Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Department of Public Works. Division of Engineering

84295--Engineering automated retrieval system
84296--Contract and specification books
84297--Action orders and index files
3408--Official city maps
3409--Index maps
3410--House number certificates
3411--Address file
3412--Special studies index
3413--Public information books
3416--Railroad crossing inventory
3418--Drainage complaint case files
3420--Special assessment plats
3421--Survey field books
3422--Survey drawings record
3423--Survey field notes
3424--Test reports
3425--Daily testing log
3426--Capital project status reports
3427--Project files
3428--Drawings
3429--Maps and plats
8909--Records index
8913--General correspondence files
8916--Public way work permits
8917--Site locations slides, photographs, and videotapes
8921--Special studies

AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 84295
TITLE: Engineering automated retrieval system
DATES: 1986-
ARRANGEMENT: none

DESCRIPTION: This automated system contains data on city engineering projects. The system was created to speed the retrieval of engineering data for reference purposes. It contains: date project started, project name and number, address, status of project, nature of project, status of project, name of contractor, and completion date. This information may be assessed by any or all of the following: date, project number, project name, and address key or subject. This information is stored on hard disk and is backed up daily, weekly, and monthly.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office permanently or until updated or changed.

APPRAISAL

Administrative

This information is based on the administrative needs expressed by the office and approved by the Salt Lake City Records Committee.


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 84296
TITLE: Contract and specification books
DATES: 1880-
ARRANGEMENT: Numerical by project number

DESCRIPTION: These books contain guidelines for individual construction projects. They include: an outline of material requirements and an explanation of materials and manufactured items depicted on related drawings. They are used for reference purposes.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1880 through 1900. Retain in Office for 5 years and then transfer to State Archives with authority to weed.

Paper: For records beginning in 1900 and continuing to the present. Retain in Office for 5 years and then destroy.

APPRAISAL

This retention is based on the administrative needs expressed by the office and their historical value. These volumes are sampled to provide information on early city engineering projects. These contract and specification books provide important information not available in other records for the period from 1880 to 1900.


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 84297
TITLE: Action orders and index files
DATES: 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain copies of requests or complaints received by the Community Affairs Office from citizens and are passed on to the division. These requests or complaints concern drainage problems or street conditions which require an investigation or study and response. These forms contain assigned number; date; time; name, address, or phone number of complainant; description of action required; description of action taken; date action taken; whether complainant notified; how, time, and signature of responding person.

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 division and approved by the Salt Lake Records Committee.


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3408
TITLE: Official city maps
DATES: 1985-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a collection of current official city maps showing he general layout of the city. The collection is updated as city ordinances require. They include: city boundaries, streets, parks, city and state buildings, golf courses, railroads, and all areas incorporated by Salt Lake City.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3409
TITLE: Index maps
DATES: 1900-
ARRANGEMENT: Numerical by category

DESCRIPTION: These are color-coded maps showing work completed on various city projects (i.e., curb and gutter, sewer lines, annexations, council districts). They include: location of project, color coding to depict completed construction (curb and gutter, storm sewer, street construction, city property, annexation, council districts), and project name and title.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Maps: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3410
TITLE: House number certificates
DATES: 1900-
ARRANGEMENT: Numerical by permit number

DESCRIPTION: These certificates are required to obtain a building permit. They verify a specific lot has an official address recorded with the city. This information is then transferred to an index for easier access. They include: permit number, location (address), name of owner, date of permit, lots, block, subdivision, section, location of doorway, and remarks.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3411
TITLE: Address file
DATES: 1857-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This card index is arranged by address and provides a listing of information taken from the House Number Certificates. They are used for reference purposes and document all official city addresses. They include: permit number, location (address), name of owner, date of permit, lots, block, plat, sudivision, section, location of doorway, and remarks. Currently this information is being automated. The computer system will be backed up daily, weekly, and monthly.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1857 through 1988. Retain in Office for 1 month after automated and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Historical

This retention is based on the administrative needs expressed by the office. This record series was originally submitted and approved by the State Records Committee in August 1988. It has been resubmitted to recognize the automation of this file and to authorize the transfer of the paper records. This file is one of Salt Lake City's oldest records and documents the growth of the city.


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3412
TITLE: Special studies index
DATES: 1985-
ARRANGEMENT: Alphabetical by title
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This alphabetical index is used as a cross-reference to the specific year a special study was conducted. It includes: title of study, date of study, type of information included and author, and how information was generated. The index has been automated and the paper index has now become obsolete.

RETENTION

Retain until updated or changed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office. This record series was originally submitted and approved by the State Records Committee in August 1988. It has been resubmitted to authorize the destruction of the obsolete paper index.


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3413
TITLE: Public information books
DATES: 1935-
ARRANGEMENT: Chronological, thereunder alphabetical by title

DESCRIPTION: These are books compiled by the Engineering Division to provide basic engineering information for the general public. Includes: ordinances relating to the Engineering Division and monument elevations. Historical plat books contain monuments, elevations, property lines, street names, and public and private streets and alleys.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3416
TITLE: Railroad crossing inventory
DATES: 1984-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are files and photographs that inventory all of the railroad crossings within city limits. They document the location and appearance of each railroad crossing for litigation and research purposes. Includes: tracks condition, trackage use, safety condition, etc. for establishing a manner of city control over railroad use and construction in the public way.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3418
TITLE: Drainage complaint case files
DATES: 1980-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a record of complaints received from citizens or other city departments concerning curb and gutter, springs, or ponding. These records are used for historical reference and information on drainage location. Includes: complaints, investigative reports, recommendations, and any related diagrams or photographs.

RETENTION

Retain 2 years after resolution of problem.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after resolution of problem and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3420
TITLE: Special assessment plats
DATES: 1955-
ARRANGEMENT: Chronological

DESCRIPTION: These plats show the locations of properties that are affected by special assessments. Plats are used for reference and for compiling tax roll sheets. The plats include: footage, actual property lines, township and range, rights of way, monument markers, lot measurements, street names, centerline measurements, blocks, subdivision names, and color coding to indicate properties being assessed.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after district is closed out and then transfer to State Archives with authority to weed.

APPRAISAL

Originally approved in August l986, this record is resubmitted to the State Records Committee to change the office retention from permanent (retain for 10 years and then microfilm and destroy the original) to retain for 5 years after district is closed out and then destroy. The plats are transferred to the State Archives for sampling purposes. These plats document the assessments levied for civic improvements in Salt Lake City.


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3421
TITLE: Survey field books
DATES: i 1979-
ARRANGEMENT: None

DESCRIPTION: These books are the original field notes of survey parties daily surveying measurements. The notes are a constant source of information for design surveys, civic improvements, benchmark elevations, property surveys, and for updating measurements, and information on atlas plats. Includes: survey measurements, elevations, grade, with some sketches of the area.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3422
TITLE: Survey drawings record
DATES: 1985-
ARRANGEMENT: Numerical by account number

DESCRIPTION: These are plat drawings of new surveys and resurveys of parcels of property containing horizontal control measurements. These are computed on a state plane grid coordinate and are used as a reference for measurements and deeds research of information for litigation and public research. Includes: monument lines, monuments, survey measurements, state plane grid coordinates, surveyor's notes, scale, legend, and north point.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3423
TITLE: Survey field notes
DATES: 1890-
ARRANGEMENT: Alphanumerical

DESCRIPTION: Original field notes of survey parties surveying measurements. They are used as a source of information for design surveys, civic improvements, benchmark elevations, property surveys, and for updating measurements and information on atlas plats. Information from notes is transferred to plats. Includes: survey measurements, elevations, grades, and possibly sketches of area.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3424
TITLE: Test reports
DATES: 1968-
ARRANGEMENT: Alphabetical by plant name

DESCRIPTION: These reports contain the results of sieve analysis and nuclear density tests on asphalt, road base concrete, and soils. They are used for conformance of specifications for approval of variousmaterials used on city construction projects. Reports are also used for reference on future city project work. Reports include: date, type of material, weight of material, amount of tests performed, and results of tests (sieve analysis results, percent of compaction, and cylinder compressive tests).

RETENTION

Retain until project is completed and 1 year warranty has lapsed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until project completed and one year warranty has lapsed and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3425
TITLE: Daily testing log
DATES: i 1981-
ARRANGEMENT: Chronological by calendar year

DESCRIPTION: This daily log records various tests performed on and the test results. The log is used as a daily reference tool for telephone inquiries. Includes: date, typeof material, weight of material, amount of tests performed, and results of tests (sieve analysis results, percent of compaction, cylinder compressive tests).

RETENTION

Retain until project completion and 1 year warranty has lapsed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until project completion and one year warranty lapses and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3426
TITLE: Capital project status reports
DATES: 1979-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a monthly progress report of all capital improvement projects currently underway by the Engineering Division. Includes: information on funding, contract amount, extra work orders and over-run authorization for each project.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3427
TITLE: Project files
DATES: i 1880-
ARRANGEMENT: Numerical by category number

DESCRIPTION: These project files are maintained by the Engineering Division and are used for budget planning and litigation research. They include: correspondence, bids, agreements, engineer's personnel notes, guarantees and warranties, testing reports, reports (daily, monthly, weekly), and permits to work in the public way for city projects such as storm drains, curb and gutter, sidewalk paving extensions, street construction, or repairs or additions to city owned buildings.

RETENTION

Retain 25 years

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office permanently.

Computer data files: For records beginning in 1995 and continuing to the present. Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3428
TITLE: Drawings
DATES: 1880-
ARRANGEMENT: Alpha-numerical and numerical by project number

DESCRIPTION: These are drawings of city engineering projects. They are used by the public and city personnel to establish existing information for all city locations. They may also include record of survey drawings. They include drawings of: street construction, sidewalks, storm drains, water lines, reservoirs, public facilities, and other city building projects, providing date, legend, north arrow, city title, and scale of drawing.

RETENTION

Retain 2 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until scanned and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office until administrative need ends.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 6.

Drawings reflects historically what was built in the public right of way, such as streets, curb and gutter, and storm drains, as well as structures such as government buildings, bridges, and parks. Drawings also reflect existing infrastructure. These records have ongoing research value.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 3429
TITLE: Maps and plats
DATES: 1880-
ARRANGEMENT: Numerical by assigned number

DESCRIPTION: These are maps and plats of Salt Lake City. They are used for research purposes by the public, other city departments, and title companies. Includes: township and range, rights of way, monument markers, lot measurements, street names, centerline measurements, blocks, subdivision names, etc.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently and then microfilm.

Microfilm master: Retain in State Archives until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Historical

Both maps and plats are kept permanently in the engineering office. Microfilm is used by researchers and staff, while the originals are used by engineers for precise measurements.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 8909
TITLE: Records index
DATES: 1880-
ARRANGEMENT: Numerical by category

DESCRIPTION: This is a continually updated index to all official documents, drawings, and maps housed in the Engineering Division. The index is in the process of being computerized. Includes: vault number (designating an official Engineering Record), account number (designating type of record), date entered, and description.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Computer magnetic storage media: Retain in Office until updated and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 8913
TITLE: General correspondence files
DATES: 1975-
ARRANGEMENT: Numerical by category

DESCRIPTION: These are transitory general correspondence files. They are maintained by the Engineering Division and concern general engineering, but are not related to any specific city project nor are they administrative in nature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 5 years and then destroy.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 8916
TITLE: Public way work permits
DATES: 1930-
ARRANGEMENT: Numerical by permit number

DESCRIPTION: These are permits for private companies to work on city owned property ("public way") for demolitions, excavations, blasting, crane operation, barricade installation, concrete construction (curb, gutter, or sidewalk), or the moving of heavy equipment. Includes: job address, date, name of owner/agent at job address, name of applicant, phone number of applicant, work order number, mailing address, contractor, contractor's phone number, state license number, state license certification, diagram of work required, checklist of existing utilities and construction, traffic control plan, approximate starting and completion dates, verification of insurance, bonds, and license. Also includes department information such as fee amounts, inspection information, field measurements, acceptance, and approval. signatures.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer magnetic storage media: Retain in Office until updated and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 8917
TITLE: Site locations slides, photographs, and videotapes
DATES: 1960-
ARRANGEMENT: Numerical by assigned number

DESCRIPTION: Aerial or ground photographs, slides, and videotapes of site locations of specific city projects including some before and after pictures. They are used to document the progress on city engineering projects. Includes: slides, photographs, and videotapes containing project number, description and date.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Photographs: Retain in Agency Record Center for 5 years after project completion and one year warranty lapses and then transfer to State Archives with authority to weed.

Video recordings master: Retain in Agency Record Center for 5 years after project completion and one year warranty lapses and then transfer to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Department of Public Works. Division of Engineering

SERIES: 8921
TITLE: Special studies
DATES: 1901-
ARRANGEMENT: Alphanumerical by number and title

DESCRIPTION: These are a collection of special studies made by the Engineering Division or contracted by city concerning Salt Lake City. Some examples are: 1901--Utah Lake & Jordan River Decree, 1920--Cooperative Smoke Investigation, 1931--Board of Canal President's Report, 1940--Excavation of Drainage Ditches in the Provo Bay Area of Utah Lake, 1953--Foundations Investigation for Capitol Hill Reservoir, the "Flood of 1983," Memory Grove Land Slide Investigation, and Elderly Housing. Includes: special studies, slides, videotapes, and photographs.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Photographs: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 4.

This disposition is based on the administrative and historical needs of the agency.

PRIMARY DESIGNATION

Public