Utah Department of Administrative Services

Division of Archives & Records Service

Salt Lake City (Utah).Public Works. Division of Street Maintenance

84687--Refuse container master list
84688--Asphalt production records
84689--Tool inventory
3430--Operator clean up map
3432--Sanitation complaints
3434--Sanitation daily work log
3435--Sanitation vehicle maintenance record
3436--Special service district's operational files
3437--Storm damage card files
3438--Sanitation concrete replacement project case files
3439--Sanitation 50/50 sidewalk replacement files
3440--Sanitation delivery tickets
3441--Sanitation slide photographs
3442--Sanitation slide photograph index
3443--Sanitation drainage system repair list
3445--Private property damage release forms
3446--Leaf maintenance log
3447--Daily vehicle usage reports
3448--Driver and route check list
3449--Non-collection address list
3450--Monthly weight reports
3451--Daily route maps
3955--Requisition register
8936--Class C road funding project files
8937--Sanitation work orders
8938--Complaints
8939--Monthly, semi-Annual, and annual reports
8940--Daily work record
8941--Streets maintenance/sanitation vehicle maintenance record
8943--Storm damage card files
8944--Concrete maintenance records
8945--Street maintenance and sanitation 50/50 sidewalk replacement files
8946--Street maintenance/sanitation delivery tickets
8947--Slide photographs and index
8948--Streets maintenance/sanitation slide photo index
8949--Streets maintenance/sanitation drainage system repair list
8950--Research for refuse collection project files
8951--Program files
8954--Leaf program files
8956--Driver and route check list
8957--Addresses for non-collection

AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 84687
TITLE: Refuse container master list
DATES: 1987-
ARRANGEMENT: Numerical by container number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a master list of all assigned refuse containers under a new garbage collection program. The list is used for inventory purposes. The division uses the master address list from the Public Utilities Department and adds container numbers to each address. The list also shows the date on the can and number of units at each service address, and addresses for non collection. The list is continuously updated. The information is backed up daily, monthly, and yearly on tape.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 3 years after account becames inactive and then put to magnetic tape.

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office.


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 84688
TITLE: Asphalt production records
DATES: 1988-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records consist of a daily computer printout and a daily log showing aggregate tonnage of asphalt produced at the city asphalt plant. The printout is received daily and the information is recorded in the log and the printout is then destroyed. They are used for budget purposes. They include: customer name, job location and supervisor, name of weighmaster, customer number, job number, truck number, amount, type and description of mix, and ingredient information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 1 day and then delete.

APPRAISAL

Administrative

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


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 84689
TITLE: Tool inventory
DATES: 1988-
ARRANGEMENT: Alphabetical by program
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This is a list of all tools. Each maintenance supervisor keeps a list of tools under his supervision. It is used to keep track of small hand tools (i.e. hammers, shovels, rakes) for inventory purposes and budgeting. It includes: description of tool, date received, and quantity. The list is continuously updated.

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 office.


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3430
TITLE: Operator clean up map
DATES: 1982-
ARRANGEMENT: Alphanumerical

DESCRIPTION: A map showing weekly progress of areas cleaned by each equipment operator. Map is used for reference and to verify work accomplished. Includes: map of Salt Lake City showing work completed.

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 19.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3432
TITLE: Sanitation complaints
DATES: 1982-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These files document complaints received and how they were responded to by the department (e.g., streets, sanitation, traffic signals). They include name and address of complainant, date received, description of problem, and action taken.

RETENTION

Retain 2 years after resolution.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after resolution 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).Public Works. Division of Street Maintenance

SERIES: 3434
TITLE: Sanitation daily work log
DATES: 1980-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a log of all work orders. It is used for reference to verify that work was performed. Includes work order number, work order request, dates received and completed, record of trouble calls and work completed.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3435
TITLE: Sanitation vehicle maintenance record
DATES: 1983-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are daily maintenance records on all municipal vehicles. They are used to provide a maintenance history and include work order number, dates, maintenance performed, mileage of vehicle, problem type, driver's name, and action taken.

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 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3436
TITLE: Special service district's operational files
DATES: 1984-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are the operational files for two Special Service Districts, Northwest Underdrain System and the Alley Collection District. The Northwest Underdrain System pumps high ground water into the storm sewers taking it through the system to the lake. Property owners benefitting from the service pay for the pumping and maintenance of the service. The Alley Collection District is for Federal Height residents who did not want the appearance of the neighborhood detracted by curb garbage cans. Refuse is picked up in the alleys and residents pay for service. Includes: budgetary information, operating and maintenance records, property descriptions, lists of property owners, and investment for future funding.

RETENTION

Retain 50 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative

This records series was originally approved by the State Records Committee. It is resubmitted to change the retention. For the paper record from "Retain for 3 years and then microfilm and destroy" to "Retain for 3 years after renewal date". The microfilm from "Retain permanently in the Office" to "Retain for 50 years and then destroy".


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3437
TITLE: Storm damage card files
DATES: 1983-
ARRANGEMENT: Alphanumerical

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3438
TITLE: Sanitation concrete replacement project case files
DATES: 1980-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These records document the replacement of concrete maintenance necessary when the municipality is responsible for damage caused by municipal vehicles (e.g. garbage trucks, snow plows) or problems caused by storm damage or other acts of nature. Maintenance may either be done by the municipality or contractors through the bidding process. These records are used for budget purposes and indicate the completion of the project. They include a card file, copies of receipts, pay vouchers, contracts, bids, correspondence, extra work orders, estimates, sketch or diagram, photographs, council district information, and proof of mailing estimate.

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3439
TITLE: Sanitation 50/50 sidewalk replacement files
DATES: 1980-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These files document the repairs and maintenance work on municipal streets, street lights, and sidewalks. They include reports, logs, or similar records, completed on a daily, weekly, and/or monthly basis.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3440
TITLE: Sanitation delivery tickets
DATES: 1983-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are tickets issued by suppliers to verify delivery of supplies (concrete, road base, gravel, and topsoil). They include date, time, amount of mix received, and list of miscellaneous supplies received.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3441
TITLE: Sanitation slide photographs
DATES: 1983-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These files document all street cleaning projects. They include reports, logs or similar records documenting street cleaning operations.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Photo negatives: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3442
TITLE: Sanitation slide photograph index
DATES: 1983-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These files document all street cleaning projects. They include reports, logs or similar records documenting street cleaning operations.

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 19.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3443
TITLE: Sanitation drainage system repair list
DATES: 1982-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a list of all drainage facilities in the system. It is used to prioritize which drains need maintenance. It includes size, type and condition of drainage pipe, type of clean out box, location of facility and condition, depth from flow line to top of lid on road surface and a brief description of the problem.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3445
TITLE: Private property damage release forms
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: These are forms completed by property owners releasing the city from liability for any property damage during neighborhood clean up. Includes: date, name of property owner, address, statement releasing city from liability, and property owner's signature.

RETENTION

Retain 2 years or until resolution.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until resolution 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).Public Works. Division of Street Maintenance

SERIES: 3446
TITLE: Leaf maintenance log
DATES: 1982-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These are records of service repair and maintenance of municipal equipment, including office machines and furniture.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3447
TITLE: Daily vehicle usage reports
DATES: 1984-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a report of vehicle usage. It is used for both maintenance and planning purposes. Includes: date, miles of curb swept, and actual miles traveled.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3448
TITLE: Driver and route check list
DATES: 1979-
ARRANGEMENT: Alphanumerical.

DESCRIPTION: These files contain an annual evaluation form completed on each garbage truck driver to show driving ability and knowledge of street route. They include name of driver, date, vehicle number, route number, list of vehicle equipment to be checked before starting engine, list of items to be checked at completion of shift, results of road test, and comments concerning attitude, cooperation, route appearance, etc.

RETENTION

Retain 2 years or until termination of driver.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until termination of driver and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3449
TITLE: Non-collection address list
DATES: 1979-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These maps show sections of the municipality divided into routes for each day of the week for refuse collection. They are used to inform drivers of assigned daily route collection. They include maps of city streets divided into collection routes and numbered by truck number per day of week.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3450
TITLE: Monthly weight reports
DATES: 1979-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is a report illustrating the amount of refuse collected per day, week, month, and the percentage of time used for its collection. It is used for budget purposes and evaluation of tonnage for each route. It includes: frequency of pickups and total tonnage collected per month with amounts collected per truck. This information is stored on hard disk and is backed up on tape weekly.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 2 years and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 10.

This series was originally approved in June 1986. It is resubmitted to recognize the automation of the record, its retention, and to change the retention for the paper from "Retain for 3 years after sanitation program changes" to "Retain for 5 years and then destroy".

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3451
TITLE: Daily route maps
DATES: 1979-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These maps show sections of the city divided into 14 routes for each day of the week for refuse collection services. They also include heuristic routing map which is a new system of refuse pickup to save time, feul, and depreciation of equipment. The maps are used to inform drivers of assigned daily route collection. Includes: maps of city streets divided into collection routes and numbered by truck route per day of week.

RETENTION

Retain until route changes.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until route changes and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 3955
TITLE: Requisition register
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This register lists all current requisition issued during the current fiscal year. It is used for reference and audit purposes. The register includes type and number of requisition, person making order, Purchasing Division approval, name of vendor used, description of item, purchase order number, and date liquidated.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on the record's primary value to the agency. It is only needed for accounting and auditing purposes.


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8936
TITLE: Class C road funding project files
DATES: 1982-
ARRANGEMENT: Numerical by project number

DESCRIPTION: These project files document the funding for Class C roads. Class C funding is federal and state highway funds allocated through the state for street maintenance purposes. These files include: amount of grant and information on how funds were spent for each project (man hours, vehicle usage, and materials used for each project).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until resolution of litigation, claim, or audit and then destroy.

Computer data files: Retain in Office for 3 years or until resolution of litigation, claim or audit and then delete.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs of the division and Office of Management and Budget (OMB) Circular A-102, Attachment C, 3/82. This series was originally approved by the State Records Committee in June of l986. It is resubmitted to recognize the automation of the record and its retention.


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8937
TITLE: Sanitation work orders
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: This is a daily report from each crew supervisor showing work accomplished. It is used to compile monthly reports and for budget planning. It includes: project number; date; location of work; description of work; remarks; type of labor; name of employee performing work; number of hours; wage per hour; and total amount; materials used (number, type, unit price, and amount, a summary of totals of materials); labor; labor benefits; equipment; meals; and other expenses; total costs; blue stake number; invoice number; account number; date billed; date paid; construction work order; date issued; date completed; name of account to be billed; name of person making order; amount billed; and signature of supervisor.__This information has been automated and is backed up on tape.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office until project completed and then delete provided put to floppy disk.

Computer magnetic storage media: Retain in Office for 7 years and then erase.

APPRAISAL

Administrative

This series was originally approved by the State Records Committee in June l986. This series is resubmitted to change the retention, to recognize the automation of the record and to schedule that information. The retention for paper is being changed from "Retain for 7 years and then destroy" to "Retain for 3 years and then destroy".


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8938
TITLE: Complaints
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: These are a record streets and sanitation complaints received by the Division. Includes: name, address, date, description of problem, assigned supervisor, and date and action taken.

RETENTION

Retain 2 years or until resolution of litigation, whichever occurs latter.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until resolution of litigation, whichever occurs latter 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).Public Works. Division of Street Maintenance

SERIES: 8939
TITLE: Monthly, semi-Annual, and annual reports
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These are summary reports of the activity for each crew supervisor. They document work accomplished for drainage maintenance, sidewalk coordination, Central Business District improvement, street sweeping, neighborhood cleanup, refuse pickup, asphalt maintenance, overlay, asphalt plant, and snow removal. They include: man hours worked, type of work performed, equipment used, existing weather conditions, mileage used, and number of loads hauled. The information is stored on hard disk and is backed up weekly on tape.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 1 year and then delete.

APPRAISAL

Administrative

This series was originally approved by the State Records Committee in June 1986. It is resubmitted to change the retention from "Retain until administrative need ends" to "Retain for 2 years and then destroy" and to recognize the automation of the record and to set a retention on that information.


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8940
TITLE: Daily work record
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: This daily record is maintained by each crew supervisor to verify work accomplished. They are compiled into a monthly report and are used for budget projections. Includes: work accomplished daily, date completed, equipment used, loads hauled, special assignments completed, amounts and type of asphalt used.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8941
TITLE: Streets maintenance/sanitation vehicle maintenance record
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: This is a daily record compiled by each crew supervisor used to account for the responsibility of maintaining all vehicles and equipment. Includes: repair order listing repairs needed and action taken, or documentation showing operation time, maintenance performed, various checks performed, type of problem occurring, name of driver responsible, and action taken.

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 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8943
TITLE: Storm damage card files
DATES: 1983-
ARRANGEMENT: None

DESCRIPTION: This is a card file record of damages caused by snow removal, flooding, heavy storm cleanup, and problem street drains needing repair or replacement. Includes: address, name of occupant, council district number, date sidewalk coordinator notified, action order number (if applicable), description of damages, diagram or sketch of damaged area, and other pertinent information.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8944
TITLE: Concrete maintenance records
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: This record documents the replacement of concrete maintenance necessary when the city is responsible for damage caused by city vehicles (i.e. garbage trucks, snow plows) or problems caused by storm damage or other acts of nature. Maintenance may either be done by the city or contractors through the bidding process. It is used for budget purposes and to indicate the completion of the project. It includes: a card file, copies of receipts, pay vouchers, contracts, bids, correspondence, extra work orders, estimates, sketch or diagram, photographs, council district information, and proof of mailing estimate. This information has been automated and placed on floppy disk for seven years. It is backed up weekly on tape.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 6 months or until approval of Deteriorated Concrete Inspector and then delete provided information is put to floppy disk for 7 years.

APPRAISAL

Administrative

This series was originally approved in June l986. It is resubmitted to acknowledge the automation of the record, place a retention on that information, and to substantially change the description to more accurately describe the record.


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8945
TITLE: Street maintenance and sanitation 50/50 sidewalk replacement files
DATES: 1980-
ARRANGEMENT: Alphanumerical by address

DESCRIPTION: This is a card file record for the 50/50 sidewalk program. By city ordinance, property owners are responsible for the maintenance of sidewalks abutting their property. The 50/50 programs enables property owners to voluntarily improve sidewalks (where maintenance is badly needed) by the city contracting the work and each pays 50% of the cost. These cards document the participation in the program. Includes: address, name of property owner or person filing complaint, council district involved, type of problem, estimate of costs to repair damaged concrete,and date of complaint.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after warranty period lapses 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 20.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8946
TITLE: Street maintenance/sanitation delivery tickets
DATES: 1983-
ARRANGEMENT: Chronological

DESCRIPTION: These are tickets issued by suppliers to verify the delivery of street maintenance supplies. Includes such supplies as concrete, road base, gravel, sod, top soil. Includes: date, time, amount of mix received, type of mix, and lists any mixcellaneous supplies delivered.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8947
TITLE: Slide photographs and index
DATES: 1983-
ARRANGEMENT: Numerical by picture number

DESCRIPTION: These are photographic slides taken of construction project sites. They are used to document the status of particular construction projects. They also include 'before' and 'after' pictures of emergency situations such as the floods of 1983 and 1984. The index contains picture number, date taken, project involved, address, direction facing, and other remarks. The index is constantly updated as new photographic slides are added and old slides are deleted.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Slides: Retain in Office for 5 years and then destroy provided disaster or emergency slides transferred to Eng.

APPRAISAL

Administrative

This series was originally approved by the State Records Committee in June l986. It is resubmitted to add the slide index to the series and to change the retention from "Retain in Office permanently" to "Retain for 5 years and then destroy provided disaster and emergency slides are transferred to the Engineering Division".


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8948
TITLE: Streets maintenance/sanitation slide photo index
DATES: 1983-
ARRANGEMENT: None

DESCRIPTION: This is an index to the slide collection of the Streets Maintenance/Sanitation division construction sites. Includes: picture number, date taken, project involved, address, direction facing, and other remarks.

RETENTION

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

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

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8949
TITLE: Streets maintenance/sanitation drainage system repair list
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: This is a list of all drainage facilities in city system. The list is used to prioritize which drains need maintenance work done. Includes: size, type, and condition of drainage pipe, type of clean out box, location of facility, and condition depth from flow-line to top of lid or road surface and a brief description of the problem.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8950
TITLE: Research for refuse collection project files
DATES: 1984-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: This is a compilation of data on the proposed implementation of a new system for refuse collection. It is used in the decision making process. Some of the information (cost summaries and personnel data) is on computer. It includes: schedules, cost summaries, alternate systems, personnel data, equipment rental rates, maintenance costs, refuse tonnages, mileages, equipment replacement cost, charts and tables prepared from this data, photographs, and videotapes.

RETENTION

Retain Until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer magnetic storage media: Retain in Office until administrative need ends and then erase provided information is placed on floppy disk for 6 years.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8951
TITLE: Program files
DATES: 1975-
ARRANGEMENT: Chronological

DESCRIPTION: These files document specific programs such as neighborhood trash pickup, street sweeing, leaf collection, heuristic routing, alley closures, and leaf composting. They are used for reference purposes. They include: reports, maps and schedules.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 1 week and then delete provided put to floppy disk and maintained for 7 years.

APPRAISAL

Administrative

This series was approved by the State Records Committee in June 1986. It is resubmitted to acknowledge the automation of the record and to place retention periods for the computer records. The retention for the paper record remains the same.


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8954
TITLE: Leaf program files
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain summary information on the number of loads of leaves removed and lane miles swept per day using different types of equipment and vehicles. They are used to determine amounts of leaf weight for future manpower needs. They include: daily listing of vehicle number, tons collected, date, overtime hours worked, and totals for each day.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This series was originally submitted and approved in June l986. It is resubmitted to add additional information to the description and to change the retention from "Retain for 2 years and then destroy" to "Retain for 5 years and then destroy."


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8956
TITLE: Driver and route check list
DATES: 1979-
ARRANGEMENT: Alphanumerical by driver name.

DESCRIPTION: This is an annual evaluation form completed on each garbage truck driver to show driving ability and knowledge of city street route. Garbage trucks are kept five years in city's fleet. Includes: name of driver, date, name of assistant driver, vehicle number, route number, list of vehicle equipment to be checked before starting engine, list of items to be checked at completion of shift, results of road test, and miscellaneous comments concerning attitude, cooperation, route appearance, etc.

RETENTION

Retain 2 years after termination of driver.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until termination of driver and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Salt Lake City (Utah).Public Works. Division of Street Maintenance

SERIES: 8957
TITLE: Addresses for non-collection
DATES: 1979-
ARRANGEMENT: Numerical by route number

DESCRIPTION: This is a list of address for the non-collection of garbage for businesses, apartments, and multiple dwellings which are regulated by Department of Health or city ordinance and have private garbage pickup. Includes: list of addresses and related corresondence.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until change occurs and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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