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-2467,Protective youth services case files,"These files document services offered to youths pending their placement in foster care. The Division of Family Services assists the court in placing children in foster care. Information includes family history, medical and dental information, physical description, social security number, and salary information.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2474,Substantiated child abuse and neglect reports,"These are files of reported damage or threatened damage to the physical or emotional health and welfare of a child through neglect or abuse and includes causing non-accidental physical or mental injury, incest, sexual abuse, sexual exploitation, molestation, or repeated negligent treatment or maltreatment. Investigations are required upon receipt of a report in an effort to protect the best interest of the children, offer protective services to prevent harm to the children, stabilize the home environment, and preserve family life when possible.","Retain for 30 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2471,Protective services supervision case files,"These files document services provided to clients needing protective supervision. They are ordered to participate in programs to prevent abuse and neglect and are supervised and evaluated by the Division of Family Services. Information includes family history, expenditures, living conditions, physical description, and victim information.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2481,Child protection alert files,"These files document alerts generated by all states when they are unable to locate a family who has been charged or when alleged charges have been made against them which may include, but are not limited to, abuse, assault, and neglect. When the perpetrators are found, the requesting agency is notified, and action is taken.","Retain for 3 years, and then destroy records.",2015-10-26,Discontinued,Child and Family Services
GRS-2475,Unsubstantiated child abuse and neglect case files,"These are reports of alleged damage or threatened damage to the physical or emotional health and welfare of a child through neglect or abuse and includes causing non-accidental physical or mental injury, incest, sexual abuse, sexual exploitation, molestation, or repeated negligent treatment or maltreatment. Investigations are required upon receipt of an alleged report in an effort to protect the best interest of the children, offer protective services to prevent harm to the children, stabilize the home environment, and preserve family life when possible.","Retain for 23 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2466,Protective services audio and video records,These video tapes are created by contracted providers to document sexual abuse evaluations for use in litigation and court proceedings and to diagnose and suggest treatment for those victims of sexual abuse. They contain interviews with children eighteen and under who are the alleged victims of sexual abuse.,"Retain for 15 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2460,Substitute care case files,"These files document services provided to children under the age of 18 who have experienced severe emotional disturbances, physical disability, and social maladjustment and have been in substitute care placement. The Department of Human Services obtains custody of the child by an order from Juvenile Court. Information includes psychosocial evaluations, family studies, financial disclosures, treatment plans, progress notes, supportive services, court orders and health and education records and fees.","Retain for 25 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2476,Public assistance case management information system reports (pacmis),"These are computer printouts of clients receiving services through the Department of Human Services, Division of Family Services. The information is sent to all Family Services offices that serve clients through various programs. The names of clients are expunged following the closure of their case file. Information includes computer data, printouts, and statistical evaluations.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2464,Developmentally disabled/mentally retarded case files,"These files document handicapped services provided to persons with developmental and mental deficiencies. Information includes age, birthdate, family information, medical and dental information, psychiatric and psychological evaluations, intelligence quotient, and social security number.","Retain for 6 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2465,Developmentally disabled/mentally retarded guidance case files,"These files document guidance services provided by the Department of Human Services, Office of Family Services. Information includes name, social security number, intelligence quotient, psychological and psychiatric information, physical description, and family information.","Retain for 6 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2470,Protective services counseling case files,"These files document services provided to clients requiring protective services counseling. Counselors provide services to victims of abuse and neglect who have been removed from the home after the issuance of a court order. Information includes family history, medical information, living conditions, physical description, and victim information.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2469,Protective child intervention case files,"These files document services provided to children needing protective intervention. Physicians, law enforcement officers, or persons in charge of medical facilities may intervene to retain custody of a child suspected of being abused or neglected for seventy-two hours without parental consent. Human Services must be immediately notified of this action. The department then may petition the courts for a protective order placing the child in a protective environment. Information includes family history, medical information, living conditions, physical description, and victim information.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2472,Work incentive case files,"These files document work incentive programs offered to persons needing employment through the Department of Human Services, Division of Family Services. Information includes employment history, family information, job position information, marital status, salary information, and social security number.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2484,Custody evaluation files,"These are reports compiled by investigators and submitted to the court indicating which natural parent the agency believes should have custody of the children in a divorce case. Information includes family history, expenditures, living conditions, and victim information.","Retain for 5 years, and then destroy records.",2015-10-26,Discontinued,Child and Family Services
GRS-2473,Home management/homemaker services case files,"These files document home management and homemaker services which provide assistance and support to families as primary care givers. This allows families to remain together and create a stable atmosphere for a cohesive family unit. Information includes family history, expenditures, employment history, living conditions, marital status, medical and dental information, and salary information.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2486,In home services case files,"Information gathered on juveniles who need protective supervision, protective counseling, or youth services. Also, protective youth services, protective services supervision, protective service counseling, and protective family preservation records may be included in these files. Information includes psychological assessments, progress reports, and collateral agency data.","Retain for 4 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2461,Substitute care supervision case files,"These are records of services provided for the supervision of substitute care cases. The Office of Family Services monitors substitute care providers to ensure the safety of children placed in foster care homes. Information includes name, family, and job information, marital status, address, and salary information.","Retain for 6 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2487,In home services with child abuse and neglect reports,"Information gathered on juveniles who need protective supervision, counseling, or youth services. Also, these include cases where evidence of child abuse and neglect is present and has been documented by filing a child abuse and neglect report (Form 741) with the Division of Family Services. Information includes psychological assessments, child abuse and neglect reports, health assessments, progress reports, and collateral ageny reports.","Retain for 4 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
GRS-2463,Denied substitute care applications,"These are denials of applicants seeking to adopt. Information includes application for adoption, adoptive family photos, foster home records pertaining to the child, the child's medical record, original parent's medical history, correspondence regarding the case, county medical assistance records, social evaluations and names of original parents and children, certificates of license from adoption agency, history of events concerning the adoption, and case study summaries.","Retain for 5 years, and then destroy records.",2016-03-07,Discontinued,Child and Family Services
GRS-2468,Protective adult services case files,"These files document services offered to adults who are in need of protective assistance. The Division of Family Services interveneson the behalf of adults and places them in a protective environment. Information includes family history, assets, debts, employment information, medical and dental information, and victim information.","Retain for 5 years, and then destroy records.",1995-08-01,Discontinued,Child and Family Services
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-2218,Correspondence - executive,"Records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements. Includes electronic mail that communicates the above.",Permanent. Retain for 5 years. Transfer records to the archives.,2015-10-09,Discontinued,Administrative
GRS-2214,Audit reports,"These are audits conducted of all operations and support services activities. Final report may include an introduction statement of concepts and audit methodologies, citation of policies and procedures, findings and recommendations.",Retain permanently. Records may be transferred to the archives.,2017-06-19,Discontinued,Administrative
GRS-2240,Reports,"Various reports created by the Department of Corrections. Examples include the Monthly management report, Utah Crime Conference report, annual reports, management information systems reports, reorganization reports, Salt Lake City jail population statistical report, research reports, etc.",Retain permanently. Records may be transferred to the archives.,2015-10-09,Discontinued,Administrative
GRS-2237,Publications,"Documents created by the agency, including pamphlets, reports, leaflets, file manuals, annual reports, or other published or processed documents.",Retain permanently. Records may be transferred to the archives.,2015-10-09,Discontinued,Administrative
GRS-2372,Inmate files,"Documents the prison history of an inmate. Includes commitment papers, admittance and assessment records, Parole Board results, incident reports, contracts, treatment plans, pre-release agreements, detainers, disciplinary reports, educational and work records, correspondence, and other related records.",Retain permanently. Records may be transferred to the archives.,2022-02-28,Discontinued,offender Supervision
GRS-2273,Privileged mail log,"These files are used to document the delivery of an inmate's incoming and outgoing legal correspondence. The files are also used to acknowledge that an inmate's right to correspondence is properly fulfilled. Information includes the date received, officer on duty, name of sender, name of addressee, condition of mail when received (whether sealed or unsealed), and notations for in/out processing.","Retain for 3 years, and then destroy records.",2022-09-26,Discontinued,Communication
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-2232,Minutes,"These are the minutes of various committees and staff meetings held within the Department. Examples include staff meetings, Supervisor's meetings, Parole Staff, Director's meetings, Correctional Advisory Council and the Information Committee. The minutes may include the date and time of the meeting, the agenda, names of attendees, a summary of all matters proposed, discussed or decided and a record of any votes taken during the meeting. UCA 52-4-7(1) (1997) requires that written minutes be kept of all open meetings. Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7 (2) (1997).",Permanent. Retain for 5 years. Transfer records to the archives.,2015-10-09,Discontinued,Administrative
GRS-2217,Correspondence - administrative,"Records of a general nature which would be created in the course of administering agency programs. Information could include office organization, staffing, procedures, and internal communications. Includes electronic mail that communicates the above.","Retain for 2 years, and then destroy records.",2015-10-09,Discontinued,Administrative
GRS-2228,Grama appeal case files,"Case files that contain information on Government Records Access and Management Act (GRAMA) access appeals to the designated records officer, chief administrative officer, State Records Committee or District Court. May contain correspondence, copies of requests, research notes, court documents, and any other documentation concerning the appeal process.","Retain for 10 years, and then destroy records.",2015-10-09,Discontinued,Administrative
GRS-2238,Records disposition files,"Records which document the destruction of a governmental agency's records, such as destruction letters or destruction logs. May also contain documentation of records maintained and destroyed by the State Records Center.","Retain for 10 years, and then destroy records.",2015-10-09,Discontinued,Administrative
GRS-2279,Offender tracking system,"The Offender tracking database is designed to provide consolidated information collected by the Divisions of Institutional Operations, Adult Probation and Parole, Utah Correctional Industries and other divisions which may deal with offender supervision. This database provides a complete history of each offender while under the supervision of the Department. It may include information directly related to supervision as well as demographic and personal data. This information is used to support the supervision of an offender in order to protect the community by enforcing the orders of the court and the board of pardons and guiding offenders to become law abiding citizens. It also provides a communications network that supports the entry and access of information on the respective file. The information is used in the publication of research reports, annual reports and other special documents.","Retain for 7 years after or final action, and then destroy records.",2005-09-01,Discontinued,Data Processing
GRS-2390,Prison commitment registers,"These logs are used to record information when an inmate is first admitted to a facility. Information includes inmate's name, physical description, religion, education, birthplace, occupation, crime committed, sentence information, discharge date, and prison record. Beginning in 1889, a photograph of the inmate was included.",Retain permanently. Records may be transferred to the archives.,2022-10-24,Discontinued,offender Supervision
GRS-2278,Offender base criminal identification system,"The Offender Base Criminal Identification System (OBCIS) database is designed to provide consolidated information collected by the separate divisions within the Department. The system also provides a communications network that supports the entry and access of information on the respective file. The information is used in the publication of research reports, annual reports and other special documents. The system also provides a complete history of an offender while under the supervision of the Department.",Retain permanently. Records may be transferred to the archives.,2000-10-01,Discontinued,Data Processing
GRS-2378,Inmate photos - positive,"Positive prints of all photos of inmates housed at a facility. Photos are taken upon arrival at the prison, once every three years while incarcerated, when moved to a halfway house and upon release at which time photographs are transferred to the Inmate file.","Retain until final action, and then destroy records.",2022-10-24,Discontinued,offender Supervision
GRS-2381,Inmate reference card files,"These cards contain basic information on each inmate and are used as a reference tool by the Department. The cards are separated into 3 catagories: active inmates, inactive and by offense. Information includes the name of the inmate, inmate number, crime, sentence, nationality, place of birth, date of birth, religion, marital status, release date, personal description, social security number, etc.",Retain permanently. Transfer records to the archives.,2022-10-24,Discontinued,offender Supervision
GRS-2364,Contraband confiscation logs,"This log records the confiscation of contraband, by Department personel, from inmates or residents. Includes the name of the inmate, inmate number, description of the contraband, date, and name of Department personnel.","Retain for 4 years after resolution of issue, and then destroy records.",2022-10-24,Discontinued,offender Supervision
GRS-2388,Parole release photo logs,"This log is used to track the progress of photographing inmates who are scheduled for parole. Includes the name of the inmate, inmate number, section (unit), date photo was taken. The original photo is maintained as part of the inmate jacket or inmate file.","Retain for 2 months, and then destroy records.",2023-01-23,Discontinued,offender Supervision
GRS-2377,Inmate photos - negative,"Negative prints of all photographs taken of inmates housed at a facility. Includes the photograph, inmate name and number, the date the inmate was admitted, date the photograph was taken, and any requests for copies.",Retain permanently. Records may be transferred to the archives.,2022-10-24,Discontinued,offender Supervision
GRS-2374,Inmate housing assignment committee files,"This file consists of reports by the Inmate Housing Assignment Committee (IHAC). The Committee is responsible for housing decisions, changes in housing assignments, outside job assignments, and interstate transportation of inmates based on classifcation levels or changes in classification levels.","Retain for 2 years, and then destroy records.",2023-01-23,Discontinued,offender Supervision
GRS-2367,Disciplinary hearing tapes,Provides documentation of offender disciplinary hearings and incident investigations.,"Retain for 4 years, and then destroy records.",2023-01-23,Discontinued,offender Supervision
GRS-2389,Pre-sentence parole violation log,"This record provides an abstract of the information sent to the facilities by the Adult Probation and Parole Offices. Includes the name of the inmate, and the type of report (i.e. parole violation, pre-sentence investigation, diagnostic report, or provocation report.","Retain for 1 year, and then destroy records.",2023-01-23,Discontinued,offender Supervision
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-2220,Correspondence - routine,"Papers of short-term interest which have no documentary or evidential value. Includes transmittal correspondence, copies of replies which require no administrative action, no policy decision, and no special compilation or research for reply; and quasi-official notices such as for holidays, charity, and other similar papers. May include electronic mail if it contains the above.","Retain for 3 months, and then destroy records.",2015-10-09,Discontinued,Administrative
GRS-2239,Records transfer sheets,"Descriptive listings of agency records transferred to the State Records Center. Information includes record series number, agency name and address, records officer name and signature, record series title, inclusive dates, description of box contents,and records center box location.","Retain for 5 years after final action, and then destroy records.",2015-10-09,Discontinued,Administrative
GRS-2235,Policies and procedures,"Policies and procedures that govern the operation and administration of various programs within the Department of Corrections. Topics may include offender treatement, prison security, employee training, etc. The series may contain post orders, special orders, directives, plans, reports, memorandum, forms, etc.",Permanent. Retain until superseded. Transfer records to the archives.,2015-10-09,Discontinued,Administrative
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-2271,Inmate-to-inmate correspondence request log,"These logs are used to track the requests received for one inmate to correspond with another inmate. Includes both approved and denied requests. Inmate-to-inmate correspondence is not permitted unless there is a compelling interest. The files include Inmate-to-Inmate Correspondence Request, Approved Inmate-to-Inmate Correspondence Log, Denied Inmate-to-Inmate Correspondence Log, and Notification of Inmate-to-Inmate Correspondence Requests. The approved request forms are placed in the inmate mail file after approval. The denied request forms are retained for 6 months and then placed into the inmate mail file. The inmate mail file is retained for 3 years after the release of the inmate.","Retain for 2 years, and then destroy records.",2022-09-26,Discontinued,Communication
GRS-2318,Deposits with state treasurer (fi-33),Cash receipt transaction forms accompanying Department deposits to the State Treasurer's Office.,"Retain for 1 year, and then destroy records.",2017-07-21,Discontinued,Financial Management
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-2365,Control logs,"Tracks the location of inmates or residents. Includes the name of the inmate, inmate number, inmate classification level, cell number and location of inmate.","Retain for 4 years, and then destroy records.",2022-10-24,Discontinued,offender Supervision
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-2229,Grama files,"These files document requests for records from the Department. The files may include correspondence, request form, working papers , and the response made. In the case of a denial the files will include documents relating to the appeal process. Information contained in the series includes the name of the requestor, date, address and phone number, and the records requested.","Retain for 5 years, and then destroy records.",2015-10-09,Discontinued,Administrative
GRS-2219,Correspondence - general,"Internal or external correspondence regarding general program information duplicated elsewhere, which does not include policy decisions or directives, how the office is organized, how it functions, its pattern of action, procedures, or achievements. Includes electronic mail that communicates the above.","Retain for 3 years, and then destroy records.",2015-10-09,Discontinued,Administrative
GRS-2215,Audit work papers,"This files document internal audits conducted by Internal Audit Bureau. Files consist of memorandum, audit control files, audit working papers, drafts and final reports, follow-up papers, supporting documents, correspondence, staff notes, etc.","Retain for 5 years, and then destroy records.",2017-03-07,Discontinued,Administrative
GRS-2320,Financial information network (fi-net) non-payment records,"Records that document receipt of cash or transfers between state agencies in the state accounting system, and other relevant information. Includes cash receipts, inter-agency transactions, and revenue transactions.","Retain for 3 years, and then destroy records.",2017-07-21,Discontinued,Financial Management
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-2387,Parole release calendar,"This record serves as a reference for parole release dates. The series is used to initiate inmate move orders and to remove the inmate from the prison count. Includes the name of the inmate, inmate number, type of release, and anticipated release date.","Retain until superseded, and then destroy records.",2023-01-23,Discontinued,offender Supervision
GRS-2361,Board of pardons results,"This file provides a record of inmates appearing before the Board of Pardons. It is used as reference information by Department employees. Includes the inmate's name, date of appearance, and the results of the hearing.","Retain for 3 years, and then destroy records.",2023-01-23,Discontinued,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-2457,Campus police reports,"These records are created by state university and college police officers in the course of performing their daily tasks. They include misdemeanor arrest reports, traffic accident reports, traffic citations, impounded vehicle reports, DUI reports, and all other records documenting police interaction with the public, with the exception of reports involving a felony offense.","Retain for 7 years, and then destroy records.",2018-04-16,Discontinued,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-2319,Employee travel files,"Records documenting reimbursements to employee for travel related expenses. Includes travel orders, travel authorizations, travel vouchers, travel requests, per diem vouchers, transportation requests, hotel reservations, and all supporting documents.","Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2314,Cash receipts,Departmental copies of receipts given for cash payments of services rendered.,"Retain for 3 years, and then destroy records.",2023-11-27,Discontinued,Financial Management
GRS-2311,Administrative accounting files,"Correspondence, reports and data relating to voucher preparations, administrative audit, and other accounting and disbursing operations.","Retain for 3 years, and then destroy records.",2023-11-27,Discontinued,Financial Management
GRS-2329,Telephone bills,"Bills which document calls made by the Department. Includes the number called and the length, time, and date of phone call.","Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
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.",,Draft,Child and Family Services
GRS-2310,Accounts receivable worksheets,These worksheets are used to reconcile the quarterly profit and loss statements for the Division of Correctional Industries. Includes production balances and accounts receivable totals.,"Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2315,Commissary accounting files,"Provides a record of sales and purchases made by the inmate's commissary. The files are used in a monthly audit of the commissary as well as managing the commissary's inventory. Includes financial statements, accounts payable, balance sheets, audit and payment detail to vendors, and inventory control documents.","Retain for 3 years, and then destroy records.",2005-01-01,Discontinued,Financial Management
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-2254,Inmate purchase orders,"Provides a record of purchases by the inmates at the Commissary. May include name of inmate, inmate number, item purchases and amount of purchase.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2317,Correctional industries sales orders,"Provides a record of orders placed with the Division of Utah Correctional Industries. These files are used for billing, production scheduling, and delivery. Includes the job number, entry date, customer data, ICI data, bill to data, sold to data, quantities, production number, description, delivery date, unit price and taxes.","Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2316,Commissary purchase requisitions,"Requisitions for purchase of products for resale in the commissary. Includes description of item, quantity ordered, Unit Pricing Code (UPC) Number, price of product, department ordering, low organization, date of delivery, date ordered, date received, initials of receiver and name, address and phone number of vendor.","Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2250,Inmate account reconciliation files,"Financial records resulting from bank transactions. The files are used to reconcile any errors in transactions within the computer file and with the bank. Information includes bank statments, bank copy of deposit slips, register of checks written, returned checks, stop payment notifications and check listings.","Retain for 5 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2247,Cancelled checks,"Records of checks issued by a correctional facility from an individual resident's account. May contain cancelled checks, deposit slips, and voided checks.","Retain for 5 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2249,Financial reports,"Reports created by the Department to assist in balancing and recording daily transactions of individual residents' accounts. Information includes monthly balancing reports, service fee reports, receipt listings, posting reports, waiver listings, and residential account listings.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2255,Inmate release of funds authorizations,"These authorizations are used as source documents for data entry into the Inmate Accounting System. Authorization is required to close an inmate's account upon his release from the facility. Once the account has been closed, the balance is then released to the inmate. The Department provides $100 to any inmate who does not have money in an individual account. Information includes name of inmate, inmate number, signature, account number, and a money transfer form.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2257,Money transfer authorizations,"These are authorizations signed by the inmate allowing the Business Office to transfer money from an individual account to the Inmate Fund and transfer checks written on that account to pay a vendor. This is a source document for the check file and transaction file maintained on the computer system. Information includes date, signature of inmate, staff and witnesses, the amount and payee.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2261,Resident financial files,"These records are used to manage the resident's financial account. May include money transfer requests, service fee waiver requests, transaction listings, and financial account summaries which are reconciled when the resident is released from the facility.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2246,Adjustment entry files,"Records used to make corrections to transactions in an inmate's financial account. This record is a source document for the inmate accounting system and is used to audit the accounts. Information includes receipt copy of the error, a computer copy of the correction made, and a handwritten explanation of the change.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2248,Cash receipts,"These receipts serve as source documents for data entry into the Inmate Accounting System and record money collected from outside sources for deposit into each inmate's account. These sources may be relatives, friends, or any other source. Each receipt includes the date, name of person making the transaction, amount, file number, receipt number, and name of inmate who owns the account.","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business Services
GRS-2252,Inmate funds accounting system,"This is a complete accounting system inclusive of several data files and their respective applications. This accounting system is used to create and maintain a ledger file for each inmate account or fund. It updates accounts, creates a statement for each account, records store sales, and prepares reports of all transactions. Reports generated include inmate account record, inmate transaction ledger and inmate payroll registers. Information includes inmate name and number, account balance, control date, comments, transactions, reference number, audit number, transaction amount, date of transaction, and employment information (hours worked, rate paid, and type of work).","Retain for 3 years, and then destroy records.",1999-06-01,Discontinued,Business 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,Draft,Business 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-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,Draft,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,Draft,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-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,Draft,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,Draft,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-2375,Inmate master file,"Provides a cross reference for the name of the inmate and the inmate's number. Includes the name of the inmate, inmate number and date of birth.","Retain until superseded, and then destroy records.",2022-10-24,Discontinued,offender Supervision
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-2370,Inmate count sheets,"This series documents that an inmate was accounted for and the location of the inmate or resident during each inmate check. Includes the name of inmate, inmate number, location of inmate, date and time of check, name of officer conducting the check, and cell, block and facility totals.","Retain for 2 years, and then destroy records.",2000-07-24,Discontinued,offender Supervision
GRS-2268,Inmate forwarding address file,"These files document an inmate's request for forwarding their mail after their release. The files also document an inmate's denial of authorization to have his mail forwarded. Information includes inmate name and number, date, new address and signature.","Retain for 3 months after separation, and then destroy records.",2022-09-26,Discontinued,Communication
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-2270,Inmate mail money receipts,"These records are used to manage the delivery and receipt of business checks, government pensions and refund checks. Includes copies of money instruments (which help verify correct amount, inmate name or detect any errors), and a log showing Inmate Fund officer's receipt of Inmate Accounting envelopes. The original money instruments and log are sent to the Inmate Accounting Office.","Retain for 3 months, and then destroy records.",2022-09-26,Discontinued,Communication
GRS-2266,Forwarded and returned to sender mail logs,"These logs are created by the mail unit to document the ""forwarded"" and the ""return to sender"" mail for inmates who can not be located at the prison. The logs also include a list from Inmate Funds Accounting Office showing money sent through the mail that was denied and returned. Information includes the inmates name, date received, date returned or forwarded and name of sender.","Retain for 3 years, and then destroy records.",2022-09-26,Discontinued,Communication
GRS-2272,Postage logs,"These records are created by the mail unit and are used to document the amount of staff postage used for each department. It also reflects the usage of postage for the mail unit to process inmate money transfers, indigent postage, returned to sender mail, forwarding mail and denials. Information includes the date, department, postal meter beginning and ending numbers, and authorization.","Retain for 3 years, and then destroy records.",2022-09-26,Discontinued,Communication
GRS-2265,Certified mail receipts,"Records of receipts and routing of incoming and outgoing mail handled by private delivery companies such as United Parcel Service. Information may include fees paid for private deliveries (special delivery, registered, certified), date mailed, address, etc.","Retain for 3 years, and then destroy records.",2022-10-24,Discontinued,Communication
GRS-2331,Warehouse purchase requisitions,"Provides a record of all food that was transferred from the warehouse to the respective kitchens. Includes requester identification data, requisition number, accounting data, bin location number, quantity, item number, description or specifications, unit price, and total amount of request.","Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2309,Accounts receivable invoices,"Invoices billing non-state agencies or institutions for supplies, services or repairs.","Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2323,Food service purchase orders and extended bids,"Provides a record of all food items purchased by the Department. Includes warrant requests, invoices, produce bids, adjustment forms and correctional requisition forms.","Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2328,Supply requisitions,Requisitions for supplies and equipment purchased by the Department.,"Retain for 3 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2289,Gasoline sales tickets,Provides a record of sales tickets filed in support of paid vouchers for credit card purchases of gasoline.,"Retain for 3 years, and then destroy records.",1999-08-01,Discontinued,Facility and Property
GRS-2324,Inmate jail reimbursement billings,"Provides a record of billings by county correctional facilities for housing and medical attention given to inmates. Includes the inmates name, housing and medical costs, dates of residency, and signature of authorized agency allowing reimbursement. A warrant request is attached to each billing for payment by the state.","Retain for 5 years, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2327,Purchase orders,Orders used to document the purchase transaction and to notify the division of purchase approval.,"Retain for 1 year, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2332,Warrant requests,Requests to the Division of Finance to pay vendors for supplies and/or services the vendors have provided to the Department.,"Retain for 1 year, and then destroy records.",2000-10-01,Discontinued,Financial Management
GRS-2321,Firms reports,"Reports of acounting information contained in the state accounting system, including budget, grant, payroll, revenue expense, and accounting reports; and bank reconciliations.","Retain for 1 year, and then destroy records.",2000-10-01,Discontinued,Financial Management
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-2325,Paycheck sign-off sheet files,"Provides documentation that an employee has received their paycheck. Includes: pay period, date, name of employee, and signature of employee.","Retain for 6 months, and then destroy records.",2000-10-01,Discontinued,Financial Management
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-2430,Payroll sheet,"This computer report is generated from time cards kept by the school for classified, certified, committee, and substitute employees. The carbon copy of the report is maintained by the individual school, while the original is sent to the district payroll office. When the school receives the report, it includes the employee's name, social security number, and account number; pay code, pay type, check group, sick leave balance, vacation balance, and authorized rate. The school adds the number of days absent, vacation taken, leave without pay taken, a list of days absent, and any necessary explanations.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2431,Photograph albums,These are albums containing photographs taken annually of the school's students and teachers. They document the school's student body.,Retain permanently. Transfer records to the archives.,1992-12-01,Discontinued,"Elementary School,School District"
GRS-2423,Lunch participation report,"This computer report records individual participation in the school's lunch program. The information is retained on-line for three months and then report is printed. This report includes date and time, teacher or student number, teacher's or student's name, date, transactional type, and amount.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2429,Monthly receipt listing report,"This computer report lists all receipts issued by the school. All receipts are issued through the district's computer system. It is used for reference purposes. This report included date, receipt number, payee's name, amount, and account.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2438,Student registration cards,"These cards are completed by the parents (or guardians) of all enrolled students for reference use during the school year. They include the student's name, grade, teacher, home phone number, address, student's birth date, sex, social security number, name and address of school last attended, grade, date withdrawn, list of chronic disabilities and illnesses, father or guardian's name and business telephone number, employer's name and address, who the child lives with (both parents, mother, father, other), name of local person and address where child can be sent in case of emergency school closure, local physician's name and address, whether language other than English is spoken in home, was child born outside the U.??S.?? and indication of how long resided in this country list of names and birth dates of all preschool age children at home, date and signature of parent indicating they will notify school of any changes in information provided on card.","Retain for 2 months after after superseded, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2427,Monthly fee collection report,"This is a monthly report on all fees collected and is used for accounting purposes. The report includes the school's name, month and year, fees collected per student (e.g., textbooks, student body activities, athletic, library, activity and transportation fees) number of students, total amount transferred to district, refund percent, total amount retained by school, totals, principal's signature, and date.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2422,Kindergarten weekly absentees,"This weekly form is completed by kindergarten teachers recording students absences. Kindergarten students do not have lunch (nor a lunch card) requiring absences to be recorded manually. This form includes student number and name, week day and date, and whether absent.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2419,Bank statements,"These are monthly statements showing the amount of money deposited to the school's bank account. They are used for accounting purposes. They include date, bank name, deposits, withdrawals, and cash balances (with interest on daily bank balances).","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2417,Attendance rolls,"These books are the attendance rolls maintained by each teacher within the school. These were used to record student attendance. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record. In 1984, the Davis County District automated attendance rolls, and discontinued the use of attendance rolls.","Retain for 5 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2416,Administrative subject files,"These are subject files maintained for reference purposes. They contain a variety of types of information including correspondence, newspaper clippings, reports, completed forms, flyers, copies of instructions, reports and brochures, and district memos and instructions.","Retain for 1 year after or until administrative need ends, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2439,Student withdrawal records,"These files document student school withdrawal requests. After notification by parent of student's withdrawal the information is added to the computer and this form is produced. A copy is given to the parents and a copy is retained in the school's files while a third copy is placed in the student file being sent to the receiving school. The form includes the student's name and number, birth date, sex, grade, transfer date, name of parent or guardian, new address (if known), sending school, school transferred to, and principal's signature.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2432,Prescribed medication record,"This log documents the dispensing of approved medication to students during school hours in accordance with UCA?? 53A-11-601(1)(a)(iv)??(1991). It includes child's name, date, and initials of school personnel administering medication.","Retain for 7 years after separation, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2415,Absentee tally,"This tally is completed daily by the teacher to report absent students. It is picked up each morning and taken to the school's office by a sixth grader. The information is used to create a list used by volunteers to call parents. This form includes the parents' name, date, list of students absent, and comments.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2440,Teachers' personnel records,"These are records maintained by the school's principal on all teachers within the school. They are used for easy reference. The school district office maintains an official personnel files on all district employees. These files include evaluation forms, career ladder information, and teaching observation forms. All significant information is duplicated in the teacher's personnel file.","Retain for 65 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2421,Daily sales report,"This computer report documents the daily collection of lunch money. This report records deposits made to the lunch fund. It includes the student's name, identification number, type of receipt, amount received, account balance, total refunds, and total student sales.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2434,School facilities request,"This is a district form completed by persons or organizations requesting the use of school buildings. It is used to obtain approvals for school rentals. If approval is granted then a contract is signed between parties. The form includes date, school name, address, phone number, individual's name, organization representing, address, home and business telephone numbers, facilities requested, date, hours, cost estimate, listing of additional services, supervision, sound, lights, stage, custodian, cleaning, total, applicant's signature, and approving signature.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2424,Lunch tally,"This form is completed daily by each teacher to report lunch count. Each morning all tallies are picked up and taken to the lunch room by a sixth grader. It is used for planning purposes. The form includes the number of students having lunch, teacher's name, grade, date, adults, and milk count.","Retain until administrative need ends, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2442,Time cards,"These cards document the number of hours worked, sick leave, vacation, overtime, and holiday time earned and taken by school employees. They include date, employee name and number, social security number, number of hours worked and leave taken.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2435,Student injury report,"This report is completed by school personnel immediately after a severe student injury and a copy is then submitted to the State Division of Family Health Services. An injury is considered severe if requires the loss of a half day or more of school or warranted medical attention or was required to be reported by district policy. The form includes child's name, parent's name, district name and number, school name and number, student's sex, birth date, grade, accident's date and time, number of days absent, action taken by school and parent, nature of injury, area affected, contributing factors, period, location of accident, activity, equipment, injury description, signature of person making report, title code, and principal's signature. The state's copy is retained for five years.","Retain for 4 years after or until 2 years after resolution of issue, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2441,Textbook ordering records,"These records document the ordering of textbooks. Textbooks are approved by the District's Curriculum Committee and individual schools order from the approved list. These records include a textbook list, number ordered, and price per order.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2420,Chapter 1 student records,"These are student files for those participating in the Chapter I program. This federal program is designed to help children who have been tested below grade level in reading and math (34^CFR??204.10??(1991). The files include copies of the California Achievement Test and the Stanford Achievement Test; a list of students who qualify for Chapter I, student's ethnic background, sex, birth date, and percentile score in reading and arithmetic.","Retain for 5 years after or until audit findings have been resolved, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2426,Military leave request,"These are forms completed by school employees requesting leave to serve on active duty in military reserve units or the national guard. These requests are approved at the district office. They include days of leave, employee signature, principal, school/department, approval signature of district, pay voucher received, payroll date effective, and amount.","Retain until final action, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2418,Attendance summary report,"This is a computer report on student attendance generated at the end of each term by the school secretary from data entered throughout the term. It is used for reference purposes. The year end report lists attendance for all four terms and totals for the school year. It includes date and time of report, student number and name, sex, term number, number of days absent, and number of days present.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2425,Medication administration authorization,"This form authorizes school personnel to administer medication during the school day. This signed form with the prescription bottle indicating current dosage must be presented to the school before any medications may be dispensed. According, to UCA??52A-11-601??(1)??(1991) ""a public or private school .??.??.?? may provide for the administration of medication to any student of the school."" ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule"" (UCA??53A-11-601(b)??(1991)). This form includes the student's name, birth date, address, parent's/guardian's name and telephone numbers (work and home), grade level, classroom teacher, medical personnel statement completed by physician or dentist including name, professional title, address, name and type of medication, dosage/amount to be given, frequency/times to be administered, duration/length of time medication is anticipated to be needed, method of administration, anticipated reaction to medication (symptoms, side effects), physician's signature indicating position, parent's/guardian signature and date requesting the administration of medication.","Retain for 7 years after separation, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2437,Student records,"These are records maintained by individual teachers on students in their classes. They are used to document student's participation in school. They include test scores, immunization record, eye testing, and all pertinent information on the student.","Retain for 3 years after separation, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2428,Monthly lunch report,"This is a monthly report of all meals (lunch and breakfast) served by the school's lunch program. Copies of the report are submitted to the district's accounting office. The reports include date, daily number of meals paid, number of reduced meals served, number of fee meals served, number of reimbursed meals, total meals served to children, and number of meals served to adults, paid meals, cooks, total meals, total enrollment, monthly totals, and total dollar values.","Retain for 3 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2436,Student lunch card,"This plastic card is assigned to each student. Teachers distribute these cards to students each morning dividing cards into three categories: absent, eating lunch, and not eating lunch. The teacher completes two forms, a lunch count form and an absentee form. A sixth grader picks up the forms and brings them to the school office. The card include's the student's name, school district name, and a bar code label.","Retain until separation, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2443,Weekly bulletin,"These weekly bulletins are prepared by the principal's office for the school's faculty and staff. They include announcements, recess schedules, calendar of events, and other items of interest.","Retain for 1 year, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2433,Purchase orders and requisition records,"These records document the purchase of equipment and other materials made by the school. They are used as a planning tool and for verification purposes. These records contain a computer report, purchase orders and requisition forms. Information includes a description of the item being ordered as well as the price and actual amount paid. The district maintains the information on-line for three years and then dumps it to Computer Output microfilm.","Retain for 4 years, and then destroy records.",1992-12-01,Discontinued,"Elementary School,School District"
GRS-2155,School's accounts payable,"These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2126,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. They were used to record student attendance and grades. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record. In 1988, the Box Elder County District automated attendance and replaced attendance rolls with the Attendance summary report.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2143,Monthly building rental and supervision report,"This monthly report is submitted to the district's business administrator on all school building rentals. It is used for accounting purposes and the following forms are submitted: building rental and supervision report and the application and agreement for use of school property. The building rental and supervision report includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature. The application and agreement for use of school property form is a three-part form completed by persons/organizations requesting use of school buildings. It is used to obtain approval for school rentals. If approval is granted the contract is signed between parties. The first copy (white) is retained by the applicant, the second (yellow) is kept by the school, and the third copy (pink) is sent to the school district at the end of the month as part of the building rental and supervision report. A school check is made payable to the Box Elder School District and is also submitted to pay for rentals received during the month.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2152,Quarterly financial report,"This quarterly report is sent by each elementary school secretary to the district's business manager. It is used review to the school's deposits and expenditures and consists of the monthly bank reconciliation form, bank statements, and copy of the balance sheet for each of the three months of the quarter.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2153,Receipt books,"These are receipts issued for money paid to the school. Includes payment date, department or fund to which money belongs, receipt number, and amount paid.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2125,Asbestos management plan,"This management plan is required by 40 CFR 763.93 (1992) to be developed for each school on or before October 12, 1988. The plan is required to be developed by an accredited management planner and to include a list of the name and address of each school building. Also to include if the school building does contain damaged Asbestos Building Material (friable ACBM), nonfriable ACBM, friable and nonfriable suspected ACBM assumed to be Asbestos Containing Material (ACM) (40 CFR 763.93(e) (1992)) and must contain ""a true and correct statement, signed by the individual designated by the local education agency"" certifying that local agency responsibilities have been or will be met (40 CFR 763.93(h) (1992). A copy is submitted to the District Maintenance Department and the duplicate is retained by the school. Each local educational agency ""shall maintain and update its management plan to keep it current with ongoing operations and maintenance"" (40 CFR 763.93(d) (1992)). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1992)). A copy of this report becomes part of the management plan (40 UCA 763.92(b)(2)(iii) (1992)). The surveillance reports include district name, school name, building, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.","Retain until final action, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2185,Monthly department of agriculture food usage sheet,"This monthly sheet serves as an on-going inventory on the usage of U.S.??Department of Agriculture (USDA) food. The sheet is provided to the elementary school and lists food totals. The school maintains the inventory and submits it to the district office at the end of each month listing all USDA food received, amounts used, and inventories on hand. It is used to compile reports.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2161,Student withdrawal records,"This three-part form documents student school transfer requests. The first copy (white) is retained by the school, while the second copy (yellow) is submitted to the school district office with the student's cumulative record, and the third copy (pink) is given to the parent. The district then sends the student's records to the receiving school. The form includes name, address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, and sex; parent's name and new address; new school; whether student is receiving additional school services; indication whether lunches and fees are paid, library books returned, cumulative folder completed; whether a copy of immunizations and academic progress given to parents. The student's teacher adds name, student's reading level, reading text (page or chapter), math text (page or chapter), other comments, date and teacher's signature.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2180,In-lieu of transportation allowance applications,"These application forms are completed by students from Park Valley and Grouse Creek who must leave home and live with someone other than their parents or guardians to attend high school during their eleventh and twelfth grades. They are used to receive a subsistence and transportation allowance in accordance with district policy. The application forms include date, student(s) name, school, grade, parent's name and telephone number, address, parent's social security number, school year covered by application, distance from school (over sixty miles), parent's signature attesting to the accuracy of information provided, district policies concerning allowances, and a space provided for district use indicating monthly rate to be paid and whether application approved.",Permanent. Retain for 4 years. Transfer records to the archives.,1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2162,Teacher's personnel files,"These are records maintained by the school's principal on all teachers within the school. They are used for easy reference. The school district office maintains the official personnel file on all district employees. These files include evaluation forms, career ladder information, and teaching observation forms. All significant information is duplicated in the teacher's personnel file.","Retain for 65 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2173,Bus transportation rules and regulations,"These rules and regulations document parents' receipt and approval of acceptable student behavior on school buses. They are sent home at the beginning of each school year to inform parents of the district policies. One copy is retained by the parents for reference while a signed copy is returned to the school where it retained on file. They include the rules and regulations, parents' and students' signatures, and date.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2189,Principal's personnel evaluation records,"These are records maintained by the school's principal on all school employees. They are used for easy reference. The school district office maintains the official personnel files on all district employees. These files include evaluation forms, career ladder information, and teaching observation forms. All significant information is duplicated in the teacher's personnel file.","Retain for 65 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2175,Fee waiver records,"These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA?? 53A-12-103??(1993). The application is sent to all students with a statement of fees owed as part of the registration process. Parents complete the application and submit it to the school. All fees are suspended until the school determines student's eligibility for fee waiver. If waiver is granted then a fee waiver statement is signed. The records include the application and the fee waiver statement. The application includes the student's name, date, parent's or guardian's name, reason for waiver; and indication of fees being requested to be waived (fee description and amount). The fee statement includes parent's or guardian's name, address, and telephone number; date; student's name and grade; fees being waived; total fees waived; parent's or guardian's signature; and administrator's signature.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2208,Student report cards,"These cards document official term grades. They are sent at the end of each trimester. They are used for reference purpose. The report cards include student's name and identification number; grade level; school; district; school year; subject; teacher's name; period; grades for first, second, and third term grades; current term's citizenship grade, days absent and tardy per period; term grade point average; parent's or guardian's name and address; and a telephone numbers for parents to call for questions.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2172,Bus transportation request,"This four-part form is used to request buses for special activities and school trips. The school retains one copy of the form and submits the remaining three copies to the district's Transportation Department. These requests are submitted at least seven days prior to trip to allow for bus scheduling and driver assignment. The form includes date, requesting school, destination, date needed, projected departure and return times, nature of trip, pick up points, name of person in charge, indication whether the school or district will pay all costs, principal's signature, and transportation director's signature. Also includes a section restricted for the district office and driver's use which is completed after the trip listing driver's name, actual departure and return times, bus number, number of passengers, number of miles traveled, teacher's signature after trip, meals and lodging costs, bus driver's signature, beginning and ending odometer readings, and transportation director's signature.","Retain for 2 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2171,Budget expenditure report,"This report form is used by the schools to track expenditures and for comparison with district reports. The district audits these records annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2212,Yearbooks,"These yearbooks document school activities. They are compiled by a yearbook staff with assistance of a teacher advisor. The yearbooks contain names and photographs of the faculty, staff, and individual students by grade, school clubs, sports, cultural events, and academic and social activities.",Retain permanently. Transfer records to the archives.,1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2186,Monthly school lunch payment report,"This report documents monies collected for school lunches. The school collects money from students and teachers for meals eaten and deposits funds in school accounts. This report is submitted monthly with a check to the district for monies collected to the district's business administrator. It reports monies collected for school hot lunches served during the month and is used by the district to reconcile bank deposits. The report includes amounts collected from teacher's and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2130,Bus transportation request,"This four-part form is used to request buses for special activities and school trips. The school retains one copy of the form and submits the remaining three copies to the district's Transportation Department. These requests are submitted at least seven days prior to trip to allow for bus scheduling and driver's assignment. The form includes date, requesting school, destination, date needed, projected departure and return times, nature of trip, pick up points, name of person in charge, indication whether the school or district will pay all costs, principal's signature, and transportation director's signature. Also includes a section restricted for the district office and driver's use which is completed after the trip listing driver's name, actual departure and return times, bus number, number of passengers, number of miles traveled, teacher's signature after trip, meals and lodging costs, bus driver's signature, beginning and ending odometer readings, and transportation director's signature.","Retain for 2 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2211,Worker's compensation employee's first report of injury or illness,"This report must be submitted to the Industrial Commission in connection with UCA 35-1-97 and 35-2-103 (1993). The forms are prescribed by the commission to report any work-related fatality or any occupational disease resulting in medical treatment, loss of consciousness, loss of work or restrictions of work. Each secondary school completes and sends to the business administrator in cases involving an employee who is injured on the job and/or meets one of the criteria specified in UCA 35-2-103 (1993). The district completes, signs, and mails the report to the Industrial Commission as prescribed by law. The report must be filed with the Commission within (7) days of the occurrence. The Commission maintains their copy for seven years.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2181,Literary publications,"These literary publications are published by individual schools to showcase student's literary talents. The booklets include student's poems, short stories, and usually include student illustrations.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2190,Public law 874 survey records,"These records document the annual survey taken to qualify for federal impact funds in accordance with 34 CFR 222 (1992). Public law 874 provides federal funding for school districts with students whose parent(s) or guardian(s) live or work on federal property. The following report forms are submitted to the district's business administrator: a survey form, a school survey summary, and a statistical report form. The survey form is completed and signed by the parent or guardian and certifies whether parent was a member of the armed services on the survey date or was employed on federal property. The school survey summary is a summary of federal employment and lists the number of parents or guardians employed at a specific federal installation. The statistical report form summarizes the total school membership by grade level on the survey date as well as the number of pupils present and number of pupils absent on that date. All forms are completed in detail, dated, and signed by the school principal.","Retain for 5 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2133,Daily meal payment report,"This computer report documents the daily collection of meal service. This report records deposits made to the lunch and breakfast funds. It includes the student's name, identification number, amount received, account balance, and total student sales.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2142,Medication administration and dispensing records,"These records document the authorization of school personnel to administer and the actual dispensing of prescribed medication during the school day. According, to UCA??52A-11-601??(1)??(1993) ""a public or private school .??.??.??may provide for the administration of medication to any student of the school."" ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule"" (UCA??53A-11-601(b)??(1993)). These records include an authorization form and a dispensing log. The authorization form includes student's name, address, telephone number, birthdate; school; district; parent's name and business telephone number; signature of parent or legal guardian; date; date form reviewed and completed by the school health nurse; physician's name, address, and telephone number; and name and type of medication, dosage/amount to be given, frequency/times to be administered, and duration/length of time medication is anticipated to be needed. The log includes the child's name, school parent, teacher, school year, medication, date initiated dosage and time (with any special instructions), a daily record of dispensing of the medication during the school year indicating the initials of individual giving medication.","Retain for 7 years after separation, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2136,Food payable voucher,"This voucher is compiled from all milk, produce, bakery, and other miscellaneous food bills and is submitted at the end of the month to the district office. It is used to reconcile invoices with various company statements and to make payments.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2140,Lunch tally,This form is completed each morning by the classroom teacher to report the anticipated lunch count for the noon meal. It is used for food preparation purposes and is submitted to the principal's office. This form includes the number of students and adults planning to have lunch as well as the milk count.,"Retain until administrative need ends, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2184,Medication authorization and dispensing record,"These records document the authorization of school personnel to administer and the actual dispensing of prescribed medication during the school day. According, to UCA??53A-11-601??(1)??(1993) ""a public or private school .??.??.??may provide for the administration of medication to any student of the school."" ""Medications may only be administered to a student if the student's parent or legal guardian has provided a current written and signed request that medication be administered during regular school hours to the student; and student's physician, dentist, nurse practitioner, or physician assistant has provided a signed statement describing the method, amount, and time schedule"" (UCA??53A-11-601(b)??(1993)). These records include an authorization form and a dispensing log. The authorization form includes student's name, address, telephone number, birthdate; school; district; parent's name and business telephone number; signature of parent or legal guardian; date; physician's name; address, and telephone number; and name and type of medication, dosage/amount to be given, frequency/times to be administered, and duration/length of time medication is anticipated to be needed. The log includes the child's name, school, school year, teacher's initial, medication, date initiated dosage and time (with any special instructions), a daily record of dispensing of the medication during the school year indicating the initials of individual giving medication.","Retain for 4 years after separation, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2150,Pupil transportation permission slip,"This form documents parent's or guardian's consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The form includes student's name, school's name, school year, date, and parent's or guardian's signature.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2167,Asbestos management plan,"This management plan is required by 40 CFR 763.93 (1992) to be developed for each school on or before October 12, 1988. The management plan is required to be developed by an accredited management planner and to include a list of the name and address of each school building. Also to include if the school building has damaged Asbestos Building Material (friable ACBM), nonfriable ACBM, friable and nonfriable suspected ACBM assumed to be Asbestos Containing Material (ACM) (40 CFR 763.93(e) (1992)) and must contain ""a true and correct statement, signed by the individual designated by the local education agency"" certifying that local agency responsibilitie have been or will be met (40 CFR 763.93(h) (1994). A copy is submitted to the District Maintenance Department and the duplicate is retained by the school. Each local educational agency ""shall maintain and update its management plan to keep it current with ongoing operations and maintenance"" (40 CFR 763.93(d) (1992). Every six months a surveillance report is required to be prepared by each principal (40 CFR 763.92(b)(2) (1992)). A copy of this report becomes part of the management plan (40 UCA 763.92(b)(2)(iii) (1992)). The surveillance reports include district name, school, date, sample number, percent, type, original condition, change, recommendation, and signature of person performing surveillance.","Retain until final action, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2145,Monthly meals payment report,"This computer report is submitted monthly with bank deposit slips to the district's business administrator. It reports monies collected for school meals served during the month and is used by the district to reconcile bank deposits. It includes amounts collected from teachers and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2193,Receipt books,"These are receipts issued for money paid to the school. Includes payment date, department or fund to which money belongs, receipt number and amount paid.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2127,Attendance summary report,"This is a computer report on student attendance generated at the end of each trimester by the school secretary from data entered throughout the trimester. It is used for reference purposes. The year end report lists attendance by students for all trimesters and totals for the school year. It includes date, student number and name, sex, number of days absent, and number of days present.","Retain for 5 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2149,Public law 874 survey records,"These records document the annual survey taken to qualify for federal impact funds in accordance with 34 CFR 222 (1992). Public law 874 provides federal funding for school districts with students whose parent(s) or guardian(s) live on or work on federal property. The following report forms are submitted to the district's business administrator: a survey form, a school survey summary, and a statistical report form. The survey form is completed and signed by the parent or guardian and certifies the parent who was a member of the armed services on the survey date or was employed on federal property. The school survey summary is a summary of federal employment and lists the number of parents or guardians employed at a specific federal installation. The statistical report form sumarizes the total school membership by grade level on the survey date as well as the number of pupils present and number of pupils absent on that date. All forms are completed in detail, dated, and signed by the school principal.","Retain for 5 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2176,Financial reports,"These computer reports are submitted quarterly to the district's business administrator. They are used for auditing purposes. The school balances their books monthly and submits this report quarterly. This report includes a balance sheet showing assets, liabilities, trust funds, surplus, and totals; and an activity ledger showing account, beginning balances, receipts, disabilities, transfers, ending balances, and totals.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2196,Safety self-inspection reports,"These self-inspection survey reports are completed annually by each school on forms provided by the State Division of State Risk Management. There are six separate survey forms including the general survey, cafeteria/kitchen survey, athletic program survey, science laboratory survey, workshop survey, and vehicle maintenance survey. The purpose of this report is to identify potential hazards within school buildings and on school sites. It school completes these reports, it may receive a 15 percent discount on its insurance premium after a follow-up survey has been conducted. These safety inspections are submitted to the District Office, accumulated, and sent to the State Risk Management for evaluation by April 1st. These survey forms includes district name, date, school, name of person completing survey, and responses to survey questions (yes, no, not applicable). The State Division of Risk Management retains the record copy for twelve years.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2197,School handbook,"This handbook is an annual publication describing current school information. It is used for reference purposes. It includes a brief history of the school, student association constitution, school and district calendars, listings of student officers and teachers, school policies, and a student directory.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2131,Bus transportation rules and regulations,"These rules and regulations document parents receipt and approval of acceptable student behavior on school buses. They are sent home at the beginning of each school year to inform parents of thedistrict policies. One copy is retained by the parents for reference while a signed copy is returned to the school where it retained on file. They include the rules and regulations, parents' and students' signatures, and date.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2129,Budget expenditure report,"This report form is used by the schools to track expenditures and for comparison with district reports. The district audits these reports annually. They include budget number, budget allowance, budget classification, date, requisition number, company and items, requisition amount, amount paid, and balance.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2141,Maintenance work order,"This three-part form is used to request maintenance and repair of school equipment or buildings. One is retained by the school and the remaining two copies are submitted to the Maintenance Department. It includes work order number, date, school name, type of repair (building or equipment), principal's/director's approval, account number, repair problem, brand/make, serial number, special instruction, a section designated for office use listing approval or rejection, whether sent and date, quantity, part number and description, cost, travel time and description, hours, total parts used, total labor, person completing, and date.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2207,Student registration records,"These forms are completed for all enrolled students registering for specific classes. They are used to notify students of course requirements and to register for specific classes. The forms include grade, student's name, parent's signature, birthdate, sex, and address and telephone number, course requirements for grade level, listings of courses (required, resource, elective, etc.), and indication of class selections.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2182,Maintenance work order,"This three-part form is used to request maintenance and repair of school equipment or buildings. One copy is retained by the school and the remaining two copies are submitted to the Maintenance Department. It includes work order number, date, school name, type of repair (building or equipment), principal's/director's approval, account number, repair problem, brand/make, serial number, special instruction, a section designated for office use listing approval or rejection, whether sent and date, quantity, part number and description, cost, travel time and description, hours, total parts used, total labor, person completing form, and date.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2198,School histories,These histories are are compiled by the schools. They are used for reference purposes. They describe the school's beginnings and developments and are updated annually to include significant school activities.,Retain permanently. Records may be transferred to the archives.,1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2128,Bank statements,"These are monthly statements showing the amount of money deposited or withdrawn to the school's bank account. They are used for accounting purposes. They include date, bank name, deposits, withdrawals, and cash balances (with interest on daily bank balances).","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2195,Registration fee report,"This computer report serves as a billing for student fees. A copy of the student's schedule is sent to the student during the summer to make any changes if necessary. Fees are published in the local newspaper at least three weeks before school starts. At registration, the student picks up their final schedule stamped with the fees owed. A stamped copy of the report is given to the student as a receipt when fees are paid. It is used to verify fees paid and deposited. The report includes student's name and identification number, grade, sex, fee description, amount, totals, and date paid.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2158,Student enrollment registration records,"These enrollment forms are completed by the parents (or guardians) of all enrolled students for reference use during the school year. They include the date, pupil's name, grade, social security number, birthdate and place, sex, age, pupil's home address and telephone number; mother's and father's full names, business, and home telephone numbers; name, address, telephone number, and relationship of person authorized to pick up child in case of emergency; medical information including physician's name or medical group and telephone number; indication whether child is allergic to any medication and whether child is currently taking any medication; school last attended (name, address, and telephone number); and parent's or guardian's signature. The enrollment form may also include language spoken at home, names and birthdates of siblings, kindergarten preference (morning or afternoon), whether birth certificate was verified, and teacher's","Retain for 2 months after separation, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2169,Attendance rolls,"These are the attendance rolls maintained by each teacher within the school. These were used to record student attendance. The rolls include school's name, year and term, teacher's name, beginning and ending class dates, names and numbers of all students enrolled in class, sex, grade, entry code, exit code, days present and absent, a term summary (number of days attending classes, number of days absent, times tardy), term grade, citizenship grade, final grades, and final attendance record. In 1988, the Box Elder County District automated attendance rolls, and discontinued the use of attendance rolls.","Retain for 5 years after final action, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2191,Pupil transportation permission slip,"This form documents parents or guardians consent for his/her student to ride a school bus during the school year to participate in curricular or extracurricular school activities. The form includes student's name, school's name, school year, date, parent's or guardian's signature","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2154,Safety self-inspection report,"These self-inspection survey reports are completed annually by each school on forms provided by the State Division of State Risk Management. There are three separate required survey forms including the general survey, cafeteria/kitchen survey, and playground survey. The purpose of this report is to identify potential hazards within school buildings and on school sites. If the school completes these reports, it may receive a 15 percent discount on its insurance premium after a follow-up survey has been conducted. These safety inspections are submitted to the District Office, accumulated, and sent to the State Risk Management for evaluation by April 1st. These survey forms includes district name, date, school, name of person completing survey, and responses to survey questions (yes, no, not applicable). The State Division of Risk Management retains the record copy for twelve years.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2177,Fixed asset report,"This computer report is sent by the district's business administrator to all schools in April as part of the final audit. It is used to determine the status of all high risk school property and other items worth more than $500. Schools review the listing and make any necessary additions and corrections and return the report to the district. A corrected report is then sent to all schools in the fall. The report includes school name and location code, room, date, page number, asset number, classification number, quantity, manufacturer's description, acquisition date, model number, serial number, and cost.","Retain until superseded, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2135,Fixed asset reports,"This computer report is sent by the district's business administrator to all schools in April as part of the final audit. It is used to determine the status of all high risk school property and other items worth more than $500. Schools review the listing and make any necessary additions and corrections and return the report to the district. A corrected report is then sent to all schools in the fall. The report includes school name and location code, room, date, page number, asset number, classification number, quantity, manufacturer's description, acquisition date, model number, serial number, and cost.","Retain until superseded, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2174,Cancelled checks,These are actual checks returned from the bank indicating that payment was made to payee from accounts previously deposited with the bank.,"Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2201,Special education student records,"These individual case files document students enrolled in the district's special education programs. They contain various reports and completed forms including learning disability assessment reports, approval for continued services, completed tests and surveys, information on parents or guardians, approval of placement in the Special Education Program, and a special education card (34 CFR 300.563??(1991)).","Retain for 5 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2146,Monthly meals served report,"This is a monthly report of all meals served. Copies of the report are submitted to the district's food service manager. The reports include date, daily number of meals paid, number of reduced meals served, number of free meals served, total meals served to children, number of meals served to adults, paid meals, total meals, total enrollment, monthly totals, and total dollar values.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2138,Free and reduced meals applications,"These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district, which identifies the approved meal type (free/reduced) and is signed and dated by the approving official.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2209,Student withdrawal records,"This form documents student school transfer requests. After the form is submitted the school sends the student's records to the receiving school. A copy is given to the student. The form includes address, and telephone number of school transferring; student's name, birthdate, date, Utah state identification number, last date attended, sex; parent's name and new address; new school; whether student is receiving additional school services; indication whether fees paid, library books returned, cumulative folder completed; and if parent was given a copy of immunizations and academic progress.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2192,Purchase orders and requisition records,"These records document the purchase of equipment and other materials made by the school. They are used as a planning tool and for verification purposes. These records contain a computer report, purchase orders and requisition forms. Information includes a description of the item being ordered as well as the price and actual amount paid.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2132,Cancelled checks,These are the actual checks returned from the bank indicating that payment was made to payee from accounts previously deposited with the bank.,"Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2200,School's accounts payable,"These records are used to pay school bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2179,Free and reduced meals applications,"These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district which identifies the approved meal type (free/reduced) and is signed and dated by the approving official.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2203,Student discipline files,"These are files maintained by the vice-principal on students who have misbehaved in class or on the school grounds. The files include notes, teachers' reports, memoranda, standard violation tickets, reprimands, related correspondence, individual progress reports, and student counseling reports.","Retain until separation, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2164,Weekly attendance and meals served sheet,"These weekly sheets report on daily student absences and meals served. Each morning the sheets are placed in teachers' boxes and they record the absences and meal counts. The sheets are then sent to the office and information is entered into the computer after lunch is served. They are used to create attendance and lunch reports. The sheets include teacher's name, dates, students names, absence, and lunch preference (hot, cold, or milk).","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2183,Meals served report,"This monthly sheet records daily meals served. It contains a breakdown of a la carte items, snacks, milk and meals served by category (free, reduced, paid, adult). Information is added daily and the sheet is sent to the district office at the end of each month with a summarized cover sheet.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2122,Absentee tally,"This tally is completed daily by the teacher to report absent students. It is taken by a student each morning to the school's office. The information may be used to confirm absences. This form includes the student's name, teacher's name, and date.","Retain until absences are verified, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2210,Transportation allowance applications,"These application forms are completed by parents who must transport their student to and from school or the bus stop. Parents of pupils living two miles or more from their assigned school are eligible to be paid a transportation allowance when regular school transportation is unavailable under State guidelines. These forms include date, student's name, school, grade, parent's name, telephone number, address, parent's social security number, distance from home to school or distance from home to bus stop, school year covered, parent's signature, district policy, and (if approved) indication of rate to be paid.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2178,Food production sheet,"This sheet is prepared daily by the school lunch manager for all meals served (lunch/breakfast). It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2124,Annual financial summary report,"This report is submitted annually to the district's business administrator and is used for auditing purposes. It includes the beginning cash balances in checking and savings as well as total annual revenues, expenditures, changes in investments, and the cash balance at the end of the fiscal year. The account balances as of June 30th in the various school accounts are also listed and must equal the year end cash balances in checking and savings. A copy of the June 30th, bank statement is included with this report along with the schools bank reconciliation as of June 30th of the fiscal year.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2123,Administrative subject files,"These are subject files maintained for reference purposes. They contain a variety of types of information including general correspondence, newspaper clippings, reports, completed forms, flyers, copies of instructions, reports and brochures, and district memoranda, and instructions.","Retain for 1 year after or until administrative need ends, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2168,Attendance records,"These records document student attendance. They are used to create reports. They include biweekly bubble sheets, daily computer reports, and term-to-date reports. The biweekly bubble sheets record hourly student attendance and are scanned daily. They serve as a worksheet for the Oasis Attendance Computer System. The daily computer report is an compilation of all student absences and are printed at the end of the day. The term-to-date report is a computer report that records all student absences by classes. It is printed every Wednesday and is given to each teacher for verification. The records include date, district and school codes, grade, student's name and number, days absent, days tardy, and totals.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2194,Rental and facility supervision report,"This monthly report is submitted to the district's business administrator on all school facility rentals. It is used for accounting purposes and the following forms are submitted: building rental and supervision report, and the application and agreement for use of school property. The building rental and supervision report includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature. The application and agreement for use of school property form is a three-part form completed by persons/organizations requesting use of school buildings. It is used to obtain approval for school rentals. If approval is granted the contract is signed between parties. The first copy (white) is retained by the applicant, the second (yellow) is kept by the school, and the third copy (pink) is sent to the school district at the end of the month as part of the building rental and supervision report. A school check is made payable to the Box Elder School District and is also submitted to pay for rentals received during the month.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2134,Daily school food service report,"This daily computer report records individual participation in the school's meals program. The information is retained on-line for one month and then a summary report is printed. The monthly report contains a summary of all meals served daily during the month and is broken down by adult meals, students paid, and reduced and free meals.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2159,Student injury report,"This report is completed by school personnel immediately after a severe student injury and a copy is then submitted to the State Child Injury Prevention Program. An injury is considered severe if it requires the loss of a half day or more of school or warranted medical attention or was required to be reported by district policy. The form includes child's name, parent's name, district name and number, and school name and number; student's sex, birthdate, and grade; accident's date and time; number of days absent; action taken by school and parent; nature of injury; area affected; contributing factors; period; surface; location; activity; equipment; injury description; signature of person making report; title code; and principal's signature. The state's copy is retained for five years.","Retain for 4 years after or until 2 years after resolution of issue, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2144,Monthly department of agriculture food usage sheet,"This monthly sheet serves as an on-going inventory on the usage of U.S.??Department of Agriculture (USDA) food. The sheet is provided to the elementary school and lists food totals. The school maintains the inventory and submits it to the district office at the end of each month listing all USDA food received, amounts used, and inventories on hand. It is used to compile reports.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2187,Official transcripts,"These cards are the official record of school attendance and high school graduation. They are used to document graduation from high school and to verify classes attended and credits earned. They are used for college admission and employment. They also include the transcripts for students who did not graduate, but attended high school classes in the district (ninth to twelfth grades). They contains student's name, address, birthdate, names of parents, lists of high school classes and grades, date of graduation, test scores, class ranking, grade point average, and social security number. They are part of the Student Cumulative File until they are weeded after graduation.",Retain permanently. Transfer records to the archives.,1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2170,Bank statements,"These are monthly statements showing the amount of money deposited to or withdrawn from the school's bank account. They are used for accounting purposes. They include date, bank name, deposits, withdrawals, and cash balances (with interest on daily bank balances).","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2160,Student membership summary records,"These records are required to be completed and submitted to the district office on student membership. In order to qualify for state funding, the district maintains the aggregate membership of all students in the school district using the state computer Student Information System (SIS) Program. These records are submitted to maintain the data. These records include the following report forms: student accounting entry form, student account exit form, and the aggregate days membership report. The student accounting entry form includes pertinent data regarding new students entering the schools. Such data includes the student's full name, sex, birthday, grade level, parent or guardian, home address, and the date of entry. The student account exit form notifies the school district of the date a student leaves the school and is no longer enrolled. The aggregate days membership report is submitted to he district at the end of each trimester and reports the aggregate days of membership.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2204,Student information card,"These cards are completed by the parents or guardians of each middle school student at the beginning of the school year. They provide basic information on all students and are used for reference purposes. The card includes date, student's name, birthdate, grade, sex, mailing address and telephone number, father's name and work telephone number; mother's name and work telephone number; indication with whom the student lives; name, relationship, and telephone number of person to contact in case of an emergency; physician's name and telephone number; whether the student has any special medical concerns; and a signed statement notifying parent that the school has a closed campus and student cannot be released without custodial parent's written consent.","Retain until superseded, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2151,Purchase orders and requisition records,"These records document the purchase of equipment and other materials made by the school. They are used as a planning tool and for verification purposes. These records contain a computer report, purchase orders and requisition forms. Information includes a description of the item being ordered as well as the price and actual amount paid.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2205,Student injury report,"This report is completed by school personnel immediately after a severe student injury and a copy is then submitted to the State Child Injury Prevention Program. An injury is considered severe if it requires the loss of a half day or more of school or warranted medical attention or was required to be reported by district policy. The form includes child's name, parent's name, district name and number, school name and number, student's sex, birthdate, grade, accident's date and time, number of days absent, action taken by school and parent, nature of injury, area affected, contributing factors, period, surface, location, activity, equipment, injury description, signature of person making report, title code, and principal's signature. The state's copy is retained for five years.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2137,Food production record sheet,"This sheet is prepared daily by the school food service for all meals served. It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2188,Payroll report,"These report forms are completed and submitted to the district payroll office on or before the 5th day of each month authorizing payments for services rendered. These records include a variety of report forms including the payroll report form, the absence report, and the payroll voucher. The payroll report form is a summary of the contracted professional and classified personnel listing the days of absence, the reason for absence and the name of the substitute. The absence report form is a three part form documenting the absences of the district contracted employee's. The first copy (white) is sent to the district's payroll department, the second copy (canary) is retained by the school, and the third copy (pink) is kept by the employee. The payroll vouchers are submitted by employees for services rendered over and above their regular contract. Payment for such services may include extended career ladder days, substitute pay, supervision of facilities, adult education classes taught, etc. Other records included are career ladder payroll vouchers, W-4 forms, and payroll data sheets for new employees.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2199,School newspapers,"This is the school newspaper that reports on students, teachers, and school activities. It is compiled by the newspaper staff with the assistance of teacher advisors. Articles and photographs concern the students, teachers and other school personnel, the school, and may include some coverage of local, national, and international events of interest to its readers.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2139,Lunch room summary of meals served report,"This monthly sheet records all meals served. It is used to create quarterly and annual reports. It contains a breakdown of a la carte items, milk and meals served by category (free, reduced, paid, adult). It is computed on a daily basis and is sent to the district office at the end of each month with a summarized cover sheet.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2147,Payroll report,"These report forms are completed and submitted to the district payroll office on or before the 5th day of each month authorizing payments for services rendered. These records include a variety of report forms including the payroll report form, the absence report, and the payroll voucher. The payroll report form is a summary of the contracted professional and classified personnel listing the days of absence, the reason for absence and the name of the substitute. The absence report form is a three part form documenting the absences of the district contracted employee's. The first copy (white) is sent to the district's payroll department, the second copy (canary) is retained by the school, and the third copy (pink) is kept by the employee. The payroll vouchers are submitted by employees for services rendered over and above their regular contract. Payment for such services may include extended career ladder days, substitute pay, instructional aides, specialists, supervision of facilities, adult education classes taught, etc. Other records included are career ladder payroll vouchers, W-4 forms, and payroll data sheets for new employees.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2157,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document student's participation in school. They include test scores, immunization record, eye testing, and all pertinent information on the student.","Retain for 3 years after separation, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2165,Worker's compensation employee's first report of injury,"This report must be submitted to the Industrial Commission in connection with UCA 35-1-97 and 35-2-103 (1993). The forms are prescribed by the commission to report any work-related fatality, injury, or any occupational disease resulting in medical treatment, loss of consciousness, loss of work or restrictions of work. Each elementary school completes and sends to the business administrator in cases involving an employee who is injured on the job and/or meets one of the criteria specified in UCA 35-2-103 (1993). The district completes, signs, and mails the report to the Industrial Commission as prescribed by law. The report must be filed with the Commission within (7) days of the occurrence. The Commission maintains their copy for seven years.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2206,Student membership summary report,"This computer report is required to be completed on student enrollment as of October 1 to qualify for state funding. Secondary schools directly update the computer Student Information System (SIS) Program and submit a report to the district office. The report includes district, school, code number, grade, enrollment as of October 1 (girls, boys, totals), special education students (boys, girls, totals), total enrollment and enrollment by race and ethnicity.","Retain for 3 years, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2166,Administrative subject files,"These are subject files maintained for reference purposes. They contain a variety of types of information including general correspondence, newspaper clippings, reports, completed forms, flyers, copies of instructions, reports and brochures, and district memoranda, and instructions.","Retain for 1 year, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
GRS-2156,Special education student records,"These individual case files document students enrolled in the district's special education programs. They contain various reports and completed forms including learning disability assessment reports, approval for continued services, completed tests and surveys, information on parents or guardians, approval of placement in the Special Education Program, and a special education card (34 CFR 300.563??(1991)).","Retain for 27 years after date of birth, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2148,Photograph albums,These are albums containing photographs taken annually of the school's students and teachers. They document the school's student body.,Retain permanently. Transfer records to the archives.,1994-06-01,Discontinued,"Elementary School,School District"
GRS-2163,Transportation allowance applications,"These application forms are completed by parents who must transport their student to and from school or the bus stop. Parents of pupils living 1.5 miles or more from their assigned school are eligible to be paid a transportation allowance when regular school transportation is unavailable under State guidelines. These forms include date, student's name, school, grade, parent's name, telephone number, address, parent's social security number, distance from home to school or distance from home to bus stop, school year covered, parent's signature, district policy, and (if approved) indication of rate to be paid.","Retain for 4 years, and then destroy records.",1994-06-01,Discontinued,"Elementary School,School District"
GRS-2202,Student cumulative records,"These are records maintained in the school's office on all enrolled students. They are used to document students' participation in school. They include test scores, immunization record, eye testing, and all pertinent information on the student.","Retain for 3 years after final action, and then destroy records.",1994-06-01,Discontinued,"School District,Secondary Schools"
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,