General Retention Schedule Items

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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.

Effective 1992-03-01
Please use schedule  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.

Effective 1996-12-01
These are informational files on municipal employee training opportunities. They are used for reference purposes. They include pamphlets, notices, catalogs, and other records that provide information on courses or programs offered to municipal employees by government agencies or non-governmental organizations.
 
Retain until superseded, and then destroy records.

Effective 1996-11-01
This is a daily monitoring report of a water system. This report shows the time pumps or wells are started and stopped, hours run, power used and amount of water pumped. A summary report (Schedule 22, Item #35 "Pump Station Well Summary Reports") is usually created from these daily reports.
 
Retain for 2 years, and then destroy records.

Effective 1997-12-01
This plan is adopted and implemented by the hospital in accordance with the Utah Administrative Code, R432-100-11 (2001). It is used to improve patient care. It is required to be consistent and within achievable goals and available resources. The plan includes methods of problem identification or opportunities of improved patient care, assessment of identified problem, implementation of actions designed to eliminate identified problems or improve documentation of corrective action and results, reporting concerns.
 
Retain permanently. Transfer records to the archives.

Effective 2018-04-16
These files contain the formal written petitions from county residents submitted to the county commission proposing action. Each petition contains a statement of purpose on proposed action and signatures and addresses of petitioners. It is the responsibility of the county clerk to "preserve and file all petitions" (UCA 17-5-20-1.7 (2000)). Signatures must be verified to determine whether petitioners are registered voters.
 
Permanent. Retain for 5 years after final action. Transfer records to the archives.

Effective 1991-03-01
These files contain the formal written petitions from school district residents submitted to the school board proposing action. Each petition contains a statement of purpose on proposed action and signatures and addresses of petitioners.
 
Permanent. Retain for 5 years after resolution of issue. Transfer records to the archives.

Effective 1997-12-01
These are the actual bonds and coupons redeemed throughout the lifetime of the bond.
 
Retain for 1 year after final action, and then destroy records.

Effective 1996-11-01
These applications are used by individuals and contractors requesting to work in the municipal right-of-way for demolitions or excavations. The application includes job address, date, owner/agent name and job address, a location description of intended excavation, size, purpose, and agreement to comply with all state laws and municipal ordinances.
 
Retain for 1 year after expiration of permit, and then destroy records.

Effective 1997-06-01
These files document the issuance of permits by the health department to operate public swimming pools. The permits include the permit holder's name, the business name, the permit holder's home and business addresses, date issued, expiration date, property owner's name, type of business, date application approved, and permit number.
 
Retain for 2 years after expiration of permit or license, and then destroy records.

Effective 1992-12-01
This monthly report is submitted to the district's business administrator on all school building rentals. It is used for accounting purposes. It includes the school name, month and year, name of agency using facility, date used, facility used, total hours used, fees collected, other monies collected, name of persons assigned by principal, total time spent by supervisor, and principal's signature. A school property form completed by persons/organizations requesting use of school buildings may be attached to the report. The form is used to obtain approval for school rentals. If approval is granted the contract is signed between the parties.
 
Retain for 1 year, and then destroy records.

Effective 1999-06-01
This log records all repairs made to county buildings and grounds. It is used to verify that repairs were made.
 
Retain for 3 years, and then destroy records.

Effective 1991-06-01
These records document the repairs and maintenance work on county streets, street lights, and sidewalks. They include reports, logs, or similar records, completed on a daily, weekly, and/or monthly basis. They include date, supervisor's name, county name, district, employees' names, and location.
 
Retain for 3 years, and then destroy records.

Effective 2018-03-12
The forms (5010.1) are created by the Federal Aviation Administration (FAA) to document basic information about airports and are updated as state officials inspect the airports. The records contain information on individual airports, including owner's name and address, manager's name and address, whether the airport is public or private, latitude and longitude, runway date, lighting, landing length, services, facilities, based aircraft, and operations. Also included is an Airport Layout Plan (ALP) of the airport.
 
Retain until superseded, and then destroy records.

Effective 1997-12-01
These cards provide an employment history summary of certified district employees. They are used exclusively for easy reference, and are part of the employee's personnel file. They contain the basic employment history, past and current of all district certified employees. The card includes name, home address and telephone number, social security number, date hired, work and salary history (year, school, assignment, step and lane, salary), education (dates, degrees, major, minor, college/university), and certification (date, title of certification, and date of expiration). This information has been computerized in many districts.
 
Retain permanently. Transfer records to the archives.

Effective 2011-06-01
Please use schedule  GRS-746: Feasibility studies
Studies and system analyses conducted before program change, the purchase, installation, or replacement of any technology or equipment. May include studies and systems analyses for the initial establishment, major changes for program, equipment, or technology changes.
 
Retain for 5 years, and then destroy records.

Effective 2006-02-01
These are research based reports completed in-house or by outside consultants on specific planning problems or conditions. They may be adopted as an amendment to the master plan. These reports provide needed information on specific issues (i.e., housing needs, transportation, geologic concerns). These reports may include recommendations and may be an extension of the master plan.
 
Retain permanently. Records may be transferred to the archives.

Effective 1997-06-01
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.

Effective 2018-04-20
Please use schedule  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.

Effective 1991-06-01
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.

Effective 2018-04-16
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.

Effective 1992-03-01
These files were created to anticipate, prevent, or monitor possible criminal activity. They include crime patterns, analyses of particular crimes, crime reports, information on potential problems, and forecasts.
 
Retain for 2 years, and then destroy records.

Effective 1991-12-01
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.

Effective 2018-04-20
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.

Effective 1992-12-01
These files document mechanics certified as being qualified to conduct emission inspections. They include the applicant's name, address, and home telephone number; applicant's employer; business telephone number and address, applicant's signature; date the application was approved; date the permit was issued; permit number; fee amount; and expiration date.
 
Retain for 2 years after expiration of permit or license, and then destroy records.

Effective 1992-12-01

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