Utah Department of Administrative Services

Division of Archives & Records Service

West Jordan (Utah)

21856--Dog license records
21857--Adverse action files - city employees
21858--Case reports - criminal cases city employees
20283--Residential building plans
15114--Building permit files
26291--Customer application records
25538--Personnel evaluations
25176--Performance bonds
24976--Billing report printout
25000--Public utilities budget billing plan
25001--Council minutes
27785--Bond issue files
27394--Planning and zoning case files
27395--Board of adjustment case files

AGENCY: West Jordan (Utah)

SERIES: 21856
TITLE: Dog license records
DATES:
ARRANGEMENT:

DESCRIPTION: These records document the payment of license fees. They may include owner's name, breed of dog, sex, color, expiration date of license, expiration date of rabies vaccine, dog's name, indication if dog was neutered or spayed, license fee, and date paid.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: West Jordan (Utah)

SERIES: 21857
TITLE: Adverse action files - city employees
DATES:
ARRANGEMENT:

DESCRIPTION: These are case files and related records created in reviewing an adverse action (disciplinary or nondisciplinary removal, suspension, leave without pay, or reduction in force) against an employee. The file includes a copy of the proposed adverse action with supporting papers; statements of witnesses; employee's reply; hearing notices, reports, and decisions; reversal of action; and a record of appeals, excluding letters of reprimand which are normally filed in the official personnel files.

RETENTION

Retain 3 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 16.

PRIMARY DESIGNATION

Private


AGENCY: West Jordan (Utah)

SERIES: 21858
TITLE: Case reports - criminal cases city employees
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports of crimes and other cases investigated by the police department. They contain all information as to the "who, what, where, why and how" of reported incidents. They are used for departmental information, follow-up investigation, and statistics. The Supplemental Continuation Reports are used to provide additional information concerning a police investigation. The reports are usually filed by case number and are frequently part of the case file. They are also called Incident Reports or Offense Reports.

RETENTION

Retain 5 years

DISPOSITION

Destroy provided not part of case file.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided not part of case file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 7.

PRIMARY DESIGNATION

Protected


AGENCY: West Jordan (Utah)

SERIES: 20283
TITLE: Residential building plans
DATES: 1970-
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use by contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after after completion and final inspection and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. copyrights on plans


AGENCY: West Jordan (Utah)

SERIES: 15114
TITLE: Building permit files
DATES: 1941-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name.

DESCRIPTION: These files contain the permits issued as official building authorization for a variety of actions (construction, demolition, the installation of plumbing, electrical or mechanical equipment and the erection of barricades). They contain inspection requests, inspection reports, certificates of occupancy and any pertinent information relating to the project. They may also contain water source, sewer system, flood plain, and tank certificates. The files are arranged numerically by permit number or alphanumerically by address.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 30 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 2.

Permanent retention is based on Municipal General Schedule 16 item 2, which is based on the agency's indefinite administrative need for these records.

PRIMARY DESIGNATION

Public


AGENCY: West Jordan (Utah)

SERIES: 26291
TITLE: Customer application records
DATES: 1941-
ARRANGEMENT: Alphabetical by name, thereunder chronological by year

DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: West Jordan (Utah)

SERIES: 25538
TITLE: Personnel evaluations
DATES: 1941-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

DESCRIPTION: Personnel Evaluations (Performance Appraisals) are used on an annual basis to rate and evaluate each employee. They are completed by each individual supervisor, with the final signed copy (supervisor, employee, and City Manager sigantures)filed in their personnel file located in HR Office.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to personnel file.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b)


AGENCY: West Jordan (Utah)

SERIES: 25176
TITLE: Performance bonds
DATES: 1977-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are various types of performance bonds (Surety, Escrow, Letter of credit) for subdivision improvements. These bonds are held until infrastructure improvements have been made to the subdivision. Bonds may be reduced by 25 percent by resolution. When infrastructure improvements are completed, bonds are totally released by resolution. Bonds are held so if infrastructures are not completed by the developer the City may collect on the bond.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after bond is released by resolution and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: West Jordan (Utah)

SERIES: 24976
TITLE: Billing report printout
DATES: 1985-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: Form used to terminate closed billing water accounts. The form is only used to collect closing data for last billing account. Name, property address, forwarding address, and signature is collected on the form.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: West Jordan (Utah)

SERIES: 25000
TITLE: Public utilities budget billing plan
DATES: 1994-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: Public utility budget billing plan with signature of customer, date signed, stating approval for the city to set up equal monthly payments for customer utility billing. The plan must be renewed each year.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after renewal sign up date and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: West Jordan (Utah)

SERIES: 25001
TITLE: Council minutes
DATES: 1941-
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

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public. UCA 52-4-7(3)

SECONDARY DESIGNATION

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

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


AGENCY: West Jordan (Utah)

SERIES: 27785
TITLE: Bond issue files
DATES: 1960-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain 35 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after after bond closing date and then transfer to State Records Center. Retain in State Records Center for 30 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 2, Item 2.

This retention is based on the municipal general records retention schedule 2-2.

PRIMARY DESIGNATION

Public


AGENCY: West Jordan (Utah)

SERIES: 27394
TITLE: Planning and zoning case files
DATES: 1970-
ARRANGEMENT: Numerical

DESCRIPTION: Planning and zoning case files include all aspects of the city's planning and zoning function. These files include applications, supporting documentation, copies of minutes, records of decision for conditional use permits, re-zoning and land use amendments, site plans, subdivision reviews, adopted Master Plan amendments, zoning ordinance amendments, street/alley vacating records, and other miscellaneous planning actions.

RETENTION

Retain 53 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 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.

Computer data files: Retain in Office until administrative need ends.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: West Jordan (Utah)

SERIES: 27395
TITLE: Board of adjustment case files
DATES: 1980-
ARRANGEMENT: Numerical

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

RETENTION

Retain 21 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 20 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office until administrative need ends.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public