Utah Department of Administrative Services

Division of Archives & Records Service

Dept. of Corrections Schedule 10: Security Records

 

 

10-1. DAILY GUARD LOGS

Documents guard assignments within the facilities. Includes daily post logs, shift captain's log, vehicle logs, pass lists and communication logs.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-2. ELECTRONIC SECURITY ALARM SYSTEM PRINTOUTS

Documents any incident recorded on the security monitoring system. Includes location of alarm, type of alarm signal, time and date of the alarm signal, who acknowledged the alarm and the time the alarm was cleared.

Retention

Retain by agency for 6 months and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-3. EVIDENCE DOCUMENT BOOKS

Provides a detailed summary of incoming evidence from incidents involving inmates/residents or Departmental personnel. Includes the evidence document number, case number, suspect/inmate/resident name, evidence location, description of evidence, officer receiving evidence, date received, reason released, date returned and final date of and manner of disposition of the evidence.

Retention

Retain by agency for 30 years provided final disposition of evidence has been completed and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-4. EVIDENCE FILM

Provides documentation of all evidence that has been collected by the Department. Videos of the evidence room or safes are created on a routine basis as required. The videos are used to provide evidence in hearings or court cases after the final disposition of the physical evidence has occurred.

Retention

Retain by agency until superseded and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-5. EVIDENCE/PROPERTY RECORDS

Documents the receipt of evidence or property gathered during an investigation. The series is also used to document the storage and movement of evidence from the time of receipt to the final disposition. Includes property receipts and destruction sheets. Information may include the date received, name of inmate, case number, description of evidence and date and manner of disposition.

Retention

Retain by agency for 5 years after final disposition of the evidence or property and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-6. FACILITY EVIDENCE TECHNICIAN'S LOGS

Documents the removal of evidence from the evidence safe by law enforcement personnel. Includes the date removed, description of evidence or property, technician's name, name of witness to the removal, case number, inmate name, name of the law enforcement personnel removing the evidence and date the evidence was returned.

Retention

Retain by agency for 5 years provided all litigation is resolved and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-7. INCIDENT REPORTS

Documents incidents occurring within the facility. May include reports involving staff members, inmates or non-individual incidents such as doors ajar, etc. Includes date, time and location of incident, name of individuals involved, names of witnesses, description of incident or security breach, and action taken or recommended. Any incident resulting in disciplinary action would be retained in the inmate/resident file or the employee file.

Retention

Retain by agency for 6 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-8. INMATE MOVEMENT AUTHORIZATION FILES

Documents the authorization granting an inmate or resident to move from one facility within the prison or center to another. Includes the name of the inmate or resident, inmate number, date and time of movement, purpose of movement, destination and the name of person granting the move.

Retention

Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-9. INMATE TRANSPORTATION ORDER FILES

Documents authorized movement of an inmate or resident from the facility to an off-site location. Includes the name of the inmate or resident, inmate number, date, destination, name of accompanying officer, and authorization of the transportation.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-10. K-9 REPORTS

Documents the activities of the K-9 unit. Includes quarterly reports, monthly statistical reports, daily reports and an annual report. Information includes the number of case reports, reports filed, arrests, yard checks, shakedowns, drug searches, explosive searches, demonstrations, impounds, citations, and inmate identification checks. The information from the daily, monthly and quarterly reports is compiled into the annual report.

Retention

Retain by agency for 3 years provided a copy of the annual report has been transferred to the State Archives and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-11. K-9 UNIT TRAINING RECORDS

Documents the training completed by K-9 units. The areas of training include apprehension, tracking, detection and obedience.

Retention

Retain by agency until the dog has been retired or released from the program and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-12. OFFICER RESCUE PROJECT BUILDING FILES

Provides intelligence information that is used in preparing to respond to special operational situations. Includes blueprints of the facilities, photos, ductwork, location of doors and windows.

Retention

Retain by agency until the building or facility has been destroyed or is no longer owned by the Department and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-13. PHYSICAL CRIMINAL EVIDENCE FILES

Consists of the physical evidence being held as evidence in a case. May include weapons, altered items, contraband and crime and medical lab reports.

Retention

Retain by agency until case is closed and any litigation has been resolved and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-14. RESIDENT AND PREMISES INSPECTION RECORDS

Documents random or routine searches of inmates or residents and their rooms or cells. Includes the name of the inmate or resident, inmate/resident number, location of search, date and time of search, name of officer conducting the search and a description of any contraband found.

Retention

Retain by agency for 3 years provided all grievance hearings or litigation have been resolved and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000

 

10-15. SECURITY CELL LOGS

Documents all events that occur in a security cell. The security cell is used as a temporary holding cell for problem inmates/residents or inmates/residents that require temporary protection from other inmates/residents. Includes the name of the inmate/resident, date and time of arrival and release, name of person authorizing the placement and release, physical description, violations or charges, special instructions, inmate/resident property inventories and initial of staff members. A copy of the log is retained in the inmate/resident file.

Retention

Retain by agency for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-16. SPECIAL OPERATIONS DAILY LOGS

Documents the daily activities of the Department's S.W.A.T. and K-9 teams. Information includes reports regarding high profile escorts, surveillances, S.W.A.T. operations, rescue operations, training, physical development and forced cell movements.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-17. TARGET FILES

Provides documentation pertaining to an individual or operation used in preparation for a special operation. Includes photos of the individual, rap sheets, blueprints of the facility, warrants and subpoenas.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-18. TRAINING FILES

Documents the training exercises conducted by the Department for personnel. The exercises are created to simulate incidents and are used to train staff to respond to those incidents. May include training video tapes. The material is updated frequently to reflect new techniques and incidents. The individual's personnel file would include a record of any training course completed.

Retention

Retain by agency for 6 months or until updated or superseded and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-19. VIDEO TAPE FILES OF INCIDENTS

Consists of video tapes recorded during forced cell movements or incidents involving inmates. The videos are used for litigation support against charges of brutality, property damage, etc. A forced cell movement occurs when an inmate is assigned to another cell and refuses to move on his/her own accord. Inmate incident videos consist of recorded incidents which occur in areas under surveillance.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12)(2008).

Approved: 10/2000

 

10-20. WARNING AND OPERATIONS ORDERS

Provides documentation of intelligence gathered to prepare for special operations. The information is used to issue orders and instructions to Department personnel prior to a special operation.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Controlled: UCA 63G-2-305 (10) and (12) (2008).

Approved: 10/2000

 

10-21. WARNING LOGS

These logs record warnings issued to residents or inmates for rule infractions or noncompliance. The logs are used to monitor the frequency of infractions or noncompliance in order to determine if a disciplinary report should be issued. Includes resident or inmate name and number, date and time of infraction, warning given and the initials of the staff member.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 10/2000