grsItemDispAuth,grsItemTitle,grsItemDescription,grsItemRetention,grsItemDateApproved,grsItemRevision,grsItemCategories
GRS-46,Proof of publication files,"When a statute, court order, or judge requires publication of a document or notice in a local newspaper (UCA 78B-5-613 (2009)) evidence of the publication may be given by the affidavit of the publisher along with a copy of the document or notice and specification of the dates of publication. These files may contain proof of publication affidavits, copies of actual newspaper notices and related evidence of the publication.","Retain for 6 years after completion of publication or report, and then destroy records.",2006-07-01,Current,Administrative
GRS-1716,Public relations records,"These records, regardless of format or mode of transmission, are created for distribution to the news media or public. Records include speeches, press releases, public announcements or similar records.",Retain permanently. Records may be transferred to the archives.,2014-12-01,Current,Administrative
GRS-1418,Monthly reimbursement claim report,"This is a monthly claim report on the National School Lunch, Milk, and Breakfast programs submitted to the State Child Nutrition Section of the Utah State Office of Education. It is used to request reimbursements for free, reduced price, and paid lunches and breakfasts provided to all school children according to eligible status. The report includes program name, agreement number, beginning and ending dates of report; number of sites; attendance factor; statistics for children approved; potentially eligible; public school meals actually served and meals served to non-public school children for free, reduced, paid and totals; explanations of change from current and previous months for free, reduced, paid, and totals; statement certifying accuracy of report; authorizing signature; date; and report preparer's name. The State's copy is maintained for 3 years after final status report is filed with the U.S. Department of Agriculture in accordance with 7 CFR 210.23 (1995).","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-1872,Public transit records,"These records document bus activity and ridership. Information includes driver manifests, passenger counts, paratransit services, routes, and related records.","Retain for 3 years, and then destroy records.",2015-12-01,Current,Motor Vehicle
GRS-1911,Conflict of interest records,"These records include statements that are required to be filed by government employees, including elected or appointed officials, to disclose any actual or potential conflict of interest. They may also include conflict of interest documentation concerning any employment or activity outside government employment that may or may not present a conflict of interest.","Retain for 7 years after separation, and then destroy records.",2001-10-01,Current,Human Resources
GRS-1859,Grant records,"These records document grants received or awarded by governmental entities, which may contain applications, notice of award, reports, correspondence, and related records.","Retain for 7 years after final action, and then destroy records.",2016-12-01,Current,Financial Management
GRS-598,School building inspection records,"These files document the inspections conducted by the local health agency to ensure that the school buildings and premises are safe for use by the students and school personnel. This is part of the local health agencies duties as set out in UCA?? 26A-1-114(3) (2011). These inspection forms include school district's name, school type, school's name, enrollment statistics, number of class and work rooms, inspection date, inspector's name, inspector's remarks, and the results of the inspection of the grounds, school rooms, floors, walls, ceilings, chalkboards, heating, ventilation, lighting, seating, water supply, hand washing facilities, toilet facilities, locker facilities, shower rooms, and waste disposal.","Retain for 6 years, and then destroy records.",1992-12-01,Current,Health
GRS-1678,Publications,"Any record of enduring value, regardless of format or platform, that is disseminated by a governmental entity for public distribution. These may include website content, printed publications, newsletters, social media posts, and similar records. See Utah Code Section 9-7-101(7)(2017) and 9-7-208(4)(2006).",Retain permanently. Transfer records to the archives.,2018-03-19,Current,Administrative
GRS-1476,Special education student records,"These records document the progress and participation of students or clients enrolled in special education programs. A student with a disability under the age of 22 who has not graduated from high school with a regular diploma may participate in a public school program or extracurricular activity (Utah Code 53G-6-709). Information includes individualized education program records (IEPs), evaluations, parental information and correspondence, assessments and related records.

Retention note: Utah State Board of Education Special Education rules set a standard retention of 3 years after the records are ""no longer needed to provide educational services to the student,"" which is further defined as ""three years after the student graduates or three years after the student turns 22."" Local education agencies that bill to Medicaid are required to keep the records for 5 years after separation.","Retain for 3 years after separation, and then destroy records.
OR
Retain for 5 years after separation, and then destroy records.",2023-05-22,Current,Education
GRS-1551,School histories,These histories are compiled by the schools. They describe the school's beginnings and developments and include yearbooks and other publications of activities.,Retain permanently. Records may be transferred to the archives.,1999-10-01,Current,Education
GRS-1857,Audited financial statements,The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.,Permanent. Retain for 4 years. Transfer records to the archives.,2016-12-01,Current,Financial Management
GRS-2001,Public information files,"These are files of information which an agency collects on a particular topic and which relate to the agency's interaction with the public. Contents may include newspaper clippings, public opinion polls, studies and reports, or any other materials collected topically to assist the agency.","Retain for 1 year after end of project or program, and then destroy records.",1990-07-01,Current,Public Affairs
GRS-270,Notaries public index,"This is an index to all notaries public in the county. After the county clerk receives ""certification of notaries public from the Division of Corporations and Commercial Code,"" he shall ""keep and maintain an indexed record"" of notaries public within the county ""showing the names of all persons holding notarial commissions, with the dates of issuance and expiration"" (UCA 17-20-3 (2003)).",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-2004,Public presentations files,"Speeches, addresses, and comments. Remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies.",Permanent. Retain for 7 years. Transfer records to the archives.,2006-02-01,Current,Public Affairs
GRS-1316,School general ledgers,These are summaries showing receipts and disbursements of each department or school. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.,"Retain for 10 years, and then destroy records.",1996-12-01,Current,Financial Management
GRS-1856,Budget records,"These records are used to document the intended appropriation of funds. Information may include budget requests, proposals, and reports documenting the status of appropriations.","Retain for 4 years, and then destroy records.",2016-12-01,Current,Financial Management
GRS-1285,School bond issue files,"These files document the implementation of significant school district bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of school district indebtedness.","Retain for 10 years after final action, and then destroy records.",1996-12-01,Current,Bonds and Bonding
GRS-1489,School compliance certification forms,"These records are submitted to the State Office of Education (USOE)in accordance with UCA 53A-3-403(4) (2004). Individual school principals submit information to the District which is then compiled and submitted to the USOE on school fee waivers. The forms include names of superintendent and school board president, district's fee schedule, fee policy, fee waiver policy, and community service policy.","Retain for 5 years, and then destroy records.",1998-10-01,Current,Education
GRS-16581,Public treasurers' deposit and investment reports,"These are reports filed bi-annually by public treasurers with the State Money Management Council regarding deposits and investments of the governmental entity, per Utah Code 51-7-15(3)(2019). Records contain information about the deposits and investments of the governmental entity, as well as the nature and extent of its interest rate contracts.","Retain for 5 years, and then destroy records.",2020-10-26,Current,
GRS-1525,School food production record sheet,"This sheet is prepared daily by the school food service for all meals served. It is used to plan meals and to determine menu items needed for meal preparation. The sheet contains the menu items, portion sizes, meal compliance, planned amount and actual amount of food used, vitamin and iron usage, number planned for and number actually served, and tray count.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-1541,School monthly meals payment report,"This report is submitted monthly with bank deposit slips to the district's business administrator. It reports monies collected for school meals served during the month and is used by the district to reconcile bank deposits. It includes amounts collected from teachers and staff, students with reduced costs, regular students, other adults, and daily and monthly totals.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1540,School monthly meals served report,"This is a monthly report of all meals served. Copies of the report are submitted to the district's food service manager. The reports include date, daily number of meals paid, number of reduced meals served, number of free meals served, total meals served to children, number of meals served to adults, paid meals, total meals, total enrollment, monthly totals, and total dollar values.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1521,Daily school food service report,"This daily computer report records individual participation in the school's meals program. The information is retained on-line for one month and then a summary report is printed. The monthly report contains a summary of all meals served daily during the month and is broken down by adult meals, students paid, and reduced and free meals.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1784,Natural disaster and damage survey of public buildings,Survey and analysis of damage done to public buildings during natural disasters.,Permanent. Retain for 10 years. Transfer records to the archives.,1990-07-01,Current,Facility Management
GRS-599,School students immunization assessment annual report,"These forms document surveys taken by schools or local health departments of children entering kindergarten and child care to determine immunization status. Copies of the forms are sent to the State Department of Health. The forms include name of facility and responsible party, number enrolled in kindergarten or day care, number of children with immunization cards or records turned in to the school, number of children with no record, number of children adequately immunized, number of exemptions (medical, religious, personal), and total number of exemptions. These records are also called Preschool immunization survey sheets.","Retain for 2 years, and then destroy records.",1992-12-01,Current,Health
GRS-1413,Annual school lunch and breakfast statistical report,"This is the annual statistical report on the school lunch, special milk, and breakfast programs submitted to the State Child Nutrition Section. It is used to create the state annual report and to comply with federal requirements. Includes district number; period covered; number of institutions in lunch and breakfast programs; average number of days lunch served; variations in number of days schools served lunch; reduced price charged to students for lunch; total number of reimbursable student lunches claimed (free, reduced, paid); average number of days breakfasts served; variations in number of days schools served breakfast; reduced price charge to student for breakfast; total number of reimbursable student breakfasts claimed for regular and severe need (free, reduced, paid); title and the reporter's signature. The Schedule A form is submitted with the annual policy indicating each school's percent of free and reduced price lunch participation in the second preceding year. If the school served at least forty percent free and reduced meals then that school qualifies for severe need breakfast reimbursement. Qualifying schools are entitled to additional breakfast program disbursement federal funding. Summer programs qualify if the percentage of free and reduced lunches are at least fifty percent of lunches served. The State Child Nutrition's copy is retained for ""3 years after final status report is filed with the U.S. Department of Agriculture"" in accordance with 7 CFR 210.23 (1995).?","Retain for 3 years, and then destroy records.",1997-06-01,Current,"Education,Food Service"
GRS-1731,Contract and lease records,"These records document contractual agreements for property use, products or services. Records may include requirements and terms, and the signed contract. Contractor payroll records are included.","Retain for 7 years after expiration of contractual agreement, and then destroy records.",2018-05-02,Current,Administrative
GRS-1715,Government records access and management act (grama) appeals board case files,"These files document all appeals submitted to records appeals boards. These case files include requests, denials, appeals, decisions, and any other documentation concerning the appeals process.",Retain permanently. Records may be transferred to the archives.,2014-12-01,Current,Administrative
GRS-1490,Early graduation certificates,"These records document the issuance of certificates to students graduating early from high school in accordance with UCA 53A-15-102 (1997). This program allows flexibility in high school graduation to appropriately meet individual student's needs. If a student graduates any time following the eleventh grade year and enters a Utah post-secondary institution, the district shall receive a reimbursement designated for the public high school from which the student graduated early. The post-secondary institution receives an Early Graduation Centennial Scholarship Certificate signed by the high school principal entitling the early graduate to a partial tuition scholarship following the date of graduation according to the schedule established by, Utah Administrative Code, Rule 277-703-2 (2013). These records include school district; high school name; telephone number; student's name, social security number, address, and telephone number.","Retain for 1 year, and then destroy records.",1998-10-01,Current,Education
GRS-104,Freight records,"These records document the receipt of freight. They include export certificates, transit certificates, record books, memorandum copies of government or commercial bills of lading, shortage and demurrage reports, and all supporting documents.","Retain for 3 years, and then destroy records.",1995-06-01,Current,Financial Management
GRS-1733,Investigation records,"These records contain information necessary to undertake a complete investigation and are used to identify patterns of behavior, investigate claims, conduct internal investigations, and for other investigative purposes. Records may relate to the initiation, investigation, and disposition of cases, but do not include investigations of??criminal activities, or worker's compensation, which have separate retention schedules.","Retain for 7 years after case is closed, and then destroy records.",2017-04-01,Current,Administrative
GRS-648,Reservation records,"These files contain the actual request forms submitted by the general public. They are used as a record to schedule park facilities and/or sports facilities (e.g., baseball, softball, football, soccer). The files include the request form (date of request, name of group, number of people, name, address, and phone number of requesting person, area and park requested, time, date, and amount paid).","Retain for 1 year, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-112,Fuel records,"These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel purchased or used.","Retain for 2 years, and then destroy records.",1991-06-01,Current,Maintenance
GRS-1360,Inventory records,"These records are used to maintain an inventory of supplies and equipment previously purchased by the district and their suppliers. Information includes item number, item description, names of suppliers, stock on hand, and ordering information.","Retain for 1 year, and then destroy records.",1996-08-01,Current,Purchasing
GRS-726,Transportation records,"These geospatial records contain information pertaining to transportation routes. These include street centerlines, street locations, street names, and railroad routes.",Permanent. Retain for 1 year. Transfer records to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-2028,Arrest records,"These are records of prisoners confined in jail. They include the prisoner's name, alias, sheriff's office number, booking number, offense, address, arresting officer's name, date committed , term of sentence, and discharge date.","Retain for 10 years, and then destroy records.",2015-08-01,Current,Law Enforcement
GRS-731,Society records,"These county geospatial records pertain to demographic data and cultural features (called society records in reference to International Organization for Standardization (ISO) naming conventions). Demographic data is derived from the Topologically Integrated Geographic Encoding and Referencing system (TIGER) line data from the Census Department. This data includes household information such as how many members live in the household, race, and income level. Cultural features included are historic places and cemeteries.?",Permanent. Retain for 1 year. Records may be transferred to the archives.,2010-03-01,Current,Geospatial Data Sets
GRS-728,Elevation records,"These county geospatial records pertain to the elevation of a particular county in Utah. Digital Elevation Models (DEMs), contours, slope, and aspect are included. Digital representations of contour information known as hypsography represent lines of vertical elevation values above or below a datum surface. Light Detection and Ranging (LIDAR) data is also included.",Permanent. Retain for 1 year. Transfer records to the archives.,2010-03-01,Current,Geospatial Data Sets
GRS-1967,Grievance records,Initial documentation responding to working condition grievances that result in any type of investigation for possible personnel or administrative action.,"Retain for 3 years, and then destroy records.",2015-07-01,Current,Human Resources
GRS-724,Location records,These geospatial records contain information pertaining to geodetic networks and control points. They include latitude and longitude coordinates.,Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-370,Warrant records,"Warrants issued by a court to a law enforcement agency for specific purposes, including to search property, arrest a person, track a vehicle, collect DNA for testing, or other reasons. Information may include purpose of issued warrant, directions from court, required person and location details, logs of served warrants, and related records.","Retain until resolution of issue, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-735,Deed records,"These records are deeds and conveyances of real estate owned by governmental entities. Included are the original deeds, titles, insurance and tax information.",Retain permanently. Transfer records to the archives.,2016-03-01,Current,Elected office
GRS-286,Burial records,"These historical records document burials, interments, and disinterments. Information identifies burial rights, permits, ownership of plots, layout, location of and information about deceased persons and related records.",Retain permanently. Transfer records to the archives.,2015-04-01,Current,Clerk
GRS-285,Vital records,"These records document ""birth, death, fetal death, marriage, divorce, dissolution of marriage, or annulment."" (Utah Code 26-2-2(20)(2014)) Documents may include registered certification or reports, applications, official registers and other similar records.",Retain permanently. Transfer records to the archives.,2015-02-01,Current,Clerk
GRS-1747,Cartographic records,"Cartographic records which contain the officially designated record copy of maps created by an agency. These records document unique cartographic information about the state of Utah. They may include maps, charts, geospatial data sets , aerial photographs, globes, models, and raised relief maps. These are a graphic representation of the earth's surface drawn to scale.",Retain permanently. Transfer records to the archives.,2006-06-01,Current,"Administrative,Geospatial Data Sets"
GRS-16595,Purchasing records,"These records document the purchase of equipment and other materials made by the department. Information includes a description of the item being ordered, requesting party, name of vendor, delivery and payment details.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-1902,Timekeeping records,"Information regarding hours worked, paid or unpaid permitted absence from work for family emergency, sickness, personal time, vacation, or other reasons as outlined by policy are included in this schedule.","Retain for 3 years, and then destroy records.",2015-07-01,Current,Payroll
GRS-1727,Audit records,"These are studies, and reports prepared and produced as a result of an internal or external audit of an entity. Audit records summarize an entity's programs, operations, productivity, performance, compliance, and can include examining and verifying the entities' financial activities for the year.",Permanent. Retain for 10 years. Transfer records to the archives.,2018-04-16,Current,Administrative
GRS-1501,Student enrollment and registration,These records capture the necessary information to enroll a student in a particular school and document their attendance and course of study. The application process of those seeking to home school or participate in alternative programs is included in this schedule.,"Retain until superseded, and then destroy records.
OR
Retain for 4 years, and then destroy records.",2013-08-01,Current,Education
GRS-1199,Library accession records,"These records document the accession of library materials. They include title, publisher's name, date ordered and received, list price, and discount price.","Retain until superseded, and then destroy records.",1997-06-01,Current,Library
GRS-2010,Insurance claim records,These records document coverage or compensation for a covered loss. Records may include validated claims and payments issued.,"Retain for 12 years, and then destroy records.",1990-07-01,Current,Security Services
GRS-1019,Municipal election records,"These records document primary and general elections administered by a municipality. They are used to verify that elections were held in accordance with statute. All records required in elections are included except ballots, returns, canvasses, and campaign financial disclosure statements, which have separate retention schedules.","Retain for 22 months, and then destroy records.",1997-12-01,Current,Clerk
GRS-1080,Firearms disposal records,"These files contain records of firearms that have been disposed of either through sale, trade or destruction. They include the manufacturer's name, serial number, model, caliber, disposal method, disposal date, name of business purchasing firearm, and bid number.",Retain permanently. Transfer records to the archives.,1989-12-01,Current,Law Enforcement
GRS-649,Recreation registration records,"These forms are used to register for recreational programs. They include registrant's name, address, and telephone number; program name and date(s); parent's/guardian's name if registrant is a minor; may also include information on attendance at previous training sessions; and a signed liability waiver statement.","Retain for 2 years, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-690,Signalized intersection records,"These records are registers, card files, and similar records providing an inventory of all traffic signs, signal equipment and the timing set-up of each signalized intersection. They are used to determine compliance with safety guidelines and as a record of changes on a historical basis. They include information concerning poles, signal head information, and signal control.","Retain for 7 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-288,Voter registration records,"These are registration records of eligible voters including registration forms, absent and early voter registers, and register books. These records verify a subject's eligibility to vote by establishing his or her citizenship, age, identity, residency, signature, and other information required by statute.",Retain permanently. Records may be transferred to the archives.,1995-09-01,Current,Clerk
GRS-510,Interlibrary loan records,"These records document the lending and borrowing of library materials through the interlibrary loan network. They include interlibrary loan forms, computer searches, related correspondence and memoranda. The interlibrary loan forms include patron's name, address, telephone number, description of material being requested (author, title, publisher, publication date), a signed statement indicating patron willing to assume costs for borrowing material, status indication (overdue, lost, out-of-print), indication of search strategy, date material provided, and date material to be returned.","Retain until final action, and then destroy records.",1993-12-01,Current,Library
GRS-1916,Employee training records,"These records document employee participation in training programs sponsored by governmental agencies or non-governmental institutions. Information may include correspondence, memoranda, reports, and other records relating to course availability and participation.","Retain until separation, and then destroy records.",1990-07-01,Current,Human Resources
GRS-519,Library registration records,"This registration card is completed by patrons applying for a library card. This information is used for the checkout of library materials, monitoring of overdue books, fines and fees, and for the on-going verification of address and telephone number. Some libraries issue library cards for a specified period while other library cards never expire if used on a regular basis. Nonexpiring library cards normally become inactive after one year of nonuse. The card may be retained for verification purposes. The card includes patron name, home and business addresses and telephone numbers, application date, and birth date.","Retain for 1 year, and then destroy records.",1993-12-01,Current,Library
GRS-1873,Vehicle maintenance records,"These records document the inspection, repair and maintenance of government-owned vehicles. Information includes vehicle identification, usage, and related records.","Retain for 3 years after disposition of asset, and then destroy records.",2016-01-01,Current,Motor Vehicle
GRS-116,Vehicle assignment records,"These are assignment logs, reports, authorizations, and similar records relating to the assignment and use of vehicles by employees or officials.","Retain for 1 year, and then destroy records.",1991-06-01,Current,Maintenance
GRS-73,Fixed asset records,"These records relate to tangible assets such as property and equipment owned by a governmental entity. Information includes substantiation, purchases, deprecation, inventories, and related records.","Retain for 10 years after disposition of asset, and then destroy records.",2018-04-20,Current,Facility Management
GRS-645,Recreational equipment records,"These records document recreational equipment and tools loaned in connection with reserved park areas and other recreational facilities. They are used to maintain a record of location of equipment. They include name of group, name, address, phone number of person picking up equipment; date of issue; reservation date; date of return; location reserved; quantity and equipment picked up.","Retain for 1 year, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-650,Sports teams records,"These records document the sponsorship of adult and/or youth team sport activities (e.g., baseball, basketball, volleyball, soccer, softball). They include information on teams, participants, and sponsors; assignment of umpires; regular play schedules; tournament schedules; and awards and prizes.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Parks and Recreation
GRS-461,Pump test records,"These files contain the results of tests conducted on pumping equipment. These annual tests are used to certify pumping capabilities and to check equipment for stability and endurance. They include apparatus number, date tested, station number, where tested, manufacturer's name and number, test results, time taken, and remarks.","Retain for 2 years after resolution of issue, and then destroy records.",1991-12-01,Current,Fire Department
GRS-723,Inland water records,"These geospatial records contain information pertaining to the hydrologic features. These are lakes, streams, ponds, and watersheds.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-287,Cemetery management records,These administrative records document the management and operation of cemeteries. Information includes property maintenance and transitory interment-related records.,"Retain for 1 year, and then destroy records.",,Current,Clerk
GRS-206,Greenbelt withdrawal records,"These State Tax Commission forms are used to request the withdrawal of land from greenbelt status. Owners ""shall within 180 days after the change in land use notify the county assessor of the change in land use and pay roll-back tax"" (UCA 59-2-506.5 (2009)). They include the name, property serial number, date filed, complete legal description, reason for withdrawal, and signature. In some counties, these forms are filed with the Appraisal Cards.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-673,Concrete maintenance records,"These records document the replacement of concrete maintenance necessary when the county is responsible for damage caused by county vehicles (e.g., garbage trucks, snow plows) or problems caused by storm damage or other acts of nature. Maintenance may either be done by the county or contractors through the bidding process. These records are used for budget purposes and indicate the completion of the project. They include a card file, copies of receipts, pay vouchers, contracts, bids, correspondence, extra work orders, estimates, sketch or diagram, photographs, council district information, and proof of mailing estimate.","Retain for 7 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-1131,Meter location records,"These records contain information about all meters (water and electric). They are used to locate meters for service and billings. They include address, work order number, size of meter, contractor, owner, plumber and date installed.","Retain for 1 year after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1440,Lane change records,"These records document requests for lane changes for additional training received. Guidelines have been established providing specific criteria for course acceptance. Prior approval is required for unauthorized classes or seminars. The requests are reviewed by a district committee and are either approved, denied or request additional information. The records include the request, the committee review and decision, and if approved date training completed. These records may be filed in the personnel file.","Retain for 5 years, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1689,Records destruction files,Records which document the destruction of a governmental agency's records.,"Retain for 7 years after final action, and then destroy records.",2014-08-01,Current,Administrative
GRS-2045,Student housing records,"These records document the occupancy of student residences. Information includes residence hall or apartment applications, contracts, accounting records, maintenance, and related information.","Retain for 3 years after expiration of contractual agreement, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-630,Grasshopper statistical records,"These records are used to verify the population of grasshoppers at a specific location. If large numbers of grasshoppers are found when the test is made, the district will spray. These records includes inspection data, location information, development stage of the grasshoppers, amount and type of spray used in the area.","Retain for 2 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-710,Asbestos waste records,"This report form is completed when asbestos is dumped at the landfill. Includes information on generator, work site name, address, owner's name, telephone number; operator's name and address; operator's phone number; waste disposal site name, mailing address and physical site location, and phone number; name and address of responsible agency; description of materials; containers (number, type); total quantity; special handling instructions and additional information; operator's certification (name, title, signature, and date); transporter's name and title; signature, date, address, and phone; disposal site; indication of any discrepancy certificates for asbestos; and name, title, and signature of person completing form, and date completed.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Solid Waste
GRS-1480,Title I records,"These files document participation in the federally funded Title I program in accordance with 34 CFR 200 (1997). Title I is designed to be a supplemental funding source which provides additional, or supplemental educational opportunities to students from ""low-income or economically disadvantaged families."" These funds cannot be substituted for, or used in place of, other monies such as state and local funds to pay for student's basic education. Title I funds go to a district's poorest schools but excess funds may be used to help any low-achieving student, not just those from economically disadvantaged families. Title I funds are designed to assist with school reform and to improve the quality of student educational opportunities.","Retain for 5 years after final action, and then destroy records.",1998-10-01,Current,Education
GRS-1714,Animal control records,"These records are created during the conduct of animal control and shelter programs. Records include biting incidents, licenses, euthanasia, adoptions, investigations, citations, complaints and related records.","Retain for 5 years after resolution of issue, expiration of license, or final action, and then destroy records.",2018-04-03,Current,Administrative
GRS-1754,Telecommunications service records,"Telecommunications general files including plans, reports, and other records pertaining to equipment requests, telephone service, and other similar services.","Retain for 5 years, and then destroy records.",1990-07-01,Current,Communication
GRS-1165,Street cleaning records,"These files document all street cleaning projects. They include reports, logs or similar records documenting street cleaning operations.","Retain for 1 year, and then destroy records.",1989-09-01,Current,Public Works
GRS-1729,Petition signature records,These records are petition signature sheets signed by individuals wishing to add a candidate or initiatives to the election ballot. Signatures are verified to determine whether petitioners are registered voters.,"Retain for 22 months, and then destroy records.",2016-07-01,Current,Administrative
GRS-2036,Faculty history records,"This information includes each teacher's name, department, and classes taught.",Permanent. Retain for 65 years. Records may be transferred to the archives.,2017-09-01,Current,Colleges and Universities
GRS-2043,Financial aid records,These records document students' applications and awards of financial aid. Information necessary to support the borrower's eligibility and participation is included.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-2022,Disaster plan records,"Disaster plans for records and office operations ensure that essential government functions continue to be performed following natural disasters, accidents, technical, or attack related emergencies. Information includes plans for restoring operations and protecting facilities and resources. Disaster recovery training materials may be included.","Retain until superseded, and then destroy records.",2014-06-01,Current,Security Services
GRS-2042,Educational advising records,These records document the interactions between students and advisors regarding education requirements and planning.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-2048,Student academic records,"These records document students ' academic performance. Information includes final grades, supplemental grade changes, Master's theses and Ph.D. dissertations, graduation, and related records.",Permanent. Retain for 20 years after graduation. Records may be transferred to the archives.,2017-09-01,Current,Colleges and Universities
GRS-2018,Security guard records,"Records of guard assignments and service. Records include reports of rounds and other checks made during shifts, as well as logs of occurrences of unusual activity. Records also detail personnel matters associated with assigning guards to shifts.","Retain for 5 years, and then destroy records.",1990-07-01,Current,Security Services
GRS-2050,Museum catalog records,"These records document the planning, preservation, and contents of collections and exhibitions. Included are inventories, finding aids, loans and donations, and related information.",Retain permanently. Records may be transferred to the archives.,2017-03-01,Current,Intrinsically Historical
GRS-2039,Intellectual property records,"These records document intellectual property of the educational institution including applications for and granting of all university copyrights, patents and trademarks.",Retain permanently. Records may be transferred to the archives.,2017-09-01,Current,Colleges and Universities
GRS-2044,Student athletic records,These records document student eligibility and participation in athletic clubs and teams. They are used to monitor students athletes' medical histories during their association with the college or university athletic program.,"Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-507,Library circulation records,"These are records of all library materials checked out from the library system. They may be automated or manual systems. The information includes the item title, identification number (barcode number), date item due, patron name and library card number.","Retain until resolution of issue, and then destroy records.",2018-04-20,Current,Library
GRS-225,Tax abatement records,"These records are used for granting exemption of property taxes for specific conditions. Information includes parcels owned, the abatement amount, and status. The application and index are included in this schedule.",Permanent. Retain for 3 years. Transfer records to the archives.,1991-03-01,Current,Auditor
GRS-305,County official records,"These are copies of all official records recorded with the county recorder including deeds, mortgages, mining records, military discharges, etc. Upon payment of fees for the same, the recorder must record in the ""Official record' book all papers, documents, records, and other writings required or permitted by law to be recorded. In some counties all recorded instruments are compiled together as part of the ""Official records"", while others compile each type of instrument separately (See Deed records, Mortgage records, Mining records, Water records, etc.)",Retain permanently. Transfer records to the archives.,1991-09-01,Current,Recorder
GRS-1964,Staff acquisition records,"Records related to the recruiting and hiring of employees, including candidates not hired. The resume and application of hired individuals are part of the Employee History Records.","Retain for 2 years after final action, and then destroy records.",2015-06-01,Current,Human Resources
GRS-16558,Vehicle ownership records,"These records document ownership, registration, and operation of government-owned vehicles.","Retain until final action, and then destroy records.",2019-11-18,Current,
GRS-1130,Meter reading records,"These records document the readings of utility meters by municipal or other government employees to ascertain customer utility usage. They are used for billing purposes as stipulated by a service agreement. Information may include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.","Retain for 3 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-350,Prisoner activity records,"These records document prisoner activities. They include the prisoner's name and number, date, time, activity, and reporting deputy's name.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-591,Private wells records,"These records document the approval of the department for the construction and use of private water wells. These records include the property, contractor, and inspection details.","Retain until final action, and then destroy records.",1992-12-01,Current,Health
GRS-360,Sex offender records,"Records maintained by state and local law enforcement agencies in order to document dex offenders living within their jurisdictions, as required by federal and state law.","Retain for 10 years after separation, and then destroy records.",2020-02-26,Current,Law Enforcement
GRS-380,Local tie records,"These records document the permanent corner locations of each section or quarter section.?? Information includes township, section, range, monuments, corners, survey measurements, markers, and survey or replacement date to allow for accurate location of corner.","Retain until superseded, and then destroy records.",1991-12-01,Current,Surveyor
GRS-16583,Emergency contact records,"These are records of emergency contacts for participants in programs for which such information is requested. Examples may include emergency contact information for senior center program participants, participants in special events, enrolled students, or employees for whom such information is requested or required. Records may include name and contact information of emergency contact, relation to subject, and other relevant notes.","Retain until separation, and then destroy records.
OR
Retain until superseded, and then destroy records.",2021-10-25,Current,Education
GRS-16584,Archaeological project records,"These are records of archaeological projects undertaken by a government agency. They may include narrative reports, photographs, field notes, descriptions, and related information, as well as contextual information about the project.",Retain permanently. Records may be transferred to the archives.,2022-01-25,Current,
GRS-532,Health program records,Local health departments establish programs or measures to promote and protect general wellness (Utah Code 26A-1-114(2)(a)(2018)). These records document program operations as well as public eligibility and participation. Patient case files are not included in this schedule.,"Retain for 3 years, and then destroy records.",1992-12-01,Current,Health
GRS-1655,Administrative hearing records,"Records of hearings held for various reasons including to regulate processes, change rules and policies, address the denial and revocation of licenses at the request of the public, or to discuss particular issues at the request of an executive body. Records may include meeting notices, proofs of publications, meeting minutes, the conclusions reached, and related correspondence.",Permanent. Retain for 5 years. Transfer records to the archives.,1990-07-01,Current,"Administrative,Meeting Minutes"
GRS-150,Training administration records,"These records document agency development, planning, and operation of training, instructional or outreach courses and events. Information may include curriculum requirements and objectives, program assessments, participation and evaluations, and documents relating to the facilitation of events.","Retain for 6 years, and then destroy records.",1991-06-01,Current,Administrative
GRS-1730,Submitted petition records,"These records are formal petitions submitted to the legislative body proposing action. The legislative body submits the petition to legal voters in general or special election. Information may include a statement of purpose on proposed action, signatures and addresses of petitioners, designated sponsors, actions of the legislative body, and related records.",Permanent. Retain for 5 years after final action. Records may be transferred to the archives.,2016-07-01,Current,Administrative
GRS-732,Tax redemption records,"These records document the payment of delinquent taxes. Information includes taxes and penalties owed and paid, and related records. These are not legal evidence of property ownership.","Retain for 5 years, and then destroy records.",2016-03-01,Current,Elected office
GRS-2029,Mug shot records,"These are photographs and descriptions of arrested individuals which provide complete name, alias, physical description, date of arrest, and offense committed. Booking information and index may be included.",Permanent. Retain for 75 years. Transfer records to the archives.,2015-08-01,Current,Law Enforcement
GRS-734,Assessment roll records,These records document real property assessments and payments.,Retain permanently. Records may be transferred to the archives.,2016-03-01,Current,"Assessor,Elected office"
GRS-264,County franchise records,"These records document franchises granted by the county commission. Information includes the purpose of the franchise, the amount of bond, and related details.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1721,Legal counsel records,"These are legal interpretations given by attorneys at the request of governmental entities asking for guidance in enforcing, obeying, and/or interpretation of the law.","Retain until resolution of issue, and then destroy records.",2015-06-01,Current,Administrative
GRS-2030,Criminal history records,"These are complete histories of arrested individuals which provide complete name, alias, nickname, residence, complete physical description, date of arrest, offense committed, and occupation. They are used for department investigations, statistics and information.","Retain for 75 years, and then destroy records.",2015-08-01,Current,"Law Enforcement,Legal"
GRS-722,Geospatial boundaries records,"These geospatial records of administrative boundaries include county, municipal, precinct, tax districts, subdivisions, and other important boundaries.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-1722,Formal opinion records,"These are the formal legal opinions researched, written and published by attorneys. They are necessary to maintain consistency of opinion in related matters.",Retain permanently. Transfer records to the archives.,2015-06-01,Current,Administrative
GRS-700,Appraisal project records,"These records are used to investigate a project's viability, determine costs, and negotiate for purchase of real property. Records may include evaluations of properties and structures within proposed projects; financial and architectural assessments, and destructions of the condition of involved structures.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Redevelopment
GRS-16592,Department financial records,"These are records related to monies collected or paid in the conduct of business for the Department of Corrections. Information may include invoices, revenue, expenses, and related accounting records. Budget records are not included.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-16594,Offender financial records,"Records relating to financial business conducted for offenders while under supervision. Information may include bank records, receipts, reconciliations, and other related accounting records.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-374,Evidence tracking records,"These records track the procurement and disposal of evidence. Information includes the case number or owner of evidence received, the list of evidence items, the reason for the collection of evidence, and the name of the officer submitting the evidence. Information also includes disposal area to which evidence is released, and date and authorization of release. Violent felony records including homicide, sexual assault and fatal crashes are not included in this schedule.","Retain for 10 years after case is closed, and then destroy records.",2024-01-22,Current,Law Enforcement
GRS-1720,Transitory tracking records,"These records document transitory transactions. Information tracks services rendered, movement of people, materials, and includes internet website visitor information.","Retain for 1 year, and then destroy records.
OR
Retain until administrative need, whichever is less, and then destroy records.",2018-04-20,Current,Administrative
GRS-1692,Administrative rule records,"Information an agency relies upon when making a rule under the Utah Administrative Rulemaking Act, Title 63G, Chapter 3, including copies of ""(a) the proposed rule, change in the proposed rule, and the rule analysis form; (b) the public comment received and recorded by the agency during the public comment period; (c) the agency's response to the public comment; (d) the agency's analysis of the public comment; and (e) the agency's report of its decision making process."" (Subsection 63G-3-102(1)) Also may include records and other information used by agencies to support rulemaking decisions.",Retain permanently. Records may be transferred to the archives.,2006-02-01,Current,Administrative
GRS-1690,Proposed legislation records,"Records created by governmental agencies for the purpose of proposing legislation. They contain correspondence, memoranda, research information on proposed legislation, fiscal notes, summaries, estimated cost reports, impact statements, and other information documenting the proposed legislation.",Permanent. Retain for 5 years. Transfer records to the archives.,1992-12-01,Current,Administrative
GRS-1723,Agency history records,"These records document the organization and reorganization of governmental entities. Information includes history, functional information, geographical boundaries, organizational files and related records.",Retain permanently. Transfer records to the archives.,2015-06-01,Current,Administrative
GRS-1710,Closed meeting records,"Recordings are required for the closed portion of meetings of a public body, except as provided by statute. The recording is the official record of a closed meeting (Utah Code 52-4-206(1)(a) and (2)(2014)).",Retain permanently. Records may be transferred to the archives.,2014-07-01,Current,"Administrative,Meeting Minutes"
GRS-1903,Payroll processing records,"These records verify compensation data for each employee, including salary, hourly rate and type of pay. Deductions are confirmed in processing payroll before employees are paid.","Retain for 3 years, and then destroy records.",2015-07-01,Current,Payroll
GRS-167,Position analysis records,"These records are used to create new job positions, or update existing positions. Information includes job description and analysis, salary, justification, and related records.","Retain for 3 years after superseded, and then destroy records.",1991-06-01,Current,Human Resources
GRS-1965,Employment history records,"Employment history documents the application, hiring, cumulative salary, and employment with a governmental entity of all personnel, including all records necessary to calculate benefits. Information may include employee details, department and position information, earnings, deductions, and other records. Final actions taken as a result of disciplinary action are included in this schedule.","Retain until earliest of: three years after retirement or death, or 65 years after date of hire, and then destroy records.",2023-01-23,Current,Human Resources
GRS-21,Project management records,"These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.","Retain for 1 year after end of project or program, and then destroy records.",1991-06-01,Current,Administrative
GRS-1858,Trust financial records,"These are records related to monies handled under the terms of a trust. Information may include property taxes, insurance premiums, mortgage and related records.","Retain for 7 years after final action, and then destroy records.",2016-12-01,Current,Financial Management
GRS-1713,Information governance records,"Records used in establishing and implementing records management policies, practices, and procedures. Included are inventories, finding aids, technological system data, and related information. Record destruction files, including destruction logs, are not included in this schedule.","Retain until superseded or final action, and then destroy records.",2014-08-01,Current,Administrative
GRS-1725,Internal committee records,"These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions. Information includes implementation of projects, programs or operational matters.","Retain until resolution of issue, and then destroy records.",2015-12-01,Current,"Administrative,Meeting Minutes"
GRS-1709,Open meeting minutes & supplementary materials,"Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed, or decided, and votes taken (Utah Code 52-4-203(2014)). This retention schedule includes agendas, notices, any public materials distributed or presented during the meeting, as well as meeting packets or other documents in final form distributed to body members prior to or during the meeting in order to provide context for matters proposed, discussed, or decided. May include public and non-public materials.",Retain permanently. Records may be transferred to the archives.,2014-07-01,Current,"Administrative,Meeting Minutes"
GRS-391,State property assessment records,"These are appraisal records for property assessed by the state. They are used to collect property taxes. The records include the year, company name and address, legal descriptions of real estate, description of improvement and personal property, and total value.","Retain for 5 years, and then destroy records.",1991-09-01,Current,Facility Management
GRS-1137,Sewer line monitoring records,These are videotape reports taken by special monitoring cameras located at critical parts of the sewer lines. They are used to monitor conditions of the sewer lines.,"Retain for 3 years after superseded, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-2025,First responder activity records,"These records document the on-duty actions of those designated or trained to respond to emergencies, and the situations they encounter. Information includes vehicle details, officer details, and other work shift-related records.","Retain for 2 years, and then destroy records.",2015-05-01,Current,Law Enforcement
GRS-1409,Construction material testing records,"These records document how the agency meets state and federal requirements for material certification and testing. Records may include material certifications, testing documentation, weigh tickets, material submittals, construction materials forms, and other associated correspondence and documentation.","Retain for 2 years after end of project or program, and then destroy records.",1997-06-01,Current,Facility Management
GRS-16548,Section 504 student records,"These records document the progress and participation of students under Section 504 of the Rehabilitation Act. Records may include 504 plans, manifestation review records, parental information and correspondence, financial assistance, assessments and related records.","Retain for 3 years after separation, and then destroy records.",2018-06-14,Current,Education
GRS-644,Recreational activity release records,"This form is completed by individuals participating in recreational activities. It is used to verify that participants have released all rights and claims for possible injuries in recreational activities. They include individual's name, team name, sport, date, medical insurance company, and signature.","Retain for 2 years, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-180,Pre-employment health records,"These health records document preemployment physicals for county positions providing the baseline health data on county employees who qualified for specific positions particularly for the sheriff's office and the fire department positions. These records are used to limit liability in deployment of workers, to establish the health status of potential workers, and to limit the effect of occupational related diseases and conditions that might limit an employee's ability to perform assigned duties. These records include chest and back x-rays, hypertension screenings, blood series, and medical histories.","Retain for 30 years, and then destroy records.",1995-11-01,Current,Human Resources
GRS-625,Black fly statistical records,"These records are used to verify the occurrence of respective black fly species as collected in the larvae stage by field technicians. They include collection date, collection locations, and developmental state of the black fly at each collection point.","Retain for 5 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-725,Planning and cadastre records,"These geospatial records contain information pertaining to reference locations (or points on the earth), parcel boundaries, parcel identifiers, parcel addresses, owner types, county recorder contact information, and planning and zoning data.",Permanent. Retain for 1 year. Records may be transferred to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-1220,Fire code inspection records,"These files document the fire inspection of all businesses and apartment buildings. They are used to determine compliance to fire codes for fire prevention purposes. They include correspondence, copy of business license, brief history of building, notices of violations, citations, inspection of reports, and various inspection forms.","Retain for 4 years, and then destroy records.",1997-12-01,Current,Fire Department
GRS-1125,Ditch flow daily records,"These records report the daily amounts delivered to various water companies. The amounts are summarized monthly and annually. They are used for litigation purposes and to verify amounts delivered. The records include name of company, date, amount of water delivered, and amount required.","Retain for 7 years after final action, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1502,Student medical log records,"These records are maintained to ensure that students meet mandated health requirements to attend school and to ensure that, as appropriate, medical needs are met during school hours.","Retain for 3 years after separation, and then destroy records.",2013-08-01,Current,Education
GRS-1522,Student fee waiver records,"These records document the application and receipt of a waiver for the payment of student fees in accordance with UCA?? 53A-12-103??(2008). The application is sent to all students with a statement of fees owed as part of the registration process. They are completed annually. Parents complete the application and submit it to the school. All fees are suspended until the school determines student's eligibility for fee waiver. If waiver is granted then a fee waiver statement is signed. The records include the application and the fee waiver statement. The application includes the student's name, date, parent's or guardian's name, reason for waiver; and indication of fees being requested to be waived (fee description and amount). The fee statement includes parent's or guardian's name, address, and telephone number; date; student's name and grade; fees being waived; total fees waived; parent's or guardian's signature; and administrator's signature.","Retain for 4 years after separation, and then destroy records.",1999-10-01,Current,Education
GRS-1559,Student membership summary records,"This report is completed on student enrollment and dropouts as of October 1. It is used to qualify for state funding. Individual schools directly update the State computer system. The report is printed, signed and audited by district external auditors and sent to the State Office of Education. The report includes student enrollment by school, by grade, and ethnic group. The report also includes the dropout report.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-1726,Executive internal committee records,"These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions, but do have authority to make internal policy decisions. Information includes the determinations and actions of the meeting.",Retain permanently. Transfer records to the archives.,2015-12-01,Current,"Administrative,Meeting Minutes"
GRS-1996,Right of way records,"These records document both the acquisition of property for the purpose of right of way projects and the sale of surplus property after project completion. Information may include a description of the property, property appraisal, offer to purchase, statement of compensation, copies of contracts, agent log, payment closing statements, maps and plat.",Retain permanently. Transfer records to the archives.,2015-06-01,Current,Facility Management
GRS-2037,Graduate student personnel records,"They records document graduate student employment with the educational institution. Information includes application, contracts , evaluations, and related records.","Retain for 7 years after expiration of contractual agreement, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-228,Official county levy records,"These files contain various forms which report to the county auditor the official levies set by the county commission, city councils, school boards, and special district directors. Includes the names of the government entity, year, purpose of levy, legal authorization, mills levied, total levy, certification by taxing unit (date and authorizing signature), and certification by county auditor. Attached to these forms are all necessary back up information.","Retain for 10 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-607,Tanning establishment inspection records,"These forms document inspections of tanning facilities. They include owner's name, establishment's name and address, any comments, indications on facilities physical features, operation, cleaning and maintenance, certifications, advertising, any additional requirements, and inspector's signature.","Retain for 4 years, and then destroy records.",1992-12-01,Current,Health
GRS-1734,Substance use disorder records,"These records document the planning and treatment of substance use disorder clients. Information includes assessments, evaluations, clinical and physician notes, employment records, visiting arrangements, and related records.","Retain for 10 years after case is closed, and then destroy records.",2017-07-01,Current,Administrative
GRS-207,Mobile home assessment records,"These records are tax assessments on mobile homes. They include the owner's name, taxing district, account number, address, make, model, location, vehicle identification number, cost and percentage of assessment, a record of payment and sometimes a picture of the unit.","Retain for 6 years after final action, and then destroy records.",1991-06-01,Current,Assessor
GRS-640,County fair judges records,"These records document the participants in events at county fairs. and indicate the ratings and premiums given. Information includes the name of the participants, the name of the animal or item on exhibit, the rating, and the amount of premium awarded.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Parks and Recreation
GRS-2047,College student registration records,"These records document students' registrations for classes. Information includes classes added, dropped, withdrawn, and related records.","Retain for 3 years, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-727,Utilities and communication records,"These geospatial records contain information pertaining to the utilities found in Utah counties and municipalities. These may include telephone infrastructure, electricity transmission lines, storm sewer pipes, and septic tanks.",Permanent. Retain for 1 year. Transfer records to the archives.,2009-04-01,Current,Geospatial Data Sets
GRS-283,Passport application transmittal records,"These records document the applications received and fees collected for passports on behalf of the federal government.  Information includes applicant, transmittal and fee details, and related records.","Retain for 2 years, and then destroy records.",1994-06-01,Current,Clerk
GRS-1114,Water sampling analyses records,"These records verify water quality and show the various locations of sampling points of water taken from the distribution system and sources of supply (raw or processed) for chemical, radiological, and bacteriological tests. Information includes details of the sample, analysis, and related records.","Retain for 10 years after superseded, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-234,Board of Equalization records,"These records support and document decisions made by the Board of Equalization. They include valuation notices, appraisal reports, notices of adjustment, and lists of appeals. They do not include meeting minutes, which follow GRS-1709 Open meeting minutes and supplementary materials.","Retain for 4 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-1991,Request for proposal records,These records are bids and proposals to provide products or services for a governmental entity. Information includes preliminary requirements for procurement of a commodity or service.,"Retain for 6 years after end of project or program, and then destroy records.",2015-06-01,Current,Purchasing
GRS-733,Delinquent property tax records,"These records document delinquent property taxes owed and paid. Information includes parcel data, penalties, receipts, redemption certificates and related records. These are not legal evidence of property ownership.","Retain for 5 years, and then destroy records.",2016-03-01,Current,Elected office
GRS-662,Site review planning records,"These files document the regulatory review and approval of commercial and industrial site plans by various county departments. They contain a checklist of approvals, copies of the recommendations of planning commission, cash receipts, site plan review forms, investigative reports and recommendations, building plans and related correspondence.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Planning and Zoning
GRS-1140,Water stock purchase records,These records document municipal purchase of water stock from irrigation companies and/or individuals. Each year the municipality is billed for the annual assessment of water stock. These records are used to verify purchase and for yearly assessment purposes.,"Retain for 10 years, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1724,Permit and licensing records,"These records document individuals and businesses given permission to build or work within the consenting government's jurisdiction. Records include applications, certificates, registrations, permits, licenses, and related records. Indexes of building and business permits are historical and follow other general retention schedules.","Retain for 3 years after expiration of permit or license, and then destroy records.",2018-04-20,Current,Administrative
GRS-16593,Correctional industries financial records,"These are records related to monies collected or paid in the conduct of business for Correctional Industries. Information may include bank records, invoices, commissary, and related accounting records. Profit and Loss Statements are not included.","Retain for 7 years, and then destroy records.",2023-11-27,Current,
GRS-1119,Utility customer account records,"These are applications and agreements between a customer and government agency regarding utility service. They include account information collected by the agency in order to establish, provide, and bill for service.","Retain for 3 years after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-16596,Financial temporary processing records,"The Division of Finance creates, collects, and processes these records to conduct daily business. These documents are retained for reference after they have been processed, and the preservation copies of these records are generally retained in another location or database.","Retain for 3 years, and then destroy records.
OR
Retain until administrative need, whichever is less, and then destroy records.",2023-11-27,Current,Financial Management
GRS-1904,Payroll post processing records,This schedule is for payroll reporting. Each payroll period is closed out when disbursement information is verified using payroll reports.,"Retain for 7 years, and then destroy records.",2015-07-01,Current,Payroll
GRS-323,Civil service of process records,"These records document civil papers processed and served by the law enforcement agency. They generally include names of plaintiff(s) and defendant(s), fees paid, addresses, and type of civil paper served (subpoena, warrant, etc). Two copies are created with one filed by defendant's name and the other by docket number. These records are traditionally know as the civil day book.","Retain for 5 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-1544,Purchase orders and requisition records,"These records document the purchase of equipment and other materials made by a governmental entity. They are used as a planning tool and for verification purposes. Information includes a description of the item being ordered, requesting agency, name of vendor, delivery and payment details.","Retain for 4 years, and then destroy records.",1999-06-01,Current,"Financial Management,Fixed Asset"
GRS-463,Tank applications and permit records,"These files contain applications received by the fire department and permits issued to individuals desiring to store flammable liquid or liquid petroleum. Permits are only issued after inspection and approval of tanks. They include an application form, permit, a sketch or diagram of location along with tank dimensions, and an inspection report.","Retain for 6 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1386,Student and patron injury records,These records document incidents on government agency property where a student or patron suffers significant injuries that are required to be reported.,"Retain for 7 years, and then destroy records.",1997-06-01,Current,Risk Management
GRS-1783,Customer request or complaint records,"These records document customer complaints or requests for service received and answered by the governmental entity. Information includes requester or complainant details, description of the request or problem, and actions taken by the agency.","Retain for 3 years, and then destroy records.",2018-04-20,Current,Facility Management
GRS-111,Property maintenance and repair records,"These records document service repair and maintenance of government property. Information includes the request, work order, authorization, work logs, verification of work done, and related records.","Retain for 2 years, and then destroy records.",1991-06-01,Current,Maintenance
GRS-214,Personal property tax refund records,"These are forms used for refunds made for double or erroneous payments of personal property tax. The forms include value, rate and tax dollars in error. In some counties, the assessor does not issue refunds, but only recommends a refund to the county auditor. Such recommendations usually contain name, address, taxing district, year and make of vehicle, value and tax amount paid, reason for refund and amount refunded.","Retain for 3 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-570,Individual sewage disposal system records,"These files document the approval by the department for the construction of individual sewage treatment equipment, as authorized by UCA 26A-1-115(2) (2002). This form includes the property address, owner or mortgagor name, contractor's name, final inspection date, number of bedrooms, subdivision where property is located, lot number, whether the property has a basement, seepage rate, water supply type and source, water source description, a description of the septic tank (capacity, dimensions, access, etc.), seepage pit description, distribution box description, disposal field description, whether the construction is approved or not, and inspector's name.","Retain until final action, and then destroy records.",1992-12-01,Current,Health
GRS-891,Exempt employee performance-related records,"These files document the performance of exempt employees. They may include performance records superseded through an administrative, judicial, or quasi-judicial procedure; performance appraisals along with job elements and standards upon which they are based; and supporting documentation.","Retain for 5 years, and then destroy records.",1997-12-01,Current,Human Resources
GRS-1711,Records access requests and appeals,"These records are access requests as provided under the Government Records Access and Management Act (GRAMA) (Utah Code 63G-2-204(2011)) or in accordance with a subpoena. Included with the access requests are any notices of denial, appeals or any other records related to the request.","Retain for 2 years after final action, and then destroy records.",2014-06-01,Current,Administrative
GRS-2046,Military and veteran's student records,"These records document the academic and enrollment status of students in the military or receiving veterans' benefits. Information includes certificates of release or discharge from active duty, changes pf program or location of training, benefits received, tuition details, and related records.","Retain for 5 years after separation, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-629,Fish request and planting records,"These records are used to document the planting of fish or mosquito fish each year, and to determine if replanting is necessary. Fish are planted in small or ornamental ponds to consume the mosquito larva. These records include date, area, address and telephone number of person requesting fish, size of pond, condition, number of fish planted, hour of day, and operator.","Retain for 2 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-2040,Higher Education sponsored research records,"These record document sponsored research conducted by staff and student body. The educational institution ensures the work is managed and financed, consistent with applicable laws and regulations, and findings are disseminated.","Retain for 6 years after final action, and then destroy records.",2017-09-01,Current,Colleges and Universities
GRS-1277,Program and project analysis records,"These records document research studies, program analyses, project assessments, etc. conducted by or on behalf of governmental entities in order to inform decisions regarding proposed or existing programs or projects. Information includes working papers, correspondence, findings, recommendations, and related records. The final reports are not included in this schedule.","Retain for 10 years after resolution of issue, and then destroy records.",1996-12-01,Current,Administrative
GRS-631,Hazardous household waste disposal records,"These records document the disposal of hazardous household waste including empty chemical containers at disposal facilities. Records may include hazardous household waste (HHW) manifests, hazardous waste disposal reports, and other documentation of household hazardous waste disposal.","Retain for 3 years, and then destroy records.",1996-01-01,Current,
GRS-16555,Special assessment project governance records,"Special assessments are charges levied against a specific geographic area for specific benefits from public projects. These records are used to ensure legal requirements are met to establish the area. These records document the governing body's resolutions, hearings, ordinances, maps, and related records.",Retain permanently. Records may be transferred to the archives.,2020-01-27,Current,Clerk
GRS-16554,Special assessment project administrative records,"Special assessments are charges levied against a specific geographic area for specific benefits from public projects. The records document the process of designating the assessment area, improvements, recommendations, protests, appeals, and related records. Project governance records are not included in this schedule.","Retain for 5 years after final action, and then destroy records.",2019-12-23,Current,Clerk
GRS-1968,Employee health and medical records,"These records document an employee's health and medical history as it relates to their employment. They may include doctor's notes, Family Medical Leave Act records, physical or psychological evaluations, or any other records related to an employee's fitness for duty.","Retain for 7 years, and then destroy records.",2020-11-24,Current,Human Resources
GRS-1732,Operational procedure and guideline records,"These records document actions taken to achieve objectives and implement policies through day to day operations, including training material related to routine processes. Operational procedure and guideline records are related to business activities that do not impact the rights of an individual.","Retain for 4 years after superseded, and then destroy records.",2016-12-01,Current,Administrative
GRS-193,Sales and use tax records,"These records document sales taxes collected and remitted, as well as eligibility for exemption. Applicable sales tax forms, exemption certificates, and related records are included.","Retain for 4 years, and then destroy records.",1995-09-01,Current,Purchasing
GRS-1717,Program and policy development records,"These records are created by executive decision-makers to document the establishment and dissemination of agency programs, policies, and procedures. Executive decision-makers may include the Chair, Director, Chief Administrative Officer, Public Information Officer, Commissioner, Mayor, or other internal administrators as identified by the executive office. Includes development and decisions behind the policy or program, and the final product (e.g., approved policies). Related correspondence and email is included.",Permanent. Retain for 3 years after final action. Transfer records to the archives.,2020-02-26,Current,Administrative
GRS-1698,Employee and program productivity records,"Reports documenting work productivity of employees or an office. Includes weekly activity or production reports, monthly activity reports, etc.","Retain for 2 years after resolution of issue, and then destroy records.",2018-04-20,Current,Administrative
GRS-667,Community development block grant historical records,"Community development block grants (CDBGs) are allocated by the federal government to provide resources to address a wide range of unique community development needs. These records document the application and completion of projects funded under this program and include both direct grants and regrants. Records include the initial application, yearly reports, and all final reports.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Planning and Zoning
GRS-666,Community development block grant administrative records,"Community development block grants (CDBGs) are allocated by the federal government to provide resources to address a wide range of unique community development needs. These projects include both direct grants and regrants. The records document the administration of projects and include the preliminary reports, audits, certificates, maps, and related correspondence.","Retain for 3 years, and then destroy records.",1995-11-01,Current,Planning and Zoning
GRS-705,Housing and urban development financial records,"These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These projects concern historic preservation, employment survey, and environmental review. They include financial reports, preliminary reports, and all other financial records (24 CFR 58?? (1993)).","Retain for 3 years, and then destroy records.",1992-03-01,Current,Redevelopment
GRS-2041,Higher education admitted student application records,"These records document admitted students' applications to the educational institution. Information may include visas, admission test, and proofs of financial support, high school transcripts, and related records.","Retain for 5 years after graduation or separation, and then destroy records.",2017-09-01,Current,"Colleges and Universities,Education"
GRS-122,Americans with Disabilities Act building records,"These records document compliance with the Americans with Disabilities Act (ADA) (1990) regarding equal access to government facilities. They include surveys of government buildings to determine accessibility to people with disabilities, federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.","Retain for 15 years, and then destroy records.",1995-06-01,Current,Facility Management
GRS-355,National crime information center (ncic) records,"These records document the entry and removal of information by law enforcement into the NCIC system, which is maintained by the FBI. Information is used to trace stolen articles, missing or stolen guns, wanted persons, and missing juveniles.","Retain until final action, and then destroy records.",2020-01-27,Current,Law Enforcement
GRS-1923,State employee financial disclosure reports,Reports and related documents submitted by individuals as required under the Public Officers' and Employees' Ethics Act.,"Retain for 5 years, and then destroy records.",1990-07-01,Current,Human Resources
GRS-106,Local government accounts payable and receivable records,"These are records related to monies collected, paid, or invested in the conduct of business. Information may include bank records, invoices, revenue, expenses, and related accounting records. Trust records are not included.","Retain for 4 years, and then destroy records.",2018-04-23,Current,Financial Management
GRS-1854,State government accounts payable and receivable records,"These are records related to monies collected or paid in the conduct of business. Information may include bank records, invoices, revenue, expenses, and related accounting records. Trust records are not included.","Retain for 7 years, and then destroy records.",2018-04-20,Current,Financial Management
GRS-2031,High profile criminal case files,"These case files document the investigation and prosecution of significant criminal cases referred to a prosecutor's office. These are cases involving corruption of public officials, cases attracting such publicity that precedents are set, and/or laws are changed, written, or rewritten, capital punishment cases, or cases wherein there is historic interest in the individuals involved.",Retain permanently. Transfer records to the archives.,2017-09-01,Current,"Law Enforcement,Legal"
GRS-616,"Women, infants, and children (wic) program financial records","These records document the expenditure of monies for projects funded under the WIC program. These records include receipts, check registers, and a variety of financial reports.","Retain for 3 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Health
GRS-2035,High profile civil case files,"These case files document the investigation and prosecution of significant civil cases referred to a prosecutor's office. A case may be significant due to the subject, such as natural resource ownership property redevelopment, or corruption of public officials; or because it sets precedent and/or leads to public policy or laws being changed, written, or rewritten; or because it involves individuals wherein there is historic interest.",Retain permanently. Transfer records to the archives.,2020-02-26,Current,Legal
GRS-35,Notary bond files,"These files document employees providing service to county agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.","Retain for 1 year after final action, and then destroy records.",1995-06-01,Current,Administrative
GRS-1712,Open meeting recordings,"Audio or video recordings document what transpired in open meetings of public bodies and are the official record of the meeting until and unless written meeting minutes are approved. Recordings used in place of written minutes in accordance with Utah Code 52-4-203(2)(b) are meeting minutes and are subject to the general retention schedule for open meeting minutes and public materials (GRS-1709), per Utah Code 52-4-203(6)(2018).","Retain for 3 years after approval of written minutes, and then destroy records.",2014-07-01,Current,"Administrative,Meeting Minutes"
GRS-1530,Historian's books,These books document the events of the year. They are compiled by the school's historian. There is a separate book for each school year. The books contain photographs; newspaper articles; programs for special programs and events; the school newspaper; and short written descriptions of special school activities.,Retain permanently. Records may be transferred to the archives.,1999-12-01,Current,Education
GRS-1505,Student permission and passes,These records document parent or guardian consent for their student to participate in an activity or leave school during school hours.,"Retain for 1 year, and then destroy records.",2013-08-01,Current,Education
GRS-252,Commission agenda files,"These files document the public notification of regular and special commission meetings. The files include agenda (containing date, time, location of meeting, items to be discussed) and completed forms requesting items to be included on the agenda.","Retain for 5 years, and then destroy records.",1991-03-01,Current,Clerk
GRS-686,Interlocal agreements,"These are agreements between the county and municipalities within the county to provide public works services. They include date, city's name, provisions of the agreement, payments to be made, and signatures of county commission chair, county clerk, and city representatives.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",1994-06-01,Current,Public Works
GRS-624,Mosquito bite count reports,"These are reports used by the field director to determine if mosquitoes in a specific area are creating a problem for the public. This report includes date, time, area, species and number, total count, hour of the day, temperature, wind condition, and collector.","Retain for 3 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-1107,Initial contact incident reports,"These reports are prepared by officers engaged in public patrol or response duties and describe initial actions taken. These records may include a description of the incident, the identifying information of parties involved, the general scope of actions taken by public safety personnel, and the nature of any injuries and damages sustained (Utah Code 63G-2-103(14)(2019)). These records may also include dash-cam recordings, copies of citations issued, warrants issued, DUIs issued, and driver and witness statements. Fatal crashes and violent felony records including homicide and sexual assault are not included in this schedule.","Retain for 5 years, and then destroy records.",1997-12-01,Current,Law Enforcement
GRS-1519,Teacher career ladder files,"These files document the career ladder process at the elementary school. They are used by the school principal to review the teachers' goals and accomplishments and to evaluate their teaching abilities. The school principal meets with each teacher on a regular basis to discuss their career ladder and teaching goals. These files include: the results of inventories taken on prerequisite skills, goals for the teachers and the school, various test results (including the California Achievement Test), teaching and observation results. The district normally maintains the official copies of all career ladder records.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-1016,Easement files,"These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.",Retain permanently. Transfer records to the archives.,1988-03-01,Current,Clerk
GRS-1494,Homeless student report,"This report documents homeless students attending schools within the district. UCA 53A-11-101 (2007) requires minors between the ages of six and eighteen to attend school during the school year while UCA 53A-2-201(3) (1997) makes each school district responsible for providing education services for all school age children within the district. The State Office of Education distributes monies from the federal Homeless Children and Youth program (34 CFR 74) to ensure that a child's education is not needlessly disrupted because of homelessness. The report includes Student's name, reasons for homelessness, date, month, and student's address.","Retain for 2 years, and then destroy records.",1998-10-01,Current,Education
GRS-1487,Student visa case files,"These files document foreign students attending district schools. Students must be certified eligible to attend an authorized school in the United States and have a valid student visa. All fees must be paid before admission. These files include student's name, local address, Form I-20 (school copy), home country, admission number, Immigration and Naturalization (INS) number, district information, school attendance, type of study, cost to the United States, payment schedule, visa information, immunization information, payment agreement, student form, school transcripts, affidavit of financial support from family, application for admission, and host family agreement.","Retain for 4 years, and then destroy records.",1998-10-01,Current,Education
GRS-1517,Bus transportation rules and regulations,"These rules and regulations document parents'/guardian's receipt and approval of acceptable student behavior on school buses. They are sent home at the beginning of each school year to inform parents of the district policies. One copy is retained by the parents for reference while a signed copy is returned to the school where it is retained on file. They include the rules and regulations, parents' and students' signatures, and date.","Retain for 1 year, and then destroy records.",1999-10-01,Current,Education
GRS-1516,Bus transportation request,"This form is used to request buses for special activities and school trips. The school retains a copy of the form and submits a copy to the district's Transportation Department. These requests are submitted prior to the activity (per district policy) for bus scheduling and driver's assignment. The form includes date, requesting school, destination, date needed, projected departure and return times, nature of trip, and approval signatures.","Retain for 2 years, and then destroy records.",1999-06-01,Current,Education
GRS-605,Swimming pool inspection report,"This is a report on the inspection of public swimming pools as required by Utah Code 26-15-2(2)(2007). This report form includes the pool name, pool address, owner's name, operator's name, the date and time of the inspection, the number of bathers during the inspection, inspector's name, and inspection results.","Retain for 4 years, and then destroy records.",1992-12-01,Current,Health
GRS-604,Swimming pool bacteriological analyses results,"These are test results for the inspection of public swimming pools to ensure that they comply with the requirements of UCA?? 26-15-2(2)??(2007). These results include the county name, water supply source, the date the sample was collected, the lab number where tested, the individual name collecting the sample, and the test results.","Retain for 4 years, and then destroy records.",1992-12-01,Current,Health
GRS-1506,Graduation and transcripts,Official transcripts document students' graduation from high school and verify classes attended and credits earned. Transcripts should note suspension and expulsion from school. Transcripts of students who did not graduate are included in this schedule.,Permanent. Retain for 40 years after separation. Transfer records to the archives.,2017-09-01,Current,Education
GRS-1385,Safety self-inspection reports,"These self-inspection survey reports are completed annually by each school on forms provided by the State Division of Risk Management. There are three separate required survey forms including the general survey, cafeteria/kitchen survey, and playground survey. The purpose of this report is to identify potential hazards within school buildings and on school sites. If the school completes these reports, it may receive a 15 percent discount on its insurance premium after a follow-up survey has been conducted. These safety inspections are submitted to the District Office, accumulated, and sent to the State Risk Management for evaluation by April 1st. These survey forms includes district name, date, school, name of person completing survey, and responses to survey questions (yes, no, not applicable). The State Division of Risk Management retains the record copy for twelve years.","Retain for 1 year after superseded, and then destroy records.",1997-06-01,Current,Risk Management
GRS-1417,Meals and milk count reports,"These are reports submitted by each elementary and secondary school on milk and meals served daily. They are used to generate reimbursements for meals meeting regulating requirements. The report includes the date, school, total meals served, number of paid, reduced, free, paid, and adults served.","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-16582,"Proclamations, Declarations, and Executive Orders","These are proclamations, declarations, or executive orders issued by a governor, mayor, or other executive officer or body. Proclamations are formal public announcements related to certain matters of government. They may designate classes of cities, call special legislative sessions, publish states-of-emergency, or publicly avow or cause certain matters of state government to be made generally known. Declarations may recognize or call attention to people, groups, bodies, or actions that have a public purpose; designate special days or other time periods; or invoke specific legislative purposes. Executive orders set policy for an executive branch of government; create boards and commissions; provide for the transfer of authority; or otherwise interpret, implement, or give administrative effect to a provision of the Constitution, state law or executive policy.",Retain permanently. Records may be transferred to the archives.,2021-08-23,Current,"Administrative,Governor"
GRS-462,Supervised fire drill reports,"These monthly report forms are completed on all supervised school and hospital fire drills. They are used to verify fire drills were held and to compile annual reports. They include drill number, date, school or hospital name, grade, fire fighters present, number of students involved, and signature of chief or supervisor.","Retain for 2 years, and then destroy records.
OR
Retain for 1 year after completion of publication or report, and then destroy records.",1991-12-01,Current,Fire Department
GRS-452,Equipment run logs,"These logs record information on each run (fire, medical, public assistance) and each apparatus used (ladder, engine, rescue unit) in each station. It is used to compile annual statistical reports for projecting future service, budget needs and planning for future liability. These logs include time of occurrence, address, run number, time in service, type of run, and equipment used.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1758,State agency executive correspondence,"Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, that provides unique information relating to the functions, policies, procedures or programs of a state agency. These records document executive decisions made regarding agency interests. Executive decision makers may include the Director, Chief Administrative Officer, Public Information Officer or other internal administrators as identified by the executive office.",Permanent. Retain for 5 years after separation. Transfer records to the archives.,2018-07-12,Current,Communication
GRS-1538,Monthly department of agriculture food usage sheet,"This monthly sheet serves as an on-going inventory on the usage of U.S.??Department of Agriculture (USDA) food. The sheet is provided to the elementary school and lists food totals. The school maintains the inventory and submits it to the district office at the end of each month listing all USDA food received, amounts used, and inventories on hand. It is used to compile reports.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-698,Utility license agreements,"These are agreements between the county and public utilities allowing them to extend or replace existing lines across the county right-of-way. They include date; grantee's name; purpose; location; length; contractor's name and address; engineering firm's name; agreement's conditions including protection of traffic, restoration of existing pavement, reconstruction of highway, and liability; notarized grantee's signature; and authorizing county signature.","Retain for 6 years after expiration of contractual agreement, and then destroy records.",1994-06-01,Current,Public Works
GRS-955,Airfield inspection files,"These files record airfield inspections made at the airport on runway conditions, fire and rescue facilities, ground vehicle control, obstructions, public protection, bird hazards, construction and other unservicable areas, wind-indicating devices, standby power system, fuel farms, lift stations and nightly inspection of lighting. They include date, time of inspection, shift, inspector's name, a checklist of items to be checked, present condition, and action taken.","Retain for 5 years, and then destroy records.",1989-07-01,Current,Airport
GRS-1499,Student history,"This information includes each student's name, date of birth, parents or guardians; date student entered and exited the school and the number of days in attendance.",Permanent. Retain for 40 years after separation. Transfer records to the archives.,2013-08-01,Current,Education
GRS-1951,Mandated or significant training materials,"These are materials created by an agency to provide mandated training, training related to significant dealings or interactions with the public, training that may affect an individual's rights, or training regularly given to members of other government bodies. Records include one copy of each significantly different version of training content in any format. Training materials that support routine administrative processes are not included and are covered under GRS-1732 Operational procedure and guideline records.",Permanent. Retain until end of project or program. Transfer records to the archives.,1990-07-01,Current,Human Resources
GRS-1529,Graduation programs,"These are programs for graduations. The programs include high school or college, date, time and location of the commencement ceremonies, scheduled program, lists of honor graduates, and listing of all graduates.",Retain permanently. Records may be transferred to the archives.,2000-02-01,Current,"Colleges and Universities,Education"
GRS-1493,Non-resident student report,"This report documents non-resident students attending schools within the district and is submitted to the State Office of Education. ""Resident districts pay nonresident district one-half the amount by which the resident district's per student expenditure exceeds the value of the state's contribution"" to district in accordance with UCA 53A-2-210(2) (2008). The report is separated by school and includes district, number of days nonresident students enrolled, and grade level of nonresident students.","Retain for 3 years, and then destroy records.",1998-10-01,Current,Education
GRS-1437,Student employee files,"These files document students temporarily hired by the school district for groundskeeping, building maintenance, answering telephones, and office assistance. They include application, evaluation, work schedule,and related correspondence.","Retain for 1 year after separation, and then destroy records.",1998-05-01,Current,Human Resources
GRS-712,Daily landfill inspection reports,"This report is to be completed no less than quarterly by all landfill operators (Utah Administrative Code, R315-302-2(5)(a) (2013)). This inspection is completed to prevent malfunctions and deterioration, operation errors, and discharges which may cause or lead to the release of wastes to the environment or a threat to human health. It includes date, time, inspector's name; list of various items to inspect (e.g., daily cover, litter, public access, equipment, fencing, etc.) and inspector's signature.","Retain for 3 years, and then destroy records.",1995-11-01,Current,Solid Waste
GRS-1391,Family history cards (census cards),"These card files document surveys undertaken of families residing within the school district. These surveys were undertaken during the 1950s, 1960s, and 1970s and were used as an official accounting of children living within the school district boundaries for planning purposes. These time-consuming surveys were discontinued during the 1980s. The cards include date, parents' names and address, children's names, gender, and ages. Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Education
GRS-249,Bull register,"This volume is a register of certificates issued for purebred bulls ranged within the county. By law, only purebred bulls of some ""recognized breed of beef cattle"" could be ranged on public lands in Utah (see Laws of Utah, 1915, chapter 52). Until amended by the state legislature in 1945 (Laws of Utah 1945, chapter 3), the law required county clerks to register certificates from breeding associations for purebreed bulls ranged within their county. Although these records are no longer being created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,"Clerk,Intrinsically Historical"
GRS-1504,Student discipline,"Student misconduct may be the subject of disciplinary action if the conduct disrupts the educational environment, threatens or harms persons or property, or disrupt school activities. Any record or information that is created or used to address student misconduct is included.","Retain until resolution of issue, and then destroy records.",,Current,Education
GRS-600,Sexually transmitted disease case files,"These files are used in maintaining and locating medical information, and in the follow up of suspected individuals, cases and contacts with Sexually transmitted diseases (STD) and for controlling the spread of STDs. As stated in the Utah Code of Communicable Disease Rules, the Department of Health is required to maintain this information in order to promote the public health and to prevent and control the spread of disease. The files include laboratory test cards, interstate transmission control identification forms, gonorrhea epidemiologic control records, infectious syphilis epidemiologic control records, original interview information, reinterview record and cluster interview records.","Retain for 4 years after case is closed, and then destroy records.
OR
Retain for 21 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-1443,Personnel report,"It is used to update and inform the board members on the status of employment. It includes the names of individuals being hired, as well as their position and location of work. The report also gives the names of people who have left as well as their position, school, and reason for leaving.","Retain for 1 year, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1390,Block history monthly reports,These monthly reports provide geographic projections on student enrollment. They are printed as needed and are used for future planning. The reports contain the number of people living on each block (or grid) within city or county and the number of school age per block (or grid).,"Retain until superseded, and then destroy records.",1997-06-01,Current,Education
GRS-1497,Non-transferred student files,"These are student cumulative files for students whose records were not transferred but no longer attend this school. They were used to document the student's attendance. They include test scores, immunization record, eye testing, and all pertinent information on the student. These student files are commonly known as ""dead files.""","Retain for 3 years after separation, and then destroy records.",1999-10-01,Current,Education
GRS-1526,Free and reduced meals applications,"These application forms are completed by families requesting free or reduced price meals. They list all household members, give a breakdown of monthly household income, and require the signature and social security number of the adult household members applying. A section is completed by the school/district, which identifies the approved meal type (free/reduced) and is signed and dated by the approving official.","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-569,Immunization personal exemption record,"This is a statewide form provided by the Department of Health to all local health departments. It is used by parents to claim a personal exemption based on a personal belief opposed to immunization in accordance with Utah Code 53G-9-304(2019). This form must be completed annually to receive continued recognition of the personal exemption. It includes a statement claiming exemption from immunization, parent or guardian's name and signature, address, date, name of child/student exempted, date, school or child care facility's name, witness's signature, title, and date.","Retain until 21 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-1414,Department of agriculture food usage and inventory report,"This is a report submitted in June and December to the Child Nutrition Section, Utah State Office of Education. The report is used to verify usage of U.S. Department of Agriculture (USDA) food indicating what and how fast it is being used. This report includes program, report closing date, USDA food received, units on hand, transfers out of the School Food Authority (SFA), total available for use, amount used, adjustment, and new inventory. The state maintains their copy for 3 years after close of fiscal year to which records pertain and then destroy.","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-1416,Free and reduced meals annual policy agreement,"This agreement policy is a legal contract between the state and local districts participating in the Child Nutrition Programs. After 1997 a permanent agreement would be initially made, followed by an annual extension document updating current signatures and information. It includes the prototype free and reduced price policy, changes, and current benefit application. Copies of the free and reduced price meal policies must also be maintained at each school. The state's copy is maintained for 3 years after formal status report is filed with U.S. Department of Agriculture in accordance with 7 CFR 210.23(c) (1995).","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-260,County election files,"These files document primary, general and school board elections administered by a county. They are used to verify that elections were held in accordance with state statutes (see Election Code, 20A UCA et. seq. (2012)). The files include forms listing official party candidates and delegates; reports of county officers, state delegates to primary convention reports for printing on primary election ballot; names of candidates to be printed on the November ballot; list of party delegates by district to county convention; a letter detailing expenditures for campaigns by county committees and lists of applicants for registration agents; abstract of primary election returns by county; copies of official and primary ballots; information on mass meetings; expenses of candidates; and lists of registration agents and judges.","Retain for 4 years, and then destroy records.",1991-03-01,Current,Clerk
GRS-1420,Verification report,"This is an annual report submitted to the Office of Education's Child Nutrition Programs to verify accuracy of income levels and number of children served with free and reduced meals. The report includes district name, date, total number of free/reduced price applications on file as of October 31, the percent sample of children selected (depending on the type of verification used), how selection was made (computer or random number table), total applications needed for verification purposes, total applications actually verified, total applications with no change in status, total applications changed category, total applications terminated because applicants failed to respond to survey, whether verification completed by December 15, and signature. The summary tracking verification form from each school includes application number, head of household selected for verification, whether free or reduced, number of children, indication of any change, date, any comments, totals, signature of verifying official, and dates report completed and submitted to State.","Retain for 3 years, and then destroy records.",1997-06-01,Current,Food Service
GRS-1503,Education performance and testing,"These records document student performance and educational history. They include test scores, grades, and any other progress or performance measures.","Retain for 3 years after separation, and then destroy records.",2013-08-01,Current,Education
GRS-1167,Street name and house number files,"These files contain records relating to street dedications, street closings, the assignment and alternation of street names and house numbers and similar records. They provide official control of the naming and numbering of municipal streets and roads.",Retain permanently. Transfer records to the archives.,1989-09-01,Current,Public Works
GRS-746,Feasibility studies,"These records are created and used in the development, redesign, modification of, or migration of data from, a technological system or application. Information includes project management records, status records, status reports, scope of work, analyses, and related records.","Retain for 5 years after completion of report, and then destroy records.",1997-06-01,Current,Administrative
GRS-1121,Daily filter log,This log records a daily instrument table of information regarding filter operations required by UCA 26-12-1 et. seq.,"Retain for 5 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-697,Traffic volume counts,"These are the records from both speed and volume counters. These devices are used to document special taffic studies and regular volume counts. The regular volume count locations are undertaken annually and are used to determine traffic patterns or shifts in patterns and to determine street maintenance. Counters are usually placed for weekly intervals. The records include location, date, time, number of vehicles per hour, and possible average speed.","Retain for 3 years, and then destroy records.",1991-06-01,Current,Public Works
GRS-1833,Reimbursement files,"These records document payments made for the purpose of reimbursing travel, transportation, equipment, service, training, tax abatement, and other reimbursable costs. Records may include correspondence, forms, travel reservations, travel authorizations, per diem vouchers, transportation requests, hotel reservations, invoices, itemized expenses, participation verification, and other supporting records used to validate reimbursable expenses.","Retain for 3 years, and then destroy records.",2009-04-01,Current,Financial Management
GRS-1132,Meter repair and testing files,"These records document the installation, repair, testing, and replacement of meters. They include address, work order number, date of initial installation, dates of testing and repair, and remarks.","Retain for 1 year after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-634,Mosquito control requests,"These records document requests or complaints made by citizens for mosquito/vector control services. If complaints are justifiable, adequate spraying is provided. These records includes name, address and telephone number of citizen making complaint, and service requested or type of complaint.","Retain for 2 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-1122,Daily operational log,"This log records daily information on plant operations such as rate of flow, chemical inventories, chemicals used, chlorine residual testing results, and turbidity amount in water. It is required by 40 CFR 130.4. An annual summary is submitted to the State Health Department.","Retain for 2 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-204,Greenbelt applications,"The Utah Farmland Assessment Act (also called the Greenbelt Act) allows any owner of agricultural land to apply for assessment and taxation based upon its productive capability instead of the prevailing market value. These records include the application, production records, and the final notarized application.",Permanent. Retain for 5 years after final action. Transfer records to the archives.,1995-10-01,Current,Assessor
GRS-1766,Computer utilization and billing reports,Records showing computer use by each agency and any charges for space or time.,"Retain for 5 years, and then destroy records.",1990-07-01,Current,Data Processing
GRS-1744,Grant control files,"Indices, registers, logs, or other records relating to control of assigning numbers or identifying projects, applications, and grants.","Retain until superseded, and then destroy records.",1990-07-01,Current,Budget
GRS-1403,Real property files,"These records document the transfer of ownership of real estate to or from a governmental entity whether by trade, sale, acquisition, transfer, donation, or other means.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Facility Management
GRS-1746,Unsuccessful grant application files,"Rejected or withdrawn grant applications, memoranda, correspondence, and other records relating to the decision to reject the grant proposal.","Retain for 1 year after resolution of issue, and then destroy records.",1990-07-01,Current,Budget
GRS-1801,"Bonds, notes & interest payments","These are critical bond documents that are used for the life of bills, notes, debt securities, debt obligations, or bonds. Included are book entries, statements and payment confirmations, application and certificate for eligibility, and related records.","Retain for 3 years after final action, and then destroy records.",2018-04-20,Current,Financial Management
GRS-1763,Computer job schedules and reports,"Schedules or similar records showing computer jobs to be run, and other reports by computer operators or programmers of work performed.","Retain until resolution of issue, and then destroy records.",1990-07-01,Current,Data Processing
GRS-1520,Student daily meal payment report,"These reports document the daily collection of payments for meal service. This report records deposits made to the lunch and breakfast funds. It includes the student's name, identification number, amount received, account balance, and total student sales.","Retain for 1 year, and then destroy records.",1999-06-01,Current,Education
GRS-1534,Lunch room summary of meals served report,"This monthly sheet records all meals served. It is used to create quarterly and annual reports. It contains a breakdown of a la carte items, milk and meals served by category (free, reduced, paid, adult). 

","Retain for 3 years, and then destroy records.",1999-06-01,Current,Education
GRS-281,Voter registration notice,"These notices are sent to registered voters to check current addresses. These records include the voter's current address, voter's signature, and a listing of voters to whom notice was sent.","Retain for 2 years, and then destroy records.",1995-09-01,Current,Clerk
GRS-1700,Conference sponsorship files,"Records created by an agency sponsoring a conference, workshop, or seminar. Information may include copies of conference agenda, programs, brochures, reports, advertising information for the conference, presentations, speeches, significant correspondence, and related material.",Retain permanently. Records may be transferred to the archives.,2001-10-01,Current,Administrative
GRS-1535,Lunch tally,This records the anticipated lunch count for the noon meal. IT is used for food preparation purposes. This form includes the number of students and adults planning to have lunch as well as the milk count.,"Retain until superseded, and then destroy records.",1999-06-01,Current,Education
GRS-1684,Working files,"These records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions, or responsibilities.","Retain for 1 year after end of project or program, and then destroy records.",2013-06-01,Current,Administrative
GRS-448,Bicycle registrations,"These are records relating to the required licensing of all bicycles sold. All cycle dealers are required ""to license or arrange to have licensed at time of purchase"" all cycles and ""to keep records on all cycles sold and to furnish, within thirty days of sale, their respective city or county police department with the name and address of retailer; year and make of cycle; a general description of cycle; frame number; name and address of purchaser"" (UCA 11-21-1 (1997)). Bicycle registration may be handled by either the fire or police department.","Retain for 3 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-643,Recreation program files,"These program files document specific sponsored recreational programs. They are used for reference in developing future programs. They include flyers of specific programs, reservation records, copies of receipts for fees paid and press releases. They also include an accounting of participants and receipt numbers.","Retain for 3 years, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-1913,Employee assistance program files,"Records documenting the frequency and other statistical information relating to the number of employees using the Employee Assistance Program (EAP) vendor. This record contains statistical reports submitted by the vendor, but does not contain names or other personal information on individual employees.","Retain for 1 year, and then destroy records.",2006-02-01,Current,Human Resources
GRS-1988,Tax exemption files,Tax exemption certificates and related records.,"Retain for 3 years, and then destroy records.",2024-02-22,Current,Purchasing
GRS-384,Recorded surveys and index,"These are recorded surveys, drawings, maps, and narratives that establish private property, rights-of-way, and boundary monuments. Information may include monuments, state plane grid coordinates, surveyor's notes, and related records. Indexes are included in this schedule.",Retain permanently. Transfer records to the archives.,1991-12-01,Current,Surveyor
GRS-1949,Service record cards,"Cards for employees separated or transferred. These records are no longer being actively created, though they may still exist and should follow this schedule.",Permanent. Retain for 3 years. Transfer records to the archives.,1990-07-01,Current,Human Resources
GRS-201,Assessor appraisal cards,"These records contain the complete information on the appraisal and assessment of real property. Information includes the taxpayer's name, property address, serial number, legal description including acreage, improvements (size, quality of building, list of taxable features of improvement and photographs of improvements), assessed valuations for land and improvements, notes regarding Board of Equalization adjustments, and factoring worksheets.",Retain permanently. Transfer records to the archives.,1991-06-01,Current,Assessor
GRS-326,Crime analyses files,These records document criminal activity in a given jurisdiction. They are used to analyze trends and forecast potential problems.,"Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-439,Building permit indexes,"These records are a register or index of building permits issued by the county or municipality. Information includes the type of license issued, applicant, address, and date.",Retain permanently. Records may be transferred to the archives.,1991-12-01,Current,Building Inspection
GRS-251,Certificates of citizenship,"These books contain copies of certificates of citizenship issued to newly naturalized United States citizens. The certificates are printed forms containing blanks for the date, individual's name, place of birth, current county of residence, and the notarized signature of person seeking citizenship renouncing allegiance to any other country. Although these records are no longer created by state government, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-254,Elected or appointed officials register,"Records that would fall under this schedule contain complete registers or lists of elected and/or appointed officials of government entities. They are used for reference purposes within the entity. They may include the name of the official, residence, office, date of election or appointment, beginning and ending term dates, amount of bond posted, name of sureties, remarks, and date of resignation or date of death.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1799,Bond official transcripts,"Official files regarding authority to issue bonds (general obligation or revenue). Records may include Indenture of Trust, leases, authorizing resolutions, offering documents, certificates, specimen bonds, etc.",Permanent. Retain for 5 years after final action. Transfer records to the archives.,2013-12-01,Current,Financial Management
GRS-262,County election ballots and returns,"These records are election returns, and include the poll book, all affidavits of registration, the military and overseas absentee voter registration and voting certificates, tally sheets, and all ballots.","Retain for 22 months, and then destroy records.",1995-04-01,Current,Clerk
GRS-324,Commitment orders,"These are the orders to commit persons to jail. They include defendant's name, commitment order number, order date, court, offense charged, imprisonment term and/or conditions, judge's signature, and date received by sheriff's office.","Retain until final action, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-361,Sheriff sales docket,"These are a record of all sales ordered in foreclosures and partition proceedings. The records are held for six months until deed is delivered. The order of execution and levy are returned to court, and the deed is delivered to purchaser. The docket book is used to record transactions and includes date of order, litigants, attorneys, case titles, judgment, interest rate, appraisement amount, date of sale, advertised description of property to be sold, date and amount, and to whom sold.","Retain for 5 years after if recorded with county recorder; permanent, if not recorded with county recorder..",1991-12-01,Current,Law Enforcement
GRS-280,Wills and indexes,"These wills were stored by the clerk for safekeeping, as per Utah Code 75-2-901(2016). As a service to county residents, the county clerk may store and index wills filed by residents for security purposes until needed or retrieved. Although this process is no longer followed, these records may still exist and should follow this schedule.",Permanent. Retain until resolution of issue. Transfer records to the archives.,1991-03-01,Current,Clerk
GRS-2049,Artifacts,These artifacts are objects that have special historical significance because of their historic or evidentiary value and their association with the function and activity of a governmental entity. Governmental entities work with the Division of Archives to ensure that these historical objects are properly documented and preserved. (Utah Code 63A-12-103(10)(2016),Retain permanently. Records may be transferred to the archives.,2016-12-01,Current,Intrinsically Historical
GRS-1128,Sewage flow charts,These charts monitor the weekly flow of raw sewage coming into treatment plants and effluent water from the plants.,"Retain for 6 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1139,Water main charts and indexes,"These charts show the locations of all water mains, valves, hydrants, and water services to property owners in a given area.",Retain permanently. Records may be transferred to the archives.,1989-12-01,Current,Public Utilities
GRS-670,Capital project status report,"This is a monthly report of all current capital improvement projects. The report includes information on funding (comparing amounts), extra work orders, and over-run authorizations for each project.","Retain for 1 year, and then destroy records.",1994-06-01,Current,Public Works
GRS-292,Chattel mortgages and indexes,"These are loans which use personal property as collateral filed with the county recorder. They include the date due, lenders name and address, mortgagor's name and address, date of mortgage, amount of loan, installment payments, date of installments, contractual agreement, list of personal property held as collateral. Chattel mortgages are obsolete. In 1965, chattel mortgages were supplanted by the Uniform Commercial Code and in 1983 all mention of chattel mortgages was removed from the statutes of the county recorder. Although these records are no longer created, they may still exist and should follow this schedule.",Permanent. Retain for 10 years. Transfer records to the archives.,2021-04-01,Current,"Intrinsically Historical,Recorder"
GRS-256,Declarations of intention,"These volumes contain completed declaration of intention forms for residents seeking to become United States citizens. A declaration of intention preceded a petition to become a citizen by two or more years. The forms included the following information: state; county; name, age, occupation, and description of applicant; place and date of birth; current residence; information on immigration (name of vessel, port arrived, date of arrival); and last foreign residence and name and title of ruler to whom he would renounce allegiance.??Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-48,State government routine administrative correspondence,"Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence that is related to a core function with an associated retention schedule should follow the associated schedule.","Retain for 7 years, and then destroy records.",2019-11-18,Current,Administrative
GRS-1160,Developer review files,"This is a duplicate set of plans submitted by developers for subdivisions, and commercial or industrial complexes. It is used to verify compliance with ordinances and design criteria for streets and alleys. They include plans and related correspondence.","Retain for 3 years after end of project or program, and then destroy records.",1989-09-01,Current,Public Works
GRS-785,Municipal bond registration files,These are the issuing agent's copies of bond registration stubs.,"Retain for 2 years, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-1797,Bank daily totals,Daily report from bank that is used for reconciliation.,"Retain for 1 year, and then destroy records.",1996-12-01,Current,Financial Management
GRS-1036,Attendance rolls,These are created by instructors to track class or activity attendance.,"Retain for 1 year, and then destroy records.",1997-06-01,Current,Parks and Recreation
GRS-1764,Computer transaction reports,"Reports showing data processing transactions that were accepted, rejected, suspended, or processed.","Retain for 2 years, and then destroy records.",1990-07-01,Current,Data Processing
GRS-1133,National pollutant discharge elimination system permits,"These are permits issued under the Clean Water Act permitting the discharge of specific pollutants under controlled conditions (40 CFR 122.28 (2008)). This applies to municipalities with a population of 100,000 or greater.",Retain permanently. Records may be transferred to the archives.,1997-12-01,Current,Public Utilities
GRS-124,Insurance adjuster's vehicle repair estimates,These are insurance adjuster's reports on repair estimates for agency-owned vehicles.,"Retain for 3 years, and then destroy records.",1995-06-01,Current,Maintenance
GRS-1824,Refund requests,These are forms signed by customers requesting a refund of monies paid to the entity.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Financial Management
GRS-237,Tax distribution reports,These are the monthly and yearly summary reports of appropriations of collected taxes by taxing districts.,"Retain for 3 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-1288,Bond registration files,These are the issuing agent's copies of bond registration stubs.,"Retain for 3 years after final action, and then destroy records.",1996-12-01,Current,Bonds and Bonding
GRS-1806,Cash receipt transaction form (fi-33),Cash receipt transaction forms accompanying agency deposits to the State Treasurer's Office.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Financial Management
GRS-1116,Utility connection books,These books document the extension of or connection between specific property and municipal utilities. They represent the most comprehensive guide to the system. They act as the system's master listing of all diagrams of connections in the system.,Retain permanently. Transfer records to the archives.,1989-12-01,Current,Public Utilities
GRS-1145,Water flow annual recorder charts,"These charts are taken from recording stations in streams or wells for annual periods. They are used to determine water flows. The charts include water flow according to gauge flows, height, or level of aquifer in well on an annual basis.",Retain permanently. Transfer records to the archives.,1997-12-01,Current,Public Utilities
GRS-153,Equal employment opportunity (eeo) compliance case files,These are compliance files containing background papers and correspondence relating to contractor employment practices.,"Retain for 3 years, and then destroy records.",1991-06-01,Current,Human Resources
GRS-1837,Warrant/check - lost,"Legal documentation explaining and justifying a lost warrant, so that a new one can be issued.","Retain for 4 years, and then destroy records.",1990-07-01,Current,Financial Management
GRS-1975,Approved vendor list,Lists of acceptable vendors and consultants who are eligible for contracting with the governmental entity to provide products or services.,"Retain for 1 year after superseded, and then destroy records.",1990-07-01,Current,Purchasing
GRS-161,Labor-management relations files,"These files document the relationship between management and employee unions or associations. They include correspondence, memoranda, and reports.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Human Resources
GRS-1302,Equipment inventories files,"These files contain the annual inventory of equipment, supplies and other items owned or administered by the governmental entity.","Retain for 1 year after superseded, and then destroy records.",1996-12-01,Current,Facility Management
GRS-1134,Water flow weekly recorder charts,"These charts are taken from recording stations in streams or wells for weekly periods. They are used to determine water flows. The charts include water flow according to gauge flows, height, or level of aquifer in well, during a weekly period.","Retain for 3 years, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1118,Cross connection control survey files,"These files monitor potential or actual water system health hazards within specific premises. They are used to determine compliance with state laws, schedule surveys, and to write reports. They include various reports, surveys, and related correspondence.","Retain for 3 years, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-248,Bounty record and index,"These books document the payment of county and state bounties for the killing of various predators. To receive payment hunters completed appropriate forms and filed them with the county clerk. The clerk then issued ""a certification under the seal of his office stating the number and kind of skins involved and stating the sum person entitled"" (UCA 4-6-8 (1953)). The county clerk was also required to ""keep a record in a bounty book of all county certificates issued by him"" (UCA 4-6-11 (1953)). In 1975, the law was repealed and the responsibility was given to the Commissioner of Agriculture. Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,"Clerk,Intrinsically Historical"
GRS-784,Municipal bond redemption registers,These are registers used to record the redemption of coupons for municipal bonds.,"Retain for 3 years after final action, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-1171,Trouble control report,"This report is generated by telephone calls from private citizens or police departments concerning traffic signals that require repairs. Report is necessary for verification in litigation cases. It includes location, name of person reporting, date, time, report of trouble, description of trouble found, repair made, by whom, time arrived and time completed.","Retain for 7 years, and then destroy records.",1989-09-01,Current,Public Works
GRS-671,"Class ""b"" road funding project files","These project files document the funding for Class ""B"" roads. Class ""B"" funding is money allocated to each county from the Transportation Fund (UCA 72-2-108 (2008)). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).","Retain for 3 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-1138,Water consumption monthly reports,"These reports consist of monthly statistics of daily water consumption. They are used for research and litigation purposes and to assist in predicting future flows and peak demands. The reports include water consumption in million gallons, and cubic feet from treatment plants, springs, artesian wells, pumped wells, and reservoirs along with precipitation amounts.","Retain for 1 year after completion of publication or report, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-276,Petitions for naturalization,"These books contain completed federal naturalization forms. These petitions are filed by individuals declaring their intention to become U.S. citizens and who have met the residency requirements to make formal application for U.S. citizenship. A petition is the final step in becoming a United State citizen. It includes the the individual's name, residence, occupation, birth date and place; the place emigrated from; date and place of arrival, and vessel name; date and court of declaration of intention; spouse's name, birthplace, and residence; children's names, birth dates, birthplaces, and residences; and any previous applications filed. Also included are the affidavits of two witnesses, the oath of allegiance, and a court order admitting the person to citizenship. Although these records are no longer created, they may still exist and should follow this schedule.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1780,Construction plans in-review,Preliminary designs and specifications prepared by architectural firms for review by state agency.,"Retain for 1 year after final action, and then destroy records.",1990-07-01,Current,Facility Management
GRS-1169,Survey field books,"These books contain the original field notes of survey parties' daily survey measurements. The notes are a constant source of information for design surveys, civic improvement, benchmarks, elevations, property surveys, and for updating measurements and information on atlas plats. They include survey measurements, elevations, and grade with some sketches of the area.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Public Works
GRS-1136,Sewer main location plats,"These are plat drawings of each municipal street detailing all sewer mains in the municipality system by area number. They are used to locate sewer mains. The plats include drawings of all sewer mains in municipal system showing depth of sewer mains, percentage of grade, location of lateral connections and sewer manholes, and size of lines.","Retain until superseded, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-1156,Monthly weight reports,"This is a graph showing amount of refuse collected per day, week, month, and the percentage of time used for collection. The graph is used for budget purposes and evaluation of tonnage for each route. They include frequency of pickups at scalehouse, time estimated, arrival time, and total tonnage collected per month with average collected per truck.","Retain for 2 years, and then destroy records.",1989-09-01,Current,Public Works
GRS-708,Owner project files,These project files document both successful and unsuccessful negotiations and ongoing agreements for the purchase of property for redevelopment projects. The files include copies of agreements and related correspondence.,"Retain for 4 years after end of project or program, and then destroy records.",1992-03-01,Current,Redevelopment
GRS-213,Property information report,"This are lists of all parcels within the county. The report includes serial number, owner's name, address, taxing district and land description.","Retain for 2 years after superseded, and then destroy records.",1991-06-01,Current,Assessor
GRS-946,Medical and dental insurance claim files,"These files contain medical and dental claims submitted by employees. They are used to track payment of the claims, and for cost analysis of insurance programs.","Retain for 4 years, and then destroy records.",2011-11-01,Current,Risk Management
GRS-1819,State performance bonds,Bonds made payable to the state conditional to the performance of all activity requirements and state and federal law.,"Retain for 7 years after resolution of issue, and then destroy records.",1990-07-01,Current,Financial Management
GRS-663,Subdivision review case files,These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with applicable development ordinances and standards.,Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Planning and Zoning
GRS-190,Vendor list,"This is a list of vendors providing goods and services to the governmental entity. It usually includes names of vendors, addresses, phone numbers, and descriptions of goods or services provided.","Retain until superseded, and then destroy records.",1991-06-01,Current,Purchasing
GRS-1148,"Class ""c"" road funding project files","These project files document the funding for Class ""C"" roads. CLass ""C"" funding is money allocated to each municipality from the Transportation Fund ""under rules made by the department"" (of Transportation) (UCA 72-2-108 (2008)). The files include amount of funds allocated and how they were spent for each project (man-hours, vehicle usage, and material used).","Retain for 3 years, and then destroy records.",1989-09-01,Current,Public Works
GRS-1155,Municipal intersection case files,"These files record data on all municipal streets. They are used by traffic engineers and technicians when investigating a particular intersection to determine appropriate traffic regulations. They contain traffic volume (counts taken either mechanically or manually), requests or complaints received which required a study and response concerning specific intersections and work order outline to be done at specific intersections, and a traffic accident history.","Retain for 7 years, and then destroy records.",1989-09-01,Current,Public Works
GRS-446,Enforcement case files,These case files document housing and zoning complaints. They are used to document actions concerning the complaints and for reference purposes. They are arranged by address or name of complainant.,"Retain for 5 years, and then destroy records.",1991-12-01,Current,Building Inspection
GRS-216,Property tax collection report,"This is a report of personal property tax collections. The report includes account number, tax year, taxing district, business or farm name, date, time, receipt number, amount, daily totals, and grand totals.","Retain for 2 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-282,Campaign financial disclosure statements,"These are financial reports required to be submitted by all candidates and political parties running for an elected office. Information includes donors and contributions, and campaign expenditures.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Current,Clerk
GRS-109,Vehicle usage report,"This is a report of private and government vehicle usage. It is used for both maintenance and planning purposes. Information includes date, list of repairs needed and action taken, miles traveled, problems, and driver's name.","Retain for 3 years, and then destroy records.",1991-06-01,Current,Maintenance
GRS-445,Demolition case files,These case files document government ordered and privately initiated demolitions of substandard and/or hazardous buildings. They are used for research and litigation purposes. They are usually arranged by address.,Retain permanently. Records may be transferred to the archives.,1991-12-01,Current,Building Inspection
GRS-1298,Tax rate summary sheets,"These report forms are submitted to the county auditor reporting on desired tax levies for property taxes. They include proposed tax rate worksheet, tax rate summary, a certified tax rate worksheet, and a budget affidavit.","Retain for 2 years, and then destroy records.",1996-12-01,Current,Budget
GRS-791,Municipal revenue bonds,These bonds are issued by the city council payable solely from revenues attributable to the extension and improvement to revenue producing facilities (UCA 11-14-306 (2006)).,"Retain for 1 year after final action, and then destroy records.",1996-11-01,Current,Bonds and Bonding
GRS-1010,Municipal appointment files,"These files document the appointment of persons to advisory boards and committees established by the City Council or Mayor, usually by resolution, or policy and procedure. These files may include letters of recommendation, letters of appointment, resumes, and related correspondence.",Retain permanently. Records may be transferred to the archives.,1996-12-01,Current,Clerk
GRS-321,Cell capacity reports,"These reports provide a summary of information on the jail population at specific times. They include the category of person, offense, arresting agency and they are used for jail management.",Permanent. Retain for 3 years. Transfer records to the archives.,1991-12-01,Current,Law Enforcement
GRS-551,Emergency response hazardous waste case files,"These case files document the investigation of hazardous waste incidents including the cleanup, the process and the proper waste disposal. Information includes complaint, incident, spill, response, and remediation details.",Retain permanently. Records may be transferred to the archives.,2020-01-27,Current,Health
GRS-1023,Oaths of office,"These files contain copies of signed oaths required of all officials, whether elected or appointed, before entering the duties of their respective offices.",Retain permanently. Records may be transferred to the archives.,1996-12-01,Current,Clerk
GRS-3,Annual or official reports,"These are official reports summarizing activities and accomplishments of a governmental entity or program which are produced and distributed. They may include statistics, narrative reports, graphics, and diagrams.",Retain permanently. Records may be transferred to the archives.,2018-04-16,Current,Administrative
GRS-1126,Environmental protection agency (epa) grant files,"These are project files maintained for monies granted to the state of Utah and then distributed to individual local government entities. The files document the expenditures of these funds. They include a detailed listing of disbursements, receipts, grant modifications, related correspondence, and a copy of the original grant (40 CFR 30.501). The State Health Department's copy is maintained permanently.","Retain for 3 years after final action, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-317,Vehicle accident reports,"These files document traffic accidents investigated by law enforcement. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions.","Retain for 3 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-958,Engineer daily log books,These daily log books are kept by inspectors and project engineers on the progress of each airport construction as required by the Federal Aviation Administration (FAA). They are used for verification purposes of what happened on a particular day.,"Retain for 7 years after end of project or program, and then destroy records.",1989-07-01,Current,Airport
GRS-1221,Dispatch logs,"This is a daily log maintained on all dispatch activity. It is used for budget and planning purposes and to document activities of the dispatch office. It includes names of personnel working, time, shift, and a summary of daily events.","Retain for 2 years, and then destroy records.",1997-12-01,Current,Fire Department
GRS-1253,Equipment standards guide,"These are standards developed for equipment purchases. They are used to ensure the most efficient expenditure of district funds. The standards are normally organized by subject and include an item-by-item description, estimated or guaranteed price, and quantity allowed.","Retain for 1 year, and then destroy records.",1996-12-01,Current,Administrative
GRS-1364,Prior payment report,"This report lists all payments made to individual vendors. The report includes vendor number and name, 1099 flag (for purchases over $600 which require an Internal Revenue Service form), purchase order number, invoice number, account number, check number, and check date.","Retain for 3 years, and then destroy records.",1996-08-01,Current,Purchasing
GRS-782,Bond anticipation notes,These are notes used by local government agencies pursuant to an appropriation resolution for bonds in anticipation of payable ad valorem taxes and constitute a full obligation of the entity.,"Retain for 1 year after resolution of issue, and then destroy records.",1996-11-01,Current,Bonds and Bonding
GRS-284,Election canvasses,"These are the official canvass of primary, general, or special elections which provde a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, votes tallied by district, and totals.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Current,Clerk
GRS-1110,Bacteriological quality analyses reports,"These forms record water samples taken from various locations throughout the distribution system and sources of supply (raw or processed) for bacteriological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, analytical method used, and results of the analysis. The State Health Department receives copies of these test forms and retains them for 40 years.","Retain for 5 years after superseded, and then destroy records.",1997-12-01,Current,Public Utilities
GRS-1153,Driver and route check list,"These files contain an annual evaluation form completed on each garbage truck driver to show driving ability and knowledge of street routes. They include name of driver, date, vehicle number, route number, list of vehicle equipment to be checked before starting engine, list of items to be checked at completion of shift, results of road test, and comments concerning attitude, cooperation, route appearance, etc.","Retain for 2 years after until separation, and then destroy records.",1989-09-01,Current,Public Works
GRS-716,Groundwater monitoring report,"This is a report completed according to the groundwater monitoring schedule contained in the landfill permit. Includes samplers name, date samples were taken, well locations, quality control and chain of custody documents, analytical results, statistical analysis results, comments and signature.",Retain permanently. Transfer records to the archives.,1995-11-01,Current,Solid Waste
GRS-1406,Operation manuals,"These are manuals on the operation of all equipment within district (e.g., heating and cooling systems). They are used to properly maintain and repair district equipment. They include model numbers; serial numbers; manufacturer's name, address, and telephone number; maintenance instructions; parts listings; and schematics.","Retain until superseded, and then destroy records.",1997-06-01,Current,Facility Management
GRS-793,Municipal special improvement bonds,"The governing body of the municipality levying the assessment, by ordinance or resolution, may authorize the issuance of special improvement bonds to pay costs of improvements in the district against funds created by the assessment.","Retain until final action, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-715,Gas emissions monitoring report,"This is a quarterly report of gas emisions from the landfill in accordance Utah Administrative Code, R315-302.2(3)(a)(iv) (2013). Includes inspector's name, date, monitoring levels at various locations of landfill, comments and signature of inspector.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Solid Waste
GRS-792,Municipal notary bonds,"These are $5,000.00 bonds that are required to be filed with and approved by the State Division of Corporations and Commercial Code for a term of four years (UCA 46-1-4 (2003)).","Retain for 3 years after resolution of issue, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-655,Board of adjustment case files,These case files document the zoning activities of the Board of Adjustment. They are used to document the cases brought before the Board of Adjustment and its decisions. They contain the original application; findings and order; correspondence; and any exhibits such as plot plans or elevations.,Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Planning and Zoning
GRS-704,Facade project files,"These files document the regranting of funds to restore exteriors of architecturally important structures in project areas. These grants are totally funded grants made to individual property owners for separately assessed structures. The files include a work contract, photographs, and related correspondence.",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Redevelopment
GRS-633,Light trap report,"These reports document the number of mosquitoes that are trapped each night in light traps. This information is used to determine spraying success and whether spraying should be repeated. The reports include date and time, location, truck number, trap number, date, weather conditions, and number of mosquitoes trapped.","Retain for 2 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-950,Special assessment books,"These books record the levy and assessment of special taxes. They contain extension number, address, plat or subdivision; block and lot numbers; name of owner; address; number of front feet; amount paid on principle; interest; when paid; total amount paid and principal interest.",Retain permanently. Records may be transferred to the archives.,1997-06-01,Current,Special Assessment
GRS-1141,Water treatment plant operational reports,"This is a copy of a monthly report submitted to the State Department of Health verifying drinking water standards (40 CFR 130.4)(1989). They are used to monitor compliance with water quality standards and to verify standards were met. The reports include daily and total monthly amounts, minimum , maximum, and averages for filter operation, filter rate in gallons per minute, length of filter run; filter head loss; and minutes of backwash; amounts and kinds of chemicals used. The State Health Department maintains their copy for 10 years.","Retain for 5 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-651,Supervisor's daily/weekly reports,"These report forms are compiled daily or weekly by each crew supervisor. They are used for budget planning and developing future plans. They include date, crew name, purpose of job, list of crew members, hours worked, pay amount per hours worked, total cost of labor, equipment used, and amount of rental equipment.","Retain for 1 year, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-623,Aerial spray reports,"These reports document the acreage sprayed by air, the amount of chemical used to spray, and the cost of air time and materials used. This report includes pounds used per acre, date and time, area maps, plane rate, pilot, application cost, total cost, invoice number, and operator.",Retain permanently. Transfer records to the archives.,1996-01-01,Current,Mosquito Abatement
GRS-783,Municipality bond issue files,"These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.",Retain permanently. Records may be transferred to the archives.,1996-11-01,Current,Bonds and Bonding
GRS-1759,Transitory correspondence,"Incoming and outgoing correspondence, regardless of format or mode of transmission, related to matters of short-term interest. Transmittal correspondence, including email, is transitory unless part of another process. This correspondence does not impact agency functions. When resolved, there is no further use or purpose.","Retain until resolution of issue, and then destroy records.",2018-07-12,Current,Communication
GRS-16590,Land use submitted plans,"These records are non-approved or non-final plans related to land use under a governmental entity's jurisdiction. Records are applications and/or plans that were not implemented. Applications and plans may be related to any and all proposed development, rezoning, use permitting, and property changes, or any activity received and processed by a planning and zoning department. These records may be plans that were rejected by a planning commission or similar body, or plans and applications that were not completed by an applicant. Non-final plans are records that do not pertain to, or are superseded by, an approved application.","Retain for 10 years after final action, and then destroy records.
OR
Retain until administrative value met, whichever is greater, and then destroy records.",2023-08-28,Current,Planning and Zoning
GRS-646,Recreational facility files,"These files document each recreational facility (i.e., parks, golf courses, fair grounds). They are used to maintain a record of construction and renovation projects in each facility for historical and informational purposes. They may include correspondence, architectural drawings, contracts, specifications, newspaper clippings, histories of individual facilities, and photographs.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Parks and Recreation
GRS-419,Senior centers' monthly report,"This is a monthly report on senior center activities. It is used to compile quarterly reports for the State Division of Aging Services. This report includes senior center name, date, actual service units provided, service (general category access service, in-home, community service, other services, meals, and transportation), year-to-date budget, actual budget, and current budget.","Retain for 4 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-16589,Land use final plans,"These records are approved and final plans related to land use under a government entity's jurisdiction. Records pertain to plans that have been implemented partly or in full.
Applications and plans may be related to any and all development, rezoning, use permitting, and property changes, or any activity received and processed by a planning and zoning department.. Plans are considered approved upon approval of a planning commission or similar stage of approval. Final plans are records that directly pertain to the approved plan submission.",Retain permanently. Records may be transferred to the archives.,2023-08-28,Current,Planning and Zoning
GRS-1124,Discharge monitoring and water reclamation plant reports,"These are monthly and quarterly reports on the daily operations of treatment plants. They are submitted to the State Bureau of Water Pollution and to the Environmental Protection Agency (EPA). These reports are a record of the average amount of pollution discharged into the waters of the municipality from National Pollutants Discharge Elimination System (NPDES) permit holders. They document the daily operations of the Water Reclamation Plant such as sewage flow, grit removal, chlorine usage, residuals, digester gas products, and lab analytical results (40 CFR 122.41(j)(2) (2006)).","Retain for 5 years, and then destroy records.",1989-12-01,Current,Public Utilities
GRS-2034,Civil case files,"These case files document civil court cases. Records include court filings, attorney's notes, various court pleadings and related records.","Retain for 10 years after case is closed, and then destroy records.",2018-04-03,Current,Legal
GRS-266,County license books,"This is a record of all business licenses issued by the county. ""The governing body of a county may license for the purpose of regulation and revenue any business within the unincorporated areas of the county"" (UCA 17-53-216 (2008)). The type of licenses recorded in these books may vary according to the county issuing and when license was issued.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-43,Constitution and bylaws,"These are the charters, and constitution and bylaws of governing bodies. They establish the organization and operational procedures for the board. They usually include date of adoption and amendments, description and purpose of board, membership, description and responsibilities of board's positions, meeting frequency, voting procedures, explanation of what constitutes a quorum, and the establishment of procedural rules.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Administrative
GRS-706,Housing and urban development historical properties grant files,"These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These granted fund projects dealing with historic preservation, employment survey, and environmental review. These files include copies of the plan, copies of the original grant, final report, resolution, copies of council minutes, and related correspondence (24 CFR 58 (1993)).",Retain permanently. Records may be transferred to the archives.,1992-03-01,Current,Redevelopment
GRS-211,Personal property and vehicle tax notice,"This is a notice sent to taxpayers for personal property or vehicle taxes. It includes name, address, identification number, property description, quantity, taxable value, total personal property value, tax rate, tax amount, any interest due on taxes, total tax amount, balance due, and a date payable. Upon payment of taxes and validation, the tax notice becomes the personal property receipt.","Retain for 3 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-953,Special tax refund books,"These books are used to record the payment of refunds for the overpayment of special taxes. They contain the name of special tax project, extension number, page number, owner, lot number, block number, plat or subdivision, number of front feet, refund per feet, date refunded and amount, total abatement refunds, revenue, and surplus for project.","Retain for 3 years after final action, and then destroy records.",1989-03-01,Current,Special Assessment
GRS-717,Inspection notification report,"This inspection report notifies landfill whether material was incorrectly rejected or hauler incorrectly charged. It is used to correct errors and to improve operating procedures. It includes date and time, inspector's name, location, hauler, license/truck number, transaction number, vehicle, material, contact phone number, whether an adjustment is to be made, tip fee, pictures (y/n), and any relevant comments.","Retain for 3 years, and then destroy records.",1995-11-01,Current,Solid Waste
GRS-1495,Monthly homeless children and youth statistical report,This monthly report is submitted to the State Office of Education (USOE) on homeless children and youth served by the district. It is used to document the utilization of federal Education for Homeless Children and Youth Grants distributed by USOE. The report includes number of homeless children and youth served and how homeless funds were being used.,"Retain for 2 years, and then destroy records.",1998-10-01,Current,Education
GRS-154,Equal employment opportunity (eeo) discrimination complaint case files,"These files document official discrimination complaints received and resolved. The files contain complaints, related correspondence, reports, exhibits, withdrawal notices, copies of decisions, records of hearings and meetings, and other records as described in 29 CFR 1602.14 (2012) 29 CFR 1602.31 (2012)","Retain for 4 years after case is closed, and then destroy records.",1991-06-01,Current,Human Resources
GRS-2021,Surveillance recordings,"These records consist of surveillance used to record activity on government property or involving government vehicles. Incidents requiring further evaluation are not included. For law enforcement dash-cam or body-cam footage, please use GRS-2027 Dispatch and patrol records.","Retain until resolution of issue, and then destroy records.",2006-04-01,Current,Security Services
GRS-1705,Interim verification files,"Records documenting the interim verification of a license, certification, eligibility, or other temporary authorization until a final authorization can be produced. Records are used to verify authorization during the interim period. Information includes the period of interim authorization, names, addresses, identification numbers, official signatures, dates, verification numbers, and other relevant information.","Retain for 6 months after final action, and then destroy records.",2010-04-01,Current,Administrative
GRS-1938,Worker's compensation case files,"Records include forms, first report of injury, reports, correspondence, and related medical and investigative records regarding on-the-job injuries, whether or not a claim for compensation was made. See Utah Code 34A-2 for Worker's Compensation Act.","Retain for 75 years, and then destroy records.
OR
Retain for 10 years after case is closed, and then destroy records.",2013-09-01,Current,Human Resources
GRS-403,Senior center food delivery report,"This is a report on the condition of foods delivered to senior centers. It is used for compiling reports and for future planning. The report includes center name, date, time food arrived at center, temperatures for milk and hot and cold foods, homebound and congregate meals, time homebound meals left kitchen, a list of any missing items, a list of any additional foods, any comments from center staff and clients, and suggestions.","Retain until completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-642,Premium books,"These books are generated for each county fair and used by exhibitors to determine entry procedures. The premium book states the types of categories for entry and the rules to win. They are sent to previous-year exhibitors and specific requesters. The information in the book includes entry dates, fees, map of fairgrounds, entry blanks, scheduled entertainers, information on contests, and classes available for entry.",Retain permanently. Records may be transferred to the archives.,1995-11-01,Current,Parks and Recreation
GRS-948,Notices of intention,"The city council shall give ""notice of its intention to make the improvements and to levy assessments to pay all or part of the costs of the improvements"" before a special improvement district is created (UCA 17A-3-305 thru 17A-3-306 (2006)).","Retain for 2 years after final action, and then destroy records.",1989-03-01,Current,Special Assessment
GRS-420,Senior centers' quarterly report,"This is a quarterly report on all service units provided at senior centers. It is submitted to the aging and adult services administrative office and is used to compile reports for the State Division of Aging. This report includes senior center name, date, actual service units provided, service (general category access service, in-home, community service, other services, and transportation), year-to-date budget, actual budget, and current budget.","Retain for 4 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-239,Final value and tax rate state report,"This is a report of property tax adjusted values and tax rates after equalization. It is submitted to the State Tax Commission by March 1 of the following year. It includes date, county code, area code, tax rate, numbers and taxable values of all centrally-assessed values (transportation and utilities), locally-assessed values (residential, commercial, industrial, and agricultural real estate and mobile homes), relief values (veterans, blind, etc.), and totals.","Retain for 4 years, and then destroy records.",1994-06-01,Current,Auditor
GRS-995,Construction statistical reports,"These reports are a monthly summary of construction and demolition activity in terms of permits, cost, and housing units. They are created from information compiled from the permit invoices and show the comparison to the same month for the previous two years. They are used for statistical analysis of current development trends. This information is submitted to both the U.S. Census Bureau and Utah Bureau of Economic and Business Research.","Retain for 2 years, and then destroy records.",1988-12-01,Current,Building Inspection
GRS-57,General obligation bonds,These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. They constitute a full general obligation of the governmental entity for the prompt and punctual payment of principal and interest. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the legislative body (Utah Code 17-17-1 (2019)).,"Retain for 1 year after resolution of issue, and then destroy records.",1991-06-01,Current,Bonds and Bonding
GRS-827,State treasurer's pooled investment reports,"These are reports issued by the State Treasurer no less often than quarterly to each entity that deposits monies with the State Treasurer to be invested, per the State Money Management Act (Utah Code 51-7-9 (1984)). The reports detail deposits made by the participating entity as well as the activities, investments, and performance of the State Treasurer's office on behalf of that entity.","Retain for 3 years, and then destroy records.",1989-03-01,Current,Financial Management
GRS-1970,Verification of employment eligibility,"This background documentation is used to verify employment eligibility. Information may include background checks, fingerprints and requirements under the Immigration Reform and Control Act. The resume and application of hired individuals are part of the Employee History Records.","Retain for 3 years after whichever is greater: after date of hire, and then destroy records.
OR
Retain for 1 year after separation, and then destroy records.",2016-08-01,Current,Human Resources
GRS-1900,Retroactive pay requests for state employees,"Records which document requests for retroactive payments to state employees, such as when a pay increase was not made in a timely manner. Information includes name, low organization number, social security number, effective date, number of regular hours, and new hourly rate. These records are kept for audit purposes. The actual retroactive payment is part of the master payroll files maintained by the Division of Finance.","Retain for 3 years, and then destroy records.",1996-08-01,Current,Payroll
GRS-573,Infant development program (idp) case files,"These case files document the participation of children in the federal Handicapped Children's Early Education Program. This program deals with children from birth to age three. The files include the permission to evaluate form, referral/intake form, health assessment, developmental tests, feeding behaviors assessment form, reflex maturation assessment, home visit report, individual family service plan, medical records, patient release forms, family identification record, IDP roll book, and information sheets, and access to records form.","Retain for 21 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-1234,Fire investigation reports,"These reports are completed daily and monthly on all fire investigations. They are used for investigative purposes and for identifying trends in arson incidents. They include date and time of investigations, fires investigated, cause of fire, whether arrests or convictions are made, time spent in court and/or special investigations, training received, flammable liquid and hazardous chemical incidents, tank inspections, consultations, and any special assignments completed.","Retain for 6 years, and then destroy records.",2018-04-20,Current,Fire Department
GRS-509,Library holdings catalog,"This catalog serves as a finding aid for library users in locating library materials currently in library collection. Manual card catalogs have been replaced in many library with on-line catalogs. These catalogs are constantly being updated as materials are added and withdrawn. The information includes call number, author, title, publisher, number of copies, date, and subject headings. Computer catalogs also include number and status of copies (on shelf, checked out, and date due).","Retain until final action, and then destroy records.",1993-12-01,Current,Library
GRS-548,Detail collections statement,"This is a monthly statement sent to the Department of Health reporting the amount of fees collected by the local health departments from patients or clients on state contracts. This statement includes the local health department name, month, the allocation of collections by contract or program type, the type of collection (vital statistics, patient fees, etc.), the amount of the collections, and the total amount collected.","Retain for 3 years after final action, and then destroy records.",1992-12-01,Current,Health
GRS-47,Indemnification agreements,"Indemnification or hold harmless agreements involve the assumption of liability through contractual agreement. A party intending to use, ride in, or otherwise occupy government property, agrees to eliminate any liability on the part of the governmental entity in the event that any accident of injury occurs while they are using, riding in, or occupying government property. An example is a ""hold harmless agreement"" which passengers fill out when they ride along with deputies in police department vehicles.","Retain for 2 years, and then destroy records.",2011-01-01,Current,Administrative
GRS-555,Expenditures summary statement,"This is a monthly statement sent to the state Department of Health to bill for expenses incurred on state contracts. This statement includes the name of the local health department, month and year, allocation of expenditures by contract type, expenditure category (wages and salaries, fringe benefits, etc.), total amount of expenditures, amount of the collection received, the net amount of expenditures, and date and signature of the certifying official.","Retain for 3 years after final action, and then destroy records.",1992-12-01,Current,Health
GRS-683,Flood control permit applications,"These applications are completed by developers and homeowners requesting a permit to construct within a flood plain. They are also required for the construction of any facility or discharge of any runoff into specific facilities. The permit provides that the structure or operation covered could be stopped, removed or destroyed by the governmental entity in a flood emergency and that all structures are subject to inspection at permittee's cost. The applications include firm's or individual's name, address, and telephone number; proposal's description, including construction type, purpose, location (including engineering calculations, and any special conditions); grantee's signature; date; recommendations on whether request should be approved or denied; and (if approved) director's signature.",Retain permanently. Records may be transferred to the archives.,1994-06-01,Current,Public Works
GRS-1958,Drug test positive results,"These are records of employee drug or alcohol tests which were found to be positive and any records that demonstrate rehabilitation. Information may include the functions performed by each employee who failed the test, the prohibited drugs used, the disposition of the employees (e.g. separation or rehabilitation), the person or entity performing the test, and the date and location of test.","Retain for 5 years, and then destroy records.",1996-06-01,Current,Human Resources
GRS-1937,Notification of personnel actions,"These records document initial employment, promotion, transfers to or from agency, separation, and all other individual personnel actions.","Retain for 4 years, and then destroy records.",1990-07-01,Current,Human Resources
GRS-362,Impounded vehicles reports,"These reports document motor vehicles impounded by the sheriff's office. Vehicles may be impounded for various reasons but usually when property or sales taxes are not paid. Information includes the impound date; the make and model, year, color, identification number, tag number, and condition of the impounded vehicle; the name and address of owner (if known); reasons for impounding; date and time vehicle impounded; vehicle accessories; description of any visible damage; any necessary remarks; officer's signature; agency name; and case number.","Retain for 3 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-263,County clerk fee books,"These books record the collection of fees by the county clerk. They are used to compile reports for the county commission and the court administrator's office. These fees are usually court and marriage license fees, but through the years county clerks have been required to collect other fees. The books contain the date, name of the person making payment, purpose of payment, receipt number, amount and totals. The county clerk shall ""keep a fee book as provided by law"" (UCA 17-20-4 (2001)).","Retain for 4 years, and then destroy records.",1991-03-01,Current,Clerk
GRS-293,Condominium filings and indexes,"The county recorder is required to maintain an index ""whereby the record of each condominium project contains a reference to the declaration, each conveyance of, lien against, and all other instruments referring to a unit affected by such declaration, and the record of each conveyance of, lien against, and all other instruments referring to a unit shall contain a reference to the declaration of the property of which the unit is a part"" (UCA?? 57-8-12(2)??(2004)).",Retain permanently. Transfer records to the archives.,1991-09-01,Current,Recorder
GRS-1706,Patient and client case files,"Documentation relating to client or patient medical information. Includes physical, psychiatric, dental, pharmaceutical, medical history, treatments, notes, reports, forms, memorandums, examinations, physical therapy, assessments, and all other related materials.","Retain for 7 years after case is closed, and then destroy records.
OR
Retain for 22 years after date of birth, whichever is greater, and then destroy records.",2013-06-01,Current,"Administrative,Health"
GRS-49,Local government ordinances and indexes,"These ordinances are rules, laws or statutes adopted by a local legislative body. Records include codified ordinances and indexes.",Retain permanently. Transfer records to the archives.,2017-04-01,Current,Administrative
GRS-50,Local government resolutions,"Local legislative bodies may exercise administrative powers by issuing resolutions. Records include formal opinions, decisions, and authorization issued by resolution.",Retain permanently. Transfer records to the archives.,1991-03-01,Current,Administrative
GRS-1966,Performance plans and evaluations,"This information documents an employee's performance, including awards, performance plans, qualification records, and evaluations.","Retain for 3 years after separation, and then destroy records.",2017-06-01,Current,Human Resources
GRS-1881,W-4 income tax withholdings certificates,Records of withholding tax allowances completed by state employees which certify the withholding tax status of the employee and any additional withholding from his paycheck.,"Retain for 4 years, and then destroy records.",2006-04-01,Current,Payroll
GRS-289,Business license registers and indexes,"These records are a register or index of licensed businesses operating within municipal or county boundaries. Information includes the type of license issued, applicant, address, business name, and date.",Retain permanently. Records may be transferred to the archives.,1991-03-01,Current,Clerk
GRS-1959,Drug test negative results,"These are records of employee drug or alcohol tests, the results of which were found to be negative. Information may include the identity of the person performing the test and the date and location of the test.","Retain for 1 year, and then destroy records.",1996-06-01,Current,Human Resources
GRS-172,Temporary employees personnel files,These are files maintained on temporary employees which were provided no benefits by the governmental entity. They include copies of correspondence and employment forms. They do not include personnel records created for specific federal programs.,"Retain for 1 year after separation, and then destroy records.",1991-06-01,Current,Human Resources
GRS-441,Residential building plans,"These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use by contractor to complete detail work providing type, grade, brand of materials to be used employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.","Retain for 1 year after final action, and then destroy records.",1991-12-01,Current,Building Inspection
GRS-557,Family planning needs assessment reports,"This is a report submitted to the State Bureau of Family Planning showing the needs for family planning funds and the performance plan for the upcoming year. It is used in distributing grant money. It includes the local district name, the number of births to teens out of wedlock, abortion numbers, the infant mortality rate, the number of births in families below 150 percent of poverty, and the increase or decrease of each category from the previous year. The record copy of this report is retained by the State Bureau of Family Planning permanently.","Retain for 1 year, and then destroy records.",1992-12-01,Current,Health
GRS-718,Load inspection report,"This is report on random inspections of loads of waste entering the landfill. The inspections are conducted according to a frequency contained in the permit to prevent the disposal of hazardous or PCB containing wastes in accordance with Utah Administrative Code, R315-303-5(7)(b) (2013). It includes the date, time, inspector's name, location, hauler, license number, time/transaction number; vehicle and material dumped. If hazardous or PCB containing wastes are detected, the report also includes action taken.","Retain for 3 years, and then destroy records.",1995-11-01,Current,Solid Waste
GRS-2051,Scrapbooks,"These records are created by governmental entities compiling various items together to tell the story of their office. They include photographs, newspaper clippings, and other items pertaining to government activities, and actions and reactions of citizens.",Retain permanently. Transfer records to the archives.,1991-06-01,Current,Intrinsically Historical
GRS-2027,Officer and dispatch recordings,"Records document the actions of dispatch and law officers on duty. May include audio recordings, dashboard-mounted cameras and body-worn cameras not part of a larger case file.","Retain until resolution of issue, and then destroy records.",2024-01-22,Current,Law Enforcement
GRS-2026,Suicide investigation files,"These case files are created as a result of a suicide investigation. These files may include the investigative report, supplemental reports, photographs, correspondence, officer's notes, and pertinent laboratory tests and related records.",Retain permanently. Records may be transferred to the archives.,2015-05-01,Current,"Law Enforcement,Legal"
GRS-1889,Preliminary payroll files,"Computer-produced, two part documents sent by Finance to agencies to record final corrections or adjustments regarding employees' pay. They are made before the master payroll file is run and checks are issued. Preliminary payroll files do not serve as time and attendance records.","Retain for 1 year, and then destroy records.",1990-07-01,Current,Payroll
GRS-1788,Preliminary plans and specifications,"These records are related to the plans and specifications of approved and constructed facilities, road or bridges. Information may include preliminary designs, specifications, planning, surveys, analysis, renovation, preservation and construction.","Retain for 3 years after final action, and then destroy records.",2014-09-01,Current,Facility Management
GRS-345,Intelligence files,"These files are a compilation of information relating to organizations or individuals that may be involved in criminal activities or enterprises. The nature of investigation leads to the collection of much unsubstantiated information. The files include case reports, media articles, documents and other records.","Retain for 1 year, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-352,Law enforcement master name index,"This is an index of names which contain information on each individual having been interrogated, arrested, or named as a suspect or accomplice in a crime, and the names of victims, complainants and witnesses to incidents. Information includes names, incident details, report of event, and related records.","Retain until superseded, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-1728,Audit work papers,"These records contain the audit results and evidence supporting the final report and provide a link between the field work and the auditor's report. Work papers collected during the course of the audit include financial statements, client-prepared documents, analysis, data, and correspondence which documents the performance of audits and their conclusions.","Retain for 10 years, and then destroy records.",2016-03-01,Current,Administrative
GRS-422,Title v quarterly report,"This is a quarterly report that is submitted to the U.S. Department of Health and Human Services on persons employed through the Senior Community Service Program. It includes the sponsor's name and address, month and year, program number, agreement number, subproject number, project period, number of enrolled positions established, unsubsidized placement goal, number of enrollees and enrollment levels, job inventory, categories indicating services to general community and services to elderly community, enrollee characteristics (sex, education, race/ethnic group, income, age), signature, date, and may include an attached narrative report.","Retain for 2 years after final action, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-402,Senior center meal reservation list,"This list records reservations made for meals served at senior centers. It is used for meal planning and to create reports. The form includes center's name, dates, participant's names, days of week, indication of dates reservations made, whether meal served, and whether individual is a volunteer.","Retain for 1 year after final action, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-2024,"Homicide, violent felonies and sex crime investigation files","These case files are created as a result of an investigation. These files may include the investigative report, original arrest report, supplemental reports, photographs, correspondence, officer's notes, and pertinent laboratory tests and related records. Violent felonies as defined by Utah Code 76-3-203.5(1)(c)(2019) are included in this schedule.",Retain permanently. Records may be transferred to the archives.,2015-05-01,Current,"Law Enforcement,Legal"
GRS-2032,Prosecuted felony criminal case files,"These case files document the criminal cases referred to a prosecutor's office which result in a felony prosecution. These files may include investigative information, legal pleadings and motions, correspondence, transcripts, evidence, and related records. This information is largely duplicated in court or law enforcement case files.","Retain for 10 years after final action, and then destroy records.",2017-09-01,Current,Legal
GRS-210,Personal property cards,"These records document personal property accounts. Information includes name and address, account number, tax district, assessed value, tax amount, date paid and receipt number, years in which the account was estimated because the taxpayer failed to file an affidavit, years in which the account was audited, and notations of partial payments made. Some counties use the cards as a tickler device to follow up on delinquent accounts. Also called Personal property blotter.","Retain for 6 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-2033,Prosecuted non-felony criminal case files,"These case files document the criminal cases referred to a prosecutor's office which result in a non-felony prosecution. These files may include investigative information, legal pleadings and motions, correspondence, transcripts, evidence, and related records. This information is largely duplicated in court or law enforcement case files.","Retain for 10 years after case is closed, and then destroy records.",2017-09-01,Current,Legal
GRS-16588,Special education mediation agreements,"These records are executed Special Education Mediation Agreements between local education agencies and parents or adult students. A Special Education Mediation Agreement refers to an executed agreement described in 34 CFR § 300.506. Under 34 CFR § 300.506, if the parties resolve a special education dispute through the mediation process, the parties must execute a legally binding agreement that sets forth that resolution and that states that all discussions that occurred during the mediation process will remain confidential and may not be used as evidence in any subsequent due process hearing or civil proceeding and that is signed by both the parent and a representative of the agency who has the authority to bind such agency. A written, signed mediation agreement under 34 CFR § 300.506 is enforceable in any State court of competent jurisdiction or in a district court of the United States. Local education agencies may store these records, as well as the Utah State Board of Education if it is provided them by the parties.","Retain for 6 years after execution of agreement, and then destroy records.",2023-03-29,Current,
GRS-16587,Land use lease agreements,"These records are land use lease agreements and related documentation. The agreements may be related to mineral, oil, industrial, energy, agricultural, or other special uses.",Retain permanently. Records may be transferred to the archives.,2022-09-26,Current,
GRS-1760,Local government routine administrative correspondence,"Incoming and outgoing business-related correspondence, regardless of format or mode of transmission, created in the course of administering agency functions and programs. Administrative correspondence documents work accomplished, transactions made, or actions taken. This correspondence documents the implementation of agency functions rather than the creation of functions or policies. Business-related correspondence, including email, that is related to a core function with an associated retention schedule should follow that associated schedule.","Retain for 3 years, and then destroy records.",2018-07-12,Current,Communication
GRS-889,Emergency and other personal leave files,"These records show the name of employee, dates of absence, explanation of emergency, signature of employee taking emergency leave, and signature of supervisor.","Retain for 4 years, and then destroy records.",1997-12-01,Current,Human Resources
GRS-343,Inmate commissary accounts,"These records provide an accounting of individual prisoners' funds maintained by the jail for use of those prisoners. They usually include the prisoner's name and number, date, and deposits and withdrawals.","Retain for 3 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-1963,Volunteer files,"These records are used to verify background information on volunteers prior to and during employment. These files often contain volunteer applications, letters of commendation, photos of the volunteer, background investigations, and other information relating to volunteer service activities.","Retain for 5 years after separation, and then destroy records.",2012-04-01,Current,Human Resources
GRS-2023,Misdemeanor and felony investigation files,"These case files are created as a result of an investigation. These files may include the investigative report, original arrest report, supplemental reports, photographs, correspondence, officer's notes, and pertinent laboratory tests and related records.","Retain for 5 years after case is closed, and then destroy records.",2015-05-01,Current,"Law Enforcement,Legal"
GRS-561,Food service establishment inspection reports,"These are reports on inspections of food service establishments to ensure that proper methods of food preparation and sanitation are followed. These inspections are authorized under UCA 26-15a-107 (2008), 26A-1-113 (2011), 26A-1-114(1)(g) (2011). These reports include the name and address of the owner; name of the establishment; inspection purpose (follow-up, regular, etc); the date by which identified violations must be corrected; inspector's comments; and results of the inspection of food, food protection, personnel, food equipment and utensils, water, wastewater, plumbing, toilet and hand washing facilities, solid waste disposal, insect/rodent/animal control, floors, walls, and ceilings, lighting, ventilation, dressing rooms, other operations, living quarters/laundry; the rating score; and inspector's name.","Retain for 4 years, and then destroy records.",1992-12-01,Current,Health
GRS-579,"Licensed/unlicensed day care facilities, group homes, and jails inspection repo","These report forms document inspections of licensed/unlicensed day care facilities, group homes, and jails. These inspections are part of the local health departments duties as specified in UCA??26A-1-114??(1)(g) (2011). These forms include facility's name and address, operator's name, facility type, indications whether inspection identified any deficiencies in facility's structure, bathrooms, safety, plumbing, outside facilities, food service, vermin control, housekeeping and general cleanliness, managers signature and telephone number, environmental health specialist's signature and date, and an indication whether inspection approved,conditionally approved, or denied the continued operation of facility. Any identified deficiencies are required to be completed within thirty days or facility could be closed for noncompliance.","Retain for 6 years, and then destroy records.",1992-12-01,Current,Health
GRS-581,"Mobile home parks, recreational parks, and roadway rest stop inspection reports","These report forms document the health department inspections of mobile home parks, recreational vehicle parks, and roadway rest stops. All deficiencies discovered must be corrected by the next routine inspection or a specified time period or facilities could be closed for noncompliance (UCA 26A-1-114 (1995)). The report form includes name of park or rest stop, city, county, health department, number of spaces occupied (independent, dependent, self-contained), secondary water source, on-site sewage disposal site, owner's/operator's name and address, type of inspection (routine, complaint, construction inspection, request, follow-up, pre-opening, survey, other), inspection results concerning water supply, wastewater disposal, service buildings, swimming and wading facilities, and solid waste disposal, any specific remarks, date, owner's or representative's signature, and sanitarian's signature.","Retain for 3 years, and then destroy records.",1992-12-01,Current,Health
GRS-296,County certificates of discharge,"These are notices of liens ""payable to the United States of America, other federal liens created under acts of Congress or regulation"" . . . ""shall be recorded in the office of the county recorder"" (UCA 38-6-1 (2003)). ""A certificate of discharge of any federal tax lien issued by the proper officer, is recorded in the office of the county recorder where the notice of lien is recorded"" (UCA 38-6-3??(2003)). The notice of lien is required to either be listed in an alphabetical federal lien index or by the grantor or grantee or grantor index(UCA 38-6-2 (2003)). The county recorder is also required to index the certificate of discharge (UCA 38-6-3 (2003)).",Permanent. Retain for 10 years after final action. Transfer records to the archives.,1991-09-01,Current,Recorder
GRS-294,Condominium plats,"These are ""standard size original linen condominium plats . . . made by a registered Utah land surveyor,"" recorded with the county recorder. They include ""a description of the surface of the land included within the project, including all angular and linear data along the exterior boundaries of the property; linear measurements and location, with reference to the exterior boundaries, of building or buildings; diagrammatic floor plans; description or delineation of the boundaries of the unit or convertible space; a distinguishing number or other symbol for every physical unit identified on the condominium plat; to the location and dimensions of all easements appurtenant to the land included in the project; the 'convertible space' for each space . . . the location and dimension of any convertible lands"" (UCA 57-8-13(1) (2004).",Retain permanently. Transfer records to the archives.,2023-08-28,Current,Recorder
GRS-332,Dui (driving under the influence) reports,"These records are used for reporting persons arrested for driving while under the influence of alcohol or drugs. They detail first contact in response to incidents, supplemental information gathered by the police department, and may include investigative reports.","Retain for 2 years, and then destroy records.",2018-04-16,Current,Law Enforcement
GRS-1464,New hire registry report,"This report is required to be submitted to the Utah State Department of Workforce Services on all district new hires in accordance with the Personal Responsibility and Work Opportunity Act. This information is used to create a State New Hire Registry to match against existing child support records to locate parents, establish an order or enforce an existing order. Once these matches are made, the State will transmit the New Hire reports to the National Directory of New Hires (NDDH) which allows the Office of Child Support Enforcement to be able to assist States in locating parents on a national level. The reports include employee name, social security number, mailing address; employer name, federal employer identification number, mailing number; employee date of hire or rehire; employee occupational title; and full-time or part-time employment status. The report is submitted with the employee's W-4 form within twenty days of new employment. The report may be submitted by paper or elect ronic medium.","Retain for 1 year, and then destroy records.",1998-05-01,Current,Human Resources
GRS-236,State tax commission reports,"These reports are two annual statements which are submitted to the State Tax Commission. The first is due before June 8 and the second before November 1. The county auditor will ""prepare from the assessment book of that year a statement showing in separate columns: total value of all property; total value of all real estate including patented mining claims, stated separately; value of improvements; the value of personal property exclusive of money; and the number of acres of land and the number of patented mining claims, state separately"" (UCA 59-2-322(1)(d) (2000)). The second statement reports ""the amount and value of all property in the county, as classified by the county assessment rolls, and the value of each class; the total amount of taxes remitted; the rate of county taxes"" (UCA 59-2-325 (2000)). This statement is made in duplicate upon blanks furnished by the state auditor. One copy is sent to the State Tax Commission and one to State Auditor.","Retain for 5 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-720,Operational plan,"This plan describes the facility's designers operational concept and actual operation in accordance with Utah Administrative Code, R315-302.2 (2013). The county is required to develop, maintain, and abide by the plan approved by the Board's Executive Secretary. The plan is required to include an intended schedule of construction, description of on-site solid waste handling procedures during the active life of the facility; contingency plans for other releases; description of maintenance of installed equipment include lechate, and gas collection systems and ground water monitoring systems; procedures for excluding the receipt of hazardous waste or waste containing PCBs; a plan for alternative waste handling systems; closure and post-closure plans; cost estimates and financial assurance; general training and safety plan for site operators. The plan is also to include documentation of any demonstration made with respect to any location standard or exemption; any design documentation for t he placement or recirculation of leachate or gas condensate into the landfill; information demonstrating compliance with class II landfill requirements; and any other information pertaining to operation, maintenance, monitoring, or inspections as may be required by the executive secretary or the permit (Utah Administratiave Code, R315-302-2(3)(b) (2013).",Permanent. Retain for 5 years. Transfer records to the archives.,1995-11-01,Current,Solid Waste
GRS-595,Recreational camps and temporary mass gathering inspection reports,"These report forms document the inspection of recreational camps and temporary mass gatherings. The form includes the identification number, facility type, day use area, indication whether camp is modern, semi-developed, semi-primitive and if camp is operated by federal, state, county, city governments, church, youth, private, or other; facility name, camp's maximum capacity, number of dependent/independent/self-contained spaces, number of cabins or shelters used for sleeping purposes; secondary water source and whether it is for outside use; whether camp is on a sampling schedule; whether a water sample was taken at time of inspection; on-site sewage disposal type; whether food service inspection made and inspection report attached; whether a person is trained to render first-aid; owner's or operator's name; local health department's name; whether a permit is needed; for operations; inspection type (e.g., routine, complaint), report of inspection on site, water supply, waste water dis posal, service buildings, housing, swimming or wading facilities, solid waste, and first aid facilities; any applicable remarks; date; operator's or representative's signature, and signature of sanitarian. All deficiencies must be corrected before next inspection or specified period or facility could be closed for noncompliance (UCA 26A-1-114(1)(g) (2011)).","Retain for 3 years, and then destroy records.",1992-12-01,Current,Health
GRS-1879,Full-time employee report,Report which informs users of the full-time equivalent count for each agency.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-1896,Schedule six posting payroll reports,Reports from the Division of Finance indicating the status of agency payroll transactions.,"Retain for 2 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-2013,Liability risk management case files,"Case files of the reporting, investigation, and settlement of liability claims filed against the governmental agency.","Retain for 20 years, and then destroy records.",1990-07-01,Current,Security Services
GRS-1877,State employee benefit matching money report,Listing of state matching funds paid to employee retirement and referenced by low organization number.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-1885,Leave category changes,Report showing changes made if an employee does not have enough leave and payroll program must make adjustments from another category.,"Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-923,Promotional tests,"These are tests taken by municipal employees to determine eligibility for promotion. They include the actual tests, answer keys, individual test scores, and the results from oral interviews.","Retain for 2 years, and then destroy records.",1996-11-01,Current,Human Resources
GRS-469,Fatal fire investigation case files,"These case files document all investigations into fires causing fatalities. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake a complete investigation.",Retain permanently. Records may be transferred to the archives.,1996-01-01,Current,Fire Department
GRS-219,Collection case files,"These case files document the prosecution of all actions for the recovery of debts, fines, penalties, and forfeitures accruing to the county (Utah Code 17-18a-501(2018)). They include various court filings, attorney's notes, and final judgment.","Retain for 2 years, and then destroy records.",1992-03-01,Current,Legal
GRS-1436,Substitute teacher files,"These files document persons eligible to be hired as substitute teachers. They include an application form, fingerprints and criminal history check, some transcripts (or other verification of credit hours), and a record of previous substitute teaching.","Retain for 3 years after separation, and then destroy records.",1998-05-01,Current,Human Resources
GRS-1894,Schedule six planning report,"Compilation of position control files, which keep track of positions that have been authorized by the Department of Human Resource Management, used for budget justification and planning. Information includes number of positions and their cost.","Retain for 3 years, and then destroy records.",1990-07-01,Current,Payroll
GRS-1969,Complaint investigation files,Initial documentation of complaints that result in an investigation of an employee but do not result in disciplinary action.,"Retain for 7 years after separation, and then destroy records.
OR
Retain for 7 years after case is closed, and then destroy records.",2018-05-01,Current,"Human Resources,Law Enforcement"
GRS-1909,Testing materials,"Tests taken by applicants who have met the minimum requirements for a state position. Includes tests, test keys, applicants' answer sheets, test scores, and any other documents related to the testing process.","Retain for 3 years, and then destroy records.",2006-04-01,Current,Human Resources
GRS-1434,Americans with disabilities act (ada) accommodation requests,"These requests are made by individuals for disability accomodations. They include medical data about the person, accomodations made, denials, appeals, and other information about accomodation requests from service, program, or activity recipients, including applicants, employees and volunteers.","Retain for 5 years after separation, and then destroy records.",1998-05-01,Current,Human Resources
GRS-416,Senior center emergency cards,"These are cards on all senior center members. They are used to contact senior center member's next of kin. They include member's name, address, birth date, telephone, whether they are a member, health information, name and telephone number of next of kin.","Retain for 1 year, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-1789,Government construction as-built plans and specifications,"Final plans and specifications for approved and constructed buildings, facilities, roads, and bridges. Documents construction of new buildings, facilities, and infrastructure as well as renovation of owned buildings and rented buildings.",Permanent. Retain until final action. Records may be transferred to the archives.,2014-08-01,Current,Facility Management
GRS-405,Homebound cards,"These are cards on all clients receiving meals at home (Meals-on- Wheels). They are used for reference purposes or in emergency situations. The cards include client's name, address and telephone number, days scheduled to receive meals, name and telephone number to contact in an emergency, physician's name and telephone number, date service started and date service canceled.","Retain until superseded, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-1081,Firearms inventory cards,"These card files list all firearms in the law enforcement entity's inventory. Cards contain name of manufacturer, serial number, model, caliber, to whom issued, by whom issued and date. Files also show illegal weapons that cannot be resold, and guns not serviceable which are used for training purposes.","Retain for 2 years after final action, and then destroy records.",1989-12-01,Current,Law Enforcement
GRS-209,Personal property audits,"These are audits conducted on personal property by the State Tax Commission. Their results are reported to the county assessor. Information is usually more specific than that contained on the Personal Property Affidavits. The audits include the business name, address, serial number, auditor's name,property type, supply list, equipment, cost, assessed value and any additional comments.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-142,Wage survey files,"These files contain wage survey reports and data, working papers and related correspondence pertaining to area wages paid for each employee class; background papers establishing need, authorization, direction, and analysis of wage surveys; development and implementation of wage schedules; and development of specific rates (excluding authorized wage schedules and wage survey recapitulation sheets).","Retain until superseded, and then destroy records.",1991-06-01,Current,Payroll
GRS-468,Emergency services billings,"These are billings for transporting patients treated by Emergency Medical Services (EMS) personnel. Patients are billed ambulance costs for transporting to hospital facilities. They include account number, incident number, service date and time, patient information, insurance information, next of kin information, information on responsible party, services provided and charges, signature authorizing insurance payments, and signature of patient or next of kin recognizing financial responsibility.","Retain for 4 years, and then destroy records.",1996-01-01,Current,Fire Department
GRS-1222,Dispatch tape recordings,These are twenty-four hour tape recordings of incoming and outgoing telephone or radio calls made to and from the dispatch office. They are used to document the actions of dispatch personnel. The tapes are rotated on a regular basis. Portions of the tapes concerning questionable cases are transferred to cassette tape recordings.,"Retain for 30 days, and then destroy records.",1997-12-01,Current,Fire Department
GRS-454,Exposure reports,"This report is completed when a fire fighter is exposed to toxic fumes, smoke, or chemicals during the course of fire fighting. It is used to verify exposure in case of illness. It includes employee's name, position, station, address where injury occurred, name and type of occupancy, date and time of exposure, incident number, description of exposure, duration of exposure, symptoms present, date and signature of employee, and date and signature of supervisor.","Retain for 30 years, and then destroy records.",1996-01-01,Current,Fire Department
GRS-208,Business personal property affidavits,"These are forms sent to businesses to report personal property. In some counties the form is returned to the county assessor for computation of tax, in others, taxpayer computes his own taxes and return payment with form. The affidavits include serial number, taxable property location, equipment listing, trade fixtures, other personal equipment, purchase price, rented and leased equipment listings, rent/lease payments, business license number, and sales tax number or taxpayer number.","Retain for 5 years, and then destroy records.",1991-06-01,Current,Assessor
GRS-409,Homemaker program case files,"These case files document the participation of persons in the Homemaker Program. This program provides homemaker assistance to low income disabled persons or persons over the age of sixty. The client is billed according to ability to pay. The files include an eligibility declaration, long term support form, client rights form, personal care/in-home rehabilitation form, actual number of hours spent per client, and any related correspondence.","Retain for 4 years after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-406,Homebound meals case files,"These case files document participation in the Homebound Meals Program (or Meals-on-Wheel). This is a program which provides one meal a day, five days a week, to a homebound person over the age of sixty. The meals are delivered by staff or volunteers and clients make donations pursuant to a suggested donation. The files include client application, eligibility form, intake evaluation form, disclosure form, and any related correspondence.","Retain for 4 years after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-618,"Women, infants, and children (wic) children's participant files","These files document the participation of children in the Women, Infants, and Children (WIC) Program. The purpose of the program is to provide supplemental foods and nutrition education to low income families in accordance with the provisions of 7 CFR 246??(1993). This program is open to children between the ages of one and five. These files include the nutritional education record, lost or stolen WIC Voucher/ID Card Report, WIC certification form, nutrition care plan, nutrition education information, WIC participant responsibilities agreement, turnaround change order, family enrollment form, growth charts, infant/child medical history, nutrition history, and correspondence.","Retain for 10 years after date of birth, and then destroy records.",1992-12-01,Current,Health
GRS-1441,Teacher certification system,"This computer system documents all teachers certified to teach in the State of Utah. The Utah State Office of Education (USOE) adds basic information on certified teachers including degrees, state in-service training, certificates, and endorsements while the district is responsible for keeping employment information current. The district adds current assignments including an accurate specific percentage breakdown (e.g., 50 percent physical education, 25 percent teaching history, 25 percent teaching English), salary, lane and step, number of days working, and credit summary. The information is updated monthly and is audited by the USOE. When the teacher moves from one district to another, the employee must be terminated before the new district can add current information. The system includes demographic data (i.e., name, social security number, date of birth, home address), certificates and endorsements, criminal history (if any), inservice training received, and a listing of professional teaching experience.","Retain until superseded, and then destroy records.",1998-05-01,Current,Human Resources
GRS-401,Alternatives program case files,"These case files document the participation of individuals in the Alternatives Program (TAP). This is a state funded program designed to keep ""high risk"" individuals (18 years of age or older) as independent as possible in the least restrictive environment and to prevent premature institutionalization. A physician's statement must be obtained stating that services brought into the home are needed for individual to remain at home. Services include case management, homemaker services, respite care, nurses aide, equipment, and coordination with other agencies. Quarterly visits are made to evaluate the care. The files include yearly assessment, care plan, client's rights form, client contract, eligibility declaration, summary sheets, needs assessment (social and physical, a nurse does the physical assessment), and quarterly review visit information.","Retain for 5 years after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-676,Delivery tickets,"These are tickets issued by suppliers to verify delivery of supplies (concrete, road base, gravel, and topsoil). They include date, time, amount of mix received, and a list of miscellaneous supplies received.","Retain for 3 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-680,Encroachment agreements,"These are agreements between the county or municipality and property owners allowing them to extend fences or plants (bushes and trees) within the right of way. The agreements include date, licensee's name and address, agreement terms, licensee's notarized signature, and signatures of the commission chair and clerk.","Retain for 6 years after contract expires, and then destroy records.",1994-06-01,Current,Public Works
GRS-696,Traffic signal conflict-monitor log,"This is a log showing when each conflict-monitor was serviced (a safety device that functions to avoid two opposite green lights showing at the same time). It is used for maintenance purposes. The information is maintained at the intersection. The log includes location, type of conflict monitor and date serviced.","Retain for 7 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-691,Special assessment plats,"These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of the tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.","Retain for 5 years, and then destroy records.",1994-06-01,Current,Public Works
GRS-678,Drainage system repair list,"This is a list of all drainage facilities in the system. It is used to prioritize which drains need maintenance. It includes size, type and condition of drainage pipe, type of clean out box, location of facility and condition, depth from flow line to top of lid on road surface, and a brief description of the problem.","Retain until superseded, and then destroy records.",1994-06-01,Current,Public Works
GRS-687,Materials test results,"These reports contain the results of sieve analysis and nuclear density tests on asphalt, road base concrete, and soils. They are used for conformance of specifications for approval of various materials used on construction projects. Reports include: date, type of material, weight of material, amount of tests performed, and results of tests (sieve analysis results, percent of compaction, and cylinder compressive tests).","Retain for 3 years after end of project or program, and then destroy records.",1994-06-01,Current,Public Works
GRS-692,Special events permits,"These applications are completed by persons requesting permits to hold special events (i.e., film crews, races, parades) on the right-of-way. They include application number; event type and description; sponsoring group's name; admission fee; event date; event times; promotional agency name; contract person's name, address, and telephone number; proposed location or route; whether a fee waiver is requested; estimated number of participants and spectators; authorizing signature and date; date to appear on county commission agenda; sheriff's and local health department's recommendations; decision; and authorizing signature.","Retain for 1 year after expiration of permit or license, and then destroy records.",1994-06-01,Current,Public Works
GRS-1992,Surplus property forms,Any completed forms required by the Division of Surplus Property to dispose of property an agency wishes to surplus.,"Retain for 2 years after disposition of asset, and then destroy records.",2006-04-01,Current,Facility Management
GRS-327,Criminal history disseminating log,These logs document the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems.,"Retain for 1 year, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-787,Bond redemption and destruction certificates,These are certificates sent to the municipality by the paying agent which track pay and destruction of bond coupons.,"Retain for 3 years after final action, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-942,Insurance policy contracts,These are insurance policy contracts between a government entity and private insurers.,"Retain for 15 years after expiration of contractual agreement, and then destroy records.",1997-12-01,Current,Risk Management
GRS-229,Assessed property valuation register,"This register lists all assessed valuations within the agency's jurisdiction. Includes the property serial number, name and address of owners, and assessed value of property.","Retain for 2 years, and then destroy records.",1991-03-01,Current,Auditor
GRS-949,Protest files,These are written protests by owners of property to be assessed in a special improvement district. The governing body hears protests and approves changes or cancels districts.,"Retain for 2 years after resolution of issue, and then destroy records.",1989-03-01,Current,Special Assessment
GRS-2019,Non-secure area access logs,"Registers or logs used to record names of outside contractors, service personnel, visitors, and employees admitted to non-secure areas in government offices and facilities.","Retain for 2 years, and then destroy records.",1990-07-01,Current,Security Services
GRS-1987,Supply management files,Files of reports on supply requirements and procurement matters submitted for supply management purposes (other than those incorporated in case files or other files of a general nature).,"Retain for 2 years, and then destroy records.",1990-07-01,Current,Purchasing
GRS-467,Questionable cases dispatch recordings,These are recordings containing portions of dispatch activity recordings concerning questionable cases. Recordings are made of all incoming and outgoing phone and radio calls received by the office.,"Retain for 2 years after resolution of issue, and then destroy records.",1991-12-01,Current,Fire Department
GRS-426,Volunteer calendar,This calendar documents the scheduling of volunteers at the senior centers. It is a monthly calendar containing notations indicating volunteer's name and specific times scheduled to work at center.,"Retain for 1 year, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-1020,Municipal election ballots and returns,These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.,"Retain for 22 months, and then destroy records.",1997-12-01,Current,Clerk
GRS-464,Unapproved tank applications,"These are applications received by the fire department requesting a permit to store flammable liquid or liquid petroleum, but were denied after inspection. They include the application form and an inspection report indicating reasons for permit's denial.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-365,Traffic citations,"This is a copy of a citation issued by law enforcement of drivers violating motor vehicle and traffic laws. It usually includes date, time, location of violation, vehicle's license number, violation code, deputies' name, and signature of person receiving citation.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-413,Quarterly program performance report,This is a quarterly statistical report on all programs administered by the agency which is submitted to the State Division of Aging. The state compiles statistics and returns the report to local agency for subsequent quarters and a final annual report.,"Retain for 2 years after completion of publication or report, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-425,Van driver's statement,"This is a form signed by all senior center van drivers. It is used to inform the driver of all driving policies. The statement includes a listing of driving policies, general statement on van insurance information, comments on winter driving, driver's signature and date.","Retain for 1 year after separation, and then destroy records.",1992-12-01,Current,Aging and Adult Services
GRS-637,Commercial exhibitors applications and contracts,"These are the applications and contracts of commercial exhibitors who want to set up a booth during a fair. The information includes name of exhibitor, how space will be used, items to be exhibited or sold, fees of contract, address, and date.","Retain for 4 years, and then destroy records.",1995-11-01,Current,Parks and Recreation
GRS-456,Hose test reports,"These reports record tests required by fire departments of all fire hoses. They are used to determine whether hoses are in good working condition. They include test date, date previously tested, apparatus number, hose diameter, conditions found, service date, defects corrected, and officer's signature in charge of test.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-632,Larvae count reports,"These reports verify mosquito larvae quantities and types in specific areas. The field director and the inspectors use the report to identify mosquitoes, to determine whether they will be harmful, and for future follow up. This report includes date, section, area, species, amounts per dip, inspector's name, temperature, and operator.","Retain for 15 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-550,Drinking water systems survey,"These surveys record the inspections of water tanks for proper security, sanitation, proper maintenance, sanitation, and chlorine levels to guarantee water quality. The survey forms include date, name and address of owner, location of water system, results of inspection, and signature of sanitarian.","Retain until final action, and then destroy records.",1992-12-01,Current,Health
GRS-199,Loss control inspection reports,"Each year a governmental entity may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might also be used as evidence in defense of a claim.","Retain for 12 years, and then destroy records.",1991-06-01,Current,Risk Management
GRS-530,Capital outlay detail statement,"This is a monthly report submitted by the local health department to the state Department of Health listing the amounts spent for capital outlay on state contracts. It includes the local health department's name, the reporting period, payee's name, the contract or program where the outlay was made, and expenditure amount.","Retain for 3 years after final action, and then destroy records.",1992-12-01,Current,Health
GRS-457,Hydrant maintenance card files,"These card files (or other similar discrete media) document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections indicating physical characteristics, operations, flow check, pressure and leakage.","Retain for 1 year after final action, and then destroy records.",1991-12-01,Current,Fire Department
GRS-1976,Canceled solicitation files,"Formal solicitations of offers to provide products or services (e.g., invitations for bids, requests for proposals, requests for quotations) which were canceled prior to the awarding of a contract. Information includes presolicitation documentation on the requirement, offers opened prior to cancellation, documentation on government action up to the time of cancellation, and evidence of cancellation.","Retain for 4 years after final action, and then destroy records.",2005-12-01,Current,Purchasing
GRS-455,Fire run reports,"These reports document each dispatched fire run. They are used for budget planning, summary reports, and litigation. They include identification number, incident number, alarm time, arrival time, incident type, action taken, cause of fire, address, names of occupant and owner, telephone number, vehicles and crews responding, incident-related injuries or death information, name of officer in charge, and name and position of person completing report.","Retain for 6 years, and then destroy records.",1991-12-01,Current,Fire Department
GRS-520,Shelf list,"This is the master inventory of all library holdings currently in the library collection. Traditionally the record was a card file which was arranged by shelf or classification number, but has now largely been computerized. This master inventory is constantly being changed as materials are added and withdrawn from the collection. It includes classification number (or call number), author, title, and number of copies.","Retain until final action, and then destroy records.",1993-12-01,Current,Library
GRS-242,Deposits with the state treasurer,"These forms accompany deposits to the State Treasurer's office for fees collected for the Children's Trust Fund and Displaced Homemaker as part of the marriage license fees. They serve as a receipt for deposits. They include depositor document number, collecting organization's name and address, collection period, accounting distribution organization and account codes, organization name, amount collected, total remittance, preparer's name and telephone number, authorizing judge or agent and date.","Retain for 3 years, and then destroy records.",1994-06-01,Current,Auditor
GRS-789,Surety bonds,These are fidelity bonds or proof of insurance payable to the governmental entity conditioned for the faithful performance of the duties of the respective officers. Bonds are placed at such amounts as may be determined by the governing body (Utah Code 10-3-819 (1987) and Utah Code 17-16-11(2007)).,"Retain for 4 years after final action, and then destroy records.",1989-03-01,Current,Bonds and Bonding
GRS-626,Encephalitis surveillance reports,"These are blood samples and test reports submitted to the State Health Department to verify the occurrence of encephalitis in certain areas of the state. Chickens are raised in certain areas of each county and blood is drawn periodically from these birds. These test are conducted by the mosquito abatement departments and sent to the state health department for verification. This report includes test type, flock, draw number, draw date, report date, and bird number.","Retain for 5 years, and then destroy records.",1996-01-01,Current,Mosquito Abatement
GRS-711,Compliance orders,"These orders are issued for violations of hazardous and solid waste regulations to bring landfill into compliance with the law. The orders include the name and address of the facility being cited, the order number, a description of the violations for which the company is being cited, the date of inspection that uncovered the violations, the date the notice of violation was issued, the steps the company is being required to take to correct the violations, the date on which the action(s) are to be completed, and the consequences of the failure to comply with the order.","Retain for 2 years, and then destroy records.",1995-11-01,Current,Solid Waste
GRS-442,Nonresidential building plans,"These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes.","Retain for 7 years after final action, and then destroy records.",1991-12-01,Current,Building Inspection
GRS-319,Bail commissioner's release form,"This is a form completed by the county bail commissioner indicating the payment of bail, providing for the payment and allowing for the release of prisoner. ""The county executive . . . may appoint one or more responsible and discreet members of the sheriff's department . . . as a bail commissioner . . . have authority to fix and receive bail for persons arrested in the county for misdemeanors under laws of the state; or for violation of county ordinances"" (UCA 17-32-1 (1995)). This form may also be considered as an agreement to appear for trial if prisoner is released on own recognizance. One copy is kept with prisoner's packet, one copy is sent to clerk of the court or pre-trial services, and one is sent to court.","Retain for 2 years, and then destroy records.",1991-12-01,Current,Law Enforcement
GRS-564,"Hotels, motels, resorts, and labor camps inspection report","This state report form documents health inspections of all hotels, motels, resorts, and labor camps. Any deficiencies discovered in the inspection must be corrected before next routine inspection or a specified period or facility could be closed until work is completed. The report form includes establishment's name, establishment type, city, county, lodging unit numbers, secondary water source, on-site sewage disposal type, owner's name and address, health district, lessee's name and address, inspection type (routine, complaint, construction inspection, request, follow-up inspection, pre-opening inspection, survey, and other), and results of inspection concerning water supply, wastewater disposal, service buildings or restroom facilities, housing, laundry facilities, swimming or wading facilities, solid waste, and specific remarks, date, and signatures of the owner or representative and sanitarian.","Retain for 3 years, and then destroy records.",1992-12-01,Current,Health
GRS-531,Car seat rental agreements,"These contracts document the rental of car seats to individuals who choose not to buy their own. This program enables those individuals to comply with Utah Code 41-6a-1803(1)(a)(2018) which requires the use of child restraint devices. These contracts include the car seat number; the return date; the name, address, telephone number, drivers license number, and borrower's signature; the names and addresses of two individuals who will know the whereabouts of the borrower; a parental checklist that the borrower received training in the use of the car seat and that the seat was inspected; the amount paid; the dates issued and due; the seat condition when issued; and the receipt number. Some local health department also sell car seats.","Retain for 4 years after expiration of the contract, and then destroy records.",1992-12-01,Current,Administrative