State Agency Schedule 1
Administrative Records

 

Contents (or view active schedules only)

 

***Acknowledgment Files (SG 1-1) UPDATED

Please refer to the state schedule for Transitory Correspondence, SG 4-11.

 

Activity Reports (SG 1-48)

Reports documenting work productivity of employees or an office. Includes weekly activity or production reports, monthly activity reports, etc.

Retention

Retain by agency for 1 year or until administrative need ends, whichever is first, and then destroy.

(Approved 12/2005)

 

***Administrative Correspondence (SG 1-63) MOVED

This schedule has moved to Administrative Correspondence, SG 4-12.

 

Administrative Hearing Records (SG 1-2)

Records of hearings conducted as part of the regulatory process and hearings on proposed rules and changes; they may be maintained with related information including meeting notices, proofs of publications, meeting minutes, and the conclusions reached. Utah Code 52-4-7 (2005) requires that written minutes be kept of all open meetings. May include audio and video recordings.

Retention

Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

(Approved 07/1990)

 

***Administrative Policy and Program Records (SG 1-24) UPDATED

Please refer to the state schedule for Policy and Procedure Records, SG 1-70.

 

Administrative Rule Records (SG 1-42)

Also known as the administrative record. Information an agency relies upon when making a rule under Utah Code 63-45a-1 et seq. (2004), including copies of the proposed rule, change in the proposed rule, and the rule analysis; the public comment received and recorded by the agency during the public comment period; the agency's response to the public comment; the agency's analysis of the public comment; and the agency's report of its decision-making process. Also may include records and other information used by agencies to support rulemaking decisions. Agencies are required to file the administrative record along with their responsive pleadings with the court when the rule is challenged.

Retention

Retain by Agency for 6 years after effective date and then destroy.

(Approved 02/2006)

 

***Agency Histories (SG 1-4) UPDATED

Please refer to the state schedule for Agency History Records, SG 1-76.

 

Agency History Records (SG 1-76)

These records document the organization and reorganization of governmental entities. Information includes history, functional information, organizational files and related records.

Retention

Permanent. May be transferred to the State Archives.

(Approved 06/2015)

 

Americans with Disabilities Act Requests for Accommodations (SG 1-57)

Requests received from the public for disability accommodations for state sponsored events. Information includes the requests for accommodations and the agency's response including accommodations made and other related documentation. For accommodation requests received from employees refer to Human Resource Section, ADA requests for accommodations.

Retention

Retain by agency for 1 year and then destroy.

(Approved 10/2001)

 

Animal Control Records (SG 1-67)

These records are created during the conduct of animal control and shelter programs. Records include biting incidents, licenses, euthanasia, adoptions, investigations, citations, complaints and related records.

Retention

Retain for 5 years after last incident, expiration of license, or event (see 21 CFR 1304.03 and 21 CFR 1301.13), and then destroy.

(Approved 12/2014)

 

***Attorneys General Opinions (SG 1-5) UPDATED

Please refer to the state schedule for Legal Counsel Records, SG 1-74.

 

Closed Meeting Records (SG 1-60)

Recordings are required for the closed portion of meetings of a public body, except as provided by statute. The recording is the official record of a closed meeting (Utah Code 52-4-206(1)(a) and (2)(2014)).

Retention

Permanent. May be transferred to the Archives.

(Approved 07/2014)

 

***Committee and Board Files (SG 1-6) UPDATED

For meeting records, please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

For meeting recordings, please refer to the state schedule for Open Meeting Recordings, SG 1-65 or Closed Meeting Records, SG 1-60.

 

***Communication Logs (SG 1-15) UPDATED

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

Conference Sponsorship Files (SG 1-50)

Records created by an agency sponsoring a conference, workshop, or seminar. Information may include copies of conference agenda, programs, brochures, reports, advertising information for the conference, presentations, speeches, significant correspondence, and related material.

Retention

Permanent. May be transferred to the State Archives.

(Approved 10/2001)

 

Contract Records (SG 1-84)

These records document contractual agreements for products or services. Records may include preliminary requirements, contractor payroll records, bids, and the signed contract.

Retention

Retain for 7 years after expiration of contractual agreement, and then destroy.

(Approved 01/2015)

 

***Electronic Publications (SG 1-44) UPDATED

Please refer to the state schedule for Publications. SG 1-25

 

*** Executive Correspondence (SG 1-61) MOVED

This schedule has moved to Executive Correspondence, SG 4-10.

 

Executive Internal Committee Records (SG 1-79)

These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions, but do have authority to make internal policy decisions. Information includes the determinations and actions of the meeting.

Retention

Permanent. May be transferred to the State Archives.

(Approved 12/2015)

 

***Finding Aids (SG 1-11) UPDATED

Please refer to the state schedule for Information Governance Records. SG 1-66

 

Formal Opinion Records (SG 1-75)

These are the formal legal opinions researched, written and published by attorneys. They are necessary to maintain consistency of opinion in related matters.

Retention

Permanent. May be transferred to the State Archives.

(Approved 06/2015)

 

***Forms Files (SG 1-13) UPDATED

Please refer to the state schedule for Information Governance Records. SG 1-66

 

Government Records Access and Management Act (GRAMA) Appeals Case Files (SG 1-68)

These files document all appeals submitted to records appeals boards. These case files include requests, denials, appeals, decisions, and any other documentation concerning the appeals process.

Retention

Permanent. May be transfered to the State Archives.

(Approved 12/2014)

 

Information Governance Records (SG 1-66)

Records used in establishing and implementing records management policies, practices, and procedures. Included are inventories, finding aids, and related information.

Retention

Retain until superseded or until the lifespan of the related record is met and then destroy.

(Approved 8/2014)

 

Interim Verification Files (SG 1-55)

Records documenting the interim verification of a license, certification, eligibility, or other temporary authorization until a final authorization can be produced. Records are used to verify authorization during the interim period. Information includes the period of interim authorization, names, addresses, identification numbers, official signatures, dates, verification numbers, and other relevant information.

Retention

Retain 6 months after final authorization has been provided and then destroy.

(Approved 4/2010)

 

***Internal Committee Records (SG 1-17) UPDATED

Please refer to the state schedule for Internal Committee Records, SG 1-78.

 

Internal Committee Records (SG 1-78)

These records document meetings of boards, committees, or teams that have no statutory authority to make public policy decisions. Information includes implementation of projects, programs or operational matters.

Retention

Retain until administrative need ends and then destroy.

(Approved 12/2015)

 

Investigation Records (SG 1-86)

These records contain information necessary to undertake a complete investigation and are used to identify patterns of behavior, investigate claims, conduct internal investigations, and for other investigative purposes. Records may relate to the initiation, investigation, and disposition of cases, but do not include investigations of employees, criminal activities , or worker's compensation, which have separate retention schedule.

Retention

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

(Approved 04/2017)

 

Legal Counsel Records (SG 1-74)

These are legal interpretations given by attorneys at the request of governmental entities asking for guidance in enforcing, obeying, and/or interpretation of the law.

Retention

Retain until administrative need ends and then destroy.

(Approved 06/2015)

 

Management Analysis/Feasibility Studies (SG 1-10)

Studies and system analyses conducted before program change, the purchase, installation, or replacement of any technology or equipment. May include studies and systems analyses for the initial establishment, major changes for program, equipment, or technology changes.

Retention

Retain by agency for 5 years or until system updated and then destroy.

(Approved 02/2006)

 

***Meeting Recordings (SG 1-41) UPDATED

For open meetings, please refer to the state schedule for Open Meeting Recordings. SG 1-65

For closed meetings, please refer to the state schedule for Closed Meeting Records. SG 1-60

 

***Minutes (SG 1-51) UPDATED

Please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

Open Meeting Minutes and Public Materials (SG 1-59)

Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed or decided and votes taken (Utah Code 52-4-203(2014)). This includes the agenda, notices, and any public materials distributed at the meeting.

Retention

Permanent. May be transferred to the State Archives.

(Approved 07/2014)

 

Open Meeting Recordings (SG 1-65)

Audio or video recordings document what transpired in open meetings of public bodies and are the official record of the meeting until the meeting minutes are approved (Utah Code 52-4-203(2014)).

Retention

Retain for 3 years after official written minutes are approved and then destroy.

(Approved 07/2014)

 

Operational Procedure and Guideline Records (SG 1-85)

These records document actions taken to achieve objectives and implement policies through day to day operations. They govern routine business activities that do not impact the rights of an individual.

Retention

Retain for 2 years after superseded and then destroy.

(Approved 12/2016)

 

Organizational Files (SG 1-19)

Records detailing an organization, which could include charts, functional statements, reorganization studies. Also administrative maps that show regional boundaries and headquarters of decentralized agencies or that show the geographic extent or limits of an agency's programs and projects.

Retention

Permanent. Retain by agency for 3 years and then transfer to State Archives with authority to weed.

(Approved 07/1990)

 

Patient and Client Case Files (SG 1-56)

Documentation relating to client or patient medical information. Includes physical, psychiatric, dental, pharmaceutical, medical history, treatments, notes, reports, forms, memorandums, examinations, physical therapy, assessments, and all other related materials.

Retention

Retain for 7 years past last visit unless patient is under 18, then four years past 18th birthday and seven years after last visit, whichever is greater, and then destroy.

(Approved 06/2013)

 

***Pending Files (SG 1-21) UPDATED

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

***Performance Audit (SG 1-22) UPDATED

Please refer to the state schedule for Performance Audit Reports, SG 1-80.

 

Performance Audit Reports (SG 1-80)

These are reports written and prepared by outside auditors as a result of a performance audit of an entity. Performance audit reports summarize an entity's programs, operations, and productivity.

Retention

Permanent. Retain 7-10 years and then transfer to State Archives with authority to weed.

(Approved 03/2016)

 

Performance Audit Work Papers (SG 1-81)

These records contain the audit results and evidence supporting the final report, and provide a link between the field work and the auditor's report. Work papers collected during the course of the audit include client-prepared documents, analysis, data, and correspondence which documents the performance of audits and their conclusions.

Retention

Retain for 7-10 years and then destroy.

(Approved 03/2016)

 

Permit and Licensing Records (SG 1-77)

These records authorize an entity to conduct business within the consenting government's jurisdiction. Records include applications, certificates , registrations, permits, licenses, and related records.

Retention

Retain until renewed or 3 years after expired and then destroy.

(Approved 12/2015)

 

Petition Signature Records (SG 1-82)

These records are petition signature sheets signed by individuals wishing to add a candidate or initiatives to the election ballot. Signatures are verified to determine whether petitioners are registered voters.

Retention

Retain for 22 months and then destroy.

(Approved 07/2016)

 

Policy and Procedure Records (SG 1-70)

These records are created by executive decision makers to document the dissemination of agency programs, policies and procedures. Executive decision makers may include the Director, Chief Administrative Officer, Public Information officer or other internal administrators as identified by the executive office.

Retention

Permanent. Retain in office for 3 years and then transfer to Archives with authority to weed.

(Approved 02/2015)

 

***Policies and Procedures Manuals (SG 1-23) UPDATED

Please refer to the state schedule for Publications, SG 1-25 or Policy and Procedure Records, SG 1-70.

 

***Policy and Program Correspondence (SG 1-9) UPDATED

Please refer to the state schedule for Executive Correspondence. SG 4-10

 

Proposed Legislation Records (SG 1-40)

Records created by governmental agencies for the purpose of proposing legislation. They contain correspondence, memoranda, research information on proposed legislation, fiscal notes, summaries, estimated cost reports, impact statements, and other information documenting the proposed legislation.

Retention

Permanent. Retain by agency for 5 years and then transfer to the State Archives with.

(Approved 12/1992)

 

Publications (SG 1-25)

Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006).

Retention

Permanent. Creating agency shall transfer preservation copy(ies) to State Archives and access copy(ies) to the State Library.

(Approved 10/2013)

 

Public Relations Records (SG 1-69)

These records, regardless of format or mode of transmission, are created for distribution to the news media or public. Records include speeches, press releases, public announcements and similar records.

Retention

Permanent. May be transferred to State Archives.

(Approved 12/2014)

 

***Records Access Request and Appeals Files (SG 1-34) UPDATED

Please refer to the state schedule for Records Access Requests and Appeals. SG 1-64

 

Records Access Requests and Appeals (SG 1-64)

These records are access requests as provided under the Government Records Access and Management Act (GRAMA) (Utah Code 63G-2-204(2011)). Included with the access requests are any notices of denial, appeals or any other records related to the request. This schedule excludes record access requests appealed to a local appeals board.

Retention

Retain 2 years if all appeals are exhausted and then destroy.

(Approved 06/2014)

 

***Records Amendment Request Files (SG 1-35) UPDATED

Please refer to the state schedule for Records Access Requests and Appeals. SG 1-64

 

Records Destruction Files (SG 1-38)

Records which document the destruction of a governmental agency's records, such as destruction letters or destruction logs. May also contain documentation of records maintained and destroyed by the State Archives.

Retention

Retain by agency for 5 years after destruction of records and then destroy.

(Approved 02/2006)

 

***Records Management Files (SG 1-37) UPDATED

Please refer to the state schedule for Information Governance Records. SG 1-66

 

Submitted Petition Records

These records are formal petitions submitted to the county legislative body proposing action. The legislative body submits the petition to legal voters in general or special election. Information may include signature totals, designated sponsors, actions of the legislative body, and related records.

Retention

Permanent. Retain for 5 years after final action and then may be transferred to Archives.

(Approved 07/2016)

 

***Records Transfer Sheets (RTS) (SG 1-26) UPDATED

Please refer to the state schedule for Information Governance Records. SG 1-66

 

***Transitory Correspondence (SG 1-47) UPDATED

Please refer to the state schedule for Transitory Correspondence. SG 4-11

 

***Transitory Correspondence (SG 1-62) MOVED

This schedule has moved to Transitory Correspondence, SG 4-11.

 

Transitory Tracking Records (SG 1-73)

These records document transitory transactions. Information tracks services rendered, movement of people, materials, and includes internet website visitor information.

Retention

Retain for one year or until administrative need ends, whichever is shorter, and then destroy.

(Approved 04/2015)

 

***Visitor Registration Records (SG 1-52) UPDATED

Please refer to the state schedule for Transitory Tracking Records, SG 1-73.

 

Vital Records (SG 1-72)

These records document "birth, death, fetal death, marriage, divorce, dissolution of marriage, or annulment." (Utah Code 26-2-2(20)(2014)) Documents may include registered certification or reports, applications, official registers and other similar records.

Retention

Permanent. May be transferred to the Archives.

(Approved 02/2015)

 

Working Files (SG 1-33)

These records contain unique information in rough notes or drafts assembled or created and used to prepare or analyze other documents. The information adds proper understanding to the formulation and execution of policies, decisions, actions, or responsibilities.

Retention

Retain 1 year after project closed and then destroy.

(Approved 06/2013)

 

↑ to top

Page Last Updated May 4, 2017 .