West Jordan (Utah)
15114--Building permit files20283--Residential building plans
21856--Dog license records
21857--Adverse action files - city employees
21858--Case reports - criminal cases city employees
25176--Performance bonds
25000--Public utilities budget billing plan
25001--Council meeting minutes
24976--Billing report printout
26291--Customer application records
25538--Personnel evaluations
27394--Planning and zoning case files
27395--Board of adjustment case files
27785--Bond issue files
30098--Personnel files
29585--Agenda packets
29057--Ordinances
29658--As-built Construction Plans and Specifications
29353--General 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
Permanent. Retain for 33 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Building permit indexes, GRS-439
AUTHORIZED: 03/13/2022
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
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: 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
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after after completion and final inspection and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Protected. copyrights on plans
AGENCY: West Jordan (Utah)
SERIES: 21856
TITLE: Dog license records
DATES: undated
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 for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Animal control records, GRS-1714
AUTHORIZED: 02/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: West Jordan (Utah)
SERIES: 21857
TITLE: Adverse action files - city employees
DATES: undated
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 for 3 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Grievance records, GRS-1967
AUTHORIZED: 07/15/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after case is closed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: West Jordan (Utah)
SERIES: 21858
TITLE: Case reports - criminal cases city employees
DATES: undated
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 for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Initial contact incident reports, GRS-1107
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Protected
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 for 4 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Surety bonds, GRS-789
AUTHORIZED: 06/18/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years after bond is released by resolution and then destroy.
APPRAISAL
Administrative Fiscal
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 for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 06/2003
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 meeting 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 the succeeding public meeting. The minutes may 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 Utah Code 52-4-203(2) (2017).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 05/02/2003
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Archives.
Computer data files: Retain in Office permanently.
APPRAISAL
Administrative Historical
These records are of historical interest as they document the decisions and actions of a municipal government.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301(2)(e) (2014)
SECONDARY DESIGNATION
Protected. Utah Code 63-G-2-305(32)(2017)
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Computer data files: Retain in Office for 3 years and then delete.
APPRAISAL
Administrative
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
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 09/23/2004
FORMAT MANAGEMENT
Paper: Retain in Office until transfer to personnel file.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
SECONDARY DESIGNATION
Public. UCA 63G-2-301(1)(b)
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
Permanent. Retain for 53 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
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
Permanent. Retain for 21 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Board of adjustment case files, GRS-655
AUTHORIZED: 07/25/2018
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
PRIMARY DESIGNATION
Public
AGENCY: West Jordan (Utah)
SERIES: 27785
TITLE: Bond issue files
DATES: 1960-
ARRANGEMENT: Alphabetical by name
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
Permanent. Retain for 35 year(s) after final action
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipality bond issue files, GRS-783
AUTHORIZED: 09/21/2011
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 retention is based on the municipal general records retention schedule 2-2.
PRIMARY DESIGNATION
Public
AGENCY: West Jordan (Utah)
SERIES: 30098
TITLE: Personnel files
DATES: 1941-
ARRANGEMENT: Alphabetical by employees last name.
DESCRIPTION: These records are official employment files for the city of West Jordan employees. The records are created for each employee upon hire and maintained by the city Human Resources office. These files may include the employment application, W-4 records, pay records, leave documentation, performance evaluations, training certifications, disciplinary actions, correspondence, and termination and retirement records.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 04/12/2021
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Records Center. Retain in State Records Center for 65 years and then destroy.
Computer data files: Retain in Office for 65 years and then delete.
APPRAISAL
Administrative Fiscal Legal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302 (2)(a)(2020)
SECONDARY DESIGNATION
Public. Utah Code 63G-2-301 (2) (2020)
AGENCY: West Jordan (Utah)
SERIES: 29585
TITLE: Agenda packets
DATES: 1980-
ARRANGEMENT: Chronological.
DESCRIPTION: These records are used to provide information to the City Council members prior to council meetings. They contain agendas, notices, and all public materials distributed in council meetings.
RETENTION
Permanent. Retain for 10 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 10/02/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.
Computer data files: Retain in Office permanently.
APPRAISAL
Administrative Historical
These records are of historical interest as they document the decisions and actions of a municipal government.
PRIMARY DESIGNATION
Public. Utah Code 52-4-203(4)(g) (2017)
AGENCY: West Jordan (Utah)
SERIES: 29057
TITLE: Ordinances
DATES: 1945-
ARRANGEMENT:
DESCRIPTION: Ordinances document formal rulings of local legislative bodies, and include original ordinances and resolutions, codified ordinances, and indexes.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Local government ordinances and indexes, GRS-49
AUTHORIZED: 11/21/2023
FORMAT MANAGEMENT
Computer data files: Retain in State Archives permanently with authority to weed.
Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
This series has permanent historical value as documentation of decisions and actions of the city council.
PRIMARY DESIGNATION
Public
AGENCY: West Jordan (Utah)
SERIES: 29658
TITLE: As-built Construction Plans and Specifications
DATES: 1981-
ARRANGEMENT: Chronological by project number, thereunder by project name.
DESCRIPTION: These records document capital projects for West Jordan City, including facilities, parks, road, sewer, streets, water, etc.These project files document the planning, design, and construction of municipally-owned facilities, structures or systems. Project Books that include legal and procedural documents, technical specifications, maps, and drawings The files include correspondence, copies of agreements, engineer's personal notes, guarantees and warranties, testing reports, reports (daily, weekly, monthly), and permits to work in the public way for municipality projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction, and repairs to addition to city buildings.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Government construction as-built plans and specifications, GRS-1789
AUTHORIZED: 06/06/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Public
Public
Public
Public
AGENCY: West Jordan (Utah)
SERIES: 29353
TITLE: General plans
DATES: 2012-
ARRANGEMENT: none
DESCRIPTION: These are comprehensive plans for municipal development adopted by the city commission. "Each municipality shall prepare and adopt a comprehensive, long-range general plan for present and future needs of the municipality; and growth and development of all or any part of the land within the municipality" (Utah Code 10-9a-401(1) (2005)). "The planning commission shall make and recommend to the [city commission] a proposed general plan for the area within the municipality" (Utah Code 10-9a-403(1)(b) (2012)). The plans serve as a guide for decision-making on rezoning and other planning proposals and as the goals and policies of municipalities attempting to guide land use in local jurisdictions. The plans include "planning commission's recommendations for the development of the territory covered by the plan, and may include, among other things: (a) a land use element; (b) a transportation and circulation element; (c) an environmental element; (d) a public service and facilities element; (e) a rehabilitation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality c a rehabilitation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality considers appropriate" (Utah Code 10-91-403 (3) (2012)). The plan may also include maps, plats, and charts.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
APPRAISAL
Administrative Historical Legal