These records are generated when an inmate requests to see an attorney. The files include the inmate's name and number, date of request, inmate's housing location, inmate's employment location, dates (form was received, forwarded, and returned), status of appointment (seen, rescheduled, moved, cancelled, etc.), date signed and signatures of inmate and attorney.

Retain for 1 year, and then destroy records.

Effective 2000-07-01

These logs are used to document attorney and other agency personnel access to inmates. Information includes name, bar number or agency name, date, and the name of the inmate.

Retain for 2 years, and then destroy records.

Effective 2006-02-01

Documents requests received from inmates for clothing. Includes the name of the inmate, date requested, clothing requested and date clothing was issued or denied.

Retain for 1 year, and then destroy records.

Effective 2000-07-01

This card file is kept to document inmates who need to be detained for other agencies. It is used to track the inmates who will be picked up by another enforcement agency upon their release. Information includes the inmate name and number, reasons for being detained, and the name, address, and phone number of agency picking up the inmate.

Retain for 1 year after separation, and then destroy records.

Effective 2000-07-01

Documents the classification assigned to an inmate. The inmate is evaluated and assigned a classification based upon behavior, attitude, personality, etc. Includes the name of the inmate, inmate number, age of the inmate and the classification assigned to the inmate. The classification assigned to an inmate is also retained in the inmate's jacket or file.

Retain for 2 years, and then destroy records.

Effective 2000-07-01

Provides documentation of disciplinary hearings involving inmates. Includes a narration of the incident, hearing results, affidavits, evidence, etc.

Retain until final action, and then destroy records.

Effective 2000-07-01

These lists are used to track which inmates register for various activities such as facility sporting events, barber/beauty salon visits, etc. Includes the name of the inmate, inmate number, type of activity and date.

Retain for 6 months, and then destroy records.

Effective 2000-07-01

These logs are used to access the attorney request files. Information includes reference number, name of inmate, date received, appointment date, date returned and comments.

Retain for 2 years, and then destroy records.

Effective 2000-07-01

This log documents an inmate's civil/criminal process. Includes the name of inmate, inmate number, housing location, date, and description of process.

Retain for 1 year after final action, and then destroy records.

Effective 2000-07-01

This record provides a daily list of inmates who are cleared to work outside the secured perimeter of the facility. The file includes the work supervisor's name, hours inmate is cleared to be out, inmate name, inmate number, classification level, housing assignment, location where inmate is cleared to work, and date.

Retain for 2 years, and then destroy records.

Effective 2000-07-01

Documents the history of all offenders on probation or parole. Includes offender's name, history of charges, commitments, name of case worker, monthly reports to probation or parole officer, copies of court records, a history of probation or parole, incident reports, restitution data, correspondence and the probation or parole agreement.

Retain for 10 years after final action, and then destroy records.

Effective 2004-08-01

Provides documentation of inmate visitation requests. Includes the name of the person, reason for visit, name of inmate, date and time of visit, etc.

Retain for 2 years after separation, and then destroy records.

Effective 2000-04-01

Documents the result of the Disciplinary Board's hearing into an inmate's violation of the facility's rules. A copy of the report is also filed in the inmate's file.

Retain for 1 year, and then destroy records.

Effective 2000-07-01

These files document the orientation classes held by the Uinta Facility. While at this facility inmates are evaluated and then assigned a classification and housing location. The file includes the inmates' name, class rolls, classes which were held and notes.

Retain for 2 years, and then destroy records.

Effective 2000-07-01

These are permanent records kept in the Offender Tracking System maintained by the Utah Department of Corrections. The records may include static identification information, admittance, criminal offenses, assessments, incident/disciplinaries, treatment plans, education and work records, supervision notes, locations, agents, case workers and family/associate information. The Offender Tracking System is designed to provide consolidated offender information collected by the separate divisions within the Department of Corrections and the Board of Pardons and Parole to facilitate offender management. The system also provides a communications network that supports the entry and access of information. In addition to facilitating offender management, the information is used in the publication of research reports, annual reports and other requested reports. The system also provides a history of an offender while under the supervision of the Department.

Retain permanently. Records may be transferred to the archives.

Effective 2022-03-04

Documents personal property of an inmate. Includes confiscated property forms, released property forms, disposition forms, denials, receipts, property contracts, property correspondences and property inventory forms.

Retain for 4 years after release or death of inmate, and then destroy records.

Effective 2000-07-24

Documents the employment history of the inmates or residents while under the jurisdiction of the Department of Corrections. Includes the employment application, correspondence, etc. Information includes the name of inmate, inmate number, position, rate of pay, date of hire, termination date, etc.

Retain for 3 years after separation, and then destroy records.

Effective 2000-07-01

Provides documentation of the release or disposition of an inmate's property. Includes the name of the inmate, inmate number, description of the property, and final disposition (returned to the inmate, released to next of kin, donated or destroyed upon the inmate's death).

Retain for 3 years after disposition of asset, and then destroy records.

Effective 2000-07-01

Documents hours worked by an inmate or resident. Includes the name of the inmate or resident, inmate or resident number, dates and hours worked, etc.

Retain for 3 years, and then destroy records.

Effective 2000-07-01

Documents the history of all residents of a community correctional center. Includes face sheet, judgment and commitment order, pre-sentence investigations, progress reports, employment information, program agreement, case plan, financial information, disciplinary/incident reports and discharge summary.

Retain for 10 years after separation, and then destroy records.

Effective 2003-04-01

These logs are used to track new inmates coming into the facility. Includes the name of the inmate, inmate number, date of birth, date inmate was received, criminal history information, and housing assignment. In addition, the log may indentify any special concerns such as special medical problems and potential problems with other inmates or escape risk concerns.

Retain for 2 years, and then destroy records.

Effective 2000-07-01

These files are used to document special checks made on certain inmates for whom special management was suggested by the psychologist. The file includes the inmate's name and number, cell number, date form was filled out, date special checks were initiated, incident or discipline report number, any temporary restraining orders, name of psychologist or staff member who recommended the special management, name of the warden who authorized the special management, names of staff members in the Classification Office who were notified, special notes, any diet restrictions, items issued to the inmate, date of issue, amount of each item issued, date items were returned, amount of each item returned, list of items present when checks were made, sick call visits, special management team visits and other contact with inmates.

Retain for 4 years, and then destroy records.

Effective 2000-07-01

These are non-historical inmate tracking records maintained in the Offender Tracking System, such as observation logs, nonpermanent personal information such as emergency contacts, marital status, weight, hair color, and religious affiliation. This also includes data entry errors that are corrected.

Retain until superseded, and then destroy records.

Effective 2022-03-04

These records consist of written grievances submitted by an offender, including appeals, written responses from department staff, and may include any supporting documentation provided with a grievance or response.

Retain for 7 years, and then destroy records.

Effective 2022-04-25