Washington County (Utah). County Clerk
343--Election registers23786--Official bond record index
26654--Passport application transmittal records
26655--Census district maps
26677--Business license books
26678--Abatement application files
26679--Fee books
26697--Oaths of office
28670--Petition files
27693--Declaration of Candidacy Forms
30489--Tax restructuring revisions referendum petition
30490--2020 election returns
83156--Marriage licenses and applications
AGENCY: Washington County (Utah). County Clerk
SERIES: 343
TITLE: Election registers
DATES: 1982-
ARRANGEMENT: Alphanumerical by district number, thereunder name of registered voter.
DESCRIPTION: These books are used to identify registered voters. They contain: the date of registration, name and address of registered voter, voting record for previous four years, if challenged grounds for challenge, and when applicable birthplace (state or foreign country) and naturalization number.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule County officials register, GRS-254
AUTHORIZED: 01/14/2020
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Legal
This retention is based on the administrative needs expressed by the office. Though they have some historical value, it has been determined that it is impractical to maintain all registration books. They have been sampled for over a twenty year period keeping those for years that end in six (1966, 1976, 1986, etc).
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 23786
TITLE: Official bond record index
DATES: ca. 1904-
ARRANGEMENT: Alphabetical by first letter of surname.
DESCRIPTION: "All official bonds shall be recorded in the office of the county recorder and then filed and kept in the office of he county clerk. The official bond of the county clerk after being recorded shall be filed and kept in the office of the county treasurer" (UCA 17-16-11 (1995)).
RETENTION
Permanent. Retain for 95 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule County official records, GRS-305
AUTHORIZED: 06/21/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 95 years and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 26654
TITLE: Passport application transmittal records
DATES: 1990-
ARRANGEMENT: Chronological by date.
DESCRIPTION: These records document the applications received and fees collected daily for passports. The county clerk provides a service by taking the applications and collecting fees and then transmitting applications and the fees to the U.S._State Department. The office only serves as a collections center and does not process the applications. Passport fees must be paid in "U.S._currency or by draft, check, or money order payable to the Dept._of State or the Passport Office" (22 CFR 51.60 (1993)). The transmittal form includes the facility's name, address, and telephone number, applicants' names, birthdate, telephone numbers, departure date, check amount, type of fee (regular, amendments, no fees), total number of applications processed, final totals, name and signature of person preparing report, and any necessary remarks.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Passport application transmittal records, GRS-283
AUTHORIZED: 12/21/2007
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(h); 63G-2-302(2)(d)
AGENCY: Washington County (Utah). County Clerk
SERIES: 26655
TITLE: Census district maps
DATES: 2000-
ARRANGEMENT: Chronological.
DESCRIPTION: These blueprint maps are used to illustrate the boundaries of election districts. They are used for reference purposes. The maps include roads, streams, mountains, cities and towns and have had the boundaries of the voting districts added.
RETENTION
Retain until superseded
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 until superseded and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 26677
TITLE: Business license books
DATES: 1985-
ARRANGEMENT: Chronological by date, thereunder numerical by license number
DESCRIPTION: This is a record of all business licenses issued by Washington County. "The governing body of a county may license for the purpose of regulation and revenue any business within the unincorporated areas of the county." (UCA 17-5-22 (1995) .
RETENTION
Permanent. Retain for 1 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule County license books, GRS-266
AUTHORIZED: 01/02/2008
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Agency Record Center permanently.
APPRAISAL
Administrative Historical Legal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 26678
TITLE: Abatement application files
DATES: 1936-
ARRANGEMENT: Chronological by year, thereunder alphabetical by surname of applicant.
DESCRIPTION: These records contain application forms completed by taxpayers requesting exemption from property tax. Exemptions may be granted to the blind, veterans with disabilities, or others suffering extreme hardship. Each application includes the applicant's name, address, birth date, age, social security number, and a series of questions concerning the applicant's financial situation and household income. The applications also include serial number of the property, number of acres, and notes of action taken.
RETENTION
Permanent. Retain for 3 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Tax abatement records, GRS-225
AUTHORIZED: 04/01/2008
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Agency Record Center permanently.
APPRAISAL
Administrative Fiscal Historical
PRIMARY DESIGNATION
Private. UCA 63G-2-302(1)(b), UCA 63G-2-302(2)(b).
AGENCY: Washington County (Utah). County Clerk
SERIES: 26679
TITLE: Fee books
DATES: 2002-
ARRANGEMENT: Chronological
DESCRIPTION: Fee books list all fees collected by the county clerk including marriage license fees, passport fees, and others. Each entry includes the date, name of person making payment, purpose of payment, receipt number, amount of fees, totals, and treasurer receipts.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule County clerk fee books, GRS-263
AUTHORIZED: 01/02/2008
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.
APPRAISAL
Administrative Fiscal
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 26697
TITLE: Oaths of office
DATES: 1975-
ARRANGEMENT: Alphabetical by surname
DESCRIPTION: These records are the official oaths of office for persons elected or appointed to county positions. They are used to verify that oaths are given in accordance with the Utah State Constitution (Art. IV, Sec. 10). Before entering into their duties of office, all elected and appointed officials "shall take and subscribe to a specified oath or affirmation." These records are the official oaths of persons elected or appointed to county positions. They are used to verify that oaths are given in accordance with the Utah State Constitution (Art. IV, Sec. 10). Before entering into the duties of all elected and appointed officials "shall take and subscribe to a specified oath or affirmation." All oaths and bonds for county officials "shall be filed with the county clerk, except for the county clerk which shall be filed with the county treasurer" (UCA 52-1-3 (1995)).
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year 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 Office permanently.
APPRAISAL
Administrative Historical
This disposition is based on both the evidential and informational value of these records. They are important research tools. These oaths may be used to document the organization of the agency/office and to identify individual persons serving in elected and appointed positions. Oaths of office provide a historical record who held office.
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(1)(f)
AGENCY: Washington County (Utah). County Clerk
SERIES: 28670
TITLE: Petition files
DATES: 2009-
ARRANGEMENT: Chronological by filing date.
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 signatures and addresses of petitioners. It is the responsibility of the county clerk to "preserve and file all petitions" (UCA 17-5-209(7) (1995)). Signatures must be verified to determine whether petitioners are registered voters.
RETENTION
Permanent. Retain for 5 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 5 years and then transfer to State Archives with authority to weed.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 27693
TITLE: Declaration of Candidacy Forms
DATES: 1996-
ARRANGEMENT: Chronological by date, thereunder alphabetical. Other arrangements include by office.
DESCRIPTION: Declaration of candidacy forms filed by persons intending to become candidates for an election for partisan and non-partisan offices as outlined in the Utah Code.
RETENTION
Permanent. Retain until administrative need ends
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 Agency Record Center permanently.
APPRAISAL
Historical
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 30489
TITLE: Tax restructuring revisions referendum petition
DATES: 2019-
ARRANGEMENT: Chronological by year received.
DESCRIPTION: These records are petition signature sheets signed by individuals related to adding the tax restructuring revisions referendum to the election ballot. Petitions include signatures, addresses and dates of birth, and are verified to determine whether petitioners are registered voters.
RETENTION
Retain for 22 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Submitted petition records, GRS-1730
AUTHORIZED: 03/20/2023
FORMAT MANAGEMENT
Paper: Retain in Office for 12 months and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.
APPRAISAL
Legal
PRIMARY DESIGNATION
Protected
SECONDARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Clerk
SERIES: 30490
TITLE: 2020 election returns
DATES: 2020-
ARRANGEMENT: Chronological by election date.
DESCRIPTION: These records are election returns, and include ballot envelopes, ballots, tabs, and other related materials from each Washington County election precinct for the 2020 primary and general election. Series includes voted/unvoted ballots.
RETENTION
Retain for 22 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule County election ballots and returns, GRS-262
AUTHORIZED: 03/12/2023
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need is met and then transfer to State Records Center. Retain in State Records Center for 22 months and then destroy.
APPRAISAL
Legal
PRIMARY DESIGNATION
Protected. Utah Code 20A-4-202 (2022).
AGENCY: Washington County (Utah). County Clerk
SERIES: 83156
TITLE: Marriage licenses and applications
DATES: 1885-
ARRANGEMENT: Chronological
DESCRIPTION: These licenses are issued after completion of a marriage license application and are filed in the office of the county clerk. "No marriage may be solemnized without a license issued by the county clerk . . . not more than 30 days prior to the date of solemnization of the marriage" (UCA 30-1-7 (1) (2004)). The license 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.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Vital records, GRS-285
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then maintain original in office.
Microfilm master: Retain in State Archives permanently.
APPRAISAL
Administrative Historical Legal
PRIMARY DESIGNATION
Private. applications are private for 100 years