Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Division of Building Services and Licensing

12126--Nonresidential building plans
26420--Residential building plans
26421--Commercial building plans
26422--Public building plans (Municipal and County)
5999--Plan specifications
6000--Miscellaneous plans and correspondence
8688--Board of Appeals and Examiners minutes
8689--Housing Advisory and Appeals Board minutes
8690--Building permit registers
8691--Operation paint brush database
8692--Building permit database
6798--Master address cards
6800--Demolition case files
6801--Private demolition case files
6802--Construction reports
6803--Apartment licensing program files
6804--Enforcement case files
6805--Housing Advisory Appeals Board case files
6807--Operation paint brush project files

AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 12126
TITLE: Nonresidential building plans
DATES: 19??-
ARRANGEMENT: Numerical by plan number

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until microfilmed and then transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 26420
TITLE: Residential building plans
DATES: 1981-
ARRANGEMENT: Chronological by year, thereunder numerical by permit number

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use by contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of construction or permit is voided and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 26421
TITLE: Commercial building plans
DATES: 1981-
ARRANGEMENT: Chronological by year, thereunder numerical by permit number

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after permit issue date and then transfer to Agency Record Center. Retain in Agency Record Center for 4 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 26422
TITLE: Public building plans (Municipal and County)
DATES: 1981-
ARRANGEMENT: Chronological by year, thereunder numerical by permit number

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or government agencies applying for a building permit for the construction of government buildings. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, contractor, and government agency. They are used for determining code compliance and the enforcement of building codes. The plans are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

Paper copy: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 5999
TITLE: Plan specifications
DATES: 1982-
ARRANGEMENT: Chronologically by year and then by permit number
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: These are specifications for commercial buildings or institutions. The architect compiles specifications for contractor's use to complete detail work providing type, grade, and brand of materials to be used. Inspectors maintain plans to check during construction period. The architect also maintains own file of specifications. These documents include name of architect, address of building, name of contractor, and listing of specifications for completion of structure.

RETENTION

Retain until construction complete.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until construction is completed and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6000
TITLE: Miscellaneous plans and correspondence
DATES: 1954-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 2.60 cubic feet.

DESCRIPTION: These are files containing small plans, compliance notices and other correspondence. When minor changes were requested in building plans, preliminary designs were removed from plan files and filed with related correspondence. These files include correspondence, small building plans, and compliance notice, a specific type of correspondence, detailing any code violations which must be corrected before structure could pass inspection.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 10 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 8688
TITLE: Board of Appeals and Examiners minutes
DATES: 1954-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 8689
TITLE: Housing Advisory and Appeals Board minutes
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public. UCA 52-4-7(3)(2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32)(2008)


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 8690
TITLE: Building permit registers
DATES: i 1889-
ARRANGEMENT: Chronological and Numerical according to permit number.

DESCRIPTION: These registers are a listing of all building permits issued by Building and Housing Services. They are used for research not requiring the actual description contained on the permit invoice. Since 1977, the record has been generated by computer.

Early volumes were found in the engineer's office and may have been created by that office; into the 1950s, they may have been created by the building inspector's office. Volumes include information on date, permit number, builder, location, type of building, and cost estimates.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1889 through 1954. Retain in Office for 1 year or until microfilmed and then transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently with authority to weed.

Paper: For records beginning in 1955 and continuing to the present. Retain in Office permanently or until microfilmed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series has historical value as documentation of the activity of the Salt Lake City Building Department and of building construction in the city.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 8691
TITLE: Operation paint brush database
DATES: 1985-
ARRANGEMENT: None

DESCRIPTION: This is a departmental microcomputer database containing one record for each applicant for funding under Operation Paint Brush. The information is used for administering program and for annual Community Development Block Grant (CDBG) grantee performance reporting. The information is backed up weekly on tape. This database includes applicant's name, address, date of application, date of completion, initials of inspectors, dates of inspection, applicant's income and race, dates and amounts invoiced, and neighborhood location.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Office for 3 years and then erase.

Computer magnetic storage media: Retain in Office for 1 week and then erase.

APPRAISAL

OMB Circular 102, section P


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 8692
TITLE: Building permit database
DATES: 1977-
ARRANGEMENT: None

DESCRIPTION: This is an automated system of building, plumbing, electrical, demolition, and general permit information. It is used for reference purposes to document when permits were issued. The information is backed up on tape every two weeks. This system includes permit number, address, date issued, estimated cost, permit fee amount, nature and type of construction, square footage, information concerning inspections, stop work orders, zoning and housing enforcement cases, and related inspections.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

Computer magnetic storage media: Retain in Office for 2 weeks and then erase.

Computer output microfiche master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6798
TITLE: Master address cards
DATES: 1900-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These cards are an address index to all building permits. They serve as a continous record of land use and are used continuously for public information on each city address. These cards include invoice number, date of permit, name of owner, address, and brief description of permit.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6800
TITLE: Demolition case files
DATES: 1976-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These case files document city ordered demolitions of substandard or hazardous buildings. They are used for research and litigation purposes. These files include correspondence; title report; notice of demolition; copies of legal documents such as order to show cause, findings of fact and conclusions of law, or order to demolish; heating preparation documentation; appraisal; cost estimate of repair versus demolition; copy of contract; bias; building official's report; tax liens; and pictures of premises.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 50 years and then transfer to State Archives with authority to weed.

APPRAISAL

The city attorney believes the city should maintain for fifty years for legal purposes. It has been determined that these files could be very valuable for architectural research.


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6801
TITLE: Private demolition case files
DATES: 1972-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 3.40 cubic feet.

DESCRIPTION: These case files document the enforcement of demolitions of substandard or hazardous building initiated by private parties. They are used for research and litigation purposes. These files include correspondence, pictures, inspection report, legal documents, deficiency list, determination of ownership, and similar enforcement forms

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 25 years and then transfer to State Archives with authority to weed.

APPRAISAL

The city attorney believes the city should maintain for 25 years for legal purposes. It has been determined that these files will be very valuable for architectural research.


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6802
TITLE: Construction reports
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These reports are a monthly summary of construction and demolition activity in terms of permits, costs, and housing units. They are created from information provided from the permit invoices and show the comparison to same month in ten previous years. They are used for statistical analysis of current development trends. These reports include month; number of permits issued for new residential buildings (1,2,3, or 4 family unit, apartment, 1 family or multi condominium); cost and number of families involved; and total construction figures and number for past ten years.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Reports are maintained for only a year because Planning and Zoning maintains the record copy. Building and Housing uses the reports for only the current year.


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6803
TITLE: Apartment licensing program files
DATES: 1979-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These program files record the annual inspections and enforcement actions of all apartment complexes of five or more units which are required to obtain a regulatory license. They are used for reference purposes and to document the actual inspections. These files include list of addresses of five or more unit apartments inspector's name; dates of inspections; violations; notices sent; and record of citations issued.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 50 years and then destroy.

APPRAISAL

The city attorney believes these files are necessary for legal purposes and should be kept a minimum of fifty years.


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6804
TITLE: Enforcement case files
DATES: 1972-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These case files document housing and zoning complaints. They are used to document municipal actions concerning the complaints and for reference purposes. They are arranged by address or name of complainant.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6805
TITLE: Housing Advisory Appeals Board case files
DATES: 1976-
ARRANGEMENT: Numerical by address
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These case files document all case brought before the Housing Advisory Appeals Board. They are used to reference specific cases. These files include minutes pertaining to case; control sheet used to track all action related to case; and the abstract and findings of the Board.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 25 years and then destroy.

APPRAISAL

The city attorney has determined these files are legally valuable and should be kept for at least 25 years.


AGENCY: Salt Lake City (Utah). Division of Building Services and Licensing

SERIES: 6807
TITLE: Operation paint brush project files
DATES: 1981-
ARRANGEMENT: Alphanumerical by address, thereunder Chronological
ANNUAL ACCUMULATION: 2.60 cubic feet.

DESCRIPTION: These project files document activities under the city's Operation Paint Brush program. This project is funded through federal Community Development funds. It allows any low income city property owner to receive free paint and supplies. These files include application, correspondence, paint qualification survey, inspector's survey of materials, and copy of requisitions for paint.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

OMB Circular 102, section P.