Utah Department of Administrative Services

Division of Archives & Records Service

Juvenile Justice Services Records

 

3-27. YOUTH OFFENDER CASE FILES

These files document the history of offenders in the State of Utah for youths over 10 and under 21 years of age who have been committed or admitted to the custody of the division by the court following adjudication for a delinquent act. Information includes discharge order; information sheet; consumer information sheet; request for discharge from parole; hearing notice; youth parolee's quarterly evaluations; psychological evaluations; Utah State Industrial School admission sheet; scholastic case records; and placement agreement. This record also includes court summons; mug shots; restitution work program; case report; verification of medical eligibility; application for financial, medical, and food stamps; primary person characteristics; service activity form; authorized needs approval/one time payment; correspondence; service activity form; supply list; birth certificate; parole documentation list; social security card; birth certificate; grievance procedure for parent; visiting arrangements; juvenile court review; and medical release summary.

RETENTION

Retain for 23 years after release and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)

Approved: 09/2005

3-21. PROGRAM COMPLIANCE FILES

These are actions taken by the Board of Youth Corrections to ensure the Division's continual compliance and conformity with the provisions of its programs.

RETENTION

Permanent.

APPRAISAL

This disposition is based on the secondary historical value to researchers interested in the activities of the Board of Youth Corrections and the administrative needs expressed by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Public.

SUGGESTED SECONDARY CLASSIFICATION

  • Private: UCA 63G-2-302 (2008)

    Approved: 09/1995

    3-9. CONTRACT FILES

    This is a record of private providers with approved youth rehabilitation programs who contract for services with the Division. These case files document provider responsibility to youths while in the care of the private agency, as well as Youth Correction's responsibility to provider. This series includes a copy of the contract, a program plan, monitoring report, program evaluations, budget statement, and all related correspondence.

    RETENTION

    Retain for 7 years and then destroy.

    APPRAISAL

    This disposition is based on the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    SUGGESTED SECONDARY CLASSIFICATION

    Private: UCA 63G-2-302 (2008)

  • Protected: UCA 63G-2-309 (2008)

    Approved: 09/1995

    3-14. JAIL MONITORING QUESTIONNAIRE FILES

    This is the raw data received from county sheriffs in the state indicating the number and types of juveniles held in jails. This information is used to prepare the Detention Data Report. This record includes the name of county; the name of the youth offender; the youth's sex, age, and race; the alleged violation; the date the youth was admitted to jail and the date released; to whom the youth was released; and the total length of time the youth was held.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    Approved: 07/1999

    3-12. GRANT FILES

    These files document grants from various public and private funding agencies. These monies are to be used to improve juvenile justice and delinquency prevention programs, improvement of prosecution and rehabilitation of serious juvenile offenders, de-institutionalize status offenders and non-offenders, eliminate contact between juveniles and incarcerated adults, remove juveniles from adult jails, and administer programs designed to accomplish the above goals. Information includes application, notice of intent, grant change proposals, monitoring reports, audit reports, and grant adjustment notices.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 07/1999

    3-6. BOARD BY-LAW RECORDS

    These are by-laws that established the Utah Board of Juvenile Justice and Delinquency Prevention as required by the federal Juvenile Justice and Delinquency Prevention Act of 1974. The board was responsible for the development of a plan to implement the objectives of the act, to promote an effective and coordinated juvenile justice system, and to disburse federal funds within the state. This board was replaced by the Commission on Criminal and Juvenile Justice in 1983. This record includes both draft copies of the by-laws and the final by-laws.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 09/1995

    3-10. DETENTION INFORMATION FILES

    This is the result of the activities required under 28 CFR 31.303(f) and section 223(a)(15) of the Juvenile Justice and Delinquency Prevention Act that the state monitor jails, detention facilities, correction facilities, and non-secure facilities. The purpose of the monitoring is to ensure that juveniles are not being held in adult jails and lockups. This record includes the total number of status and non-status offenders held in jail, the number held less than 24 hours, the number of federal wards held, and the total number of juveniles held 24 hours or more.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 09/1995

    3-8. BOARD OF YOUTH CORRECTIONS MINUTES

    These are records of meetings from the Board of Youth Corrections. The board has policy making powers, duties, functions, rights, and responsibilities for the operation of youth corrections programs.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 07/1999

    3-15. JUVENILE DETENTION RECORDS

    These files document detention records for youths over the age of 10 and under 21 years of age who have been placed in juvenile detention facilities for care and services. Juvenile detention records are kept for at least three years after the detainee's 18th birthday unless expungement of the record is ordered by the Junvenile Court. Records of juveniles 21 years of age or older are destroyed. Information includes name, birthdate, birthplace, court actions, criminal histories, fingerprints, education, psychological and psychiatric information, and victim information.

    RETENTION

    Retain for 15 years and then destroy.

    APPRAISAL

    This disposition is based on Utah Administrative Code 542-2-6(1)(e) (1993), which specifies that these records be kept for a minimum of three years after the youth reaches his/hers eighteenth birthday unless an expungent is ordered by the courts, and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    SUGGESTED SECONDARY CLASSIFICATION

    Controlled: UCA 63G-2-304 (2008)

    Approved: 09/1995

    3-17. LEGAL FILES

    These are legal files for the Division of Youth Corrections and include legal actions brought against the division. Duplicates may also be retained by the Attorney General's office.

    RETENTION

    Retain for 10 years.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in the legal issues of youth corrections in Utah and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    SUGGESTED SECONDARY CLASSIFICATION

    Controlled: UCA 63G-2-304 (2008)

    Approved: 07/1999

    3-1. ACTION PLAN RECORDS

    These are plans prepared by the Juvenile Justice and Delinquency Prevention office to combat juvenile delinquency and crime.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 07/1999

    3-7. BOARD OF JUVENILE JUSTICE AND DELINQUENCY PREVENTION MINUTES

    These are public hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of youth corrections facilities and to provide contracting procedures for youth corrections programs.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections in Utah and the administrative needs expressed by the agency. 28 CFR 31.203 (1990), specifies that youth correction agencies be required to create transcripts from public meetings.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 09/1995

    3-4. ADVISORY COMMITTEE MINUTES

    These are minutes of the Utah Board of Juvenile Justice and Delinquency Prevention Advisory Committee. The board advises the division on preventative programs to discourage juveniles from engaging in delinquent actions through education and training programs.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in youth corrections and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 07/1999

    3-22. PROGRAM STANDARDS

    These are policies and procedures that govern the operation and administration of various programs within the Division of Youth Corrections.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    SUGGESTED SECONDARY CLASSIFICATION

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

    Approved: 07/1999

    3-18. LICENSING AND CERTIFICATION CASE FILES

    These are licensing and certification actions by the Division of Youth Corrections. They include quality assurance information and providers licensed to provide services to the division (Utah Administrative Code R840-8 (1992)).

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in Youth Corrections activities and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 09/1995

    3-20. POPULATION AND CASE MANAGEMENT REPORTS

    These reports are created by the research, evaluation, and planning team from the Division of Youth Corrections for the purpose of insuring the reliability of information used to support decisions concerning youth correctional facilities run by or for the division. This information is also used for research and statistical purposes in compiling reports on facility populations.

    RETENTION

    Permanent.

    APPRAISAL

    This disposition is based on the secondary historical value to researchers interested in population trends and the administrative needs expressed by the agency.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    Approved: 07/1999

    3-5. ATTORNEY GENERAL OPINIONS

    These are the legal interpretations written by the Attorney General's Office upon request by the division to guide them in enforcing and obeying the law. The official copy of this record is maintained by the Attorney General's Office. Opinions are also published in the State Bulletin. This record includes opinions on custody and guardianship definitions and certification of programs and providers.

    RETENTION

    Retain for 2 years and then destroy.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 07/1999

    3-2. ADMINISTRATIVE CORRESPONDENCE

    This is a record of administrative correspondence for all management staff. Content ranges from a wide variety of subject matter.

    RETENTION

    Permanent.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    SUGGESTED SECONDARY CLASSIFICATION

    Private: UCA 63G-2-302 (2008)

    Approved: 07/1999

    3-3. ADMINISTRATIVE MINUTES

    These are the minutes of meetings for the three Regional Administrators and the Youth Corrections Board. Their meetings consist of discussions of items of mutual interest and concern in the administration of the Youth Corrections program. This record includes the date and time of the meeting, the place of the meeting, the names of the individuals present, the topics discussed and any decisions reached.

    RETENTION

    Permanent.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    SUGGESTED SECONDARY CLASSIFICATION

    Private: UCA 63G-2-302 (2008)

    Approved: 07/1999

    3-11. FACILITY REPORTS

    These reports are created for the purpose of listing the names of youths housed in each correctional facility and group home. The report states the case manager, region, and next court date. Other information includes facility, case number, sex, age, and status.

    RETENTION

    Permanent.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    Approved: 07/1999

    3-25. TRAINING FILES

    Employee training correspondence, memoranda, reports and other records relating to the availability of training and employee participation in training programs sponsored by other government agencies or non-government institutions.

    RETENTION

    Retain for 3 years and then destroy.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    SUGGESTED SECONDARY CLASSIFICATION

    Private: UCA 63G-2-302 (2008)

  • Protected: UCA 63G-2-305 (2008)

    Approved: 07/1999

    3-23. PUBLIC HEARINGS TRANSCRIPTS

    These are transcripts of hearings held by the Utah Board of Juvenile Justice and Delinquency Prevention to determine the location of the Youth Corrections Facility and to determine the contracting procedures for the Youth Corrections program. This record includes the date and time of the hearings and the individuals present.

    RETENTION

    Permanent.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 07/1999

    3-26. TRAVEL REIMBURSEMENT RECORDS

    These are requests for reimbursement of expenses for members of the Utah Board of Juvenile Justice and Delinquency Prevention who traveled on board business. The information on these forms includes date of request, department or finance number, departmental number, the employee's name, home address, division, department, and bureau, the agency's low organizational and activity numbers, the amount of requested reimbursement, if transportation expenses claimed, the date(s) of travel, the type of transportation used (private car, commercial plane, etc.), where travel to and from, the actual miles traveled, the mileage rate, and the amount of reimbursement claimed per trip and total, and the total amount of actual miles, if subsistence and incidental expenses are claimed, the date(s) of the travel, the destination, the departure and return times, the days and hours of lapsed time, the amount claimed for meals, the total per diem claimed, the type and amount of other expenses claimed, the total expenses for meals, per diem, and other expenses, the signature and title of the traveler, and the signature of the approving official.

    RETENTION

    Retain for 3 years and then destroy.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    SUGGESTED SECONDARY CLASSIFICATION

    Private: UCA 63G-2-302 (2008)

    Approved: 07/1999

    3-13. HOME DETENTION CASE FILES

    These files document the supervision of delinquent youths in the community. The Division of Youth Corrections keeps daily logs, tracks school records, and implements court orders to accomplish these tasks. Information includes court records, name, age, family information, assessments, daily contact reports, and correspondence.

    RETENTION

    Retain for 21 years and then destroy.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    SUGGESTED SECONDARY CLASSIFICATION

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

  • Controlled: UCA 63G-2-304 (2008)

    Approved: 07/1999

    3-19. PERSONNEL FILES

    Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

    RETENTION

    Retain for 65 years and then destroy.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    SUGGESTED SECONDARY CLASSIFICATION

    Public: UCA 63G-2-301 (2008)

    Approved: 07/1999

    3-16. LEAVE ADJUSTMENT REPORTS

    Shows all leave adjustments made during a pay period. Shows category of adjustment, the amount, social security number and employee name.

    RETENTION

    Record copy: Retain for 3 years and then destroy.

    Duplicate copies: Retain for 1 year and then destroy.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    SUGGESTED SECONDARY CLASSIFICATION

    Public: UCA 63G-2-301 (2008)

    Approved: 07/1999

    3-24. TIME AND ATTENDANCE REPORTS

    State employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime systems.

    RETENTION

    Retain for 3 years and then destroy.

    SUGGESTED PRIMARY CLASSIFICATION

    Public.

    Approved: 07/1999

  • 3-28. SCHOOL TRANSCRIPTS

    These records document school transcripts of youths in the Division of Juvenile Justice Services system. Information includes name, subjects, grades, social security numbers, and correspondence.

    RETENTION

    Permanent.

    SUGGESTED PRIMARY CLASSIFICATION

    Private.

    Approved: 07/2000