Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 16 Security Services Records

 

DEPARTMENTAL RECOVERY REPORTS (Item 16-1)

Agency reports of operation tests, consisting of consolidated or comprehensive reports reflecting agency-wide results of tests conducted under emergency plans.

RETENTION

Record copy: Permanent. Retain by the Division of Risk Management until superseded or obsolete and then transfer to State Archives with authority to weed.

Duplicate copies: Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

DISASTER PLANNING FILES (Item 16-2)

Files used to prepare statewide plans for action to address an emergency, e.g. fire, flood, earthquake, and other disasters.

RETENTION

Record copy: Permanent. Retain by agency for 10 years and then transfer to State Archives with authority to weed.

Duplicate copies:

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Exempt:UCA 63G-2-106 (2008)

(Approved 07/90)

GUARD SERVICE CONTROL FILES (Item 16-4)

Control center key or code records, emergency call cards, building record, and employee identification cards.

RETENTION

Record copy: Retain by agency until superseded or obsolete and then destroy.

Duplicate copies: Retain by agency until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected:UCA 63G-2-305 (10) (2008).

(Approved 07/90)

INSURANCE REPORTS (Item 16-6)

Reports used for the reference and generation of claims files.

RETENTION

Record copy: Retain by the Division of Risk Management for 12 years and then destroy.

Duplicate copies: Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected:UCA 63G-2-305 (23) (2008).

(Approved 07/90)

KEY ACCOUNTABILITY FILES (Item 16-7)

Files relating to accountability for keys issued, including keys to maximum security areas.

RETENTION

Record copy: Retain by agency for 2 years after superseded and then destroy.

Duplicate copies: Retain by agency for 1 month after superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 07/90)

LIABILITY INSURANCE POLICY FILES (Item 16-8)

Insurance policy contracts between the State of Utah and private insurers.

RETENTION

Record copy: Permanent. Retain by the Division of Risk Managment.

Duplicate copies: Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

LIABILITY RISK MANAGEMENT CASE FILES (Item 16-9)

Case files of the reporting, investigation, and settlement of liability claims filed against the state, colleges and universities.

RETENTION

Record copy: Retain by the Division of Risk Management for 20 years and then destroy.

Duplicate copies: Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected:UCA 63G-2-305 (10) (2008).

(Approved 07/90)

PERSONNEL SECURITY CLEARANCE FILES (Item 16-11)

Records relating to the current security clearance status of personnel.

RETENTION

Record copy: Retain by agency until superseded or obsolete and then destroy.

Duplicate copies: Retain until superseded or obsolete and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 07/90)

PROPERTY INSURANCE POLICY FILES (Item 16-12)

Insurance policy contracts between the State of Utah and private insurers.

RETENTION

Record copy: Retain by the Division of Risk Management for 75 years and then destroy.

Duplicate copies: Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

SECURITY GUARD RECORDS (Item 16-14)

Records of guard assignments and service. Records include reports of rounds and other checks made during shifts, as well as logs of occurrences of unusual activity. Records also detail personnel matters associated with assigning guards to shifts.

RETENTION

Record copy: Retain by agency for 5 years and then destroy.

Duplicate copies: Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected:UCA 63G-2-305 (10).

(Approved 07/90)

SURVEILLANCE VIDEOS (Item 16-17)

These records consist of surveillance videos used by state agencies to record activity. The surveillance may occur in state agency buildings or in Utah Highway Patrol vehicles.

RETENTION

Retain by agency until administrative need ends and then destroy, provided there is no pending investigation.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 04/06)

VISITOR CONTROL FILES (Item 16-15)

Registers or logs used to record names of outside contractors, service personnel, visitors, and employees admitted to areas, and reports of passengers in State automobiles.

RETENTION

Record copy: Retain by agency for 2 years and then destroy.

Duplicate copies: Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/90)

VISITOR LOGS (Item 16-16)

Registers or logs used to record names of visitors who are admitted to secure areas in government offices and facilities.

RETENTION

Record copy: Retain by agency for 5 years and then destroy.

Duplicate copies: Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 07/90)