Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 14 County Clerk Records

 

 

ABSENT AND EARLY VOTER REGISTERS (Item 14-1)

These are the official registers of early or absentee voters. They are used to document registered voters who are unable to vote in person on election day and either voted early or made application to vote absentee. The register includes election and year, name of absent or early voter, address of voter, date ballot cast or mailed, voting district, ballot number, and for absent voters, date application was received and dates ballots were mailed and received.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

APPROVED CLAIMS LIST (Item 14-2)

This is a monthly listing of all claims certified by the county clerk for payment. It is used for auditing purposes. The listing includes name of payee, warrant number, amount, date redeemed, totals, and a signed statement certifying that it is a full and correct list of all claims approved by the County Commissioners.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

BEER LICENSE FILES (Item 14-3)

These files document the issuance of beer licenses within the unincorporated areas of the county. They are used for the application, the investigation, and the issuance or denial of beer licenses. Some counties have chosen to regulate the sale of beer in accordance with Utah law. "Any local authority may . . . issue, suspend, and revoke permits or licenses to sell beer for on-premise consumption . . . [and] "to general food stores and other establishments to sell beer at retail for off-premise consumption" (UCA 32A-10-101(1)(c,d) (1995)). The files include investigative Sheriff's reports, correspondence, and the original application.

Retention

Retain for 5 years after expiration of license and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

BIRTH REGISTERS (Item 14-4)

These volumes register births which occur within the county. They were created from certified birth reports filed with the county clerk. From 1898 to 1905, the county clerk was required to "keep separate registers to be known as the 'register of births' and 'register of deaths' in which births and deaths certified to him must be numbered in the order to which they were reported to him" (Utah Rev. Stat. 57:3032 (1898)). In 1905, the responsibility of recording births was transferred to the Department of Health. OBSOLETE RECORD

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

BOUNTY RECORD AND INDEX (Item 14-5)

These books document the payment of county and state bounties for the killing of various predators. To receive payment hunters completed appropriate forms and filed them with the county clerk. The clerk then issued "a certification under the seal of his office stating the number and kind of skins involved and stating the sum person entitled" (UCA 4-6-8 (1953)). The county clerk was also required to "keep a record in a bounty book of all county certificates issued by him" (UCA 4-6-11 (1953)). In 1975, the law was repealed and the responsibility was given to the Commissioner of Agriculture. OBSOLETE RECORD

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

BULL REGISTER (Item 14-6)

This volume is a register of certificates issued for purebred bulls ranged within the county. By law, only purebred bulls of some "recognized breed of beef cattle" could be ranged on public lands in Utah (see Laws of Utah, 1915, chapter 52). Until amended by the state legislature in 1945 (Laws of Utah 1945, chapter 3), the law required county clerks to register certificates from breeding associations for purebreed bulls ranged within their county. OBSOLETE RECORD

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

CAMPAIGN FINANCIAL DISCLOSURE STATEMENTS (Item 14-39)

These are financial reports required to be submitted by all candidates for county elected offices in accordance with UCA 17-16-16.5 (1995)). 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.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/94)

 

CERTIFICATES OF CITIZENSHIP (Item 14-8)

These books contain copies of certificates of citizenship issued to newly naturalized United States citizens. The certificates are printed forms containing blanks for the date, individual's name, place of birth, current county of residence, and the notarized signature of person seeking citizenship renouncing allegiance to any other country.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

CERTIFIED CANDIDATES LIST (Item 14-7)

"Each registered political party [participating in the primary election] shall submit the names of its county candidates to the county clerks . . . by 5 p.m. on May 20 of each even-numbered year" (UCA 20A-9-403(2)(a) (1995)). Parties not participating in the primary election "shall submit the names of its county candidates to the county clerks . . . by 5 p.m. on August 15 of each even-numbered year" (UCA 20A-9-903(2)(b) (1995)). After receiving and reviewing the certified lists the county clerk "conducts a lottery to determine the order of the candidates' names on the ballot" and "shall post or publish a primary election notice as specified by UCA 20A-9-403(3,4) (1995).

Retention

Retain for 1 year after the election and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

COMMISSION AGENDA FILES (Item 14-9)

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.

Retention

Retain for 5 years and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

COUNTY COMMISSION MINUTES AND INDEXES (Item 14-10)

These are minutes of regular and special meetings of the county commissioners. They are used to document the actions and decisions of the commission. County commission minutes record the appointments of county officials; the receipt of citizen's petitions; the adoption of annual budgets; the review of tax receipts and rates; and the discussions of public services such as roads, water, sewage, police and fire protection. These minute books include the time and place of the meeting, names of commissioners present and absent, summary of the proceedings and decisions made by the board.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

COUNTY OFFICIALS REGISTER (Item 14-11)

This register contains a listing of all elected and appointed county officials. It is used for reference purposes. It includes the name of the elected or appointed official, residence, office, date of election or appointment, beginning and ending term dates, amount of bond posted, name of sureties, and remarks (usually date of resignation or date of death).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

DEATH REGISTERS (Item 14-12)

These registers record deaths occurring in the county. They were created from certified death reports filed with the county clerk. From 1898 to 1905, the county clerk was required "to keep separate registers, to be known as the 'register of births' and the 'register of deaths' in which births and deaths certified to him must be registered in the order by which they are reported to him" (Utah Rev. Stat. 57:1032 (1898)). In 1905, the responsibility of recording deaths was transferred to the State Department of Health. OBSOLETE RECORD

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

DECLARATIONS OF INTENTION (Item 14-13)

These volumes contain completed preprinted declaration of intention forms for county residents seeking to become United States citizens. A declaration of intention preceded a petition to become a citizen by two or more years. The forms included the following information: state; county; name, age, occupation, and description of applicant; place and date of birth; current residence; information on immigration (name of vessel, port arrived, date of arrival); and last foreign residence and name and title of ruler to whom he would renounce allegiance.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

DEED FILES (Item 14-14)

These files document the county purchase of real property. They are used to document ownership and transfer of title of such property. The files include the original recorded deeds (quit claim, warranty, May tax sale), policies of title insurance, notices of tax sale, abstracts of titles prepared by the county recorder and statements of delinquencies. The county clerk shall "execute under his seal and in the name of and for the county, all deeds and conveyances of all real estate conveyed by the county pursuant to resolutions of the board of county commissioners" (UCA 17-20-4(2)(1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

ELECTION BALLOTS (Item 14-15)

These are the official ballots cast by voters in county elections. They shall be preserved "for at least 22 months after an election . . . destroy them without opening or examining them" (UCA 20A-4-202(2)(a) (1995)).

Retention

Retain for 22 months after the election or until time has expired during which ballots could be contested (UCA 20A-4-202(2) (1995) and then destroy.

Suggested Primary Designation

Exempt:UCA 20A-4-106 (2008) and 20A-4-401 (2008).

(Approved 04/95)

 

ELECTION CANVASSES (Item 14-41)

These are the official canvass of primary, general, or special elections which provde a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, votes tallied by district, and totals.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/94)

 

ELECTION DISTRICT MAPS (Item 14-16)

These blueprint maps are used to illustrate the boundaries of election districts. They are used for reference purposes. The maps include roads, streams, mountains, cities and towns and have had the boundaries of the voting districts added.

Retention

Retain until superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

ELECTION FILES (Item 14-17)

These files document primary, general and school elections. They are used to verify that elections were held in accordance with state statutes (see Election Code, 20A UCA et. seq. (1995)). The files include forms listing official party candidates and delegates; reports of county officers, state delegates to primary convention reports for printing on primary election ballot; names of candidates to be printed on the November ballot; list of party delegates by district to county convention; a letter detailing expenditures for campaigns by county committees and lists of applicants for registration agents; abstract of primary election returns by county; copies of official and primary ballots; information on mass meetings; expenses of candidates; and lists of registration agents and judges.

Retention

Retain for 4 years after general election and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

ELECTION REGISTRATION FILES (Item 14-18)

These are four-part printed voter registration forms used to register eligible voters. "Every person applying to be registered shall complete a registration form" (UCA 20A-2-104 (1995)). They include the voter's name, address, birthdate, birthplace, last former address previously registered, political party (optional), signature and sworn statement of person completing form, and date. "The county clerk shall retain a copy in a permanent countywide file, which may be electronic or some other recognized system." (UCA 20A-2-104(2) (1995).

Retention

Permanent. (UCA 20A-2-104(2) (1995).

Suggested Primary Designation

Public.

(Approved 09/95)

 

ELECTION RETURNS (Item 14-19)

The election returns, as defined in Utah Code UCA 20A-1-102(28), include the poll book, all affidavits of registration, the military and overseas absentee voter registration and voting certificates, one of that tally sheets, any unprocessed absentee ballots, all counted ballots, all excess ballots, all unused ballots, all spoiled ballots, the ballot disposition form, and the total votes cast form.

Retention

Retain for 22 months after the election and then destroy (UCA 20A-4-202(2)(d)(e)(2008)).

Suggested Primary Designation

Public.

(Approved 04/95)

 

FEE BOOKS (Item 14-20)

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 (1995)).

Retention

Retain for 4 years after completion of book and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

FRANCHISE BOOK (Item 14-21)

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) (1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

JURY MASTER FILE REPORT (Item 14-22)

This was a computer report compiled by the county clerk of all persons serving on juries within the county during the previous year. The county clerk was required until 1992 to maintain "a master list of all juries" (UCA 78-46-10; 17-2-4(5)(1990)). In 1992, the Judicial Council and Court Administrator's office were given the responsibility (UCA 78-40-10 (1995)).

Retention

Retain for 2 years after being superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

LICENSE BOOKS (Item 14-23)

This is a record of all business licenses issued by the county. "The governing body of a county may license for the purpose of regulation and revenue any business within the unincorporated areas of the county" (UCA 17-5-222 (1995)). The type of licenses recorded in these books may vary according to the county issuing and when license was issued.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

MARRIAGE LICENSE APPLICATIONS (Item 14-24)

These are forms completed by couples applying for marriage licenses. They are used to prove their identity and record other pertinent information which permits the couple to receive their license. The application include the following information: "the full names of the contracting parties, including the maiden name of the female, the present place of residence of each, the date and place of birth (town or city, county, state or country, if possible), the names of their respective parents, including the maiden name of the mother, the birth places of fathers and mothers (town or city, county, state or country, if possible), andthe distinctive race or nationality or each of the parent. If the female is a widow, her maiden name shall be shown in brackets" (UCA 30-1-8 (1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Exempt:UCA 26-2-22 (2008).

(Approved 03/91)

 

MARRIAGE LICENSE REGISTER (Item 14-26)

This is a register of all marriage licenses issued. The county clerk shall "keep a register of marriage as provided by law" (UCA 17-20-4(1)(1995)). The register usually contains the following information: certificate number; month, date, year license issued; name and age of female; name and age of male; name of person officiating at wedding; book and page marriage recorded; license number; and remarks (usually the type of service).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

MARRIAGE LICENSES (Item 14-25)

These licenses are issued after completion of a marriage license application and are filed in the office of the county clerk. "No marriage may be solemnized without a license issued by the county clerk . . . not more than 30 days prior to the date of solemnization of the marriage" (UCA 30-1-7 (1995)). The license includes names, addresses, and ages of bride and groom; date and number of license; date of marriage; title and signature of person performing the ceremony; and signatures of bride, groom, witnesses, and county clerk.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

NOTARIES PUBLIC INDEX (Item 14-27)

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 (1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

OATHS OF OFFICE (Item 14-28)

These records are the official oaths of persons elected or appointed to county positions. They are used to verify that oaths are given in accordance with the Utah State Constitution (Art. IV, Sec. 10). Before entering into the duties of all elected and appointed officials "shall take and subscribe to a specified oath or affirmation." All oaths and bonds for county officials "shall be filed with the county clerk, except for the county clerk which shall be filed with the county treasurer" (UCA 52-1-3 (1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

OFFICIAL BONDS (Item 14-29)

"All official bonds shall be recorded in the office of the county recorder and then filed and kept in the office of he county clerk. The official bond of the county clerk after being recorded shall be filed and kept in the office of the county treasurer" (UCA 17-16-11 (1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

OFFICIAL ELECTION REGISTERS (Item 14-30)

These books are the official listing of all registered voters in the county for the primary and general elections. There is a booklet for each election district in the county. "A person may not vote at any election unless that person is registered to vote as required" by law (UCA 20A-2-102 (1995)) . The registers' columns provide for the following entries: "registered voter's name; grounds for challenge; name for person challenging a voter; ballot numbers [for] primary, November, bond [elections]; date of birth; place of birth; place of current residence; street address, zip code; and space for the voter to sign his name for each election" (UCA 20a-5-401 (1995)). These lists are used at the polls by the election judges to identify registered voters andto record ballot numbers on election day. After the election day they are used for comparison when canvassing for elections.

Retention

Retain for 4 years and destroy--Post-1940 registers; Pre-1940 registers -- permanent. May be transfer to State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

ORDINANCES AND INDEXES (Item 14-31)

These records document the legislative action of the county commissioners. The county commission may "pass all ordinances and rules and make all regulations, not repugnant to law, necessary for carrying into effort or discharging the powers and duties" of their office (UCA 17-5-263 (1995)). The county clerk is required "to authenticate with his signature and the seal of the county clerk all ordinances or laws passed by the board and record the same at length in the ordinance book" (UCA 17-5-209(9) (1995)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

PASSPORT APPLICATION TRANSMITTAL RECORDS (Item 14-40)

These records document the applications received and fees collected daily for passports. The county clerk provides a service by taking the applications and collecting fees and then transmitting applications and the fees to the U.S. State Department. The office only serves as a collections center and does not process the applications. Passport fees must be paid in "U.S. currency or by draft, check, or money order payable to the Dept. of State or the Passport Office" (22 CFR 51.60 (1993)). The transmittal form includes the facility's name, address, and telephone number, applicants' names, birthdate, telephone numbers, departure date, check amount, type of fee (regular, amendments, no fees), total number of applications processed, final totals, name and signature of person preparing report, and any necessary remarks.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Private.

(Approved 06/94)

 

PETITION FILES (Item 14-32)

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 17-5-209(7) (1995)). Signatures must be verified to determine whether petitioners are registered voters.

Retention

Retain for 5 years after issue resolved or final decision is made and then transfer to the State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 03/91)

 

PETITIONS FOR NATURALIZATION (Item 14-33)

These books contain completed federal naturalization forms. These petitions are filed by individuals declaring their intention to become U.S. citizens and who have met the residency requirements to make formal application for U.S. citizenship. A petition is the final step in becoming a United State citizen. It includes the the individual's name, residence, occupation, birth date and place; the place emigrated from; date and place of arrival, and vessel name; date and court of declaration of intention; spouse's name, birthplace, and residence; children's names, birth dates, birthplaces, and residences; and any previous applications filed. Also included are the affidavits of two witnesses, the oath of allegiance, and a court order admitting the person to citizenship.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

PROJECT COMMENCEMENT NOTICES FILES (Item 14-34)

These files contain project commencement notices. Each original contractor taking a mechanic's lien shall file with the county clerk "a notice of commencement of the project or improvement with the county clerk for the county or counties where project is located within 30 days after commencement of the project." The county clerk "shall create and maintain a file for the maintenance of the notices of commencement" (UCA 38-1-27 (11)(1990)). In 1991, the county recorder was given the responsibility of filing these notices.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Protected.

(Approved 03/91)

 

RESOLUTIONS (Item 14-35)

These are formal statements of decisions or expressions of opinion adopted by the county commission. They perform the same function as an ordinance. The county clerk is required to "make full entries of all [county commission] resolutions" (UCA 17-5-209 (1995)). The most commonly adopted resolutions include the following: adoption of county budgets, sale of industrial bonds, and creation of special improvement districts.

Retention

Permanent. May be transferred to he State Archives.

Suggested Primary Designation

Public.

(Approved 03/91)

 

STATE DRIVERS' LICENSE MASTER LICENSE REPORT (Item 14-36)

This was a computer report of all licensed drivers within the county. It was used with the voter registrations to create jury lists for district, circuit, and justice courts. The report included the driver's name, address, date of birth, and date the license was issued. In 1992, the Judicial Council and the Court Administrator's Office were given the responsibility to create jury lists (UCA 78-40-10 (1995)). OBSOLETE RECORD.

Retention

Retain for 1 year or until superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 03/91)

 

VOTER REGISTRATION NOTICE (Item 14-38)

These notices are sent to registered voters to check current addresses. This notice is required to be sent by the county clerk to registered voters "where address has changed and it appears the voter now resides in another county" to verify the change of address (UCA 20A-2-306(2)(b) (1995)). These records include the notice containing a statement requesting the voter read and complete, voter's current address, explanation that if form is not returned the voter will be required to show evidence of current address before voting and if voter fails to vote in either of next two regular general elections they will no longer be registered to vote, voter's signature, and a listing of voters to whom notice was sent.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public:UCA 20A-2-308(2)(b) (2008).

(Approved 09/95)

 

WILLS FILED AND INDEX (Item 14-37)

These are wills filed with the county clerk for safekeeping. As a service to county residents, the county clerk stores the wills for security purposes until needed or retrieved. The files include the actual signed and duly witnessed wills numbered chronologically by date of receipt. The index is divided into two sections, wills for probate and will not for probate. The index includes name of testator and number of will.

Retention

Retain for 75 years or until will probated, superseded, or removed and then transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 03/91)