Utah Department of Administrative Services

Division of Archives & Records Service

Tooele County (Utah). County Clerk

28581--Birth certificates
28520--Incorporation record books
14878--Incorporation case files
26175--Election registers
26176--Election and voting records
1496--Jury master file report
1504--Bid files
1505--Limited partnership files and index
1511--Project commencement notices files
1638--Absent voter registers
1640--Election files
1694--Monthly expenditures, encumbrances, and appropriation report
1675--Wills filed and index
1536--Deeds files
1538--Purchasing office supply files
1546--Annual audits
1552--Time accounting report
1868--Notary public lists and index
1729--Insurance policies files
1749--Insurance information files
1771--Resolutions
1772--Proof of publication files
1779--Petition files
1889--Monthly marriage license report
1906--Claims against the county
1909--Administrative subject files
1911--Commission agenda files
1921--Cash receipts
2816--License book
6117--Marriage licenses
5515--Statement and affidavit of campaign receipts and disbursement file
5539--Official election registers
3364--Register of Officers
3491--Beer license files
3492--State driver's license master license report
3535--Election registration forms
3542--Revenue bonds
3546--Notaries public index
3270--Election district maps
3290--Blueprints

AGENCY: Tooele County (Utah). County Clerk

SERIES: 28581
TITLE: Birth certificates
DATES: 1912-
ARRANGEMENT: Chronological by birth date.

DESCRIPTION: These certificates document all live births in the State of Utah in compliance with UCA 26-2-5 (1995). In 1905, a state registry system of vital statistics was established at the State Health Department with local registrars. All certificates created prior to 1905 are only maintained at the local level and prior to 1978 some local registrars may not have reported all births to the State Health Department. Since 1978, all certificates maintained at the local level are duplicate certificates maintained by the State Health Department. The information recorded includes the child's name, place of birth, date of birth, sex, and if child part of multiple birth; the parents' name, race, age, birthplace, occupation, and marital status; a record of children previously born to the mother; the length of the pregnancy; the child's weight and length at birth; the date of the serological test; and a description of any congenital malformations or birth injuries.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 25, Item 3.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 28520
TITLE: Incorporation record books
DATES: 1871-1961
ARRANGEMENT: Chronological by filing date.

DESCRIPTION: This series contains books used to record the creation of corporations in Tooele County. The books include copies of such incorporation documents as articles of incorporation, bylaws, officers' bonds or oaths, and the filing date with the signature of the county clerk.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives with authority to weed.

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

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This series has permanent historical value as documentation of the creation of corporations in Tooele County and the role of the county clerk in recording such incorporations.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 14878
TITLE: Incorporation case files
DATES: 1901-1961
ARRANGEMENT: Alphabetical by corporation name
TOTAL VOLUME: 2.00 cubic feet.

DESCRIPTION: Incorporation Case Files contain at a minimum the original articles of incorporation and any subsequent amendments to foreign and domestic corporations. Some files also contain notices to pay licensing fees and taxes, oaths of office for corporate officers, annual reports, correspondence, or other miscellaneous documents. According to Utah statute a case file is generated when companies incorporate within Utah and are maintained during the length of a corporation's duration [UCA 16-2].

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Records Center until processed and then microfilm and destroy provided microfilm has passed inspection.

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 the administrative and legal value of this series since it documents the functions of the Tooele County Clerk and continues to serve current and future administrative needs. The series also has historical value since incorporation records document individuals and topics useful to researchers and historians including: information on the administrative structure of corporations, names of founders, and numerous signatures of prominent individuals. Furthermore, the series should be retained as a vital record essential for the operation of the county and their ability to fulfill their obligations to the public. .

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 26175
TITLE: Election registers
DATES: 1932-
ARRANGEMENT: Chronologically by election year and thereunder numerically by district number or poll or precinct number.

DESCRIPTION: The Tooele County clerk kept certified copies of election registers for the county. They document persons registered to vote and indicate who voted in general, municipal and school board elections. The registers include district number, poll or precinct number, city, county, election type, and date. Surviving registers include those for the general elections of 1932 and 1936; the municipal elections of 1933, 1935, and 1937; and the school board elections of 1938 and 1939.

RETENTION

Retain until admininstrative need ends

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1932 through 1939. Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

Election registers for the 1930s document the names and activities of voters in Tooele County in the 1930s. Voter registrations records are required to be maintained permanently. (UCA 20A-2-104).

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 26176
TITLE: Election and voting records
DATES: 1878-
ARRANGEMENT: Alphabetically by subject category and thereunder chronologically by election year.

DESCRIPTION: This series consists of various records documenting voter registration, voting, and tallying votes in Tooele County elections. The records largely concern voting precincts in Grantsville, Ophir, and Rush Valley. They include lists of certified elected officials, 1907; election returns, 1880, 1888, 1918; election tallies, 1878-1881; election judges' oaths, 1878-1880; poll lists, 1878-1882; voter registration lists, 1878-1895; registry lists, 1878-1895; talley sheets, 1895; voter lists, 1879; and voter oaths, 1878-1895. These oaths indicate that the voter is not a polygamist or is no longer preaching polygamy. They include the official ballots cast in Lincoln voting district five for the 1904 general election (Theodore Roosevelt vs Alton B. Parker).

RETENTION

Retain until administrative need ends

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1878 through 1907. Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

These miscellaneous election and voting records are being retained permanently for their artifactual value.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1496
TITLE: Jury master file report
DATES: 1982-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a computer report compiled by the county clerk of all persons serving on juries within the county during the previous year. The county clerk is required to maintain a "master list of all juries" (UCA 78-46-10, UCA 17-19-20(5)). The report includes the voter identification number, name, and address; voting district number; and date registered. In 1988, the report was changed to include name of juror, identification number, and address, jury type, date of birth, label, days served and days excused.

RETENTION

Retain 2 years after superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1504
TITLE: Bid files
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files document the county's bid process. They are used to select appropriate bids for goods or services. They include notices to bidders, specifications, quotations, notices of sale ofsurplus property, brochures, flyers, and notices of award.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on the record's primary value to the agency to meet its administrative and financial needs as expressed by the county clerk. The files are audited on a regular basis.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1505
TITLE: Limited partnership files and index
DATES: ca. 1947-
ARRANGEMENT: Alphabetical by name of partnership
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document the filing of limited partnerships with the county clerk. A limited partnership is "a partnership formed by two or more persons" under the provisions of UCA 48-2-1, "having as members one or more general partners and one or more limited partners" (UCA 48-2-1). Persons desiring to form a limited partnership shall "file for record the certificate in the office of the county clerk of the county in which the the principal place of business of the partnership shall be situated" (UCA 48-2-2(1)(b)). The original certificate is amended or cancelled when a notarized amendment (or cancellation) or court order is filed in the office of the county clerk where the certificate is recorded (UCA 48-2-25).__These files contain affidavits, agreement and certificate of limited partnership (notarized original) and cancellation of certificate of agreement. The separate index includes date partnership formed, name, and date filed.

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until partnership cancelled and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on the information value of these files to document the creation of business partnerships. They are useful to persons researching businesses, particularly small family operations.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1511
TITLE: Project commencement notices files
DATES: 1989-
ARRANGEMENT: Alphabetical by name of construction company
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain project commencement notices. Each original contractor taking a mechanic's lien shall file with the county clerk "a notice of commencement of the project or improvement with the county clerk for the county or counties where project is located within 30 days after commencement of the project" (UCA 38-1-27(10)). The county clerk "shall create and maintain a file for the maintenance of the notices of commencement" (UCA 28-1-27(11)). The notices include the name and address of the owner of the project or improvement; the name and address of the original contractor; the name and address of the surety providing any payment bond for the project or improvement, or if none exists, a statement that a payment bond was not required for the work being performed; the name of the project; and the address of the project or improvement or drawing sufficient to describe the location of the project or improvement (UCA 38-1027(10)).

RETENTION

Retain 4 years after project completion and expiration of lien.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after project completed and expiration of lien and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the county clerk. The "Mechanics' Lien Act" was extensively amended in 1989 and this provision (UCA 38-1027) was added without providing any guidance for retention.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1638
TITLE: Absent voter registers
DATES: 1988-
ARRANGEMENT: Chronological, thereunder alphabetical by first letter of surname
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the official registers of absentee voters in Tooele County. They are used to document registered voters who were unable to vote in person and made to vote absentee. The register includes election and year, name of absent voter, address of absent voter, date ballot mailed, voting district, date absent voter application received, ballot number, date mailed to absent voter, and date ballot received.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1640
TITLE: Election files
DATES: 1966-
ARRANGEMENT: Chronological, thereunder alphabetical by political party or type of election
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files document primary, general and school elections in Tooele County. They are used to verify elections are held in accordance with state statutes. The files include forms listing official party candidates and delegates, reports of county officers, state delegates to party conventions, and state central committee members, names of political party officers (Republican and Democratic), party primary convention reports (political party, name of county, name of candidate, office and length of term) for printing on the primary election ballot and names of candidates to be printed on November ballot (name, office, length of term, signature of county chair and secretary for political party), list of party delegates by district to county convention, a letter detailing expenditures for campaign by county committees and lists of applicants for registration agents;tabulation of election returns; abstract of primary election returns by county; list of delegates; copies of official and primary ballots; information of mass meetings; expense of candidates, lists of registration agents and judges.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1694
TITLE: Monthly expenditures, encumbrances, and appropriation report
DATES: 1988-
ARRANGEMENT: Chronological, thereunder numerical by fund and department code
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a computer financial report of monthly county expenditures with budgeted amounts. It includes account number, year-to-date annual budget, total expenditures, and encumbrances, appropriation balance, percent used, current expenditures, percent of budget used and department totals.

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 the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1675
TITLE: Wills filed and index
DATES: 1912-
ARRANGEMENT: Numerical by will number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are wills filed with the county clerk for safekeeping. As a service to county residents, the county clerk stores the wills for security purposes until needed or retrieved. The files include the actual signed and duly witnessed wills numbered chronologically by date of receipt. The index is divided into two sections wills for probate and wills not for probate. The index includes name of testator and number of will.

RETENTION

Retain 75 years and transfer to Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 75 years or until will probated, superseded, or removed and then transfer to State Archives with authority to weed.

APPRAISAL

Fiscal

These wills have no value to the agency, but are only maintained as a service to county residents. There are no statutes governing this service, but it is based on long held traditions dating to the beginnings of the office of county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1536
TITLE: Deeds files
DATES: 1917-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document the purchase of real property by Tooele County. They are used to document ownership and transfer of title for such property. The files include the original recorded deeds (quit claim, warranty, May tax sale), policies of title insurance, notices of tax sale, abstracts of titles prepared by the county recorder, and statements of delinquencies. The bulk ofthe deeds are from 1950.

RETENTION

Retain 4 years after property transferred from county ownership.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after property transferred from County ownership and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet their administrative needs as expressed by the county clerk. Since the county recorder maintains a recorded copy of all deeds, it was determined it was unnecessary for the county clerk to maintain a second copy after the county disposed of the property.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1538
TITLE: Purchasing office supply files
DATES: 1989-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files document the purchase of office supplies for Tooele County. It is used for auditing purposes. The files include register tapes, office supply expense sheet (containing name of department, month, year, purchase order number, account number, requisition date, amount, whether final or total amount for purchase order, account number, and total amount), master purchase order, office supply requisition form (containing date requisitioned, item number, quantity, description, unit cost, total cost), State of Utah Central Stores receipt, and state interdepartmental transfer sheet (contains organization number, account number, quantity unit packages, description, unit cost, total cost), and expenditure detail report from Central Stores.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative and financial needs as expressed by the county clerk. The files are audited on a regular basis.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1546
TITLE: Annual audits
DATES: 1927-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the annual audit reports by external auditors showing the financial condition of Tooele County. All counties are required to have an audit undertaken within six months after the close of the fiscal year. The audit shall include "the financial statements; the auditor's opinion on the financial statements; a statement of the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identifies any material weaknesses in internal controls discovered by the auditor and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)).

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on the primary and secondary values of these audits to the county clerk and to potential researchers. They document the financial condition of the county providing information for county decision makers and planners. Researchers may also use them informationally to gain a more complete administrative and financial picture.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1552
TITLE: Time accounting report
DATES: 1989-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a computer report on the amount of vacation, sick, and compensatory time earned. It is used for reference purposes. It includes name of employee, amount, vacation, sick, compensatory time earned and taken per pay period and year-to-date accrual for each pay period.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1868
TITLE: Notary public lists and index
DATES: ca. 1980-
ARRANGEMENT: Chronological, thereunder alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are lists of notaries public residing in Tooele County. The county clerk receives "certificates of notaries public . . .[and] shall keep and maintain an indexed record for that purpose, showing the name of all person's holding notarial commissions, with the dates of issuance and expiration" (UCA 17-20-3). The lists include the names and the addresses of the notaries public, dates commissions given and dates commissions expires.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet their administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1729
TITLE: Insurance policies files
DATES: 1965-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These policies document the actual insurance coverage of Tooele County by private insurers. They are used to verify insurance coverage. These files include the actual policy contracts for liability and automobile insurance.

RETENTION

Retain 10 years after expiration of policy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after expiration of policy or until all litigation has been completed and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet their administrative and legal needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1749
TITLE: Insurance information files
DATES: 1974-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files are informational files. They are used to reference information on county insurance. The files include correspondence, bid proposals, newspaper clippings, insurance loss statements, and insurance review statements.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1771
TITLE: Resolutions
DATES: 1938-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are formal statements of decisions or expressions of opinion adopted by the county commission. They perform the same function as an ordinance. The county clerk is required to "make full entries of all [county commission] resolutions" (UCA 17-5-10). The most commonly adopted resolutions include the following: adoption of county budgets, sale of industrial revenue bonds, and creation of special improvement districts.

RETENTION

Retain Permanent. In Archives custody.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 35.

This disposition is based on both the evidential and informational value of these records. Resolutions have primary legal and administrative values to the county to document the decisions made by the commission. They also have secondary informational value to researchers.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1772
TITLE: Proof of publication files
DATES: ca. 1972-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain forms which serve as evidence of the publication of a document or notice required by law in a local newspaper (UCA 78-25-14). The files include a proof of publication form, (a copy of the actual newspaper notice, name of paper, date published, and signature and seal of notary public).

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Administrative Legal

This retention is based on the legal and administrative needs expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1779
TITLE: Petition files
DATES: ca. 1982-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain the formal written petitions from county residents submitted to the county commission proposing action. Each petition contains a statement of purpose on proposed action and signature and address of petitioners. It is the responsibility of the county clerk to "preserve and file all petitions" (UCA 17-5-15(7). Signatures have been verified to determine whether petitioners are registered voters.

RETENTION

Retain 5 years. Transfer to Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after issue resolved or final decision made and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

The disposition is based on the informational value of these records. Though these petitions are discussed in the minutes of the Board of Commissioners, the actual petitions are important to identify individual petitioners.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1889
TITLE: Monthly marriage license report
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a monthly report on all marriage licenses issued by the county clerk. Copies of the report are submitted to the local newspaper, the Department of Social Services, and the local Family Services Office. The report contains the month and year; names of bride and groom; city, state, and zip code of residence.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet their administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1906
TITLE: Claims against the county
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document financial claims filed with the county commission against Tooele County for damages caused by county personnel, equipment, or property. They are used to settle the claims. The files include the initial complaint, legal filings, summons, memoranda, notes, accident reports, notices of intent, releases of claims, and related correspondence.

RETENTION

Retain 3 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after final settlement of claim or litigation and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the primary administrative value of these records to the county clerk. A claimant "dissatisfied with the rejection of his claim or demand or with the amount allowed him on account may sue the county therefor [sic] at any time within one year after the first rejection thereof the board, but not afterward" (UCA 17-15-13 (1990)).


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1909
TITLE: Administrative subject files
DATES: i 1970-
ARRANGEMENT: Alphabetical by subject
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These files are the clerk's administrative subject files. They are used for references purposes and to support the daily activities of the office. They concern various issues of importance to Tooele County including the vitro tailings, livestock, and committees. The files includes correspondence, copies of petitions, copies of contracts, copies of ordinances, copies of resolutions, copies of surveys, copies of brochures for federal programs, copies of proposed legislation, information on professional organizations, and preliminary budget information.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk. These files contain only routine information. All significant policy and program correspondence is maintained by the the county commission clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1911
TITLE: Commission agenda files
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document the public notification of regular and special county commission meetings. The files include agenda (containing date, time, location of meeting, items to be discussed) and completed forms requesting items to be included on the agenda.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 1921
TITLE: Cash receipts
DATES: 1987-
ARRANGEMENT: Numerical by receipt number
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are computer receipts issued for monies received by the clerk's office. They are used for auditing purposes. They include receipt number, receipt amount, date, event code, fee amount, agency code, amount allocated, yellow copy of receipt, receipt number, name of person making payment, name of deputy giving receipt, date, time, check number, case number, event service, amount, and total amount.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on the record's primary value to the agency to meet their fiscal needs as expressed by the county clerk. The receipts are audited on a regular basis.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 2816
TITLE: License book
DATES: 1909-1950; 1960-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a record of all business licenses issued by Tooele County. Prior to 1950, all business licenses (e.g. pool halls, hotels, restaurants, peddlers) were issued by the county clerk. After 1960, the book was divided into the following three categories: beer or brown bag sales; cabaret licenses (1977-1984); and games of skill (1962-1965). After 1984, it only contained beer and brown bag sale licenses. It is used to document the application and issuance of licenses. The book includes the name of person being licensed, type of license, expiration date, license fee, and any necessary remarks (usually location of establishment). After 1960, it also included the license number and date of payment.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until book is completed and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on both the record's primary administrative value to the agency and its secondary informational value to researchers. This license book provides information for researchers on businesses in Tooele County and changes in statutes and policies on licensing county businesses.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 6117
TITLE: Marriage licenses
DATES: 1876-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains copies of the marriage licenses granted in Tooele County. The information includes names, addresses, and ages of bride and groom; date and number of license; date of marriage; title and signature of person performing the ceremony; and signatures of bride, groom, witnesses, and county clerk. Includes marriage license number, names of bride and groom, residence, ages, date signatures of county clerk or deputy, date name of minister or legal authority performing ceremony, signatures of witnesses, Application and affidavit for marriage license.

RETENTION

Retain permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

Marriage licenses are vital records and must be maintained permanently.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 5515
TITLE: Statement and affidavit of campaign receipts and disbursement file
DATES: 1938
ARRANGEMENT: Alphabetical by candidate name.

DESCRIPTION: This small file contains statements submitted by candidates for county races. All county candidates are required to file such statements "in the office of the county clerk of the county" (Rev. Stat. 25-13-9 (1933)). The form includes the name of the candidate, office running for, a listing of receipts and totals, expenditures, expenditures previously reported, expenditures subsequent to previous statement, total expenditures, date, statement sworn and signed by candidate before a notary public, signature and seal of notary.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to State Archives.

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

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on the record's secondary historical value. These statements are obsolete and no longer have any administrative value. They document a past requirement and represent a sampling of this process.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 5539
TITLE: Official election registers
DATES: 1976; 1984-
ARRANGEMENT: Chronological, thereunder alphabetical by first letter of surname of voter
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These books are the official listing of registered voters in Tooele County for the primary and general elections. There is a booklet for each election district in the county. Voters are required to register with the county clerk or local election registrars prior to election day (UCA 20-2). These registers contain a listing of persons who voted at least once in the previous two years or registered since 1974. These lists are used at the polls by election judges to identify registered voters and to record ballot numbers on election day. After the election they are used for comparison when canvassing the election and later to prepare new registers for the next election.__They include year, voting district number, identification number, registered voter's name, four year voting record, date of registration, birth date, grounds for challenge and name of person making challenge, last year voted, city, and for some voters their address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 30.

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk. New registers are created every four years and previous registers then become obsolete. It has been determined, since extensive statistical work occurs within the first year after the election the registers have no historical value.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3364
TITLE: Register of Officers
DATES: 1883-1892, 1910-
ARRANGEMENT: Roughly chronological by date of election or appointment.
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This register contains a listing of all elected and appointed Tooele county officials. It is used for reference purposes. It includes name of elected or appointed official, residence, office, date of election or appointment, date of qualification, dates term begins and expires, amount of bond, name of sureties and remarks (usually date of resignation or date of death).

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives.

Microfilm master: Retain in State Archives permanently.

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on both the record's primary value to the agency and its secondary value to researchers. This volume is an important source in researching county government in Tooele County and identifying appointed and elected officials.

PRIMARY DESIGNATION

Public


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3491
TITLE: Beer license files
DATES: i 1977-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document the issuance of beer licenses within Tooele County. They are used for the application, the investigation, and the issuance or denial of beer licenses. Tooele County has chosen to regulate the sale of beer in accordance with Utah law. Counties "outside of incorporated cities and towns, may license, tax, regulate, or prohibit the sale, consumption, or both, of light beer, at retail, in bottles, or draft" (UCA_32A-10-7_(1989)). The files include correspondence, investigative reports by the Sheriff's Office, and the original application. The application includes the applicant's name, address, phone number; date of birth, citizenship, a physical description (height, weight, sex, hair and eye color) and applicant's photograph; social security number; driver's license number; type of license; questions concerning any previous criminal convictions and any previous license denials; type of business; name of company; names of partners; location of premises; applicant's employment record; date of application, and applicant's notarized signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after expiration of license and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meets its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3492
TITLE: State driver's license master license report
DATES: 1988-
ARRANGEMENT: Alphabetical by driver's name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a computer report of all licensed drivers within Tooele County. It is used with the voter registrations to create jury lists for district, circuit, and justice courts. The report includes the driver's name and address, date of birth, and date license issued.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3535
TITLE: Election registration forms
DATES: 1988-
ARRANGEMENT: alphabetical by name of voter
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are four-part printed voter registration forms used to register eligible voters. "The county clerk shall prepare registration forms for use in his office and in the respective registration agent's offices" (UCA 20-2-11 (1989)). They are used to register eligible voters. They include the registrant's name, address, date of birth, place of birth, previous record of voting (never registered or where previously registered), signature and sworn statement of person completing form, where requested information on absentee voting because of age or disability, phone numbers, and information on U.S._citizenship.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its adminstrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3542
TITLE: Revenue bonds
DATES: 1989-
ARRANGEMENT: alphabetical by subject of project
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These bonds are issued by the county commission and made payable solely from revenues attributable to extensions and improvements made to revenue producing facilities (UCA 11-14-17 to 11-14-17.5_(1989)). They are used to encourage industrial development within Tooele County. These bonds are issued for the development for the Utah Hazardous Waste Treatment Plant in Tooele County.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being paid or cancelled and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk and UCA 11-14-14(c) (1989) which indicates that "any bonds or coupons which have been paid or cancelled may be destroyed."


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3546
TITLE: Notaries public index
DATES: ca. 1904-
ARRANGEMENT: alphabetical by name of notary
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is an index to all Tooele County notaries public. After the county clerk receives "certifications of notaries public from the Division of Corporations and Commercial Code," he shall "keep and maintain an indexed record" of notaries public within Tooele County "showing the names of all persons holding notarial commissions, with the dates of issuance and expiration" (UCA 17-20-3 (1989)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This retention is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3270
TITLE: Election district maps
DATES: 1978-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These blueprint county maps are used to illustrate election districts and for reference purposes. The maps include roads, streams, mountains, cities and towns and have had the boundaries of the voting districts added.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency to meet its administrative needs as expressed by the county clerk. These election maps are used until new maps are created. They have no value after they have been superseded.


AGENCY: Tooele County (Utah). County Clerk

SERIES: 3290
TITLE: Blueprints
DATES: ca. 1970-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These are copies of blueprint drawings and maps of county buildings and roads. They are used for reference purposes. They include maps of the county hospital, county roads, and the Tooele City Building.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year after completion of construction and then destroy.

APPRAISAL

Administrative

This disposition is based on the record's primary value to the agency. These blueprints are only review copies maintained by the county clerk. The official copies are maintained by the Department of Development Services.