General Retention Schedule Items

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These books are used to record the payment of refunds for the overpayment of special taxes. They contain the name of special tax project, extension number, page number, owner, lot number, block number, plat or subdivision, number of front feet, refund per feet, date refunded and amount, total abatement refunds, revenue, and surplus for project.
 
After final action, retain for 3 years; then destroy records.

Effective 1989-03-01
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.
 
Retain for 30 years; then destroy records.

Effective 1995-11-01
These records are tax assessments on mobile homes. They include the owner's name, taxing district, account number, address, make, model, location, vehicle identification number, cost and percentage of assessment, a record of payment and sometimes a picture of the unit.
 
After final action, retain for 6 years; then destroy records.

Effective 1991-06-01
This are lists of all parcels within the county. The report includes serial number, owner's name, address, taxing district and land description.
 
After superseded, retain for 2 years; then destroy records.

Effective 1991-06-01
These files contain various forms which report to the county auditor the official levies set by the county commission, city councils, school boards, and special district directors. Includes the names of the government entity, year, purpose of levy, legal authorization, mills levied, total levy, certification by taxing unit (date and authorizing signature), and certification by county auditor. Attached to these forms are all necessary back up information.
 
Retain for 10 years; then destroy records.

Effective 1991-03-01
These are the monthly and yearly summary reports of appropriations of collected taxes by taxing districts.
 
Retain for 3 years; then destroy records.

Effective 1991-03-01
This book documents franchises granted by the county commission. The commissioners "must cause to be kept a franchise book containing all franchises granted by the board for that purpose, the length of time and to whom granted, the amount of bond and license tax required or other consideration to be paid" (UCA_ 17-5-210(4) (2011)) formally UCA 17-5-210.
 
Retain permanently; then records may be transferred to the archives.

Effective 1991-03-01
These are financial reports required to be submitted by all candidates for county elected offices in accordance with UCA 17-16-16.5 (2012)). Each candidate is required to report his itemized and total campaign contributions at least once within two weeks before the election and at least once within two months of the election. The financial report must identify each contribution over $50, the donor's name, and amount, and each expenditure, the name of the recipient and the amount of the expenditure.
 
Retain permanently; then records may be transferred to the archives.

Effective 1994-06-01
This report is required to be submitted to the Utah State Department of Workforce Services on all district new hires in accordance with the Personal Responsibility and Work Opportunity Act. This information is used to create a State New Hire Registry to match against existing child support records to locate parents, establish an order or enforce an existing order. Once these matches are made, the State will transmit the New Hire reports to the National Directory of New Hires (NDDH) which allows the Office of Child Support Enforcement to be able to assist States in locating parents on a national level. The reports include employee name, social security number, mailing address; employer name, federal employer identification number, mailing number; employee date of hire or rehire; employee occupational title; and full-time or part-time employment status. The report is submitted with the employee's W-4 form within twenty days of new employment. The report may be submitted by paper or elect ronic medium.
 
Retain for 1 year; then destroy records.

Effective 1998-05-01
These logs document the daily accounting of all prisoner activities. They include the prisoner's name and number, date, time, activity, and reporting deputy's name.
 
Retain for 2 years; then destroy records.

Effective 1991-12-01
This list records reservations made for meals served at senior centers. It is used for meal planning and to create reports. The form includes center's name, dates, participant's names, days of week, indication of dates reservations made, whether meal served, and whether individual is a volunteer.
 
After final action, retain for 1 year; then destroy records.

Effective 1992-12-01
This worksheet is used to record the amount and types of services that a homemaker has provided to a specific client. All information is transferred to an official payroll record. This information is used in the creation of reports. It includes date, client's name, homemaker's name, dates worked, hours worked and services provided per day (special diet supervision, feeding, dressing and grooming, child care, cooking and meal preparation, general housework, errands, etc.).
 
After expiration of contractual agreement, retain for 3 years; then destroy records.

Effective 1992-12-01
These files document the participation of persons in the Senior Service Employment Program under 20 CFR 641 (2008). This program provides for the hiring of low-income persons over the age of fifty-five. The files include income certification form, client intake form, any related correspondence, and if applicable termination forms.
 
After separation, retain for 4 years; then destroy records.

Effective 1992-12-01
This is a monthly report submitted by the local health department to the state Department of Health listing the amounts spent for capital outlay on state contracts. It includes the local health department's name, the reporting period, payee's name, the contract or program where the outlay was made, and expenditure amount.
 
After final action, retain for 3 years; then destroy records.

Effective 1992-12-01
This state report form documents health inspections of all hotels, motels, resorts, and labor camps. Any deficiencies discovered in the inspection must be corrected before next routine inspection or a specified period or facility could be closed until work is completed. The report form includes establishment's name, establishment type, city, county, lodging unit numbers, secondary water source, on-site sewage disposal type, owner's name and address, health district, lessee's name and address, inspection type (routine, complaint, construction inspection, request, follow-up inspection, pre-opening inspection, survey, and other), and results of inspection concerning water supply, wastewater disposal, service buildings or restroom facilities, housing, laundry facilities, swimming or wading facilities, solid waste, and specific remarks, date, and signatures of the owner or representative and sanitarian.
 
Retain for 3 years; then destroy records.

Effective 1992-12-01
This is submitted by hospitals reporting live births that occurred during the month. It is used to ensure that all birth certificates were received as required by UCA 26-2-5_ (2008). The form includes the month of the report, hospital's name, and a list of births giving the date of birth, the parent's names, the child's sex, and the name of the medical attendant.
 
Retain for 1 year; then destroy records.

Effective 1992-12-01
This is a report on the inspection of public swimming pools as required by Utah Code 26-15-2(2)(2007). This report form includes the pool name, pool address, owner's name, operator's name, the date and time of the inspection, the number of bathers during the inspection, inspector's name, and inspection results.
 
Retain for 4 years; then destroy records.

Effective 1992-12-01
These reports verify mosquito larvae quantities and types in specific areas. The field director and the inspectors use the report to identify mosquitoes, to determine whether they will be harmful, and for future follow up. This report includes date, section, area, species, amounts per dip, inspector's name, temperature, and operator.
 
Retain for 15 years; then destroy records.

Effective 1996-01-01
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.
 
Retain permanently; then transfer records to the archives.

Effective 1995-11-01
These are quarterly reports of monies deposited with and invested by the State Treasurer under the State Money Management Act (UCA 51-7) (2010)). These statements are required by law (UCA 51-7-9 (1984)). They include a deposit form, an account statement and an investment credit notice.
 
Retain for 1 year; then destroy records.

Effective 1989-03-01
These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.
 
Retain for 22 months; then destroy records.

Effective 1997-12-01
These are monthly and quarterly reports on the daily operations of treatment plants. They are submitted to the State Bureau of Water Pollution and to the Environmental Protection Agency (EPA). These reports are a record of the average amount of pollution discharged into the waters of the municipality from National Pollutants Discharge Elimination System (NPDES) permit holders. They document the daily operations of the Water Reclamation Plant such as sewage flow, grit removal, chlorine usage, residuals, digester gas products, and lab analytical results (40 CFR 122.41(j)(2) (2006)).
 
Retain for 5 years; then destroy records.

Effective 1989-12-01
This is a copy of a monthly report submitted to the State Department of Health verifying drinking water standards (40 CFR 130.4)(1989). They are used to monitor compliance with water quality standards and to verify standards were met. The reports include daily and total monthly amounts, minimum , maximum, and averages for filter operation, filter rate in gallons per minute, length of filter run; filter head loss; and minutes of backwash; amounts and kinds of chemicals used. The State Health Department maintains their copy for 10 years.
 
Retain for 5 years; then destroy records.

Effective 1989-12-01
These files contain records relating to street dedications, street closings, the assignment and alternation of street names and house numbers and similar records. They provide official control of the naming and numbering of municipal streets and roads.
 
Retain permanently; then transfer records to the archives.

Effective 1989-09-01
These are standards developed for equipment purchases. They are used to ensure the most efficient expenditure of district funds. The standards are normally organized by subject and include an item-by-item description, estimated or guaranteed price, and quantity allowed.
 
Retain for 1 year; then destroy records.

Effective 1996-12-01

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