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General Retention Schedule Items
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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 what date, and any expectations; a copy of the court order; and a time sheet showing how many hours have been completed. The court having jurisdiction of the case retains the record copy of these records.
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Retain for 1 year after resolution of issue, and then destroy records.
Effective 1996-11-01 |
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These are compliance files containing background papers and correspondence relating to contractor employment practices.
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Retain for 3 years, and then destroy records.
Effective 1991-06-01 |
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Please use schedule
GRS-1833: Reimbursement files
These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation requests, hotel reservations, and all supporting papers documenting official travel by officers, employees, dependents, or others authorized by law to travel.
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Retain for 3 years, and then destroy records.
Effective 1991-06-01 |
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Please use schedule
GRS-370: Warrant records
These are worksheets used to collect all information necessary for use in the processing and serving of warrants by the police department. They usually include addresses, telephone numbers, copies of return showing when warrant was served, any computer searches (e.g., motor vehicle), and investigation notes.
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Retain for 3 years, and then destroy records.
Effective 1996-08-01 |
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Please use schedule
GRS-1951: Mandated or significant training materials
These are records of teaching aids which include manuals, syllabi, textbooks, and other training aids developed by the agency.
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Retain permanently. Transfer records to the archives.
Effective 1991-06-01 |
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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.
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Retain for 5 years, and then destroy records.
Effective 1991-12-01 |
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Please use schedule
GRS-153: Equal employment opportunity (eeo) compliance case files
Review files containing background papers, etc., relating to contractor employment practices.
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Retain for 7 years, and then destroy records.
Effective 1990-07-01 |
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Please use schedule
GRS-370: Warrant records
These are court authorizations for the police to make an arrest. After the warrant is served the original is returned to the court. A log is kept of all warrants served indicating date and time served, name of person served, and purpose. The log is usually arranged chronologically.
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Retain for 1 year after final action, and then destroy records.
Effective 1989-12-01 |
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Please use schedule
GRS-150: Training administration records
These files document course availability and municipal employee participation in training programs sponsored by the municipality, other government agencies, and non-governmental institutions. They include correspondence, reports, participant lists, and other items. The actual training certificates and transcripts are filed in individual personnel files.
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Retain for 6 years, and then destroy records.
Effective 1997-06-01 |
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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.
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Retain for 2 years, and then destroy records.
Effective 1996-01-01 |
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Please use schedule
GRS-370: Warrant records
These are documents issued by a court directing a person to be taken into custody to answer charge(s) filed. Only active warrants are kept on file. The original is returned to the court with return of service showing when and by whom warrant served.
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Retain until final action, and then destroy records.
Effective 1996-08-01 |
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Please use schedule
GRS-1951: Mandated or significant training materials
These are records of teaching aids used for personnel instruction which include manuals, syllabi, textbooks, and other training aids developed by the agency.
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Retain permanently. Records may be transferred to the archives.
Effective 1998-05-01 |
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Please use schedule
GRS-1783: Customer request or complaint records
These files contain a record of complaints or requests received from the general public concerning municipal parks and recreational facilities. They are used to verify that action was taken to resolve issues. They include date, name, telephone, and address of requesting person; type of request; and comments of foreman handling request.
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Retain for 2 years after resolution of issue, and then destroy records.
Effective 1997-06-01 |
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Please use schedule
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.
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Retain until administrative need ends and then destroy; accession books created before 1960 permanent, transfer to State Archives with authority to weed..
Effective 1997-06-01 |
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Please use schedule
GRS-1783: Customer request or complaint records
These forms record complaints received by the local health department from the public in reference to a wide-range of environmental concerns including air quality, solid waste, hazardous waste, epidemiology, indoor clean air, infectious waste, swimming pools, schools, vector control, food service, landlords, animals, housing, and yards. If complaint pertains to a specific facility it becomes part of the facility's inspection file. The form includes date, time, name of persons taking complaint, complainant's name, address, and telephone number; nature of complaint, date investigated, action taken, completion date, and signature of registered environmental health specialist.
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Retain for 4 years, and then destroy records.
Effective 1992-12-01 |
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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.
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Retain for 10 years after final action, and then destroy records.
Effective 2017-09-01 |
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Please use schedule
GRS-2025: First responder activity records
This is a daily and monthly activity report per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date and fire number; may also show officer's name, shift, vehicle number, case number, and total hours on and off duty.
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Retain for 2 years, and then destroy records.
Effective 1997-12-01 |
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Please use schedule
GRS-362: Impounded vehicles reports
These reports document motor vehicles impounded by the police department. Vehicles may be impounded for various reasons but usually when property or sales taxes are not paid. The State Tax Commission form 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. A vehicle inventory form may also be maintained which contains essentially the same information. The record copy is sent to the Division of Motor Vehicles and is retained for five years. A copy of the report is usually part of a case file.
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Retain for 3 years after final action, and then destroy records.
Effective 1996-08-01 |
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Please use schedule
GRS-1783: Customer request or complaint records
These records document complaints received and actions taken concerning library services including programming and material selection policies. They include complainant's name, address, and telephone number, date, explanation of complaint, and related correspondence,
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Retain for 1 year after resolution of issue, and then destroy records.
Effective 1997-06-01 |
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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.
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Retain for 5 years, and then destroy records.
Effective 1997-12-01 |
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These receipts document the return of lost property in the custody of the sheriff's department to property owners. They usually include the date, owner's name and address, description of property being returned, and signatures of owner and authorized sheriff's department personnel.
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Retain for 4 years, and then destroy records.
Effective 2018-04-03 |
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Please use schedule
GRS-323: Civil service of process records
This is a call for citizens to appear in court for criminal offenses. After summons are served the original is returned to the court. A log is sometimes kept indicating when summons was served (date and time), name of person served, and reason for being served.
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Retain for 2 years, and then destroy records.
Effective 1991-12-01 |
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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.
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Retain for 2 years, and then destroy records.
Effective 1991-12-01 |
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These case files document all non-fatal fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation.
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Retain for 10 years, and then destroy records.
Effective 1996-01-01 |
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Please use schedule
GRS-2013: Liability risk management case files
These case files document the reporting, investigation and settlement of liability claims filed against the county.
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Retain for 20 years after case is closed, and then destroy records.
Effective 1991-06-01 |
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