Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Police Department

80714--Commodity shipping information files
80174--Data element test
80268--Office of Community Operation files
60004--Driving under the influence tracking program
16885--Pool car sign-out files
16886--Radar gun control record files
16887--Police car accident files
16888--Damaged city equipment files
16889--Petition review files
16890--Hit and run case assignment log
16891--Officer's line sheet file
16892--Fatal accident files
16893--Hit and run monthly case log
16894--Warrant service program
16895--Policy manual
16464--Juvenile record card file and log
16465--Juvenile docket sheets files
16466--Juvenile violation reports
16467--Pick up order log
16468--Runaways log
16469--Auto impound records files
16470--Crime Prevention Unit report
16471--Property marking program files
16472--Commercial/residential security inspection files
16473--Meeting attendance roster files
16474--Fingerprint cards
16475--Pictures of crime scenes
16476--Mug shot negatives
16477--Registration/license applicant information files
16478--Fingerprint index cards
16479--Latent prints
16480--Crime lab request form
16481--Police Athletic League files
16482--Police Athletic League quarterly activities files
16483--Evidence case log
16484--Release to charity files
16486--Case assignment and summary files
16487--Assignment sheet files
16488--Wanted person police bulletins
16489--Robbery police bulletin files
16490--Pawn tickets
16498--Vice case files
16499--Narcotics case files
16500--Intelligence case files
16501--Special evidence files
16502--Evidence recordings
16503--Armed officers on concourse log
16504--Airline Transportation Association meetings files
16505--Aircraft hijacking plan of action file
16506--Alarm enforcement files
16507--Alarm permits files
16508--Tactical deployment squad activity summary files
16408--Arrest dockets and booking sheets
16409--Police master files
16410--Telegram files
16411--Property description printouts
16412--Mug books
16413--Monthly/annual reports
16414--Records search request files
16415--Money envelopes
16416--Arrest log sheets
16417--Case logs
16418--Key sign out register
16419--Wanted persons files
16420--Assignments request files
16421--Supervisor's meetings minutes
16422--Criminal history name file
16424--Case files
16425--National Criminal Information Center files
16433--Uniform crime report worksheets
16434--Traffic citations
16435--Daily traffic summary
16436--Officer's field contact daily summary
16437--Bicycle inventory reports
16438--Accidents by intersection report
16439--Stolen automobile report
16440--Wanted persons list
16441--Summary of motor vehicle traffic accidents
16442--Alarm permit information
16443--Communications equipment maintenance files
16444--Record expungement files
16445--Radio and pager assignments files
16446--Shop equipment repair files
16447--Command definition files
16448--Book inventory logs
16449--Battery inventory log
16450--National Communication Information Center information codes
16451--Universal Power System back-up files
16452--Problem burglar alarm files
16453--Personnel attributes printouts
16454--Continuous callers/other menaces record files
16455--Federal Communications Commission files
16456--Dispatch activity recordings
16457--Training tapes
16458--Incident reports
16459--Wrecker call-out files
16460--Officer status change printout
16461--Mortuary rotation card files
16462--City businesses card file
16463--Training/policy/procedure manuals
25520--Sexually oriented business licenses
25521--Alcoholic beverage license files
4925--Publications
5631--Questionable cases dispatch recordings
4658--Criminal register
3947--Computer access security file
3954--Police vehicle use agreements
4611--Register of arrests
4612--Police blotters.
8084--Police case report files
8085--Files index
7377--Data management information systems activity report
7379--Activity report grid maps
7381--Project reports
7385--Suspect card index
7387--Suspect card files
7417--Suspect description files
7418--Total incident report and property summary
7023--Integrated crime apprehension program tests
7419--Grants files
7420--Police maps
7421--Manual grid summaries files
7422--Manual grid map extract files
7424--Personnel files
7425--Assignment activity card file
7426--Constant manning files
7428--Termination interview files
7430--Outside employment applications files
7432--Career development files
7433--Firearms qualification files
7434--Firearms score cards and log book
7435--General training files
7436--Field officer training files
7437--Training publication files
7438--Equipment issued files
7439--Firearms inventory card files
7440--Firearms disposal records
7441--Print shop daily log
7445--Complaint against police officers files
7446--Physical examinations files
7447--Officer's automobile log
7448--Lawsuits and investigations against officers files
7449--Officer's photo files
7451--Exempt license plates files
7265--Administrative files
7266--Legal counsel files
7269--News media and press relations files
7270--Police related petitions files
7272--Police history scrapbooks
7273--Policies and procedures files

AGENCY: Salt Lake City (Utah). Police Department

SERIES: 80714
TITLE: Commodity shipping information files
DATES: 1983-
ARRANGEMENT: none

DESCRIPTION: This record series is a report of shipment

RETENTION

Retain 2 years or until all audits are completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until all audits have been completed and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 10.

Retention is based on 7 CFR 247.13(a).

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 80174
TITLE: Data element test
DATES: 1987-
ARRANGEMENT: None

DESCRIPTION: These files were created to anticipate, prevent, or monitor possible criminal activity. They include crime patterns, analyses of particular crimes, crime reports, information on potential problems and forecasts.

RETENTION

Retain 2 years or until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until administrative need ends and then destroy.

Paper: Retain in Office until no longer needed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 10.

PRIMARY DESIGNATION

Private


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 80268
TITLE: Office of Community Operation files
DATES: 1985-
ARRANGEMENT: Alphabetical by district name

DESCRIPTION: These are evaluations of programs administered by the Office of Community Operations which are funded by the division of Adult and Aging Services. Programs are monitored to ensure compliance with federal standards. When a programs is not in compliance, corrective action is taken. This series includes a Year End Evaluation/Comprehensive Report, Summary Sheet, Status of Previous Assessment and Necessary Corrective Actions, an overall evaluation, and any related correspondence.

RETENTION

Retain 2 years after date of evaluation.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after date of evaluation and then destroy provided all audits have been completed.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 60004
TITLE: Driving under the influence tracking program
DATES: 1984-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain documentation made possible through a federal grant for creating a computerized DUI tracking system. The files contain information on all DUI or related offenses, such as case number, name of offender, date involved, location results of blood alcohol tests, whether an accident was involved, name of officer (s), etc. Quarterly and annual reports are submitted to the State Department of Public Safety.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after end of the project and then transfer to State Archives with authority to weed.

Paper: Retain in Office for 5 years after end of the project and then destroy.

Computer magnetic storage media: Retain in Office for 5 years after end of the project and then erase.

Paper: Retain in Office for 5 years after end of the project and then destroy.

APPRAISAL

Administrative Historical

The Code of Federal Regulations does not provide a specific retention period though "all grantees and subgrantees must provide for an independent audit of this activity on a periodic basis " (5 CFR 1011). Since a specific retention is not provided the basic three year audit period should be followed (5 CFR 1011). The bureau wants to maintain for five years after the end of the grant for administrative purposes. The initial grant, annual and final reports documents one of Utah's largest DUI projects should be kept permanently.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16885
TITLE: Pool car sign-out files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are forms used when an officer's assigned car is out of service or in cases of bad weather when motorcycles cannot be ridden. The forms contain the name of the officer; date and time out and time it; shop car number; and location.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16886
TITLE: Radar gun control record files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are forms used to maintain an inventory and control of city's radar guns. They provide information on the status and location of radar guns. The form contains the radar number; officer's name; date and time out; and date and time in. The information is then input in the computer which generates a printout. The information is constantly being updated.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16887
TITLE: Police car accident files
DATES: 1975-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain forms used to monitor individual officer's driving record. The files contain accident investigative reports; state accident reports; officer's explanation of accident; supervisor's recommendations; watch commander's opinion of accident; city equipment accident report; insurance forms; computer printout listing prior accidents; computer code sheet; and police vehicle accident control sheet. The critical data contained in the paper record is input in the computer which generates; printout. They are used to establish fault for accidents.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

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

Computer magnetic storage media: Retain in Office for 5 years and then erase.

Computer magnetic storage media: Retain in Office for 5 years and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16888
TITLE: Damaged city equipment files
DATES: 1979-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files are used to monitor city equipment or autos that have been damaged in ways other than by accident involvement (i.e. vandalism). The files contain a damaged city equipment form, memo stating explanation of how damage was incurred and the police report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. They are used for insurance purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16889
TITLE: Petition review files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These files contain copies of petitions received by the Traffic Division for approval requesting permission to hold special events. The files also contain forms used to obtain necessary approvals, replies, planning information, manpower allocation, and parade orders. The critical data is entered into the computer which generates a printout providing the department a cost accounting of all special events handled by the city.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

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

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. The record copy of all petitions is retained by the city recorder.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16890
TITLE: Hit and run case assignment log
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are forms used to log assignments for follow-up investigations of hit and run accidents. The forms contain the detective's name and division; case number; date and time assigned; name of complainant; offense; whether suspect known; unfounded; not cleared; or cleared by arrest; dates of supplementary reports; and date case closed or declared inactive.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based solely upon the administrative needs of the division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16891
TITLE: Officer's line sheet file
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These are forms completed daily by each officer on patrol. They are used to monitor daily shift activity. The form contains statistics on the number of calls response to, number of citations issued, number of hours in court, etc. This information is then input in the computer.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

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

Paper: Retain in Office for 3 days and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. This information is used to compile the departments annual report. The form has no administrative value after report is released.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16892
TITLE: Fatal accident files
DATES: 1979-
ARRANGEMENT: Numerical by assigned number in year
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain all necessary information for each fatal accident occurring in Salt Lake City. The files contain the state traffic accident report, field sketch, findings of the medical examiner (if applicable), copy of death certificate, blood alcohol report, report of toxicologist, driving record, police reports, statement of investigative officer, statements from driver and witnesses and photographs.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16893
TITLE: Hit and run monthly case log
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are forms used to monitor the status of hit and run cases at the end of each month. The form shows the total number of all hit and run accidents and the individual break down of each case. The form contains the officer's name; month and totals of the following: cases assigned or active, number of arrests, exceptions, unfounded, and not cleared; cases carried over or closed, and number of arrests; exceptions, number of affidavits; number of fleeing; and number of fatal hit and run accidents.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This retention is based solely upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16894
TITLE: Warrant service program
DATES: 1984-1990
ARRANGEMENT: chronological

DESCRIPTION: These files document a federally funded grant for the computerized warrant service program for individuals arrested for DUI who did not meet their commitment to the court.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after completion of grant and then destroy.

Computer magnetic storage media: Retain in Office for 5 years after completion of grant and then erase.

APPRAISAL

Administrative Legal

The Code of Federal Regulations does not provide a specific retention period though "all grantees and subgrantees must provide for an independent audit of this activity on a periodic basis" (28 CFR33.51). Since a specific retention is not provided the basis three year audit period should be followed (5 CFR 1011). The bureau wants to maintain for five year for administrative purposes. The initial grant and final report documents one project which reflects the movement to curb DUI's in Utah.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16895
TITLE: Policy manual
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This automated file contains information on the division's policy manual. This information includes: division job descriptions, accident investigation responsibilities, fatal accident investigative files and information release, and radio call numbers and assignment response criteria. This information is continuously updated.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16464
TITLE: Juvenile record card file and log
DATES: 1968-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These cards are completed for each juvenile offender. They contain a master file number; juvenile's name; address; sex; height; weight; eye color; hair color; mother and father's name; guardian name; whether parents separated or divorced; whom child lives with; phone number; birthdate; birthplace; race; age; school attending; religion; date; docket number; case number; violation; name of referring officer; and disposition for each separate offense. The violation report log contains date; juvenile name; type of violation; youth division officer's name; and whether in east or west patrol.

RETENTION

Retain until youth turns 18.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until youth turns 18 and then destroy.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau and the provisions of the Juvenile Court (UCA 78-3a-42).

PRIMARY DESIGNATION

Protected. (UCA 78-3a-42)


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16465
TITLE: Juvenile docket sheets files
DATES: 1980-
ARRANGEMENT: Numerical by docket number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain forms completed by a police officer or detective at time of juvenile arrest. The form contains the name; location; docket number; alias; residence address; date; time; master file number; birth date; birthplace; age; sex; race; of violation; NCIC code number; case number; physical description; name of person released to, name referred to; name, address, and phone number of mother, father guardian; reason for detention; whether parents notified; date and time notified; occupation or school attending; whether child lives with parents; ID number; and juvenile court disposition.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16466
TITLE: Juvenile violation reports
DATES: 1985-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These report forms are completed for each juvenile violation that is not a warranty arrest for minor first offenders. Report contains violators name; nickname or alias; case number; age; date of birth; sex; race; physical description; residence address and phone number; legal parents name; whom child is living with; school or employer; grade or occupation; marriage status of parents address and phone number; address of violation; violation; date; time; beat; unusual circumstances/companions (if any); time released; whom released to; reporting officer; ID number; unit; officer's remarks; and signature of juvenile.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This record is just maintained for reference purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16467
TITLE: Pick up order log
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This log consists of forms used to log the names of juveniles to be arrested per juvenile court. The form contains the name of person to be arrested, date, case number, officer, assigned to arrest, date request is to be voided, and disposition.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16468
TITLE: Runaways log
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This log consists of forms used to record the names of runaway juveniles for monitoring purposes. The form contains the name of the runaway; officer assigned to case; case number; date reported; and date returned.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This report is only used for reference purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16469
TITLE: Auto impound records files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain records on each impounded automobile. They include results of registration checks, results of NCIC checks (for stolen autos); related correspondence; and other documentation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16470
TITLE: Crime Prevention Unit report
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These report forms are completed for each activity attended by the Crime Prevention Unit (i.e. block meetings, area meetings, media contacts, special assignments, business burglary follow-ups, residential burglary follow-ups, residential burglary follow-ups, business and home security surveys, citizen complaints). The form includes nature of complaint; date and time; CPU case number, address of occurrence; type of premises, attendance; council district number; name, address, telephone number of complainant; business name, address, phone number; type of aids used; etc. Report also includes monthly report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16471
TITLE: Property marking program files
DATES: 1973-
ARRANGEMENT: Alphanumerical by name and identification number

DESCRIPTION: These are program files used to identify personal property for identification purposes. This is a program sponsored by the Crime Prevention Unit called 'Operation ID' wherein any city inhabitant may use a device furnished by CPU to mark personal property so it may later be identified if it is stolen and recovered. It is also useful for insurance purposes in case of fire. The property owner completes an information card which is returned to the CPU where the information is then put into the computer. A printout is generated approximately every six months.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

Paper: Retain in Office for 6 months and then destroy.

Computer magnetic storage media: Retain in Office permanently provided constantly being updated.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. The automated file is constantly being updated, but information is not deleted. Every six months a print out is printed.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16472
TITLE: Commercial/residential security inspection files
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are forms completed by the Crime Prevention Unit for each residence or business as it is inspected. Buildings are inspected for security purposes and owners are notified of precautions to take to prevent burglary and theft. The form includes owner's name and address; type of premise; telephone number; date and type of offense; name of officer inspecting premises; whether follow-up to crime; report number; whether request by owner or canvas; name of person contacted; position; telephone number; date inspected; ratings; check results of each item as it is inspected; and any recommendations.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16473
TITLE: Meeting attendance roster files
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These files contain forms completed by persons attending 'Partners in Crime Prevention' meetings. These meetings are held to inform citizens of steps to take to become better protected against crimes. These forms contain meeting information such as area; date; time; name of host; location; and telephone number; and information about the person attending such as name, address, zip code, home and work telephone numbers; ethnic group they represent (Asian, Hispanic, Black, White, Native American, Pacific Islander); notation if home security check is desired, and if person would be a block leader.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau to administer the program.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16474
TITLE: Fingerprint cards
DATES: 1924-
ARRANGEMENT: Numerical by NCIC classification number
ANNUAL ACCUMULATION: 2.20 cubic feet.

DESCRIPTION: These cards contain information on persons who have been fingerprinted. The card includes the NCIC classification number; Henry classification (a fingerprint characterization classification); name of arrested person; signature of arrested person; file number; charge; sex; race; residence address; social security number; birth date; heighth; weight; signature of person taking fingerprints; date; type of license (if applying for license); place of birth; physical description; individual print of each finger and thumb; prints of left and right four fingers taken simultaneously; and each thumbprint.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 90 years after date of birth of fingerprinted person and then destroy.

APPRAISAL

Administrative

Because of the large volume of requests received, Salt Lake City Police Department maintains their own collection rather than depending upon BCI. It is essential for them to maintain fingerprints until the death of the individual. Since that is usually impossible to determine, the 90 years from the birth date of individual is used. A shorter period may cause duplication of cards.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16475
TITLE: Pictures of crime scenes
DATES: 1967-
ARRANGEMENT: Numerical by case number

DESCRIPTION: These are photograph negatives of crime scenes. They are printed as necessary for investigation purposes, court action, and study. They are used in solving crimes. The negatives are stored in envelopes which list the case number, date of occurrence, type of crime, and address of occurrence.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Photo negatives: Retain in Office for 15 years or until adjudicated and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16476
TITLE: Mug shot negatives
DATES: 1934-
ARRANGEMENT: Numerical by assigned master file number
ANNUAL ACCUMULATION: 1.40 cubic feet.

DESCRIPTION: These are photographic negatives of arrested persons. They are used for identification purposes. Each negative contains master file number and date of arrest.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 90 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 36.

These negatives are extremely valuable for both identification and investigation purposes. After 90 years it assumed the person is deceased.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16477
TITLE: Registration/license applicant information files
DATES: 1950-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain applications from individuals required by the Police Department to be licensed (i.e. taxi drivers, solicitors, auctioneers, locksmiths, private detectives, ambulance drivers, The application contains the type of license applied for; whether new license or renewal; name of company; date; name and history of applicant; address at present and for past three years; marital status; citizenship status; arrest information (if applicable); three references listing name, address and occupation; past and present employment record; description of vehicles along with driver's license number; date and signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16478
TITLE: Fingerprint index cards
DATES: 1935-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These card are used to access fingerprint cards by name. The card contains the name of fingerprinted person; master file index; birth date; birthplace; fingerprint classification; and reference. This index serves as a backup to the automated index. It is the only means to access fingerprints by name.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 90 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. The index should be maintained the same period of time as the fingerprint cards.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16479
TITLE: Latent prints
DATES: 1970-
ARRANGEMENT: Alphabetical by category
ANNUAL ACCUMULATION: 0.90 cubic feet.

DESCRIPTION: These cards contain latent fingerprints either lifted from objects used in crimes or found at the scene of crimes which are used in investigations. Latent prints are filed inside envelopes containing case number; date of occurrence; address of occurrence; and type of crime.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then destroy.

APPRAISAL

Administrative

Though this retention is longer than the statute of limitations for prosecution of both misdemeanors and felonies, it is felt that these files are essential for criminal investigations. There is no statute of limitations for homicides, but it assumed that after 90 years the individual will either be dead or no longer committing crimes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16480
TITLE: Crime lab request form
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are forms used to request photos, fingerprints, or other information from the crime lab. The forms includes information requested (by number, name, etc.); name of requesting officer; division; and date of request.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based solely upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16481
TITLE: Police Athletic League files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain a record of hours logged for each activity played at PAL to monitor attendance of children. The files includes month; type of activity; time, day of month; youth or adults participating; number of players participating; average time played; total number of units of time utilized by all participants; and number of female, male, staff, and volunteers participating in each separate activity. A monthly total of time units is recorded for monitoring time spent and for comparison purposes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16482
TITLE: Police Athletic League quarterly activities files
DATES: 1982-
ARRANGEMENT: Alphabetical by activity
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain flyers promoting quarterly activities sponsored by the Police Athletic League. PAL is a youth center program sponsored by the Salt Lake City Police Department for low income and minority youth.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16483
TITLE: Evidence case log
DATES: 1962-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These are three separate log books used to record evidence received in the Evidence Room. They are used to monitor the status of all items of evidence. The General Log Book includes: case number; location of bin where evidence stored; brief description; date, time, name of officer authorizing release, and location where is stored; brief description; date, time, name of officer authorizing release, and location where evidence is released to. Gun log book includes serial number and description. Money Log Book includes case number and a notation that money was turned over to general fund.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 83 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs of the bureau. These logs are microfilmed because some of the evidence concerns homicide cases. Since there is no statute of limitations for the prosecution of murder, these logs are maintained for 83 years.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16484
TITLE: Release to charity files
DATES: 1964-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are forms used to document the release to charity of unclaimed property. The forms include the name of the agency released to; address; date and time of release; remarks and description of each item of property; signature of releasing officer; and signature of agent receiving property.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau and the provisions of the Unclaimed Property Act (UCA 78-44-1).


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16486
TITLE: Case assignment and summary files
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain forms completed by each detective daily and monthly on case assignments. They are used to compile the monthly statistics for Administration and Crime Analysis. The forms includes: investigator's name; date; case number; victim/ complainant's name; offense; NCIC code number; clearance information such as status (active, closed, service call); whether arrested by detective, outside agency, or patrolman; whether a complaint was obtained, denied, exceptional clearance, or unfounded; year; date closed; and priority status.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. They have no value after the annual report is released.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16487
TITLE: Assignment sheet files
DATES: 1983-
ARRANGEMENT: alphanumerical by category and case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain forms that show the daily case assignments for each individual squad of detectives. The form contains the date, case number, officer's name, type of case, whether closed or active, names of victims or persons arrested, and their addresses.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based solely upon the administrative needs expressed by the bureau. These forms are only used for evaluation and reference purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16488
TITLE: Wanted person police bulletins
DATES: 1975-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain forms used to distribute information concerning wanted or missing persons to police officers and other law enforcement agencies. The form contains the photo of subject, name, master file number, aliases, date of birth, sheriff's office number, description, identifying marks, address, FBI number, UBI number, social security number, vehicle description, drivers license number, case number, warrant date, bail amount, summary of case, charge judge name, warrant number, name warrant signed by, and name of detective.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until subject is located and case is closed and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. Once the subject is located these bulletins have no further value.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16489
TITLE: Robbery police bulletin files
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain forms used to distribute information concerning robberies to other law enforcement agencies. The form contains date; time; case number; suspect vehicle; description of suspects; victim's name and location; type of weapon used; amount and description of loss; brief statement of facts; and name of assigned detective to contact with information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years or until robbery is solved and then destroy.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau and the statute of limitation provisions of UCA 76-1-302. "A prosecution for a felony must be commenced within four years after is its committed."


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16490
TITLE: Pawn tickets
DATES: 1981-
ARRANGEMENT: Numerical by assigned number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain forms used to identify property pawned to a pawn shop agent and submitted to the Police Department by those respective agencies. The Pawn Shop Property List is created from these forms. The Form contains card number; file number; name, address, and phone number of person pawning property; sex; date of birth; height; weight; race; drivers license number; whether property loaned or purchased; pledge number; amount; date and time; signature of person pawning property; type of article; brand, description, color and serial number. This information is then input into the computer.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative Legal

This record is required by UCA 11-6-1. This retention is based upon the 4 year statute of limitations period for the prosecution of felonies.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16498
TITLE: Vice case files
DATES: 1980-
ARRANGEMENT: numerical by case number
ANNUAL ACCUMULATION: 6.90 cubic feet.

DESCRIPTION: These files contain a record of all vice case investigations. The file contains the vice case report includes the nature of the complaint; date and time reported; vice number; case number; address of occurrence; type of premises; activity location; time of activity; warning device; method of approach; name, address, and phone number of complainant; business address and telephone number; how reported; description of suspect; description of vehicle used; name of person complaint received by; ID number; name of assisting officers; report status (open or closed) and clearance status.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau and the statute of limitations provisions for the prosecution of felonies. "A prosecution for a felony must be commenced within four years after it is committed."


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16499
TITLE: Narcotics case files
DATES: 1980-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 28.00 cubic feet.

DESCRIPTION: These files contain a record of all narcotics investigations. The files contain the narcotics case report which contains date and time reported, date and time of occurrence, metro number, case number, sheriff's office number, address of occurrence, jurisdiction, personal history such as name, date of birth, age, address, phone number, physical characteristics, race, sex, height, weight, hair color, driver license number, social security number, whether person is the complainant, witness, suspect, or arrestee, description of suspect vehicle, name and address of registered owner, name address of lien holder.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau and the statute of limitations provisions for the prosecution of felonies. "A prosecution for a felony must be commenced within four years after it is committed" (UCA 76-1-302).


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16500
TITLE: Intelligence case files
DATES: 1980-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 9.00 cubic feet.

DESCRIPTION: These files contain criminal history information on terrorists and organized crime activities. These files contain investigative materials provided to outside agencies upon request. The Intelligence Report contains subject; date; source evaluation; type of criminal activity; summary details; whether routine information; confidential or highly restricted; analysis; classification number; and file number. The files also contain photographs and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16501
TITLE: Special evidence files
DATES: 1974-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain forms which record expenditures by squad for investigations. The files contain "Request for Cash Form", which is used when cash is necessary to proceed with an investigation; the "Disbursement Form" which contains all necessary information and explanations for expenditure; and the "Monthly Report" which contains monthly totals of funds borrowed and expended.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. These files are used both for audit purposes and for budget planning to estimate the costs of similar investigations.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16502
TITLE: Evidence recordings
DATES: 1978-
ARRANGEMENT: Numerical by case number

DESCRIPTION: These are tape recordings or video tapes generated either by the division or commercially. They are used either as evidence or for investigative purposes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office until obtaining permission of prosecuting authority and then erase.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16503
TITLE: Armed officers on concourse log
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are forms signed by any armed officer passing through security at the Salt Lake City International Airport. They are used to document all known weapons in concourse secured areas. The form includes date, time, officer's name and department; title, which airlines he is approaching; flight number, destination; and signature of security agent.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based solely on the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16504
TITLE: Airline Transportation Association meetings files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain records of the Airline Transportation Association Meetings. The files contain agendas and minutes of meetings. They consist of business dealing with airline security procedures and problems.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This minutes are duplicates and are not the record copy.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16505
TITLE: Aircraft hijacking plan of action file
DATES: 1984-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain procedures outlined by the Federal Bureau of Investigations for use in case of a aircraft hijacking.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until until updated and then destroy provided updated received.

APPRAISAL

Administrative

This retention is based solely upon the administrative needs expressed by the bureau. The procedures are only maintained until they are superseded. They have no administrative value after they are replaced.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16506
TITLE: Alarm enforcement files
DATES: 1982-
ARRANGEMENT: Alphabetical by name of business or residence
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files contain records monitoring burglar alarms of businesses and residences. The files contain related correspondence; statistical information; and a form containing the name of the business or residence, address, phone number; name of alarm company; permit number; and the following information for each alarm ring: date, time of day, day of week, NCIC code, case number, and remarks. They are used to stop unnecessary police response.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after problem corrected and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16507
TITLE: Alarm permits files
DATES: 1981-
ARRANGEMENT: Alphabetical by name of business or residence
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain permits issued to businesses which are required to have a burglar alarm per SLC Ordinance 20-35-1 to 22. The files contain the following information: date; permit number; name of business or resident, address, phone number; whether building is owned or leased; name of owner of business; name of alarm company or person installing alarm system, address, phone number; name of alarm company servicing alarm, address, phone number; names and phone numbers of persons police can notify to respond with key; whether silent or audible system, and type of alarm.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 90 years and then destroy.

APPRAISAL

Administrative Legal

Salt Lake City Ordinance 20-35-1 to 22 requires these permits be maintained permanently. They are lifetime permits and can be used by members of the family. The bureau has chosen to place a 90 year retention for administrative purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16508
TITLE: Tactical deployment squad activity summary files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain the daily and weekly summaries of activity of the Tactical Deployment Squad (patrolling State Street from 6PM to 2 AM). The Daily Form contains the name of complainant; date reported; location; division assigned; second and third divisions assigned; starting and ending dates; manpower assignment information; enforcement activity information; types of citations issued; recovered stolen property, value and remarks. The Weekly Summary contains date, number of hours worked on State Street, number of traffic citations issued, number of alcohol related citations, number of felony and misdemeanor arrests.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. These files are used to compile the department's annual report and for future planning.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16408
TITLE: Arrest dockets and booking sheets
DATES: 1907-
ARRANGEMENT: Numerical by assigned number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the record of arrests of individuals committing offenses. Separate forms are completed if the offender is a juvenile or if it is a non-booking arrest. The forms contain the following information: name; date; time; aliases, if any; location of arrest; charge or commitment; bail or sentence; judge name; sheriff's office number, master file number, FBI number and case number; whom received from; agency; date of last photo; further information about person at time of arrest; and property.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 88 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs and the general retention schedule for police departments.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16409
TITLE: Police master files
DATES: 1905-
ARRANGEMENT: Numerical by assigned number

DESCRIPTION: These files contain all criminal history, reports, and other documentation on an individuals criminal activity.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Microfilm master: Retain in Office for 90 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the bureau and the historical value of these records.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16410
TITLE: Telegram files
DATES: 1958-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain telegrams received or sent in connection with police investigations. They were previously filed separately, but because of the volume of telegrams received, they are now by TWX and become a part of the case file.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 90 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16411
TITLE: Property description printouts
DATES: 1967-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These computer printouts list the description of all stolen, lost, found, pawned, or purchased property. They include type of article, description, brand, value, color, serial number, manufacturer, case number, and name of person pawning or purchasing property.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 88 years or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 88 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16412
TITLE: Mug books
DATES: 1892-
ARRANGEMENT: Numerical by arrest number

DESCRIPTION: These books contain historical volumes contain data on arrested persons, criminal history, reports, and photographs.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Microfilm master: Retain in Office for 90 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 36.

This retention is based upon the administrative needs expressed by the bureau and the historical value of the records in the research of crime and criminals in Salt Lake City.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16413
TITLE: Monthly/annual reports
DATES: 1941-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These reports contain a statistical compilation of police activity during each month and calendar year.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 80 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the bureau and the historical value of the reports to researchers in criminal activity in Salt Lake City.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16414
TITLE: Records search request files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain forms used to request photos or mug shots; criminal history, case file reports, dockets, rap sheets, etc. They contain date, name of person requesting; division or agency; type of information wanted; description of subject of information wanted (name, aliases, date of birth); information on completed request such as whether information was found; description of what was disseminated; name of person making search; date completed, and initials of supervisor approving search.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

The department is required to maintain a record of individuals using criminal history information for one year (Salt Lake City Ordinance 30-1-27 through 30 and the Crime Control Act of 1973).


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16415
TITLE: Money envelopes
DATES: 1980-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.60 cubic feet.

DESCRIPTION: These envelopes are used to hold and record money placed into the evidence room as result of being found, lost, stolen or confiscated. Envelopes contain the following information: whether evidence or non-evidence; date and time; total amount booked; nature of complaint; name of complainant; name of victim; name of owner; person(s) arrested; name and ID number of officer; name of custodial officer; name of clerk; and signature, ID number, date, and initials of custodial officer, or any person opening.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until Until disposition or resolvement of case and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16416
TITLE: Arrest log sheets
DATES: 1942-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These logs contain arrest information for both adults and juveniles. Information is transferred to the computer as each arrest is made and a form is automatically printed after 25 entries. The log contains the arrest number, name, date of birth, date and time of arrest, officer's ID number, charge, and various numbers relating to case.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 89 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs of the bureau and the historical value of the records in creating a history of criminal activity in Salt Lake.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16417
TITLE: Case logs
DATES: 1941-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These logs list every incident or crime reported to the Police Department. Information for this record is generated from the "Incidents Report/Log Card in the Dispatch Records". The log contains the name of operator and shift worked, case number, name of complainant, location of offense, type of complaint, time and assignment number.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 89 years and then transfer to State Archives.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16418
TITLE: Key sign out register
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This register contains a record of keys maintained by the Records Unit to be disseminated to proper authority. The form contains key number; date and time out; name of officer taking key; disseminating clerk's ID number; date and time in; and receiving clerk's ID number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon administrative needs of the bureau. This register only needs to be maintained for one month.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16419
TITLE: Wanted persons files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain forms used to enter information into the computer on wanted persons and to cancel information as persons are no longer wanted. They contain: date; name of wanted person; date of birth charge; case number; name of clerk handling information; and if charge is a felony.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16420
TITLE: Assignments request files
DATES: 1984-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain forms used as an application for Police Department employees to transfer from one division to another. The files contain: ID number, name and rank of employee; date of appointment; present division; location and details of previous assignments; requested assignments; list of aptitudes, experience, and education qualifying employee for requested assignment; signature of employee; and date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16421
TITLE: Supervisor's meetings minutes
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the minutes of monthly meetings held by the supervisors of the Records Unit.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

The bureau sees little value in these minutes and wants to retain them for only 1 year. In accordance with SRC decisions they have been determined to be permanent to document their decisions.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16422
TITLE: Criminal history name file
DATES: 1920-
ARRANGEMENT: Chronological

DESCRIPTION: This automated system contains a record of arrests accessable by name for each individual with a police record. This system includes information concerning civil service applicants, taxicab drivers, solicitors, locksmiths, licensed club dancers, or all those required to be fingerprinted. This information includes: name, aliases if any, social security number, date of birth, dates of arrest, and type of arrest. This information is purged 90 years after date of birth, every 10 years in 10 year increments. The system is stored on hard disk and is backed up on tape every two weeks.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Agency Record Center for 90 years after being microfilmed and then Put to Computer Output Microfilm.

Computer magnetic storage media: Retain in Agency Record Center for 2 weeks and then Erase Tape.

Computer magnetic storage media: Retain in Agency Record Center for 6 months and then Erase Tape.

Computer magnetic storage media: Retain in Agency Record Center for 5 years and then Erase Tape.

Computer output microfiche master: Retain in State Archives permanently.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the bureau and the historical value of the records.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16424
TITLE: Case files
DATES: 1984-
ARRANGEMENT: Alphabetical by name, thereunder numerical by identification number

DESCRIPTION: This automated file contains case report history for the previous two years. It includes date, time, location, type of offense, and descriptive details of investigation, initial report, supplemental reports, and traffic reports. Information that is older than two years is deleted weekly.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16425
TITLE: National Criminal Information Center files
DATES: 1984-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain forms used to enter information in the NCIC system. Three separate color coded forms are used. 1) stolen articles, which contains all information concerning any stolen article; 2) stolen/missing gun, for reporting all information concerning stolen or missing guns; and 3) wanted person, for reporting all information concerning wanted persons or missing juveniles. This information generates a computer printout which is filed with the case report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based solely upon the administrative needs of the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16433
TITLE: Uniform crime report worksheets
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These report forms are completed for the Uniform Crime Reporting System and are compiled into an annual report by the Bureau of Criminal Investigations and submitted to FBI and the NCIC. This form includes the numbers of crimes committed in each year in the following categories: criminal homicides, forcible rape, robbery, assault, burglary, larceny or theft, and motor vehicle theft. Report shows population, month, year, and totals for each offense. This report also contains: Supplementary Homicide Report; Law Enforcement Officers Assaulted Report; and Arson Offenses Known to Law Enforcement.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after Transfer to Police Library for 5 years. and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the Bureau. Since the Archives receives the annual "Uniform Crime Report" compiled by BCI from these report forms, it is unnecessary to maintain these forms for research purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16434
TITLE: Traffic citations
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.70 cubic feet.

DESCRIPTION: These files contain the backup copy of the citation issued for traffic citations. These citations include the citation number, name, address, birth date, sex and driver's license number of person receiving citation, date, place of violation, violation number and description, vehicle license number, and vehicle year, make, type and color. This information is entered into computer and generates a monthly report. If a misdemeanor is involved, a copy is filed with the docket, booking sheet, or police report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. The record copy of the traffic citation is maintained by the traffic division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16435
TITLE: Daily traffic summary
DATES: 1983-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain a daily summary of traffic accident statistics. These summaries show case number order; location of accident; beat number; severity; month, day, hour; and type of violation involved.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. These summaries are used to compile the annual report and have no further administrative value after report is released.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16436
TITLE: Officer's field contact daily summary
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This computer printout lists information obtained from the "Field Cards" completed by police officer's during field contact. These summaries include date of summary, name, sex, race, date of birth, and status (driver, passenger, pedestrian, etc.) of person under field interrogation, date and time of interrogation, vehicle make, model, year, license number (if applicable) officer's name and ID number, division problem was referred to, names of companions (if applicable), comments or reason for interrogation, and whether booked or released.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16437
TITLE: Bicycle inventory reports
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This computer printout lists all bicycles picked up, found, or impounded as evidence by police officers. The report includes the case number; date picked up; location; make; model; body style; wheel size; color; and frame number. Bicycles not claimed by owners are auctioned to the public.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16438
TITLE: Accidents by intersection report
DATES: 1980-
ARRANGEMENT: Chronological, thereunder alphanumerical by location
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a monthly report generated by officers' traffic accident reports listing accidents by intersection. It is used to identify hazardous intersections and to compile annual reports. The report includes location; total number of accidents at intersection; month, day, hour of accident; severity of accident; whether accident occurred in intersection; type of accident; whether traffic violation was involved and case number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the bureau. Since this report is used in the compilation of the department's annual report it has no additional research value.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16439
TITLE: Stolen automobile report
DATES: 1987-
ARRANGEMENT: Alphabetical by make of car
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This monthly computer printout lists stolen automobiles by make of car. The report includes information concerning the automobile such as color, year, make, model, body style, license number, serial number, along with location stolen from, month and year stolen, and case number. Information is updated continuously. As a new update is received, the old one is discarded.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 month or until superseded and then destroy.

APPRAISAL

Administrative

This report has no value after update has been received. It is only used for current reference purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16440
TITLE: Wanted persons list
DATES: 1987-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This computer printout is generated by police records listing all persons wanted for any of the following reasons: criminal activity, missing persons, runaways, etc. The report lists case number, citation number, reason wanted, name, date of birth, active status, judge's name, server's name, warrant date, bail amount, and description of reason wanted. This information is constantly being updated.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 day after daily update received and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This printout is only needed for current research it has no value after update is received.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16441
TITLE: Summary of motor vehicle traffic accidents
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are monthly summaries of statistical information on all reportable traffic accidents within Salt Lake City. The report includes month, year, type and number of accidents, location, severity and along with year to date and same period last year statistics. It is used to compile the Police Department's Annual Report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16442
TITLE: Alarm permit information
DATES: 1987-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are weekly computer printouts having information on burglar alarms. The printout includes address, beat number, grid number, NCIC code number for type of alarm call, name of residence or business owner owner, date information entered into computer, date changes made, permit number, name of alarm company, type of alarm and responding persons. This information is constantly updated and can be accessed by name, address, or permit number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 week or until superseded and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs of the bureau. The report is only needed for current research needs. The previous week's report has no value once current report is received by bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16443
TITLE: Communications equipment maintenance files
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.30 cubic feet.

DESCRIPTION: These files contain forms used to log all maintenance for computers, radios, converta-coms, head sets, gang chargers, batteries, terminals, and printers. The forms include type of equipment, serial number, date into shop or date called in, description of problem, part number if replacement necessary, and name of persons responding and logging call.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until equipment is no longer used and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16444
TITLE: Record expungement files
DATES: 1935-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: these files contain legal documents received from courts for the expungement of an individual's criminal history (UCA 77-18-2). These files contain name of arrested person, date of birth, date arrested, charges, and cause of arrest. This record can only be opened by court order.

RETENTION

Retain 80 years or until confirmed death.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 80 years or until confirmed death and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 21.

this retention is based upon the administrative needs expressed bythe bureau.

PRIMARY DESIGNATION

Protected. UCA 77-18-15(8) and 63G-2-305(9) (2008)


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16445
TITLE: Radio and pager assignments files
DATES: 1976-
ARRANGEMENT: Numerical by serial number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain records used to monitor each item of radio equipment in the Police Department. The pager records include cap code number, inventory number, name of assigned officer, division section, and serial number. The radio records include serial number, assigned division, name of assigned officer, and car number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until equipment is no longer in use and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. The records have no value after the disposition of the equipment.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16446
TITLE: Shop equipment repair files
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are records used to track radio equipment when it is necessary to send them out for repairs. The files contain serial number, assigned division, date brought in, date sent for repair, date finished, date received, and date picked up.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16447
TITLE: Command definition files
DATES: 1976-
ARRANGEMENT: Numerical by console number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the definition of commands for each computer station or console. This record was not generated by the Salt Lake City Police Department, but it has the capability to be changed and updated by this division.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until equipment is changed or liquidated and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16448
TITLE: Book inventory logs
DATES: 1980-
ARRANGEMENT: Alphabetical by title
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are logs used to identify books, manuals, and training materials in the Communications Division. The logs contain the name of item, name of person assigned, location, and reference number if available. This record is continuously updated.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until log system is automated and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the bureau. This book log system will be changed in the next few years and will be replaced by an automated system. Once this system is replaced logs will become obsolete.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16449
TITLE: Battery inventory log
DATES: 1980-
ARRANGEMENT: Numerical by assigned number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These logs are used to monitor batteries used in the Communications Division. They are necessary for warranty information. The logs include name of officer assigned, location, date in service, and serial number if available. The logs are continuously changed and updated.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until changed or updated and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. The bureau is planning to replace these book logs within the next few years and replace with an automated log system. Once system is replaced they want to destroy these volumes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16450
TITLE: National Communication Information Center information codes
DATES: 1945-
ARRANGEMENT: Numerical by code number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain lists of how all NCIC codes are listed in the computer. These codes are listed in order of severity of offense with the most severe being first. The files contain the codes and meaning. These are necessary for Police Department use.This record is updateable, but on an infrequent basis.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 90 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. Since Criminal History Files are maintained for 90 years it is important to maintain the codes to identify the information.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16451
TITLE: Universal Power System back-up files
DATES: 1976-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain information concerning records related to UPS (a backup power system for Police Department power system, computers and partial lights). The files includes general reference data and record of work performed on system.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until system is changed or liquidated and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16452
TITLE: Problem burglar alarm files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain forms used to record information on problem burglar alarms (usually faulty equipment) in order that officer can help to correct problem. The form contains the permit number,address or location, name of business, name of person to call, name to call, name of officer, etc. This information is entered into computer.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until establishment is no longer in business and then destroy.

Computer data files: Retain in Office for 2 months and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16453
TITLE: Personnel attributes printouts
DATES: 1976-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are computer printouts listing all police indicating any specific attributes they may have that would be useful in case of emergencies or situations where special talents or knowledge are needed. Some examples are: persons with ability to speak a foreign language, airplane pilots, experts in hostage negotiations, persons with breathalyzer knowledge, trauma squad, persons with familiarity with bombs or dynamite, marksmen, heavy equipment operators, scuba divers, persons with first aid training, etc. The printouts include attribute code number and officer's ID number. This record is continuously updated.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office until termination of employee and then delete.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. The computer printout is only kept in case of computer failure.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16454
TITLE: Continuous callers/other menaces record files
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These computer printouts list known continuous callers who may be a hazard to police officers. Some examples are 'crazies', spouse abusers, etc. They include NCIC number, date and time, reason, name and address of caller, and nature of reported threats.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until until updated and then destroy.

Computer data files: Retain in Office until until updated and then delete.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This information is only for current reference it has no administrative value once information is updated.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16455
TITLE: Federal Communications Commission files
DATES: 1981-
ARRANGEMENT: Alphabetical by category
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the records of licenses for all communications equipment in the Police Department. The license contains the location of equipment, whom licensed to, actual longitude and latitude (if applicable), heighth of tower (if applicable), band width (frequency), and renewal date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until until frequency is changed and then destroy.

APPRAISAL

Administrative Legal

The Code of Federal Regulations does not provide any specific retention for these records (47 CFR 22). The FCC maintains a file on each licensee and does use the records of the agencies. The bureau retains for their own administrative need. After the frequency has changed agency must be relicensed and previous applications have no further value.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16456
TITLE: Dispatch activity recordings
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are twenty-four hour audio tape recordings of all incoming and outgoing phone or radio calls made to or from the Police Department Dispatch Office. They are used to document actions of dispatch personnel. These tapes are regularly rotated. Portions of tapes concerning questionable cases are transferred to audio cassette tapes (series 5631).

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 3 months and then erase provided questionable actions are transferred to cassette.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau and reflects the previously approved Municipal General Records Retention Schedule 1990.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16457
TITLE: Training tapes
DATES: 1980-
ARRANGEMENT: Numerical by assigned number

DESCRIPTION: These are tape recordings of actual dispatch situations. They are used in the dispatch office for training purposes.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Sound recordings: Retain in Office until replaced and then erase.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. These tapes are only used until another situation is found to replace it for training purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16458
TITLE: Incident reports
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These computer printouts contain information generated by computer after each incoming call requesting police assistance. Report includes date, time call received, time officer assigned, officer ID number, beat, time officer arrived at scene, dispatcher's ID number, complaint taker's ID number, name address, and phone number of caller, NCIC code number, purpose of call, location, and necessary miscellaneous information.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This retention reflects the statute of limitations provisions of UCA 78-12-28(1).


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16459
TITLE: Wrecker call-out files
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are forms used to monitor wreckers which are called out after receiving dispatch emergency calls. The forms include name of wrecker service, phone number, address called to, date, time, and ID number of person making call.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16460
TITLE: Officer status change printout
DATES: 1985-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These computer printouts provide the Dispatch Officer with the location of each officer in cases of emergency call out. Each officer provides the dispatch office with his/her location as status changes. This information is entered into computer. This printout includes area of town, time called out, time in service, location, and status.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based solely on the research needs of the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16461
TITLE: Mortuary rotation card files
DATES: 1979-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This card file lists all Salt Lake City mortuaries. It is used in rotation as the need arises through dispatched emergency calls.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until change is requested by mortuary and then destroy.

APPRAISAL

Administrative

This retention is based solely upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16462
TITLE: City businesses card file
DATES: 1965-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This card file lists Salt Lake City business establishments and names of owners. It is used for notification purposes in cases of emergency. The cards include name of establishment, owner, person responsible, phone number, address, and remarks. These cards are updated continuously.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until business is dissolved and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This file is only used for current reference and has no value after it is updated.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 16463
TITLE: Training/policy/procedure manuals
DATES: 1983-
ARRANGEMENT: Alphabetical by unit name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These training manuals are generated by the dispatch officer to train new employees. The volumes contain general information on Police Department procedures, policies, emergency training, and how to deal with each individual caller.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after superseded and then destroy.

APPRAISAL

Administrative

Because of past litigation the Dispatch Office wants to maintain these manuals for both the criminal (2 years, UCA 78-12-28) and civil (6 years, UCA 78-12-24) statute of limitations periods.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 25520
TITLE: Sexually oriented business licenses
DATES: 1989-
ARRANGEMENT: Alphabetical by applicant name

DESCRIPTION: These are applications for a license to operate a sexually oriented business within the boundaries of Salt Lake City (SLC Code Sec. 5.61.070). These records may also include a copy of the business license, any renewals, payment information, change of address/name form, inspection reports, letters, corporate information, and background checks. These records are filed alphabetically by name of applicant. When the license has been terminated, the record is then filed by the year in which the license was terminated.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after close of business and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 25521
TITLE: Alcoholic beverage license files
DATES: 1989-
ARRANGEMENT: Alphabetical by business name

DESCRIPTION: These are applications for a license to sell alcoholic beverages within the boundaries of Salt Lake City (SLC Code, Section 6.08.010 and .020). Licenses are renewed yearly. These records include the application, change of address/name form, inspection reports, letters, corporate information, background checks and approval forms. These records are filed alphabetically by name of business. Files and renewals are kept in the same file folder in the office.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after close of business and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 4925
TITLE: Publications
DATES: 1928-
ARRANGEMENT: Chronological

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the Salt Lake City Police Department or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published. Previously only annual reports, expanded to allow for 150 year history (2001) and "What's What" newsletter (1952-53).

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 21.

Publications which document agency history and functions have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 5631
TITLE: Questionable cases dispatch recordings
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: These are audio cassette tapes containing portions of the Dispatch activity recordings (series 16456) concerning questionable cases. Twenty-four hour tape recordings are made of all incoming and outgoing phone and radio calls received by the office. The original tape records are rotated every three months and reused. Portions of tapes concerning questionable cases are transferred to audio cassette tapes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 2 years after resolution of all litigation and then erase.

APPRAISAL

Administrative

This disposition is based upon the administrative needs expressed by the bureau and reflects the previously approved Municipal General Records Retention Schedule 1990 (schedule 21, item 5).


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 4658
TITLE: Criminal register
DATES: 1892-1897
ARRANGEMENT: Alphabetical by surname, thereunder chronological by date of arrest.

DESCRIPTION: In this one-volume register is recorded information describing individuals arrested by the Salt Lake City Police Department. Recorded information includes: arrest number, name (including any alias), nationality, age, weight, hair color, eye color, and remarks (height, distinguishing marks, scars, or tattoos, complexion, date of arrest, charge, whether bound over to district court, fine and sentence, whether individual was sent to jail, etc.).

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

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

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series has permanent historical value as documentation of criminal activity and operations and procedures of the Salt Lake City Police Department of the time period.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 3947
TITLE: Computer access security file
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a daily computer printout used to track users of the computer system and criminal history files. It is used to record usage and to maintain record security in compliance with federal and state requirements. The printout includes time, assigned identification number, type of record accessed, name or case number accessed, whether a copy was made and other specific information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on the record's primary evidential value to the agency. It also reflects the Municipal General Records Retention Schedule 1990 (Schedule 21, item 28). In accordance with federal (28 CFR, Subpart C, 1989) and state requirements (UCA_17-26-16 (1989)), a dissemination log is required to maintained to document the dissemination of criminal history information.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 3954
TITLE: Police vehicle use agreements
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are agreements between the police chief and each officer using a city vehicle stating that they will comply with rules set forth by the Police Department. They include officer's name, date, division, vehicle number, home address, and signatures of officer and police chief.

RETENTION

Retain until vehicle no longer used

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until officer is no longer using vehicle and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency. It is used only for reference purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 4611
TITLE: Register of arrests
DATES: 1871-1894
ARRANGEMENT: Chronological by date of arrest.

DESCRIPTION: Information about lawbreakers is recorded under the following column headings: date of arrest, name of defendant, age, nativity, occupation, offense, name of officer making arrest, personal property, cash, bail, fine, and remarks. Of the three registers identified and in archives custody, the earliest (designated on the spine as register "B") commences on 1 February 1891 and ends 31 December 1894, the second starts on 23 April 1894 and ends 31 August 1896, and the third begins on 1 September 1896 and ends 31 December 1899.

RETENTION

Retain archives custody

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

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

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series has permanent historical value as documentation of the operation of the Salt Lake City Police Department.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 4612
TITLE: Police blotters.
DATES: 1892-1904
ARRANGEMENT: Chronological by arrest date.

DESCRIPTION: These books contain the names of arrested persons, by whom, and the charge. Entries also include information regarding the disposition of the case--cash, bail paid, fines, etc.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

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

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series contains historical value as representative documentation of the daily operations of the Salt Lake City Police Department during this time period.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 8084
TITLE: Police case report files
DATES: 1935-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 6.70 cubic feet.

DESCRIPTION: These files contain information on all police activity such as crimes committed or police assistance cases. Included in all the cases is the date, time, location, offense, and descriptive details of investigation. Files also include the following where applicable: initial report; supplemental reports; traffic reports; evidence reports; correspondence; teletypes; case clearance reports; and the felony warrant form. These files contain information not found in the computerized "Case Files".

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 88 years and then transfer to State Archives.

APPRAISAL

Administrative Historical Legal

This retention is based upon the administrative needs expressed by the bureau and the historical value of the files.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 8085
TITLE: Files index
DATES: 1956-
ARRANGEMENT: Chronological

DESCRIPTION: This is an automated file of police information which can be accessed three ways: by crime code (which lists crime classification, type of offense, date and time, and case number); by address (listing address, type of offense, date, time and case number); and by name (listing name, type of offense, date and case number).

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Agency Record Center for 1 year and then put to Computer Output Microfilm.

Computer magnetic storage media: Retain in Agency Record Center for 1 year and then erase Tape.

Computer output microfiche master: For records beginning in 1977 and continuing to the present. Retain in Office for 88 years and then transfer to State Archives.

Microfilm master: For records beginning in 1956 through 1971. Retain in Office for 90 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the bureau and the historical value of the records in the research of crime in Salt Lake City.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7377
TITLE: Data management information systems activity report
DATES: 1977-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: This monthly computer printout contains information on crime and police performance for various areas and management structures. This report includes the type of offense by day of week and two hour time period; case clearance summary; recovered vehicles; type of police activity; time of officer involvement; and stolen, recovered, damaged property by type and value.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 50 years and then transfer to State Archives.

Computer magnetic storage media: Retain in Agency Record Center for 90 years and then erase.

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

APPRAISAL

Administrative Historical

Administratively, these reports are critical to the analysis of criminal activity in Salt Lake City and need to be kept for 90 years. Historically, they provide important information on crime in Salt Lake City.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7379
TITLE: Activity report grid maps
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This computer printout contains graphs showing the peak periods for all police related offenses. The printout also provides summaries by crime and grid location.

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.

Computer magnetic storage media: Retain in Agency Record Center for 90 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 1 year and then erase.

APPRAISAL

Administrative

This division has determined this information must be maintained for ninety years for long term crime analysis.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7381
TITLE: Project reports
DATES: 1977-
ARRANGEMENT: Alphabetical by project name
ANNUAL ACCUMULATION: 1.20 cubic feet.

DESCRIPTION: These reports are compiled by the unit for inquiries, studies, and research. Some specific examples are crime studies; operation analysis; service problems; data management; and personnel evaluation.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division and the historical value of these reports. These are the only copies of these studies and document the activities of the bureau of crime analysis.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7385
TITLE: Suspect card index
DATES: 1978-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 1.40 cubic feet.

DESCRIPTION: These are suspect cards and field interrogation cards. The suspect cards contain information on arrested persons or suspects and are useful in support of investigations by law enforcement officers. Field interrogation cards are used to inform police personnel of activities and whereabouts of known criminals, their associates and vehicles.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 65 years and then destroy.

APPRAISAL

This retention is based upon the administrative needs expressed by the division. It has been determined that all suspects will be dead in 65 years or at least no longer committing crimes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7387
TITLE: Suspect card files
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These files contain the original documentation used to compile the suspect index file. They are used with the card index.

RETENTION

Retain 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years and then destroy.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the division. Since these files will be used in conjunction with the Suspect Card Index, they should be kept the same length of time. In 65 years all suspects will either be deceased or at least no longer committing crimes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7417
TITLE: Suspect description files
DATES: 1978-
ARRANGEMENT: Alphabetical by name of suspect
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These files contain information used with the Suspect Card Index. They include photographs, descriptions, name of suspect, index number, and criminal history information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 65 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. It has been determined that in 80 years all suspects will either be deceased or at least no longer committing any crimes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7418
TITLE: Total incident report and property summary
DATES: 1977-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a computer printout which contains a daily summary of each part 1 index crime in city (homicide, rape, robbery, aggravated assault, arson, burglary, larceny, auto theft). This printout includes the case number, type of offense, location, date and time, grid, m.o. information, limited property, suspects or arrested persons, and test. From 1977 to 1981, the report was prepared manually and was called "Weekly Crime Summary".

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division. The computer printout is only used to compile monthly reports; it has no value after the information has been used.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7023
TITLE: Integrated crime apprehension program tests
DATES: 1979-
ARRANGEMENT: Alphabetical by officer's name

DESCRIPTION: These are the corrected tests taken by each police officer testing criminal apprehension techniques. The Salt Lake City Police Department received a Criminal Justice Block Grant to establish a training program on integrated crime apprehension. These are the weekly tests given to police officers in the program to determine what was being learned and to gauge the success of the training. This was a one-time program made possible by this federal grant. The information includes name of officer, score, questions,and corrected officer's answers concerning criminal apprehensive techniques.

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

According to the 28 CFR 33.50 Criminal Justice Block Grants are governed by the provisions of the Financial Administrative Guide for Grants. This publication indicates records created through this grant need only be maintained for three years, by the police department wanted to maintain for an additional 3 year administrative period.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7419
TITLE: Grants files
DATES: 1978-
ARRANGEMENT: Alphabetical by type of grant
ANNUAL ACCUMULATION: 0.80 cubic feet.

DESCRIPTION: These files contain all documentation associated with the development of a grant application, the management of grants, and grant evaluation. These grants include IACP (Integrated Crime Apprehension Program), CCP (Community Crime Prevention), CAU (Crime Analysis Unit), and STF (Selective Enforcement). These files contain the original applications, final reports, monthly and quarterly reports, and other supporting data.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 80 years and then transfer to State Archives.

APPRAISAL

Administrative Fiscal Legal

This retention is based upon the administrative needs expressed by the division. According to 29 CFR 33, these grants need to be kept for federal audit for 3 years. The bureau wants to maintain files for ten years for continuing study to determine how useful training programs were. The final report and original applications are microfilmed because of future planning projects and the historical value of records to document the activities of the Salt Lake City Police Department.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7420
TITLE: Police maps
DATES: 1970-
ARRANGEMENT: Alphabetical by type
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These are maps used by the police department to provide additional support in studies and analysis contain traffic flows or are used in crime plotting. Some maps show car theft areas, burglary areas, flood areas, beat areas, and aerial photo maps of the city. They are used in the planning process.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs of the division. These maps have no administrative value once updates are received.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7421
TITLE: Manual grid summaries files
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files are used to provide a simple comprehensive reference to police activity by grid and month. They show grid number, year and criminal offense by monthly statistics for each grid area. They contain summaries of the Manual Grid Maps.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 25 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 55 years and then destroy.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division. Since crime analysis is a continuing process the bureau has determined this information should be maintained for extended periods to continue necessary research. It has also been determined that these records have continuing historical value.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7422
TITLE: Manual grid map extract files
DATES: 1976-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain data based on the grid summaries showing special patterns of particular events or types of crimes through selected time periods.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 25 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 55 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division. These files are used to determine trends in criminal activity and to project manning needs. Such studies are ongoing and need to be kept for extended periods. They have also proven to be very valuable in historic research.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7424
TITLE: Personnel files
DATES: 1949-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These files contain information on all Police Department employees either active or terminated. Files include: salary action forms; merit ratings; annual time sheet; sick leave conversion forms; letters of discipline or commendation; transfers; promotions; on the job injury reports; personal history statement at time of application; military leave orders; records of leave of absence; and records showing additional education.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 58 years and then destroy.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs and legal requirements to meet both personnel and retirement provisions.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7425
TITLE: Assignment activity card file
DATES: 1978-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These card files contain a record of each employee stating their assignment and job activity. They are used to prevent the creation of phantom employees. The cards contain the name of employee, date started, all salary changes, picture of employee, changes of assignments, and date of termination.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office for 58 years and then destroy.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau. These files are very important in documenting the work assignments of police employees.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7426
TITLE: Constant manning files
DATES: 1981-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the department's copy of forms completed by employees for waiving time and a half pay. These forms contain the employees signature, notarization, and date.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until termination and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This is only a convenience copy the record copy is maintained by the city recorder's office.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7428
TITLE: Termination interview files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files contain copies of a form completed by terminating employees stating reasons for termination. The form includes the name of the employee, job title, termination date, department, date hired, reason for termination, various questions concerning the performance of employee and other persons, signature of employee, and date. A copy is not placed in the personnel file, but is used for yearly reports indicating reasons for termination.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7430
TITLE: Outside employment applications files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain forms completed by employees desiring to work part-time in outside employment. These forms include: date; officer's name, address, rank, and division; employer's name, address, and phone number; type of work involved; explanation of time to be worked; remarks; and signed affidavit stating that outside employment will not interfere in any way with officer's ability to perform normal duties.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7432
TITLE: Career development files
DATES: 1979-
ARRANGEMENT: Alphabetical by name, thereunder chronological
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These files contain a record of training for each police officer. Forty hours of in-service training is required by the State of Utah per year. Files may include certificates, school records, and diplomas received.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. This retention reflects common practice among law enforcement agencies throughout the U.S. (NY, GA, WA, NC, PA).


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7433
TITLE: Firearms qualification files
DATES: 1971-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain records for officers qualifying to carry weapons. Each officer must qualify twice a year. These files include type of firearms used, date, identification number, name of officer, score, and time span for score on targets hit.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7434
TITLE: Firearms score cards and log book
DATES: 1960-
ARRANGEMENT: Alphabetical by name, thereunder chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These card files contain employee's name, identification number, date of qualification, type of weapon used, number of hits, value, score, and name of person scored by. Prior to 1974, information was kept in a log book.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau and the legal requirements expressed in Title 18 of the U.S. Code.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7435
TITLE: General training files
DATES: 1958-
ARRANGEMENT: Alphabetical by course title
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain correspondence concerning training classes held either at Police Officers Standards and Training (POST), the Salt Lake City Police Department, or out of state. These files contain information on coordinating training, copies of contracts, course outlines, and documentation of officers killed. They are used to document what training the officers received.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau. Since these files are used to document the training of Salt Lake City police officers received, the departments wants to maintain for possible litigation and for planning purposes.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7436
TITLE: Field officer training files
DATES: 1978-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 8.00 cubic feet.

DESCRIPTION: These files contain documentation on all field training received by rookie officers. They are used to grade performance in all fields of training.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau. This retention reflects national law enforcement considerations of seven years after the termination of officer. Copies of all certificates are filed in the personnel file.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7437
TITLE: Training publication files
DATES: 1978-
ARRANGEMENT: Alphabetical by category
ANNUAL ACCUMULATION: 2.20 cubic feet.

DESCRIPTION: These files contain forms and publications used in officer training classes. Some materials are created by the Salt Lake City Police Department others are supplied by POST or other agencies. They are important to document types of materials used in the training.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau. Department believes files should be maintained for 50 years for possible litigation, by that time all officers with such training will have retired.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7438
TITLE: Equipment issued files
DATES: 1968-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These files contain two separate forms completed by each sworn officer containing equipment issued. The one form is a card recording the issuance of badges, handcuffs, brief cases, and body armor. The second form is used to record the issuance of all other equipment and includes name of officer, identification number, date of birth, date of appointment, date of issue, date of return, type and number of each piece of equipment issued, and serial number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7439
TITLE: Firearms inventory card files
DATES: 1975-
ARRANGEMENT: Alphabetical by manufacturer's name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These card files list all firearms in Police Department's inventory. Cards contain name of manufacturer, serial number, model, caliber, to whom issued, by whom issued, and date issued. Also contains the "Inventory Control Signature Card" for use when firearms officer used to issue weapon and a "Weapons Inspection & Inventory" Card. This is a color coded file that shows illegal weapons that cannot be resold, and guns not serviceable which are used for training purposes, inspections, etc.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until disposal of firearm and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. After disposal of the firearm this file becomes part of the "Firearms Disposal Records".


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7440
TITLE: Firearms disposal records
DATES: 1971-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the records of firearms that have been disposed of either through sale or trade. They include the name of the manufacturer, serial number, model, caliber, method of disposal, date of disposal, name of business sold or traded to, and bid number.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau and the provisions 27 CFR 178.129 which indicate that such files should be kept permanently.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7441
TITLE: Print shop daily log
DATES: 1977-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log is used to record the daily activity of the print shop. It includes date, number of impression copies, title of form, paper type and color, binding information, daily totals, and name of employee doing printing.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7445
TITLE: Complaint against police officers files
DATES: 1979-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files contain all complaints received against police officers. They are divided into four categories: unfounded; exhonorated; sustained; and not sustained. Forms contain the following: case number; nature of complaint; name of officer, and division; name of captain notified and date; date of report; name of person taking report; location; date, and time of occurence; name, address and phone number of complainant and witness, details signature and notarization of complainant.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Paper: Retain in Office until retention expires and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 31.

this retention is based upon the administrative needs expressed by the division.

PRIMARY DESIGNATION

Protected


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7446
TITLE: Physical examinations files
DATES: 1978-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain records of officer's physical examinations. They are required every two years for officers under the age of forty and annually after age 40. These files contain scheduling information along with officer's name and identification number, date of birth, date of hire and date of last physical exam, These files include a log where information is accessible by date of last physical examination and includes officer's name, ID number, ID number, division, hire date, and date of birth.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until termination and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. These information is only needed during the officer's employment with Salt Lake City.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7447
TITLE: Officer's automobile log
DATES: 1983-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This log contains information concerning the "Car Per Officer Program" and maintenance history of vehicles. Only off duty time is logged. The log contains officer's name, ID number, shop vehicle number, month, and year. Information is recorded daily for travel time, off duty on-air travel time, and police related on-scene time. Totals are recorded daily for incidents such as court appearances, investigations, arrests, traffic stops, accidents, motorist assists, and outside back-ups.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7448
TITLE: Lawsuits and investigations against officers files
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain copies of all documentation associated with each lawsuit filed against police officers. These are used for internal investigation purposes. They include a copy of the original lawsuit from the courts and any reports pertaining to the case.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This retention is based upon the administrative needs expressed by the bureau and the legal needs. The record copy of all lawsuits is maintained by the city attorney's office. Also, if the case is taken to court those case files are permanent.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7449
TITLE: Officer's photo files
DATES: 1965-
ARRANGEMENT: Alphanumerical by officer identification number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain photographs of all sworn and non-sworn officers. They are used for identification purposes. The files contain the actual photograph and accompanying identification number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until termination of officer and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau. These files have no value after the officer's termination.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7451
TITLE: Exempt license plates files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain a copy of a State of Utah form used to obtain exempt license plates for vehicles used by detectives and under- cover officers. The form includes the license number, and department of authorized officer signing affidavits stating that vehicles will be used exclusively for undercover and investigative work where secrecy is required, name and position of officer using vehicle, description of vehicle (year, make, model, serial number), proper signature and notarization.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until vehicle is out of service and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the bureau.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7265
TITLE: Administrative files
DATES: 1977-
ARRANGEMENT: Alphanumerical by category in calendar year

DESCRIPTION: These are the administrative files of the police department. They include correspondence concerning law enforcement matters, statistical information, reports, and transfer forms. These files fall into two main categories: a) Internal administration or housekeeping records. In general these records relate to the office organization, staffing procedures; day to day administration; and b) records not duplicated elsewhere which document the administration of the chief of police, his policies.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until tenure of Chief of Police and then destroy.

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division and the historical value of the files. The administrative files of the chief of police are important tools in documenting the activities of the department.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7266
TITLE: Legal counsel files
DATES: 1977-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the administrative files containing the correspondence with the City Attorney's Office regarding legal opinions, lawsuits, police accidents, and other pertinent situations.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division. The record copy of all correspondence with the City Attorney is maintained in the office of the City Attorney.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7269
TITLE: News media and press relations files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain press releases for the news media dealing with police related information concerning police directives during police emergencies; requests to help locate missing or wanted persons; information on crime prevention; helpful driving tips during holidays or school beginnings; or secret witness program.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

Administrative

This retention is based upon the administrative needs expressed by the division.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7270
TITLE: Police related petitions files
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain petitions from the public requesting police assistance for parades, street closures, fireworks displays, and crowd control. These petitions require Police Department approval and copies are maintained for reference purposes.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office for 50 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 38.

This retention is based upon the administrative needs expressed by the division. The City Recorder maintains the record copy of all petitions.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(d) (2008)


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7272
TITLE: Police history scrapbooks
DATES: 1969-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are large scrapbooks containing articles on Police activity through the years. These articles are taken from daily newspapers and contain for example: items concerning current police investigations, or police chief or personnel changes. They are used for creating a history of the Police Department.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 51 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division and the historical purposes to document the history of the department.


AGENCY: Salt Lake City (Utah). Police Department

SERIES: 7273
TITLE: Policies and procedures files
DATES: 1950-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the internal polices and procedures used for governing all employees of the police department. They are regularly updated.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then microfilm and destroy provided microfilm has passed inspection.

Computer magnetic storage media: Retain in Office until superseded.

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

Microfilm master: Retain in Office for 85 years and then destroy.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the division. These files are considered to be a prime historical source in documenting the actions of the department.