Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 29 Public Works Records

 

 

ACCIDENT REPORTS (Item 29-1)

These are copies of reports on traffic accidents investigated by the sheriff's office. They are used for traffic safety studies and reports. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions. The original report is sent to the State Department of Public Safety if damage exceeds $750, or injury or death occurs (UCA 41-6-35 (1995)), and is maintained for seven years. Copies are also maintained by the county sheriff's office.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

ASPHALT PRODUCTION RECORDS (Item 29-2)

These records consist of a daily computer printout and a daily log showing aggregate tonnage of asphalt produced at the county asphalt plant. The printout is received daily and the information is recorded in the log and the printout is then destroyed. They are used for budget purposes. The log includes customer name, job location and supervisor, name of weighmaster, customer number, job number, truck number, amount, type and description of mix, and ingredient information.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

CAPITAL PROJECT STATUS REPORT (Item 29-3)

This is a monthly report of all current capital improvement projects. The report includes information on funding (comparing amounts), extra work orders, and over-run authorizations for each project.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

CLASS "B" ROAD FUNDING PROJECT FILES (Item 29-4)

These project files document the funding for Class "B" roads. Class "B" funding is money allocated to each county from the Transportation Fund (UCA 27-12-22 (1995)). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).

Retention

Retain for 3 years after claim, audit or litigation settled and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

COMPLAINT FILES (Item 29-5)

These files document complaints received and how they were responded to by the department (e.g., streets, sanitation, traffic signals). They include name and address of complainant, date received, description of problem, and action taken.

Retention

Retain for 7 years or until resolution of any litigation and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

CONCRETE MAINTENANCE RECORDS (Item 29-6)

These records document the replacement of concrete maintenance necessary when the county is responsible for damage caused by county vehicles (e.g., garbage trucks, snow plows) or problems caused by storm damage or other acts of nature. Maintenance may either be done by the county or contractors through the bidding process. These records are used for budget purposes and indicate the completion of the project. They include a card file, copies of receipts, pay vouchers, contracts, bids, correspondence, extra work orders, estimates, sketch or diagram, photographs, council district information, and proof of mailing estimate.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

CONSTRUCTION CONTRACT RECORDS (Item 29-7)

These records document contracts for all engineering and construction projects undertaken by the county. They include payment records, reports, contracts, certificates, and related correspondence.

Retention

Retain for 6 years after expiration of contract and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

CONSTRUCTION PROJECT FILES (Item 29-8)

These project files document the planning, design, and construction of county-owned facilities, structures or systems. They are also used for budget planning and litigation research. They include correspondence, copies of agreements, engineer's personal notes, guarantees and warranties, testing reports, reports (daily, weekly, monthly), and permits to work in the public way for municipality projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction or repairs to additions to city buildings.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/94)

 

DELIVERY TICKETS (Item 29-9)

These are tickets issued by suppliers to verify delivery of supplies (concrete, road base, gravel, and topsoil). They include date, time, amount of mix received, and a list of miscellaneous supplies received.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

DRAINAGE MAINTENANCE AGREEMENTS (Item 29-10)

These are agreements between the county and canal or irrigation companies. The agreements allow storm water be diverted into drainage systems maintained by these companies. The county pays them for this service. The agreements include date, company's name and address, provisions of the agreement, payments to be made, and signatures of county commission chair, county clerk, and company representative.

Retention

Retain for 6 years after expiration of agreement and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

DRAINAGE SYSTEM REPAIR LIST (Item 29-11)

This is a list of all drainage facilities in the system. It is used to prioritize which drains need maintenance. It includes size, type and condition of drainage pipe, type of clean out box, location of facility and condition, depth from flow line to top of lid on road surface, and a brief description of the problem.

Retention

Retain until superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

DRAWINGS AND DIAGRAMS (Item 29-12)

These are drawings and blueprints of engineering "as-built" projects. They are used by the public and county personnel to establish existing information for all county locations. They include drawings of street construction, sidewalks, storm drains, waterlines, reservoirs, public facilities, and other county building projects, providing date, legend, county title, scale, and actual drawings.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/94)

 

ENCROACHMENT AGREEMENTS (Item 29-13)

These are agreements between the county and property owners allowing them to extend fences or plants (bushes and trees) within the county right of way. The county reserves the right to revoke the agreement and to require the property owner to remove the fences or plants upon request. The agreements include date, licensee's name and address, agreement terms, licensee's notarized signature, and signatures of the county commission chair and county clerk.

Retention

Retain for 6 years after contract revocation and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

EXCAVATION PERMIT APPLICATIONS (Item 29-14)

These applications are used by individuals and contractors requesting to work in the county 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 county ordinances.

Retention

Retain for 1 year after expiration and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

EXCAVATION PERMIT BILLINGS (Item 29-15)

These billings are sent to contractors for the inspections of excavations on the county right-of-way. The permits may be issued over the telephone with parties having agreements with the county and are then billed for inspections. The billings include contractor's name and address, date permit issued, location, inspection date, and inspection costs.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

FLOOD CONTROL PERMIT APPLICATIONS (Item 29-16)

These applications are completed by developers and homeowners requesting a permit to construct within a flood plain. They are also required for the construction of any facility or discharge of any runoff into specific countywide facilities. The permit provides that the structure or operation covered could be stopped, removed or destroyed by the county in a flood emergency and that all structures are subject to county inspection at permittee's cost. The applications include firm's or individual's name, address, and telephone number; proposal's description, including construction type, purpose, location (including engineering calculations, and any special conditions); grantee's signature; date; recommendations on whether request should be approved or denied; and (if approved) director's signature.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/94)

 

HIGHWAY DAILY REPORT (Item 29-17)

This daily report tracks work and materials used on specific highway projects. They are used to create monthly reports. It includes county name, district, section, supervisor's name, date, employees' names, number of regular and overtime hours worked per project number, specific materials and amounts per project number, and specific equipment and hours used per project number.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

INFORMATIONAL MAPS AND PLATS (Item 29-18)

These are county maps and plats for surveyors and maintenance of county property and facilities. They are used for research purposes by the public, other county departments, and title companies. They include townships and range, rights-of-way, monument markers, lot measurements, street names, centerline measurements, blocks, and subdivision names.

Retention

Retain until superseded and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

INTERLOCAL AGREEMENTS (Item 29-19)

These are agreements between the county and municipalities within the county to provide public works services. They include date, city's name, provisions of the agreement, payments to be made, and signatures of county commission chair, county clerk, and city representatives.

Retention

Retain for 6 years after expiration of contract and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

MATERIALS TEST RESULTS (Item 29-20)

These reports contain the results of sieve analysis and nuclear density tests on asphalt, road base concrete, and soils. They are used for conformance of specifications for approval of various materials used on county construction projects. Reports are also used for reference on future county project work. Reports include: date, type of material, weight of material, amount of tests performed, and results of tests (sieve analysis results, percent of compaction, and cylinder compressive tests).

Retention

Retain for 3 years after project completed and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

RESURFACING BILLINGS (Item 29-21)

These billings are sent to contractors and public utilities for resurfacing county roads, alleys, or other public places. Persons are required to restore the pavement surface after the completion of excavations on the county right-of-way. Persons doing excavation work may request the county to restore the surface and are then charged the costs. The billings include contractor's name and address, date, completion date, location, road width, cut width, total square footage, amount, and total balance.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

SCHOOL ROUTING MAPS (Item 29-22)

These records provide school access routes for elementary, junior high, and senior high schools for school buses. The routing plans are updated yearly and are transmitted to the local jurisdiction by the school districts. The records are maps, plans, and other records. They include routing changes, safety concerns, and recommendations.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

SIGNALIZED INTERSECTION RECORDS (Item 29-23)

These records are registers, card files, and similar records providing an inventory of all traffic signs, signal equipment and the timing set-up of each signalized intersection. They are used to determine compliance with safety guidelines and as a record of changes on a historical basis. They include information concerning poles, signal head information, and signal control.

Retention

Retain for 7 years or 2 years after signal device removed and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

SPECIAL ASSESSMENT PLATS (Item 29-24)

These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of the tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.

Retention

Retain for 5 years after district is completed and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

SPECIAL EVENTS PERMITS (Item 29-25)

These applications are completed by persons requesting permits to hold special events (i.e., film crews, races, parades) on the county right-of-way. They include application number; event type and description; sponsoring group's name; admission fee; event date; event times; promotional agency name; contract person's name, address, and telephone number; proposed location or route; whether a fee waiver is requested; estimated number of participants and spectators; authorizing signature and date; date to appear on county commission agenda; sheriff's and local health department's recommendations; decision; and authorizing signature.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

STREET FILES (Item 29-26)

These files document all streets and roads in the county. They include correspondence, copies of contracts, bid logs, bidding schedule, copies of grant applications, work orders, accident report, diagrams, drawings, and memoranda.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/94)

 

STREET MAINTENANCE RECORDS (Item 29-27)

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.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

SURVEY DRAWINGS (Item 29-28)

These are drawings of new surveys and resurveys of parcels of property containing horizontal control monuments. They are computed on a state plane grid coordinate and are used as a reference for measurements and deeds research. They include monuments, state plane grid coordinates, surveyor's notes, scale, legend, and north point.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 06/94)

 

TRAFFIC SIGNAL CONFLICT-MONITOR LOG (Item 29-29)

This is a log showing when each conflict-monitor was serviced (a safety device that functions to avoid two opposite green lights showing at the same time). It is used for maintenance purposes. The information is maintained at the intersection. The log includes location, type of conflict monitor and date serviced.

Retention

Retain for 7 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)

 

TRAFFIC VOLUME COUNTS (Item 29-30)

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.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/91)

 

UTILITY LICENSE AGREEMENTS (Item 29-31)

These are agreements between the county and public utilities allowing them to extend or replace existing lines across the county right-of-way. They include date; grantee's name; purpose; location; length; contractor's name and address; engineering firm's name; agreement's conditions including protection of traffic, restoration of existing pavement, reconstruction of highway, and liability; notarized grantee's signature; and authorizing county signature.

Retention

Retain for 6 years after contract expires or replaced and then destroy.

Suggested Primary Designation

Public.

(Approved 06/94)