Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah). Division of Planning and Zoning

25841--Zoning administrative decisions
24914--Historic building demolition records
25219--Publications
4937--City plan
8693--Subdivision review case files
8694--Land use file
8695--Planning and zoning case file
8696--Land use change file
8697--Streets names file
8698--Population estimates file
8699--Census and employment research extract file
8701--Land use plat maps
6771--Monthly construction summary reports
6772--Petitions log
6775--Board of Adjustment case log
6776--Board of Adjustment case card file
6777--Board of Adjustment case files
6778--Board of Adjustment meeting minutes
6779--Board of Adjustment notice and executive session agenda
6780--Historical Landmarks Committee case log
6781--Historical Landmarks Committee case files
6782--Historical Landmarks Committee minutes
6783--Vacations and ordinances logs
6784--Condominium approval case files
6785--Environmental clearances case files
6786--Historical area inventory files
6787--Historic register sites project files

AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 25841
TITLE: Zoning administrative decisions
DATES: 1995-
ARRANGEMENT: Chronological by year

DESCRIPTION: These case files document the zoning activities of the Board of Adjustment. They are used to document the cases brought before the Board of Adjustment and its decisions. They contain the original application; findings and order; correspondence; and any exhibits such as plot plans or elevations.

RETENTION

Retain 5 years

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 24914
TITLE: Historic building demolition records
DATES: 1995-
ARRANGEMENT: Alphabetical by address
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These records contain documentation of historical and architectural aspects of historic properties that have been approved for demolition by Salt Lake City's Historic Landmark Commission. The documentation typically consists of measured drawings, photographs, and written reports and evaluations.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 25219
TITLE: Publications
DATES: 1988-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the Salt Lake City Division of Planning and Zoning and made available to the public, or the last manuscript report if not published. Holdings include "Salt Lake City Economic Status Report" (1988).

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

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

These records serve to document the history of the agency and to inform the public of the agency's services and programs.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 4937
TITLE: City plan
DATES: 1919-
ARRANGEMENT: Chronological by year published

DESCRIPTION: These are comprehensive plans for municipal development adopted by the city commission. "Each municipality shall prepare and adopt a comprehensive, long-range general plan for present and future needs of the municipality; and growth and development of all or any part of the land within the municipality" (UCA 10-9a-401(1) (2005)). "The planning commission shall make and recommend to the [city commission] a proposed general plan for the area within the municipality" (UCA 10-9a-403(1)(b) (2012)). The plans serve as a guide for decision-making on rezoning and other planning proposals and as the goals and policies of municipalities attempting to guide land use in local jurisdictions. The plans include "planning commission's recommendations for the development of the territory covered by the plan, and may include, among other things: (a) a land use element; (b) a transportation and circulation element; (c) an environmental element; (d) a public service and facilities element; (e) a rehabilit ation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality considers appropriate" (UCA 10-91-403 (3) (2012)). The plan may also include maps, plats, and charts.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 8.

This plan serves as a guide for decision making or rezoning and other planning proposals and as the goals and policies for Salt Lake City.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8693
TITLE: Subdivision review case files
DATES: 1950-
ARRANGEMENT: Alphabetical by subdivision name

DESCRIPTION: These case files document the development history of subdivision plans submitted to the Division of Planning and Zoning for compliance review with zoning ordinances. These files include correspondence, blue line copies of preliminary through final drawings that show developmental history of plan. The files also include staff notes, minutes of meetings, copies of petitions, and maps.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until final plat recorded and then microfilm and maintain originals.

Paper: Retain in Office until final plat recorded and then microfilm and destroy provided microfilm has passed inspection and provided final plats and street drawing transferred to Engi.

Microfilm master: Retain in Office permanently.

APPRAISAL

Everything is maintained in the file until the final plat is recorded, whereupon everything is microfilmed. A security copy is sent to Perpetual Storage. A microfilm copy of everything, except correspondence, is used in the office because of the ease in researchng. The originals, except for correspondence, are then destroyed. Since the city's liability in subdivision approval is perpetual, files are very valuable for legal research in case of litigation. They are also very important for historical research purposes. The final subdivision plats and street improvement drawings become a permanent record of the Engineering Division.


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8694
TITLE: Land use file
DATES: 1985-
ARRANGEMENT: None

DESCRIPTION: This automated research file contains city land use information. It is used for daily research on site and summary level information. The file is updated continously from the adminstrative records of many departments and is backed up annually on tape. This file includes address, zoning, land use codes, acres, square feet, parking, geographic reference codes, and flags indicating associated records on petition file.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently.

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

Computer magnetic storage media: Retain in Office for 30 years and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8695
TITLE: Planning and zoning case file
DATES: 1927-
ARRANGEMENT: None

DESCRIPTION: This automated file is related to the Land Use File. It contains zoning administrative cases and is accessed by the same program. The file is used to determine Board of Adjustment actions associated with a particular address, much like the case card index. This file includes Board of Adjustment case number, date results, and comments. This information is stored on hard disk.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer magnetic storage media: Retain in Agency Record Center permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8696
TITLE: Land use change file
DATES: 1980-
ARRANGEMENT: None

DESCRIPTION: This automated file contains information necessary to track land use changes at the traffic zone level. The file is processed by one COBOL report program and by Statistical Package for Social Sciences (SPSS) for ad hoc reporting and research purposes. The file is updated monthly. This file includes month, year, tract, traffic zone, activity, old and new Standard Land Use Code, old and new General Land Use code, square feet, dwelling units, acres, and zoning.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Computer data files: Retain in Agency Record Center for 30 years and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 6 weeks and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8697
TITLE: Streets names file
DATES: 1985-
ARRANGEMENT: None

DESCRIPTION: This automated file consists of all legitimate Salt Lake City street addresses. It is accessed by programs which manage the data base for building and housing and business licensing applications, and programs which manage the Land Use File for planning and zoning applications. This file includes name of every street in city with its street or grid value, and address range of legitimate addresses.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Agency Record Center permanently.

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8698
TITLE: Population estimates file
DATES: 1980-
ARRANGEMENT: None

DESCRIPTION: This automated file acts as a depository of annual population estimates and input data used to generate them. The information is used for research projects. This file includes number of housing units, vacancy rate, average household size, group quarters population, and residential population for each 250 traffic zones in the city. Also includes values indexing each traffic zone to the city in 1980 for household size and vacancy rate. This file is stored on hard disk and backed up on tape.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Computer data files: Retain in Agency Record Center for 10 years and then erase.

Computer data files: Retain in Agency Record Center for 1 year and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8699
TITLE: Census and employment research extract file
DATES: 1980-
ARRANGEMENT: None

DESCRIPTION: This automated file consists of secondary data taken from the U.S. Census Bureau and the Utah Department of Employment Security plus primary data from sample surveys conducted by the city. It is used for research projects. This file includes data from Census Bureau an Department of Employment Security, extracted data from various sources compiled for individual research projects.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Computer data files: Retain in Agency Record Center for 1 year and then erase.

Computer magnetic storage media: Retain in Agency Record Center for 30 years and then erase.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 8701
TITLE: Land use plat maps
DATES: 1980-
ARRANGEMENT: Geographical by plat reference number

DESCRIPTION: These maps illustrate land use in Salt Lake City. They are used for planning research. The maps are continually updated.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Maps: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6771
TITLE: Monthly construction summary reports
DATES: 1970-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This monthly summary reports construction and demolition activity in terms of permits, cost, and housing units. The report shows the comparison to same month in ten previous years. They are used for statistical analysis of developmental trends. This summary includes month, number of permits issued for new residential buildings (1, 2, 3, or 4 family unit, apartment, 1-family or multi-condominium); cost and number of families involved; non-residential construction showing number of each typeof permit issued along with number of families involved; and totalconstruction figures and number for past ten years.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6772
TITLE: Petitions log
DATES: 1953-
ARRANGEMENT: Chronological

DESCRIPTION: This log is a listing of petitions submitted to the Planning Commission for recommendation on approval prior to City Council action. It serves as a chronological index to petitions by year and petition number. This log includes petition number, petitioner's name, summary to request, date received, informal hearing date, Planning Commission action taken, date referred to Mayor or Council, and date of public hearing.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6775
TITLE: Board of Adjustment case log
DATES: 1967-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log lists the cases of the Board of Adjustment. The Board of Adjustment is a group of citizens appointed by the mayor to consider cases called "variances to zoning ordinances." This log includes case number, address, name of petitioner, summary of request, and Board's decision.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then microfilm.

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6776
TITLE: Board of Adjustment case card file
DATES: 1927-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This card file is an address index to the Board of Adjustment cases. It is used for easy access to cases. The card file provides the same information as the case file. This file includes case number, address, name of petitioner, summary of request, and Board's decision.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then microfilm.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Records are microfilmed only for security purposes.


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6777
TITLE: Board of Adjustment case files
DATES: 1927-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 2.40 cubic feet.

DESCRIPTION: These case files document the zoning activities of the Board of Adjustment. They are used to document the cases brought before the board and its decisions. These files include original application, findings and order, correspondence, and any exhibits such as plot plans or elevations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office permanently.

APPRAISAL

The case files must be kept in the office for approximately five yeas for reference or possible reopening. Cases older than five years need to be assessed bimonthly for hearings on new cases.


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6778
TITLE: Board of Adjustment meeting minutes
DATES: 1927-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These minutes document the activities of all Board of Adjustment meetings. They are used to refer to for any conditions applied to granting a request and to for discussions surrounding previous applications.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Minutes are only microfilmed for security purposes.


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6779
TITLE: Board of Adjustment notice and executive session agenda
DATES: 1962-
ARRANGEMENT: Alphanumerical by address

DESCRIPTION: These agenda files contain the advertised session hearing notifications with notations concerning disposition of items on agendas. They are used as a source of information for reference and duplicates newspaper microfilm as source of legal notice verification. These files include newspaper public notice, agenda for executive sessions with notations concerning disposition of items.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6780
TITLE: Historical Landmarks Committee case log
DATES: 1977-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log is a chronological card index to all Historical Landmarks Committee cases files. The Historical Landmarks Committee reviews physical changes in historic districts in order to preserve integrity of the district. This log includes case number, site address, applicant's name, summary of request, committee's recommendations, and Planning Commission's decision.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Log is microfilmed only for security purposes.


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6781
TITLE: Historical Landmarks Committee case files
DATES: 1977-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 2.70 cubic feet.

DESCRIPTION: These case files document applications submitted to the Historical Landmarks Committee for approval to alter exterior appearances of (physical changes could be: altercations or additions,anything that needs a building permit) or to construct any new building within a historical district.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6782
TITLE: Historical Landmarks Committee minutes
DATES: 1977-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These minutes are of meetings and hearings held by the Historical Landmarks Committee. They are used to reference the decisions of the committee. These minutes include actual minutes, related correspondence, staff reports, attendance rosters,and appendices to each meeting.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then microfilm.

Microfilm master: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6783
TITLE: Vacations and ordinances logs
DATES: 1972-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This log is a summary list of ordinances arranged by year. It is used for fixing the date of street or alley vacations. The term "vacation" means to convey a street or alley out of public ownership to the private sector. This log includes list and copies of ordinances concerning street and alley vacation.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

The log is maintained permanently for both reference and litigation purposes to determine when a street or alley were legally vacated.


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6784
TITLE: Condominium approval case files
DATES: 1975-
ARRANGEMENT: Numerical by petition number
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These case files document the approval of all condominium construction. Such construction is requested through petition to the city. Building and Housing Services reviews requests for compliance with building codes and Planning and Zoning reviews for compliance with zoning, planning, and legal standards. These files include drawings (record of survey map), related correspondence, and legal documents (articles of incorporation, bylaws and petition).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then microfilm and destroy the original correspondence.

Microfilm master: Retain in Office permanently.

APPRAISAL

These reviews are required by state statute UCA 57-8 and Salt Lake City Ordinance.


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6785
TITLE: Environmental clearances case files
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These case files record the compliance reviews undertaken for U.S. Dept. of Housing and Urban Development (HUD) grants funded projects (such as Community Development (CD), Urban Development Action Grant (UDAG), and National Environmental Protection Act (NEPA)). Some projects require detailed assessments. These files include forms documenting the project's compliance with Federal environmental regulations (Clean Air Act, Clean Water Act, National Environmental Protection Act) and related correspondence.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

OMB Circular 102, section P


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6786
TITLE: Historical area inventory files
DATES: 1978-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 2.30 cubic feet.

DESCRIPTION: These files contain information on historic buildings from the inventories undertaken by the division. They are used for research purposes in making nominations to state and national historic registers. These files include structure/site information forms (contains address, original owner name, present owner name, year built, legal description, condition of building, and other information pertinent to the inventory) with attached photo for each structure in area inventories.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL


AGENCY: Salt Lake City (Utah). Division of Planning and Zoning

SERIES: 6787
TITLE: Historic register sites project files
DATES: 1978-
ARRANGEMENT: Alphabetical by status of file
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These project files contain information on research undertaken on historic sites by the division for nomination to city, state, and/or national registers. These files include nonination forms and photographs for city, state and national register sites, whether eligible, nominated, or accepted.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL