These files document participation in court ordered community service projects. A district, circuit, or juvenile court may order the completion of a specific number of hours of community service in lieu of a jail term or payment of a fine. The files include an introduction form from the court which contains name, number of hours of community service ordered to perform, by which date, and any expectations; a copy of the court order; and time sheet showing how many hours are completed. The court having jurisdiction of the case retains the record copy of these records.

Retain for 1 year after resolution of issue, and then destroy records.

Effective 2024-04-29

Tax exemption certificates and related records.

Retain for 3 years, and then destroy records.

Effective 2024-02-22

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.

Effective 2024-01-22

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.

Effective 2024-01-22

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.

Effective 2023-11-27

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.

Effective 2023-11-27

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.

Effective 2023-11-27

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.

Effective 2023-11-27

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.

Effective 2023-08-28

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.

Effective 2023-08-28

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.

Effective 2023-08-28

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.

Effective 2023-05-22

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.

Effective 2023-03-29

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.

Effective 2023-01-23

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.

Effective 2022-09-26

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.

Effective 2022-01-25

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.

Effective 2021-10-25

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.

Effective 2021-08-23

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.

Effective 2021-04-01

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.

Effective 2020-11-24

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.

Effective 2020-10-26

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.

Effective 2020-02-26

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.

Effective 2020-02-26

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.

Effective 2020-02-26

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.

Effective 2020-01-27