Utah Department of Administrative Services

Division of Archives & Records Service

Dept. of Corrections Schedule 5: Facility and Property Records

 

 

5-1. ARMS CONTROL FILES

These files are used to manage the security of weapons and the issuance of weapons to Correctional employees. Includes the inventory of weapons and the sign-out sheets.

RETENTION

Retain by provided equipment has been returned for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-2. BOILER OPERATING LOGS

This log provides a record of problems and maintenance on facility boilers. Includes date, type of problem or service, work assignment, etc.

RETENTION

Retain until obsolete (usually lifetime of equipment) and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-3. BUILDING CONSTRUCTION PROJECT FILES

These files are used to review building plans, to make changes in design, and to ensure that the designs are correct and meet the specifications prepared by the Department. May include architectural designs, specifications, correspondence, contract agreements, final building plans, and cost analysis data. The original files are retained by Department of Facilities Construction and Management.

RETENTION

Retain by agency until administrative need ends.

SUGGESTED PRIMARY CLASSIFICATION

Public.

SUGGESTED SECONDARY CLASSIFICATION

Protected: UCA 63G-2-305 (11) (2008)

Approved: 07/2000

 

5-4. BUILDING INSPECTION FILES

The building inspection reports are used to ensure the adequacy of protection and preventative measures taken against potential natural and man-made hazards. The files contain the inspection worksheets, final reports, correspondence and responses to findings.

RETENTION

Permanent. May be transferred to the State Archives for review.

SUGGESTED PRIMARY CLASSIFICATION

Protected.

Approved: 08/1999

 

5-5. BUILDING MAINTENANCE REQUESTS

Provides a record of requests for maintenance and repairs at the Correctional facilities. Includes the date, name of requestor, and a description of the problem.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-6. BUILDING MANAGEMENT CASE FILES

These files document the negotiations and the resulting agreements for leased facilities. Information includes specifications and procurement information, modifications made to buildings, space management analysis, contracts, agreements, correspondence and building modification work orders.

RETENTION

Permanent. May be transferred to the State Archives for review.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-7. CONTROL ONE KEY LOG

This log is used to track the number of keys checked out from control one. Information includes the name of staff member assigned a key, time the key was checked out, time when key was returned, date, and any emergency keys requested.

RETENTION

Retain for 1 month and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-8. FOOD SERVICE SHIFT LEADER REPORT

These logs are generated by each kitchen shift leader at the end of the shift. Includes description of incidents or events which occurred during the shift, condition of the kitchen, knife counts, check out and control sheets for knives and other kitchen materials and a menu if different from the master menu.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (11) (2008).

Approved: 08/1999

 

5-9. GASOLINE SALES TICKETS

Provides a record of sales tickets filed in support of paid vouchers for credit card purchases of gasoline.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-10. HEALTH DEPARTMENT INSPECTION FILES

Documents the quarterly health inspections conducted by the county health departments of all facility kitchens. The inspections are conducted to insure compliance with all state and county health regulations. Information includes date of inspection, condition of the kitchen area, narrative comments and any violations or necessary corrective action.

RETENTION

Retain by provided any violation has been corrected for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-11. KITCHEN KNIFE CONTROL LOG

This log is used to control the use of knives by resident cooks in order to maintain security. Information includes date and time knife/knives were taken to kitchen, identification of knife/knives signed out, resident to whom they were signed out, resident's and staff initials, date returned, and staff initials acknowledging their return.

RETENTION

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-12. LAUNDRY COUNT SHEET FILES

This file is used to track the number of bed linens processed for each housing unit. Information includes the number of sheets, pillow cases, blankets and bed pads received, housing unit, date, etc.

RETENTION

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-13. LAUNDRY EQUIPMENT MAINTENANCE FILES

These files document the service and maintenance performed on the laundry facility equipment. Includes type of service, date performed, problems reported, etc.

RETENTION

Retain until obsolete (usually lifetime of equipment) and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-14. MAINTENANCE DEPARTMENT TOOL CONTROL FILES

These files are used to control the location of tools used by maintenance crew members. The files contain the physical inventory of equipment and the issue/turn-in sheets. Information includes the name of the maintenance worker, date, and tools issued.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-15. MOTOR POOL OPERATION RECORDS

Provides a record of gas and oil consumption, dispatching and scheduling of motor vehicles.

RETENTION

Retain until obsolete (usually for the lifetime of the vehicle) and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-16. MOTOR VEHICLE ACCIDENT REPORTS

This record documents the cause of any accident and the results of the subsequent investigation involving any Department owned or leased vehicles. Information includes time of accident, place of accident, vehicle description, name of driver and insurance data.

RETENTION

Retain for 1 year after case is closed and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-17. MOTOR VEHICLE MAINTENANCE FILES

These files document the routine performance of maintenance of all Department owned vehicles. This does not include vehicles owned by Fleet Operations Division. Includes maintenance logs, shop logs, work orders, requisition copies, vehicle number, date of service, and parts and labor costs.

RETENTION

Retain until obsolete (usually lifetime of vehicle) and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-18. PRISON LIBRARY CARD CATALOG

This series documents the title and location of each book or magazine maintained by the library. Information includes the catalog number, the title of the book or magazine, the publisher's name, the author's name, and a brief description of the item.

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-19. PRISON LIBRARY CIRCULATION RECORDS

This series is a daily, monthly, and annual record of the number of books checked out in each unit. Information includes the number of books checked out, the library units involved, and the date the books were checked out.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-20. PRISON LIBRARY SHELF LIST

These are card files of the library's holdings on the shelves of the four respective prison library units. Information includes the title, author, publisher, accession number, and date published.

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-21. RECREATION EQUIPMENT RECORDS

This series is used to track and control all recreational equipment used by the inmates. Includes the type of equipment, the name of the inmate who checked out the equipment, the date the equipment was checked out and checked back in. It also includes a physical inventory of all games and equipment.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-22. SECURITY EQUIPMENT CONTROL FILES

These records are used to manage the security of weapons and the issuance of weapons to correctional personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment.

RETENTION

Retain by provided equipment has been returned for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-23. SECURITY EQUIPMENT INVENTORY CONTROL FILES

These files are used to track security equipment assigned to Department personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment. Information includes name of employee, date assigned, type of equipment, equipment serial number, initials of employee receiving the equipment and the employee releasing the equipment and the date equipment was returned.

RETENTION

Retain for 3 years after employee terminates or equipment is returned and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-24. SITE SELECTION FILES

These files document the selection of sites for future correctional facilities.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-25. SPACE MANAGEMENT RECORDS

These records are used to manage space allocation as efficiently as possible. They include shop layout, building plans, schematics, office layouts, and electrical layouts.

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (11) (2008).

Approved: 08/1999

 

5-26. STAFF PROPERTY AND INVENTORY FILES

These records are used to maintain control and accountability of state owned property issued to correctional staff. Includes inventory logs for keys, badges, identification cards, manuals, equipment and worksheets indicating person assigned the property, date property was issued and date returned.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-27. SURPLUS PROPERTY RECORDS

Provides a record of the sales of surplus personal property (including those transactions deviating from standard procedures), comprised of invitations, bid acceptance, lists of materials, evidence of sales, and related correspondence.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 08/1999

 

5-28. VEHICLE DIRECTION STATION LOGS

This log is used to document the passage of vehicles in and out of a facility. Information includes the officer's name, date, shift number, vehicle license number, number of persons in vehicle, driver's name, destination, time in and out, purpose of visit, and any notes. Inmates that are part of a work crew are recorded on the master pass list and are not part of this log.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (11) (2008).

Approved: 08/1999