Utah Department of Administrative Services

Division of Archives & Records Service

South Salt Lake (Utah)

17426--Council executive session minutes
17427--Alcohol and drug testing result files - personnel files
22057--Sexually oriented business work card file
12229--Contracts, leases, and agreements files
12230--Quit claim deeds/easements files
12231--Ordinances
12232--Minutes
27807--Special Assessment Records
27285--Code enforcement records
3165--Expungements
10363--Business license files
10364--Sexually oriented business license files
10151--Remittance stubs

AGENCY: South Salt Lake (Utah)

SERIES: 17426
TITLE: Council executive session minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These are the official record of the proceedings of regularly scheduled, special and emergency council meetings. Includes date, time, and place of meeting, name of members in attendance and those absent, a record of subjects discussed, statements of intent, and a record of action taken.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Protected


AGENCY: South Salt Lake (Utah)

SERIES: 17427
TITLE: Alcohol and drug testing result files - personnel files
DATES:
ARRANGEMENT:

DESCRIPTION: These files are the official files for all municipal employees and usually include the original job application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

PRIMARY DESIGNATION

Private


AGENCY: South Salt Lake (Utah)

SERIES: 22057
TITLE: Sexually oriented business work card file
DATES: 1998-
ARRANGEMENT: Alphanumerical
ANNUAL ACCUMULATION: 3.50 cubic feet.

DESCRIPTION: These files contain information on employees of sexually oriented businesses, bars, and taverns licensed by the city. Includes name, stage name, address, age, birth date, criminal history, employment history, fingerprints, medical information, signature, information about other occupational licenses issued, physical description, sex, telephone number, history of suspension or revocation of occupational licenses, proof of payment, and current employment information. Documents or copies of include: application, birth certificate, driver license/identification card, social security card, health statement for nude entertainers, criminal history or court action information or statement from BCI that applicant has no criminal history. Data is used to determine eligibility of applicant for a license to perform as a nude or semi-nude entertainer, bouncer, bartender, or non-performing employee. After approval of application, information is entered into a computer file.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after license is not renewed and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(f)(2008)

SECONDARY DESIGNATION

Public


AGENCY: South Salt Lake (Utah)

SERIES: 12229
TITLE: Contracts, leases, and agreements files
DATES:
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain 4 years after last payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 7.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305 (2a)


AGENCY: South Salt Lake (Utah)

SERIES: 12230
TITLE: Quit claim deeds/easements files
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

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 18, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: South Salt Lake (Utah)

SERIES: 12231
TITLE: Ordinances
DATES:
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 714. An ordinance includes the title, preamble, an ordaining clause, subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

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

Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: South Salt Lake (Utah)

SERIES: 12232
TITLE: Minutes
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: These are the official minutes of regular, special, and emergency meetings of municipal committees, boards, and task forces.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: South Salt Lake (Utah)

SERIES: 27807
TITLE: Special Assessment Records
DATES: 1989-
ARRANGEMENT: numeric by district number thereunder chronologic

DESCRIPTION: These books record the levy and assessment of special taxes. They contain extension number, address, plat or subdivision; block and lot numbers; name of owner; address; number of front feet; amount paid on principle; interest; when paid; total amount paid and principal interest.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 50 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 12, Item 4.

This disposition is based on the historical value of the records and the municipal general records retention schedule (12-4).

PRIMARY DESIGNATION

Public


AGENCY: South Salt Lake (Utah)

SERIES: 27285
TITLE: Code enforcement records
DATES: 2005-
ARRANGEMENT: Numerical by case number

DESCRIPTION: Code enforcement files relate to administrative hearings for citizens who receive citations for violation of city code. Information in the files includes code enforcement officers' citations, notices, reports, photographs, and other data relating to code violations.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after case is closed and time for appeals has expired and then destroy.

Computer data files: Retain in Office for 1 year after case is closed and time for appeals has expired and then delete.

Photographs: Retain in Office for 1 year after case is closed and time for appeals has expired and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: South Salt Lake (Utah)

SERIES: 3165
TITLE: Expungements
DATES: 1980-
ARRANGEMENT: Numerical by number of expungement

DESCRIPTION: "A person who has been convicted of any crime except a capital felony, first degree felony or second degree felony .... within this state may petition the convicting court for an expungement and for sealing of his record in that court." If petition is approved, the court "shall enter an order that all records in the petitioner's case in the custody of that court or in the custody of any other court, agency or official be sealed." The petitioner "shall distribute the orders of expungement and sealing to all affected agencies." The sealed file includes the expunged records and court order. The Utah Bureau of Criminal Identification shall "keep, index, and maintain all expunged and sealed records of arrests and convictions" (UCA 77-18-15(1) (1997)).

RETENTION

Retain 80 years or until confirmed death.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

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


AGENCY: South Salt Lake (Utah)

SERIES: 10363
TITLE: Business license files
DATES: 1982-
ARRANGEMENT: Numerical there under by license number

DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health).

RETENTION

Retain 4 years after final renewal date.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after final renewal of license and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Driver's license number, birth date, and race, and social security number


AGENCY: South Salt Lake (Utah)

SERIES: 10364
TITLE: Sexually oriented business license files
DATES: 1988-
ARRANGEMENT: Alphabetical there under by last name

DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health).

RETENTION

Retain 4 years after final renewal date.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after final renewal of license and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. Name, type of license, and date applied.


AGENCY: South Salt Lake (Utah)

SERIES: 10151
TITLE: Remittance stubs
DATES: 1988-
ARRANGEMENT: Chronological

DESCRIPTION: These stubs are received with payments for services. They are used as the official record of customers, payments being received and posted. They include account number, name, service address, payment received, receipt date and number. After payment is received this information is placed on the computer.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 27.

PRIMARY DESIGNATION

Public