Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 6 Maintenance Records

 

AMERICANS WITH DISABILITIES ACT RECORDS (Item 6-15)

These records document compliance to the Americans with Disabilities Act (ADA). They include surveys of county buildings to determine accessibility to the physically handicapped, federal regulations, proposals for implementing the act, correspondence, resolutions, and solutions to access problems.

RETENTION

Retain for 15 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/95)

AS-BUILT CONSTRUCTION PLANS AND SPECIFICATIONS (Item 6-14)

These are the final plans and specifications for approved and constructed county buildings.

RETENTION

Permanent. May be transferred to the State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/95)

BUILDINGS AND GROUNDS MAINTENANCE LOG (Item 6-1)

This log records all repairs made to county buildings and grounds. It is used to verify that repairs were made.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

DAILY VEHICLE USAGE REPORT (Item 6-2)

This is a report of all vehicle usage. It is used for both maintenance and planning purposes. Includes date, list of repairs needed and action taken, miles traveled, problems, and driver's name.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

DAILY WORK LOGS (Item 6-3)

This daily log is maintained by each work crew to verify work completed. This log includes date, work order number, location, job requirements, date completed, equipment used, and initials or crew chief's signature.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

EQUIPMENT MAINTENANCE AND REPAIR RECORD (Item 6-4)

These are records of service repair and maintenance of county equipment, including office machines and furniture.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

FUEL RECORDS (Item 6-5)

These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by the county vehicles.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

GASOLINE SALES TICKETS (Item 6-6)

These are copies of credit card sales slips. They are used to verify the purchase of gasoline.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

INSURANCE ADJUSTER'S ESTIMATES (Item 6-17)

These are insurance adjuster's reports on repair estimates for county vehicles.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/95)

MILEAGE CERTIFICATES (Item 6-16)

These are certificates issued by the dealer/manufacturer certifying the mileage is accurate on each county purchased vehicle.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/95)

SERVICE REQUESTS (Item 6-7)

These are requests for maintenance, service, cleaning, or repair of vehicles, equipment, and buildings, received from any county department.

RETENTION

Retain for 6 months after maintenance completed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

SPACE UTILIZATION REPORTS (Item 6-8)

These are reports on the amount of floor space in county buildings. They are used for planning purposes. The report includes number of rooms, square footage per room, and room capacity.

RETENTION

Retain until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

VEHICLE ASSIGNMENT RECORDS (Item 6-9)

These are assignment logs, reports, authorizations, and similar records relating to the assignment and use of vehicles by county employees or officials.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

VEHICLE MAINTENANCE RECORDS (Item 6-10)

These are daily maintenance records on all county vehicles. They are used to provide a maintenance history of all county vehicles. Includes work order number, dates, maintenance performed, mileage of vehicle, problem type, driver's mame, and action taken.

RETENTION

Retain for 1 year after disposition of vehicle and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

VEHICLE REGISTRATION CERTIFICATES (Item 6-11)

These motor vehicle registration forms document county ownership.

RETENTION

Retain until vehicle is transferred or sold and then transfer with vehicle.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

WORK ORDER LOG (Item 6-13)

This is a log of all work orders. It is used for reference to verify that work was performed. Includes work order number, work order request, dates received and completed, record of trouble calls and work completed.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)

WORK ORDERS (Item 6-12)

These are authorization forms for the repair or maintenance work on department vehicles, equipment, or county owned facilities or structures.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/91)