Utah Department of Administrative Services

Division of Archives & Records Service

Smithfield (Utah)

22698--City Council minutes
22699--City ordinances and resolutions
22319--Planning and zoning commission minutes
22320--Board of adjustment minutes
25354--Publications
28163--Cemetery maps
27786--Police Department case files
28103--Cemetery lot cards
28105--Cemetery deed and payment ledgers
28107--East Bench Water Works Company ledger
28109--Death and burial record sheets
28110--Cemetery burial-transit permits

AGENCY: Smithfield (Utah)

SERIES: 22698
TITLE: City Council minutes
DATES: 1868-
ARRANGEMENT: Chronological

DESCRIPTION: These minutes are the official record of the proceedings of regularly scheduled, special and emergency council meetings. They are adopted and approved by the council during their next public meeting. The minutes include the date, time, and meeting place; members present and absent; "the substance of all matters proposed, discussed, or decided, and record, by individual member, of votes taken; the names of citizens who appeared and the substance in brief of their testimony; any other information that any member requests be entered in the minutes" in accordance with UCA 52-4-7 (1997).

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 23.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

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


AGENCY: Smithfield (Utah)

SERIES: 22699
TITLE: City ordinances and resolutions
DATES: 1996-
ARRANGEMENT: Numerical

DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 715 (1997). An ordinance includes a number, a title, preamble, an ordaining clause, the body or subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 22319
TITLE: Planning and zoning commission minutes
DATES: 1970-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are minutes of meetings and hearings held by the planning commission. "Each municipality may enact an ordinance establishing a planning commission" (UCA 10-9-201(1)(a)(1997)). A municipal planning commission shall "prepare and recommend a general plan and amendments to the general plan; recommend zoning ordinances and maps, amendments to zoning ordinances and maps; administer provisions of the zoning ordinance; recommend subdivision regulations and amendments to those regulations; recommend approval or denial of subdivision applications; advise the legislative body of matters as the legislative body directs; hear or decide any matters that the legislative body designates, including the approval or denial of, or recommendations to approve or deny, conditional use permits; exercise any other powers that are necessary to enable it to perform or function, or delegated to it by the legislative body" (UCA 10-9-204 (1997)).

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.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: 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 4.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 22320
TITLE: Board of adjustment minutes
DATES: 1970-
ARRANGEMENT: Chronological by year

DESCRIPTION: These minutes document all meetings of the Board of Adjustment. The board consists of "five members and whatever alternate members that the chief executive officer considers appropriate" (UCA 10-9-701(2)(a) (1997)). The duties of the Board of Adjustment are to hear and decide on "appeals from zoning decisions applying the zoning ordinance; special exceptions to the terms of the zoning ordinance; and variances from the terms of the zoning ordinance" (UCA 10-9-703(1) (1997)). The minutes are used to document requests, discussions, and decisions of the Board.

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.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: 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 3.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 25354
TITLE: Publications
DATES: 1977-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the city of Smithfield or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published. Holdings include "A Water System Master Plan for the Communities of Smithfield, Hyde Park, and North Logan, Utah" (The Tri-City Plan Volume II) (June 1977).

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.

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: Smithfield (Utah)

SERIES: 28163
TITLE: Cemetery maps
DATES: ca. 1920-ca. 2000
ARRANGEMENT: Chronological by age, thereunder numerical by sheet number

DESCRIPTION: This series contains a map of Plat B in the Smithfield Cemetery, copied in 1952 from an earlier 1931 map. The map shows the layout of the plat with roads, walkways, and lots with numbers and owners. The map also notes the location of the earliest burial in the cemetery and roadways that could be sold as burial lots. The paper copy held by the cemetery is a blue-line print. These books contain maps of the cemetery. They are used daily to locate specific grave sites. These books include index, plat, and lot pages. The cemetery may only have a single wall map which serves as a key to locating specific graves.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Digital image: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 7.

This series has historical and administrative value as documentation of the layout of the cemetery.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 27786
TITLE: Police Department case files
DATES: 2001-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These records include information beyond the initial contact report. They are used by officers to document their investigations into incidents reported to the department. Information includes officer notes, description of actions taken by officers, complainant and offender information, photographs, audio/video recordings, and any paper evidence. Both felony and misdemeanor investigations are included.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 10 years and then delete provided no litigation is pending.

Paper: Retain in Office for 10 years and then destroy provided no litigation is pending.

Photographs: Retain in Office for 10 years and then destroy provided no litigation is pending.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 57.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(9)(a), UCA 63G-2-305(9)(c)


AGENCY: Smithfield (Utah)

SERIES: 28103
TITLE: Cemetery lot cards
DATES: 1860-
ARRANGEMENT: Alphabetical by plat, thereunder numerical by lot.

DESCRIPTION: These books or files contain the exact location of all persons buried in the cemetery. They include plot, lot, grave location, and lot ownership record.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

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

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

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 6.

This series has historic and administrative value as documentation of the location of burials in the cemetery, as well as legal value as documentation of property ownership.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 28105
TITLE: Cemetery deed and payment ledgers
DATES: 1924-
ARRANGEMENT: Alphabetical by owner name.

DESCRIPTION: This series is used to track ownership of cemetery lots and payments for care of those lots. The information is recorded on pre-printed forms bound in post binders. The forms include the name and address of the lot owner, the date of contract and amount paid, description of the lot purchased, and a record of yearly or perpetual care payments made.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

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

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 2.

This series has administrative, legal, and historical value as documentation of ownership of cemetery plots.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 28107
TITLE: East Bench Water Works Company ledger
DATES: 1902-1967
ARRANGEMENT: Roughly chronological.

DESCRIPTION: This series contains a single ledger book of the East Bench Water Works Company. This ledger was used by the company to track financial matters, including accounts of various stockholders, lists of stockholders and the value of their interest in the company, assessments made, and company receipts and expenditures. The company incorporated in 1902 and the book contains financial records through 1968. A newspaper clipping, dated 3 December 1967, tucked in the ledger gives notice that stockholders must present their stock certificates to receive a share in the proceeds of the sale of the company.

The East Bench Water Works Company operated in Smithfield, but the records reveal no direct connection between the company and the City of Smithfield. Nevertheless, the records came into the City's possession and have been maintained by them.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

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

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

APPRAISAL

Historical

This series has historical value as documentation of water management in Smithfield.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 28109
TITLE: Death and burial record sheets
DATES: 1982-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains information about burials in the cemetery, hand-written on pre-printed forms and filed in binders. The forms provide space for noting a variety of information, including the name and age of the deceased, date and place of birth, date and place of death, cause of death, attending physician, names of parents and their place of birth, name of spouse, date of funeral, funeral director's name, location and name of the owner of the burial lot, burial costs, and vault type. It appears that these records are used in collecting information that is then copied in more final form in other cemetery records. In many cases, a copy of an obituary is attached to the form and occasionally other documentation, such as mortuary forms or transit permits are included.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

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

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

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 5.

This series has permanent historic value as documentation of the operation of the Smithfield Cemetery and the individuals buried there.

PRIMARY DESIGNATION

Public


AGENCY: Smithfield (Utah)

SERIES: 28110
TITLE: Cemetery burial-transit permits
DATES: 1970-1993
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains permits allowing the transport and burial or disposal of a dead body. These permits were issued by the state where the individual died and state law required that the cemetery sexton receive such a permit prior to allowing "burial or other disposition of a human body". The sexton was directed to retain these permits. Most of the permits in this series were issued by the Utah State Division of Vital Statistics, but some were issued by other states. The permits typically record such information as the name of the deceased, sex, race, date and place of birth, date and place of death, place of residence, method of disposal, cemetery information, funeral director information, and date of burial.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

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

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

APPRAISAL

Historical Legal

This series has historic value as documentation of the operation of the Smithfield Cemetery and of the individuals buried in the cemetery.

PRIMARY DESIGNATION

Public