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General Retention Schedule Items
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These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.
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Retain for 1 year after end of project or program, and then destroy records.
Effective 1991-06-01 |
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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.
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Retain for 3 years, and then destroy records.
Effective 1991-06-01 |
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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.
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Retain for 5 years, and then destroy records.
Effective 1991-03-01 |
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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.
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Permanent. Retain for 3 years. Transfer records to the archives.
Effective 1991-12-01 |
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This computer report contains information compiled from the annual survey of property sales conducted by the State Tax Commission and in some cases local assessors. It is used to verify the accuracy of the assessment level. Sales are compared with the respective assessed valuations. The sales ratio study consists of data on individual sales together with statistical summaries and reports. The data is normally compiled on magnetic tape.
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Retain for 2 years, and then destroy records.
Effective 1991-06-01 |
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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)).
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Retain permanently. Records may be transferred to the archives.
Effective 1991-03-01 |
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These are cards on all participants in senior center programs. These programs include both those held at the center and any others provided (e.g., friendly visits, homebound meals, reassurance calls). The cards record the individual's participation for four quarters. They are used to compile an annual report. They include participant's name, quarter and year, and code for services provided.
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Retain for 1 year, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 1 year, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 5 years, and then destroy records.
Effective 1991-06-01 |
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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).
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Retain permanently. Transfer records to the archives.
Effective 1991-09-01 |
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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.
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Retain until completion of publication or report, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 4 years after completion of publication or report, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 2 years after final action, and then destroy records.
Effective 1992-12-01 |
Licensed/unlicensed day care facilities, group homes, and jails inspection repo (GRS-579) View | PDF
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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.
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Retain for 6 years, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 30 years, and then destroy records.
Effective 1995-11-01 |
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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)).
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Retain for 4 years, and then destroy records.
Effective 1991-03-01 |
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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.
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Retain for 3 years, and then destroy records.
Effective 1991-12-01 |
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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.
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Retain for 4 years, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 3 years, and then destroy records.
Effective 1991-06-01 |
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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.
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Retain permanently. Records may be transferred to the archives.
Effective 1996-11-01 |
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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.
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Retain for 4 years, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 10 years after date of birth, and then destroy records.
Effective 1992-12-01 |
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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)).
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Retain for 2 years after final action, and then destroy records.
Effective 1989-03-01 |
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These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.
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Retain for 22 months, and then destroy records.
Effective 1997-12-01 |
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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.
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Retain permanently. Transfer records to the archives.
Effective 1995-11-01 |
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