to manage the security of weapons and the issuance of weapons to Correctional employees. Includes the inventory of weapons and the sign-out sheets.,"Retain for 5 years after disposition of asset, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2288,Food service shift leader report,"These logs are generated by each kitchen shift leader at the end of the shift. Includes description of incidents or events which occurred during the shift, condition of the kitchen, knife counts, check out and control sheets for knives and other kitchen materials and a menu if different from the master menu.","Retain for 3 years, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2297,Motor vehicle maintenance files,"These files document the routine performance of maintenance of all Department owned vehicles. This does not include vehicles owned by Fleet Operations Division. Includes maintenance logs, shop logs, work orders, requisition copies, vehicle number, date of service, and parts and labor costs.","Retain until disposition of asset, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2306,Staff property and inventory files,"These records are used to maintain control and accountability of state owned property issued to correctional staff. Includes inventory logs for keys, badges, identification cards, manuals, equipment and worksheets indicating person assigned the property, date property was issued and date returned.","Retain for 3 years, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2298,Prison library card catalog,"This series documents the title and location of each book or magazine maintained by the library. Information includes the catalog number, the title of the book or magazine, the publisher's name, the author's name, and a brief description of the item.","Retain until superseded, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2322,Food item purchase log,"Provides a record of the current prices paid for food items purchased by the Food Services Section of the Prison. The logs are used for budgeting and ordering future items. Includes price paid, vendor's name, current status of contract and the food item.","Retain until superseded, and then destroy records.",2000-10-01,Current,Financial Management
GRS-2326,Preliminary payroll files,"Computer-produced, two part documents sent by Finance to the Department to record final corrections or adjustments regarding employees' pay.","Retain for 3 months, and then destroy records.",2000-10-01,Current,Financial Management
GRS-2305,Space management records,"These records are used to manage space allocation as efficiently as possible. They include shop layout, building plans, schematics, office layouts, and electrical layouts.","Retain for 5 years, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2330,Utah correctional industries profit and loss statements,"Provides a quarterly report of the fiscal activity of the Utah Correctional Industries (UCI). The statments are used to determine trends for future growth and as a indication of problems within an individual shop. Includes agriculture and summary statements, balance totals by quarter by shop, and by manufacturing area.",Permanent. Retain for 7 years. Transfer records to the archives.,2000-10-01,Current,Financial Management
GRS-2336,Disciplinary hearing orders,"Provides a record of the final decision and order issued by the executive director regarding an employee disciplinary hearing. Consists of the order, any recommendations of the Administrative Law Judge, reports, etc.","Retain for 5 years, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2342,Performance plan,"Record of performance understanding completed between the employee and their supervisor. The plan consists of time-frames, duties identified, yearly goals and expectations of the employee.","Retain for 30 years after separation, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2335,Disciplinary hearing audio tapes,Provides an audio tape recording of an employee's disciplinary hearing. The recordings may be transcribed and retained for 5 years.,"Retain for 5 years, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2346,Staff schedules,"These files document the work schedules for correctional personnel within each section. The schedules are prepared monthly and weekly and are used to verify time sheets. Information includes date, shift leader's name, staff on duty during the respective shift, and the position assigned to each employee.","Retain for 6 months, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2350,Clinical service admission log,"This log is used to monitor the completion of medical screens for inmates entering into the prison. Information includes the inmate name and number and the date of admission, date of mental health exam, date of physical exam, date of dental exam, date of Human Immunodeficiency Virus test (HIV), etc. All medical data is entered into the inmate's medical record.","Retain for 1 year, and then destroy records.",2000-04-01,Current,offender Medical
GRS-2353,Lab test log books,"This series documents when a lab test is requested to facilitate diagnosis. The log is maintained to determine the status of all tests sent out for processing and to verify medical services costs. The log contains the resident's name, number, test requested and the date the test was ordered.","Retain for 3 years, and then destroy records.",1999-10-01,Current,offender Medical
GRS-2347,Time sheets,"Provides a record of employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime schedules.","Retain for 3 years, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2351,Human immunodeficiency virus (hiv) control program files,"Program files related to the operations of the HIV/AIDS Control Program. Includes disease control and patient information regarding AIDS and HIV, narratives, summary data reports, and other general program information.","Retain until superseded, and then destroy records.",1999-10-01,Current,offender Medical
GRS-2354,Prescription issuance files,"These files document the issuance of prescriptions to residents. The information is also used to prepare pharmacy requisitions. Information includes resident's name, number, drug issued, dosage, instructions, date prescribed, and practitioner's signature.","Retain for 2 years, and then destroy records.",1999-10-01,Current,offender Medical
GRS-2357,Activity sign-up lists,"These lists are used to track which inmates register for various activities such as facility sporting events, barber/beauty salon visits, etc. Includes the name of the inmate, inmate number, type of activity and date.","Retain for 6 months, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2356,X-ray files,"These records are used by the prison physicians for diagnosis of the medical condition of the residents and for preventitve healthcare. The files contain the x-ray films, date and x-ray file number.","Retain for 10 years after separation, and then destroy records.",2000-04-01,Current,offender Medical
GRS-2359,Attorney request log,"These logs are used to access the attorney request files. Information includes reference number, name of inmate, date received, appointment date, date returned and comments.","Retain for 2 years, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2362,Civil and criminal process log,"This log documents an inmate's civil/criminal process. Includes the name of inmate, inmate number, housing location, date, and description of process.","Retain for 1 year after final action, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2384,Master pass list,"This record provides a daily list of inmates who are cleared to work outside the secured perimeter of the facility. The file includes the work supervisor's name, hours inmate is cleared to be out, inmate name, inmate number, classification level, housing assignment, location where inmate is cleared to work, and date.","Retain for 2 years, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2396,Evidence document books,"Provides a detailed summary of incoming evidence from incidents involving inmates/residents or Departmental personnel. Includes the evidence document number, case number, suspect/inmate/resident name, evidence location, description of evidence, officer receiving evidence, date received, reason released, date returned and final date of and manner of disposition of the evidence.","Retain for 30 years after final action, and then destroy records.",2000-10-01,Current,Security
GRS-2402,Inmate transportation order files,"Documents authorized movement of an inmate or resident from the facility to an off-site location. Includes the name of the inmate or resident, inmate number, date, destination, name of accompanying officer, and authorization of the transportation.","Retain for 1 year, and then destroy records.",2000-10-01,Current,Security
GRS-2408,Security cell logs,"Documents all events that occur in a security cell. The security cell is used as a temporary holding cell for problem inmates/residents or inmates/residents that require temporary protection from other inmates/residents. Includes the name of the inmate/resident, date and time of arrival and release, name of person authorizing the placement and release, physical description, violations or charges, special instructions, inmate/resident property inventories and initial of staff members. A copy of the log is retained in the inmate/resident file.","Retain for 2 years, and then destroy records.",2000-10-01,Current,Security
GRS-2414,Warning logs,"These logs record warnings issued to residents or inmates for rule infractions or noncompliance. The logs are used to monitor the frequency of infractions or noncompliance in order to determine if a disciplinary report should be issued. Includes resident or inmate name and number, date and time of infraction, warning given and the initials of the staff member.","Retain for 1 year, and then destroy records.",2000-10-01,Current,Security
GRS-2409,Special operations daily logs,"Documents the daily activities of the Department's S.W.A.T. and K-9 teams. Information includes reports regarding high profile escorts, surveillances, S.W.A.T. operations, rescue operations, training, physical development and forced cell movements.","Retain for 3 years, and then destroy records.",2000-10-01,Current,Security
GRS-2216,Contract files,"These records are used to monitor and track the approval process for awarding contacts and document the contractor's performance. Includes the request for proposal, the proposal, the contract, amendements, correspondence, and review documents.","Retain for 6 years after expiration of contractural agreement, and then destroy records.",2000-10-01,Current,Administrative
GRS-2224,Escaped inmate case files,"Case files used to generate warrants for arrest of escaped felons. Information includes correspondence regarding escapes, escape notifications, warrant for arrest, fingerprint cards, face sheet, rap sheet, commitment papers, statement of probable cause and documentation on the events surrounding the escape. After the case is closed the records are filed with the Investigative case files.","Retain for 10 years after case is closed, and then destroy records.",2000-10-01,Current,Administrative
GRS-2230,Investigative case files,"Case files consisting of investigative files gathered by the Department of Corrections. Information may include personal data, investigative reports, witness statements, law enforcement information, credit history, criminal history, taped/transcribed conversations, video taped activities, photographs, lab reports, evidence and any other information pertinent to the investigation.","Retain for 10 years after after case closes, and then destroy records.",2001-03-01,Current,Administrative
GRS-2242,Resident work assignment records,"Documents the work assignments made by the staff to residents to perform standard cleaning routines in and around the facilities. Includes daily welfare inspection worksheets, room cleaning assignments, kitchen cleaning schedules, general facility cleanup assignments and living area cleanup schedules.","Retain for 1 year, and then destroy records.",2000-10-01,Current,Administrative
GRS-2251,Inmate funds accounting correspondence,"Correspondence documenting the communication between staff and inmates or vendors regarding account balances, payments, goods and services owed or money transfers. Includes inter-office memorandums, letters and notes from inmates, and correspondence with vendors.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Business Services
GRS-2263,Television agreement logs,"This record documents the inmates who have been assigned televisions. The log maintained in electronic format contains the inmates' name and number, housing location, date request was received, date of approval, date television was received by the inmate, the television's serial number and the date the television was returned. A hard copy version is placed in the inmate property file which is retained for 3 years after parole or termination of jurisdiction.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Business Services
GRS-2256,Inmate restitution files,"These files document the restitution and other obligations that inmates are ordered to pay for damages they have done to either the State's or another inmate's property. Information includes name, date, file number, amount of payment, letter of authorization, and related correspondence.","Retain for 1 year after final action, and then destroy records.",1999-06-01,Current,Business Services
GRS-2267,Indigent mail logs,"Indigent lists are created by Inmate Funds Accounting Office to document indigency. They are used by the mail unit to identify indigent inmates authorized to receive postage issued to each inmate on a weekly basis. If an inmate has been declared indigent, they are eligible to receive an allowance of five first-class postage stamps per week. These logs are used to document an inmate's right to access attorneys, courts, government officials, and to maintain ties with their community and family. Information includes the name of the inmate and the postage issued.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Communication
GRS-2276,Data processing plans and amendments,"These are annual plans compiled by the Information Technology Bureau which forcast the automation needs for the agency. Information includes an executive summary, an agency overview and background data, an explanation of the current data processing environment, projections for expansion of the data processing environment and the budgetary impact.",Retain permanently. Records may be transferred to the archives.,2000-10-01,Current,Data Processing
GRS-2282,Boiler operating logs,"This log provides a record of problems and maintenance on facility boilers. Includes date, type of problem or service, work assignment, etc.","Retain until disposition of asset, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2290,Health department inspection files,"Documents the quarterly health inspections conducted by the county health departments of all facility kitchens. The inspections are conducted to insure compliance with all state and county health regulations. Information includes date of inspection, condition of the kitchen area, narrative comments and any violations or necessary corrective action.","Retain for 3 years after resolution of issue, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2296,Motor vehicle accident reports,"This record documents the cause of any accident and the results of the subsequent investigation involving any Department owned or leased vehicles. Information includes time of accident, place of accident, vehicle description, name of driver and insurance data.","Retain for 1 year after case is closed, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2302,Security equipment control files,"These records are used to manage the security of weapons and the issuance of weapons to correctional personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment.","Retain for 5 years, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2227,Food service inspection reports,"These weekly reports identify the strenghts and weaknesses of each kitchen regarding safety, cleanliness, and compliance with operating procedures. Information includes date of report, facility, condition of the kitchen, and comments.","Retain for 3 years, and then destroy records.",2000-10-01,Current,Administrative
GRS-2307,Surplus property records,"Provides a record of the sales of surplus personal property (including those transactions deviating from standard procedures), comprised of invitations, bid acceptance, lists of materials, evidence of sales, and related correspondence.","Retain for 2 years, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2236,Production management records,"Records used to control the workload and quantity of work performed at Utah Correctional Industries. Series may include production schedules, monitoring reports, production quantities, and cost accounting reports.","Retain for 5 years, and then destroy records.",2000-10-01,Current,Administrative
GRS-2308,Vehicle direction station logs,"This log is used to document the passage of vehicles in and out of a facility. Information includes the officer's name, date, shift number, vehicle license number, number of persons in vehicle, driver's name, destination, time in and out, purpose of visit, and any notes. Inmates that are part of a work crew are recorded on the master pass list and are not part of this log.","Retain for 2 years, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2333,Adverse action files,"Case files and related records created in reviewing an adverse action (disciplinary or non-disciplinary removal, suspension, leave without pay, reduction in force) against an employee. The file includes a copy of the proposed adverse action with supporting papers, statement of witnesses, employee's reply, hearing notices, reports, decisions, reversal of action and appeal of records, excluding letters of reprimand.","Retain for 5 years after final action, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2291,Kitchen knife control log,"This log is used to control the use of knives by resident cooks in order to maintain security. Information includes date and time knife/knives were taken to kitchen, identification of knife/knives signed out, resident to whom they were signed out, resident's and staff initials, date returned, and staff initials acknowledging their return.","Retain for 1 year, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2348,Alcohol and substance abuse monthly status report,"This report tracks the number of residents enrolled or discharged from the program. Includes the number of inmates and parolees in the program, the number admitted and discharged, the location where the treatment occurs, attendance count and the number in the aftercare program.","Retain for 2 years, and then destroy records.",1999-10-01,Current,offender Medical
GRS-2355,University medical center scheduled appointments,"These records are used to document medical appointments for inmates who require special medical care. Information includes appointment date, inmate name and number, clinic name and address, doctor, and return time.","Retain for 3 years, and then destroy records.",1999-10-01,Current,offender Medical
GRS-2385,Offender criminal histories,"Documents the history of all offenders on probation or parole. Includes offender's name, history of charges, commitments, name of case worker, monthly reports to probation or parole officer, copies of court records, a history of probation or parole, incident reports, restitution data, correspondence and the probation or parole agreement.","Retain for 10 years after final action, and then destroy records.",2004-08-01,Current,offender Supervision
GRS-2395,Electronic security alarm system printouts,"Documents any incident recorded on the security monitoring system. Includes location of alarm, type of alarm signal, time and date of the alarm signal, who acknowledged the alarm and the time the alarm was cleared.","Retain for 6 months, and then destroy records.",2000-10-01,Current,Security
GRS-2393,Visitor's files,"Provides documentation of inmate visitation requests. Includes the name of the person, reason for visit, name of inmate, date and time of visit, etc.","Retain for 2 years after separation, and then destroy records.",2000-04-01,Current,offender Supervision
GRS-2334,Captain and lieutenant testing files,Provides a record of the employee testing for promotion to the rank of Captain or Lieutenant. Contains the answer and score sheets.,"Retain until final action, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2340,Leave applications,Applications for leave and supporting papers relating to request for and approval of employee leave.,"Retain for 6 months, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2344,Retirement reports,Documents employee benefits due at retirement.,"Retain for 1 year, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2341,Performance evaluation,Record of evaluation of compliance with performance plans agreed upon by the employee and supervisor.,"Retain for 30 years after separation, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2352,Inmate medical record,"Documents all medical procedures conducted on inmates. Information includes physician orders, prescriptions, pharmaceutical records, progress notes, lab reports, prescription/treatment history, intake history records, consultation reports, medical history, psychiatric notes, psychological notes, x-rays, health care request forms, medical clearance forms, memorandums, record request forms, dental examinations/treatment, optometry examinations, audiology reports, physical therapy treatments, psychological assessments, psychological histories, discharge summary, mental health treatment plans and psychological test results.","Retain for 10 years after separation, and then destroy records.",2000-04-01,Current,offender Medical
GRS-2368,Disciplinary reports,Documents the result of the Disciplinary Board's hearing into an inmate's violation of the facility's rules. A copy of the report is also filed in the inmate's file.,"Retain for 1 year, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2386,Orientation class files,"These files document the orientation classes held by the Uinta Facility. While at this facility inmates are evaluated and then assigned a classification and housing location. The file includes the inmates' name, class rolls, classes which were held and notes.","Retain for 2 years, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-16585,Offender tracking records,"These are permanent records kept in the Offender Tracking System maintained by the Utah Department of Corrections. The records may include static identification information, admittance, criminal offenses, assessments, incident/disciplinaries, treatment plans, education and work records, supervision notes, locations, agents, case workers and family/associate information. The Offender Tracking System is designed to provide consolidated offender information collected by the separate divisions within the Department of Corrections and the Board of Pardons and Parole to facilitate offender management. The system also provides a communications network that supports the entry and access of information. In addition to facilitating offender management, the information is used in the publication of research reports, annual reports and other requested reports. The system also provides a history of an offender while under the supervision of the Department.",Retain permanently. Records may be transferred to the archives.,2022-03-04,Current,offender Supervision
GRS-2380,Inmate property records,"Documents personal property of an inmate. Includes confiscated property forms, released property forms, disposition forms, denials, receipts, property contracts, property correspondences and property inventory forms.","Retain for 4 years after release or death of inmate, and then destroy records.",2000-07-24,Current,offender Supervision
GRS-2398,Evidence/property records,"Documents the receipt of evidence or property gathered during an investigation. The series is also used to document the storage and movement of evidence from the time of receipt to the final disposition. Includes property receipts and destruction sheets. Information may include the date received, name of inmate, case number, description of evidence and date and manner of disposition.","Retain for 5 years after final action, and then destroy records.",2000-10-01,Current,Security
GRS-2401,Inmate movement authorization files,"Documents the authorization granting an inmate or resident to move from one facility within the prison or center to another. Includes the name of the inmate or resident, inmate number, date and time of movement, purpose of movement, destination and the name of person granting the move.","Retain for 5 years, and then destroy records.",2000-10-01,Current,Security
GRS-2394,Daily guard logs,"Documents guard assignments within the facilities. Includes daily post logs, shift captain's log, vehicle logs, pass lists and communication logs.","Retain for 3 years, and then destroy records.",2000-10-01,Current,Security
GRS-2397,Evidence film,Provides documentation of all evidence that has been collected by the Department. Videos of the evidence room or safes are created on a routine basis as required. The videos are used to provide evidence in hearings or court cases after the final disposition of the physcial evidence has occurred.,"Retain until superseded, and then destroy records.",2000-10-01,Current,Security
GRS-2225,Execution files,"These files provide a history of executions at the prison. The files may contain news clippings, administrative memos, execution minutes, name of inmate, date of execution and inmate correspondence.",Retain permanently. Records may be transferred to the archives.,2000-10-01,Current,Administrative
GRS-2295,Motor pool operation records,"Provides a record of gas and oil consumption, dispatching and scheduling of motor vehicles.","Retain until disposition of asset, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2233,Monthly planning calendars,"These records are used to identify and notify the volunteers and part-time staff who perform religious services and individual counseling at the facilities. Information includes weekly work schedules, time of counseling sessions or religious services, and the name of the individual conducting the activity.","Retain for 1 year, and then destroy records.",2000-10-01,Current,Administrative
GRS-2243,Sex offender registration case files,"Records created under the authority of UCA 77-27-21.5 (1993) which requires the Department ""to collect, analyze, and maintain information on sex offenders and sex offenses"" and to make that information available to law enforcement agencies and to control ""access to information gathered under this section."" Information includes sex offenders profile form, sex-offender victim information form, and change of address form. After their legal retention period expires they are transferred to the Department's Intelligence files, where they are maintained for 1 year.","Retain for 6 years, and then destroy records.",2000-10-01,Current,Administrative
GRS-2275,Resident telephone logs,"Log of incoming calls from residents. The log is used to record the content of all messages for security and accountability reasons. Includes name of staff receiving message, name of resident placing the call, date and summary of the message.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Communication
GRS-2284,Building inspection files,"The building inspection reports are used to ensure the adequacy of protection and preventative measures taken against potential natural and man-made hazards. The files contain the inspection worksheets, final reports, correspondence and responses to findings.",Retain permanently. Records may be transferred to the archives.,1999-08-01,Current,Facility and Property
GRS-2339,Hearing transcripts,Provides a written record of an employee's disciplinary hearing.,"Retain for 5 years, and then destroy records.",1999-08-01,Current,Human Resources
GRS-2345,Risk management records,"Case files for Department of Corrections employee related Risk Management Investigations. May include accident reports, statements from the employee, medical records, etc.","Retain for 30 years, and then destroy records.",2000-04-01,Current,Human Resources
GRS-2300,Prison library shelf list,"These are card files of the library's holdings on the shelves of the four respective prison library units. Information includes the title, author, publisher, accession number, and date published.","Retain until superseded, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2301,Recreation equipment records,"This series is used to track and control all recreational equipment used by the inmates. Includes the type of equipment, the name of the inmate who checked out the equipment, the date the equipment was checked out and checked back in. It also includes a physical inventory of all games and equipment.","Retain for 1 year, and then destroy records.",1999-08-01,Current,Facility and Property
GRS-2313,Budget records,Records used to assist in the preparation of the divisional budgets and to justify budget requests to the Department director.,"Retain for 3 years, and then destroy records.",2000-10-01,Current,Financial Management
GRS-2399,Facility evidence technician's logs,"Documents the removal of evidence from the evidence safe by law enforcement personnel. Includes the date removed, description of evidence or property, technician's name, name of witness to the removal, case number, inmate name, name of the law enforcement personnel removing the evidence and date the evidence was returned.","Retain for 5 years, and then destroy records.",2000-10-01,Current,Security
GRS-2405,Officer rescue project building files,"Provides intelligence information that is used in preparing to respond to special operational situations. Includes blueprints of the facilities, photos, ductwork, location of doors and windows.","Retain until disposition of asset, and then destroy records.",2000-10-01,Current,Security
GRS-2411,Training files,Documents the training exercises conducted by the Department for personnel. The exercises are created to simulate incidents and are used to train staff to respond to those incidents. May include training video tapes. The material is updated frequently to reflect new techniques and incidents. The individual's personnel file would include a record of any training course completed.,"Retain for 6 months after or until superseded, and then destroy records.",2000-10-01,Current,Security
GRS-2403,K-9 reports,"Documents the activities of the K-9 unit. Includes quarterly reports, monthly statistical reports, daily reports and an annual report. Information includes the number of case reports, reports filed, arrests, yard checks, shakedowns, drug searches, explosive searches, demonstrations, impounds, citations, and inmate identification checks. The information from the daily, monthly and quarterly reports is compiled into the annual report.","Retain for 3 years, and then destroy records.",2000-10-01,Current,Security
GRS-2412,Video tape files of incidents,"Consists of video tapes recorded during forced cell movements or incidents involving inmates. The videos are used for litigation support against charges of brutality, property damage, etc. A forced cell movement occurs when an inmate is assigned to another cell and refuses to move on his/her own accord. Inmate incident videos consist of recorded incidents which occur in areas under surveillance.","Retain for 3 years, and then destroy records.",2000-10-01,Current,Security
GRS-2376,Inmate personnel records,"Documents the employment history of the inmates or residents while under the jurisdiction of the Department of Corrections. Includes the employment application, correspondence, etc. Information includes the name of inmate, inmate number, position, rate of pay, date of hire, termination date, etc.","Retain for 3 years after separation, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2379,Inmate property control logs,"Provides documentation of the release or disposition of an inmate's property. Includes the name of the inmate, inmate number, description of the property, and final disposition (returned to the inmate, released to next of kin, donated or destroyed upon the inmate's death).","Retain for 3 years after disposition of asset, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2382,Inmate time sheet files,"Documents hours worked by an inmate or resident. Includes the name of the inmate or resident, inmate or resident number, dates and hours worked, etc.","Retain for 3 years, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2391,Resident case files,"Documents the history of all residents of a community correctional center. Includes face sheet, judgment and commitment order, pre-sentence investigations, progress reports, employment information, program agreement, case plan, financial information, disciplinary/incident reports and discharge summary.","Retain for 10 years after separation, and then destroy records.",2003-04-01,Current,offender Supervision
GRS-2383,Intake logs,"These logs are used to track new inmates coming into the facility. Includes the name of the inmate, inmate number, date of birth, date inmate was received, criminal history information, and housing assignment. In addition, the log may indentify any special concerns such as special medical problems and potential problems with other inmates or escape risk concerns.","Retain for 2 years, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2392,Special inmate management cell file,"These files are used to document special checks made on certain inmates for whom special management was suggested by the psychologist. The file includes the inmate's name and number, cell number, date form was filled out, date special checks were initiated, incident or discipline report number, any temporary restraining orders, name of psychologist or staff member who recommended the special management, name of the warden who authorized the special management, names of staff members in the Classification Office who were notified, special notes, any diet restrictions, items issued to the inmate, date of issue, amount of each item issued, date items were returned, amount of each item returned, list of items present when checks were made, sick call visits, special management team visits and other contact with inmates.","Retain for 4 years, and then destroy records.",2000-07-01,Current,offender Supervision
GRS-2269,Inmate mail records,"These documents are used to track the mail unit's dealings with inmates. Records may include inmate-to-inmate request forms, denied mail forms, memos between the mailroom and inmates, problem mail forms that may contain information on items such as excess mail weight, incomplete return address, or contraband found, inmate correspondence, and privileged mail forms.","Retain for 7 years, and then destroy records.",1999-06-01,Current,Communication
GRS-2400,Incident reports,"Documents incidents occurring within the facility. May include reports involving staff members, inmates or non-individual incidents such as doors ajar, etc. Includes date, time and location of incident, name of individuals involved, names of witnesses, description of incident or security breach, and action taken or recommended. Any incident resulting in disciplinary action would be retained in the inmate/resident file or the employee file.","Retain for 6 years, and then destroy records.",2000-10-01,Current,Security
GRS-2406,Physical criminal evidence files,"Consists of the physical evidence being held as evidence in a case. May include weapons, altered items, contraband and crime and medical lab reports.","Retain until case is closed, and then destroy records.",2000-10-01,Current,Security
GRS-2404,K-9 unit training records,"Documents the training completed by K-9 units. The areas of training include apprehension, tracking, detection and obedience.","Retain until separation, and then destroy records.",2000-10-01,Current,Security
GRS-2410,Target files,"Provides documentation pertaining to an individual or operation used in preparation for a special operation. Includes photos of the individual, rap sheets, blueprints of the facility, warrants and subpoenas.","Retain for 3 years, and then destroy records.",2000-10-01,Current,Security
GRS-2413,Warning and operations orders,Provides documentation of intelligence gathered to prepare for special operations. The information is used to issue orders and instructions to Department personnel prior to a special operation.,"Retain for 3 years, and then destroy records.",2000-10-01,Current,Security
GRS-16586,Offender transient tracking records,"These are non-historical inmate tracking records maintained in the Offender Tracking System, such as observation logs, nonpermanent personal information such as emergency contacts, marital status, weight, hair color, and religious affiliation. This also includes data entry errors that are corrected.","Retain until superseded, and then destroy records.",2022-03-04,Current,offender Supervision
GRS-2373,Inmate grievance records,"These records consist of written grievances submitted by an offender, including appeals, written responses from department staff, and may include any supporting documentation provided with a grievance or response.","Retain for 7 years, and then destroy records.",2022-04-25,Current,offender Supervision
GRS-2445,Academic record files,"Files containing official documentation listing student's courses, grades, credits earned, and status achieved. Often referred to as a transcript.",Permanent. Retain for 10 years. Transfer records to the archives.,1990-07-01,Current,Higher Education
GRS-2452,Monthly receipts for monies received for transcripts,Cash register tapes collected monthly noting monies received by the sale of copies of students' transcripts.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2455,Transcript requests,Request form for a transcript of student's permanent academic records and the record of payment received for the copy.,"Retain for 1 year, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2446,Cash register tapes for student transcripts,Daily cash register tapes noting monies received for transcripts of the students' permanent academic record.,"Retain for 1 year, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2453,Registration files,"Files which document student enrollment, registration, and participation in course work and other academic activities at any of Utah's institutions of higher education.","Retain for 5 years after separation, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2456,Visiting scholars information files,Files containing identifying information on scholars temporarily working at an institution of higher education.,"Retain for 5 years, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2447,Department lists requesting student transcripts,Lists of requested students' transcripts of permanent academic record for use in the academic departments of the institutions of higher education.,"Retain for 1 year, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2450,Identification card receipt books,Receipt books for monies received in payment for identification (I.D.) cards.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2454,Student cumulative files,"Files which document a student's activities, other than academic, while enrolled in one of Utah's institutions of higher education.","Retain for 5 years after separation, and then destroy records.",1992-12-01,Current,Higher Education
GRS-2449,Identification card applications for non-matriculated students,Applications for identification cards for non-matriculated individuals participating in activities sponsored by an institution of higher education.,"Retain for 6 years, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2448,Identification card applications for matriculated students,"Applications for identification (I.D.) cards for students, faculty, and staff.","Retain for 6 years, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2451,International identification card applications,Applications for identification cards for students traveling out of the country in order to receive international student benefits.,"Retain for 1 year, and then destroy records.",1990-07-01,Current,Higher Education
GRS-2458,Felony arrest reports,"These records and reports are the primary case files generated by state university or college police officers who are investigating or responding to a felony-offense-level incident. They include all records associated with the incident, and may include arrest and investigative reports, photographs, lab tests, arrest warrants, and any other pertinent records.","Retain for 10 years, and then destroy records.",,Current,Higher Education
GRS-2459,Client case files,"These are complete case histories of clients receiving services provided in or through a division office. Case files are used to monitor what type of services have been or need to be provided. Records document services provided, counseling, evaluations and other pertinent information provided by the caseworker.","Retain for 50 years, and then destroy records.",2016-02-01,Current,Child and Family Services
GRS-2482,Child protective services investigation case files,"These are investigations and findings of reported child abuse and neglect cases. Child protective service workers use this information to determine whether or not a child is the victim of abuse, neglect, or dependency. Information may include name, court actions, investigations, guardian information, psychiatric and psychological information, and victim information.","Retain for 100 years after case is closed, and then destroy records.",2016-04-01,Current,Child and Family Services
GRS-2489,Family preservation case files,"These files document individual and family counseling records for clients receiving services from the Division of Child and Family Services. Counseling and services may be ordered by the courts. Information includes activity logs, personal and family counseling reports, payment documents, court records, progress reports, medical information, and psychological and psychiatric information. There may be child protective services information included in these records.","Retain for 10 years, and then destroy records.",1998-02-01,Current,Child and Family Services
GRS-2262,Resident restitution accounting records,"These records are used to keep track of monies deposited in a restitution account. Monies deposited into these accounts are used for court ordered fines, court costs and victim reparations. Information includes deposit receipts, deposit books and bookkeeping ledgers, etc.","Retain for 3 years after final action, and then destroy records.",1999-06-01,Current,Business Services
GRS-2259,Resident account receipt listing,Listing used to reconcile the offender loan account and to monitor deposits made to this account. The offender loan account provides loans in $50.00 increments to residents who do not have their own money. Residents are expected to become employed while in the program to ensure the loan is paid back. Residents are required to maintain a checking account with a designated bank. Information includes computer printouts of receipts entered and posted to the resident's account.,"Retain for 3 years after separation, and then destroy records.",1999-06-01,Current,Business Services
GRS-2264,Therapy billings,"Billings from the contracting agency that provides therapy and testing of residents for the Department. The records are used by the agency to monitor the resident's financial account to assure the resident is receiving treatment and paying the bills. Information includes name and signature of resident, psychological information, amount billed to the resident and the date and amount paid.","Retain for 5 years after separation, and then destroy records.",1999-06-01,Current,Business Services
GRS-2258,Receipt books,"These records are used to verify that a resident received his paycheck from the agency. The resident receives a receipt verifying that his paycheck was deposited into his individual account. Information includes receipt number, resident's name, date, name/address of facility, resident's employer and amount of check.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Business Services
GRS-2260,Resident check listing,"Listing of checks issued on a resident's account. These records are initiated when a money transfer has been requested and the accuracy of the transfer has been verified. Information includes date, check number, payee, reason check was issued, amount, control number, resident's name, voided (yes or no), and any other relevant ID number.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Business Services
GRS-2520,Youth offender case files,"These files document the history of offenders in the State of Utah for youths over 10 and under 21 years of age who have been committed or admitted to the custody of the division by the court following adjudication for a delinquent act. Information includes discharge order; information sheet; consumer information sheet; request for discharge from parole; hearing notice; youth parolee's quarterly evaluations; psychological evaluations; Utah State Industrial School admission sheet; scholastic case records; and placement agreement. This record also includes court summons; mug shots; restitution work program; case report; verification of medical eligibility; application for financial, medical, and food stamps; primary person characteristics; service activity form; authorized needs approval/one time payment; correspondence; service activity form; supply list; birth certificate; parole documentation list; social security card; birth certificate; grievance procedure for parent; visiting arrangements; juvenile court review; and medical release summary.","Retain for 23 years after separation, and then destroy records.",2005-09-01,Current,Juvenile Justice Services
GRS-2593,Boundaries records,"These are geospatial records of administrative and political boundaries in Utah. They include federal, state, county, municipal, tribal, school district, United States Senate and House districts, voter district, and other important statewide boundaries. They are a representation of legal land descriptions.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2597,Geo-scientific records,"These geospatial records contain information on earth sciences, including geographic place names (GNIS), land ownership annotation, geologic resources, surface geology features, geologic hazards, and soil types. GNIS records the names of such features as parks, golf courses, open space, wild life refuges, federal and state lands, military reservations, and tribal lands. Geologic resource records contain information on energy resources, including oil, natural gas, coal, gas hydrates, and geothermal resources. Geologic surface records contain information on the geologic surface features located in Utah. Surficial (surface) geology maps provide data on the types of material and landforms found at the surface of the earth. Geologic hazard records contain information on the natural geologic events that can endanger human lives and threaten human property. Earthquakes, floods, landslides, radon gas, and dam failure maps are included. Soil records contain information on the types of soil foun d in Utah. This is generally the most detailed level of soil geographic data developed by the National Cooperative Soil Survey. The information was prepared by digitizing maps, compiling information onto a planimetric correct base and digitizing or revising digitized maps using remotely sensed and other information.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2594,"Climatology, meteorology, and atmosphere records",These are geospatial records of climate recording stations located in Utah. They show latitude and longitude coordinates of weather recording station locations. Snow avalanche paths of the tri-canyon area of the Wasatch Front in Utah are also included.,Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2601,"Imagery, base maps, and earth cover records","These are geospatial base map records pertaining to land cover, meaning what the land is used for, which could be farming, housing, or something else. It also describes how the land is changing over time. Land cover, vegetation and imagery (aerial photos) are included. The imagery consists of Digital Ortho Quadrangle (DOQ), and the United States Geological Survey (USGS) Quadrangle maps of Utah. These records range in scale from 1:12000 to 1:250000.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2607,Biota records,These are geospatial records that depict wildlife use areas in the state of Utah as determined by wildlife biologists during field surveys.,Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2595,Planning and cadastre records,"These are geospatial records containing parcel boundary, identifier, and address; owner type; and county recorder contact information. Parcel information is used to locate and identify property for tax and assessment purposes as well as geometric coincidence with other boundaries. These records also contain information for the Public Land Survey System (PLSS), zoning, land management (wilderness), and appropriate actions for future use of the land. The urban/wildland interface (WUI) survey was conducted by the U.S. Forest Service. The WUI is defined as the area where structures and other human development meet or intermingle with undeveloped wildland. The wilderness areas were proposed and inventoried by the Bureau of Land Management, Utah Wilderness Coalition, Utah Wilderness Association, and the U.S. Forest Service.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2600,Health records,"These are geospatial health facilities records including those of hospitals, elder care centers, and other health related facilities. The information shows locations of these facilities, and during times of epidemic may also include locations of the outbreak.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2603,Structure records,"These are geospatial records of the state of Utah's regional facilities. Regional facilities are part of the parcel data provided by municipalities to the Automated Geographic Resource Center (AGRC). Latitude and Longitude coordinates for the locations are provided. The cultural features include information on civilian and non-civilian features found in Utah, such as historic places, police and fire stations, recreation use areas, cemeteries, hospitals, schools, and residential and commercial structures.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2606,Environmental records,"These are geospatial records showing locations of environmental monitoring sites, underground storage tanks (UST), leaking underground storage tanks (LUST), and potential superfund sites. Locations are based on coordinates derived from maps and GPS data.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2605,Utilities and communication records,"These geospatial records pertain to utility routes and distribution facilities located in Utah. These include coal seams; mine locations; oil and gas well locations; oil, gas, and water pipelines; telephone service areas; water distribution facilities; electrical lines; and communication towers.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2596,Society records,"These 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.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2599,Elevation records,"These are geospatial records pertaining to the elevation of 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.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2602,Location records,"These are geospatial records pertaining to reference locations. They include latitude and longitude coordinates. A reference location is a base location on the surface of the earth, like a pinpoint that does not move, used to triangulate another given location.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2598,Inland waters records,"These geospatial records contain information on inland water features such as lakes, streams, ponds, watersheds, dam names, and the Great Salt Lake shoreline; National Hydrology Data (NHD); and drainage systems. These include hydrology records and the Digital Flood Insurance Rate Map (DFIRMS). The DFIRM database depicts flood risk information and supporting data used to develop risk assessment. The primary risk classifications used are the 1-percent-annual-chance flood event, the 0.2-percent-annual-chance flood event, and areas of minimal flood risk. The DFIRM Database is derived from Flood Insurance Studies (FISs), previously published Flood Insurance Rate Maps (FIRMs), flood hazard analyses performed in support of the FISs and FIRMs, and new mapping data, where available. The FISs and FIRMs are published by the Federal Emergency Management Agency (FEMA). The file is georeferenced to earth's surface using the Universal Transverse Mercator (UTM) projection and coordinate system. The sp ecifications for the horizontal control of DFIRM data files are consistent with those required for mapping at a scale of 1:12,000.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2604,Transportation records,"These are geospatial records pertaining to transportation routes in Utah. Included are the locations of roads, airports, commuter and lightrail stations, heliports, bus routes and bus stops, and present-day and historical trails.",Retain permanently. Transfer records to the archives.,2008-10-01,Current,Geospatial Data Sets
GRS-2608,Geographic project files,"These records contain documentation of geographic projects including, but not limited to, requests for proposals, applications, fiscal reports, support documents, correspondence, status reports, audit reports, maps, analysis results, programs, GIS datasets, work plans, and final reports. These projects are created as part of the daily business of the Automated Geographic Reference Center (AGRC).","Retain for 10 years after after end of project, and then destroy records.",2009-02-01,Current,Geospatial Data Sets
GRS-2609,Significant geographic project files,"These records contain documentation of major geographic projects that have had a significant impact on the State of Utah. These may include, but are not limited to, requests for proposals, applications, maps, programs, work plans, analysis results, GIS datasets, fiscal reports, correspondence, status reports, audit reports, and final reports.",Retain permanently. Transfer records to the archives.,2009-01-01,Current,Geospatial Data Sets
GRS-2588,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)(2014)). 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 10 years, and then destroy records.",2014-06-01,Current,Utah Highway Patrol
GRS-2589,Citations,"These records document traffic infringement citations and warning citations issued by officers of the Utah Highway Patrol. Information includes personal information of the defendant and vehicle description information. These records also contain a description of the charges against the defendant including appropriate state, county, or city code citation as well as location, date, and time of alleged offense. The signature and badge number of the reporting officer and the date and address of the defendant's hearing are also included.","Retain for 10 years, and then destroy records.",2014-07-01,Current,Utah Highway Patrol
GRS-2591,Scheduling records,These records document the work schedules and assignments of Utah Highway Patrol field personnel. Information includes the assigned division and district as well as dates and schedule details for a work week. Name and badge number of each officer are also included.,"Retain for 2 years, and then destroy records.",2014-07-01,Current,Utah Highway Patrol
GRS-2590,Evidence records,"These records track all incoming evidence collected by Utah Highway Patrol officers. Information includes the case number or owner of evidence received, the list of evidence items, the reason for the collection of evidence, and the name of the officer submitting the evidence. Information also includes weapon disposal, disposal area to which evidence is released, and date and authorization of release. Violent felony records including homicide, sexual assault and fatal crashes are not included in this schedules.","Retain for 10 years after final action, and then destroy records.",2014-07-01,Current,Utah Highway Patrol
GRS-2592,Subpoena disposition records,"These records track the time that Highway Patrol officers are in court in response to a subpoena. Information includes officer name and badge number; citation number; charge; date, time, and location of trial; whether or not the officer was on duty at the time of the court appearance; total hours; case disposition showing verdict, reason for dismissal (if applicable), and reasons for continuance (if applicable); and officer's signature.","Retain for 2 years, and then destroy records.",,Current,Utah Highway Patrol
GRS-2529,Agency written history,"Scrapbooks, photographs, articles, program notes and events sponsored or funded by the Division of Services for People with Disabilities. May also included are narrative audio or audiovisual agency histories.",Retain permanently. Transfer records to the archives.,1995-06-01,Current,People with Disabilities
GRS-2444,Incentive awards program records,Records containing Department of Human Resource Management approved incentive awards policies and approval forms along with incentive awards criteria.,"Retain for 5 years, and then destroy records.",2006-02-01,Current,Human Resources
GRS-16591,Financial working records,"The Division of Finance creates, collects, and processes these records as part of their requirement to oversee the assets, liabilities, expenses or expenditures, revenues, and fund balances of the State of Utah's funds and component units. These records may contain financial records for the State's general funds, special revenue funds, permanent funds, capital project funds, debt service funds, proprietary funds and/or custodial funds. These records may be used to compile the State's financial statements and other compliance reports, conduct financial oversight, and process transactions.","Retain for 10 years, and then destroy records.",2024-02-07,Current,