Utah Department of Administrative Services

Division of Archives & Records Service

Washington County (Utah). County Clerk

83156--Marriage licenses and applications
23786--Official bond record index
27693--Declaration of Candidacy Forms
26654--Passport application transmittal records
26655--Census district maps
26677--Business license books
26678--Abatement application files
26679--Fee books
26697--Oaths of office
27317--Election registration files
343--Election registers

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 permanent

DISPOSITION

Retain in agency custody.

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

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 25.

PRIMARY DESIGNATION

Private. applications are private for 100 years


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

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 95 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 29.

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: 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

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center permanently.

APPRAISAL

Historical

PRIMARY DESIGNATION

Public


AGENCY: Washington County (Utah). County Clerk

SERIES: 26654
TITLE: Passport application transmittal records
DATES: 1990-
ARRANGEMENT: Chronological by date.
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 2 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 1 year and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 40.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 16.

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
ANNUAL ACCUMULATION: 0.50 cubic feet.

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

Retain permanently

DISPOSITION

Retain in agency custody.

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

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 23.

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.
ANNUAL ACCUMULATION: 2.00 cubic feet.

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

Retain permanently

DISPOSITION

Retain in agency custody.

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

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

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 4 years.

DISPOSITION

Destroy.

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

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 20.

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."

RETENTION

Retain permanently

DISPOSITION

Retain in agency 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 Utah County General Records Retention Schedule, Schedule 14, Item 28.

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: 27317
TITLE: Election registration files
DATES: 2003-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: Four-part printed forms are used to register all eligible voters. Information on the forms includes voter's name, address, birth date, birth place, last address where previously registered, political party (optional), date, signature and sworn statement. When voter registrations become inactive because voters have moved from the county, have not voted in more than four years, or are deceased, documentation of inactive status such as notices from other clerks or obituaries are added to the voter registration files.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office until removed and then delete.

Paper: Retain in Office until no longer active 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 Fiscal Historical Legal

This disposition is based on Utah County General Records Retention Schedule, Schedule 14, Item 18.

Voter registration records are permanent by legal mandate, UCA 20A-2-104.

PRIMARY DESIGNATION

Private


AGENCY: Washington County (Utah). County Clerk

SERIES: 343
TITLE: Election registers
DATES: 1982-
ARRANGEMENT: Alphanumerical by district number, thereunder name of registered voter.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These books are used to identify registered voters. They contain: the date of registration, computer number, 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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative

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

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