Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 15 Attorneys' Records

 

 

Civil Case Files (Item 15-5)

These case files document significant civil court cases in which the municipality is a party or represents the interests of the State of Utah. They include case number, plaintiff, defendant, nature of case, attorney's notes, related correspondence, and final verdict. This information is largely duplicated in court files and could be weeded after the case is closed.

Retention

Retain for 10 years after case closed and then destroy.

Suggested Primary Designation

Protected.

(Approved 06/97)

 

Claim Petition Files (Item 15-1)

These files contain petitions claiming damages caused by municipal employees and/or equipment. They are used to determine liability. These files include petitions, correspondence and police reports if applicable.

Retention

Retain for 6 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected.

(Approved 06/97)

 

Collection Case Files (Item 15-6)

These are case files that document "all fines, penalties, and forfeitures for the violation of any ordinance, when collected, shall be paid into the municipal treasury within seven days after the collection date" (UCA 10-3-716) (1997)). They include various court filings, attorney's notes, and final judgement.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Protected.

(Approved 12/97)

 

Felony Case Files (Item 15-7)

These case files document felony cases filed and prosecuted in district court. They contain the case number, defendant's name, charge, indictment and arraignment dates, plea, bond amount, trial date, verdict, and sentence. The files may also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in case files and could be weeded after the case is closed and all appeals heard.

Retention

Retain for 10 years after case closed and then destroy.

Suggested Primary Designation

Protected.

(Approved 06/97)

 

Formal Legal Opinions (Item 15-4)

These are the formal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/97)

 

Homicide and Other Major Criminal case Files (Item 15-8)

These case files document homicides and other major criminal cases filed and prosecuted in the district court. They contain the case number, defendant's name, charge, dates of indictment and arraignment, plea, amount of bond, trial date, verdict, and sentence. The files may also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in court files and should be weeded after the closure of the case.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Protected.

(Approved 06/97)

 

Informal Legal Opinions (Item 15-11)

These are the informal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/97)

 

Legal Case Index (Item 15-9)

This is an index to civil and criminal (felony and misdemeanor) case files showing case number, names of defendant(s) and plaintiff(s), case type, date filed and disposed, decisions, and notations concerning case activities.

Retention

Permanent. May be transferred to State Archives.

Suggested Primary Designation

Protected.

(Approved 06/97)

 

Misdemeanor Case Files (Item 15-2)

These case files document routine misdemeanor criminal cases prosecuted in circuit courts. They contain the case number, defendant's name, charge, dates of indictment and arraignment, plea, bond amount, trial date, verdict, and sentence. May also contain police records, offense reports, witness lists, subpoenas, FBI reports, photographs, and attorneys' notes. This information is largely duplicated in court files and should be weeded after the case is closed.

Retention

Retain for 7 years after case closed and then destroy.

Suggested Primary Designation

Protected.

(Approved 06/97)

 

Routine Lawsuit Case Files (Item 15-3)

These are case files for routine lawsuits filed by the city and those filed against the city. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, research material, and attorneys' notes.

Retention

Retain for 7 years after case is closed and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected.

(Approved 12/97)

 

Significant Lawsuit Case Files (Item 15-10)

These are case files for significant lawsuits filed by the city and those filed against the city. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, research material, and attorneys' notes.

Retention

Permanent. May be transferred to State Archives.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Protected.

(Approved 12/97)