Utah Department of Administrative Services

Division of Archives & Records Service

West Valley City (Utah). Fire Department

83664--Hydrant card file
83399--Policies and procedures manual
83406--Demolition permit contracts
83407--Job descriptions
83408--Benefits report printout
83409--General operation correspondence
83412--Outside employment
83416--Vehicle maintenance records
83417--Monthly/quarterly operational report
83419--General ledgers
83421--Monthly mileage report
10019--Utah emergency medical services incident report

AGENCY: West Valley City (Utah). Fire Department

SERIES: 83664
TITLE: Hydrant card file
DATES: 1987-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office until hydrant is removed and then destroy.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83399
TITLE: Policies and procedures manual
DATES: 1986-
ARRANGEMENT: Numerical by subject number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This manual contains the standard operational procedures and policies of the department.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until superseded and then microfilm and destroy provided microfilm has passed inspection.

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

APPRAISAL

Administrative Historical

This retention is based on the Fire Department General Retention Schedule and the administrative needs expressed by the office.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83406
TITLE: Demolition permit contracts
DATES: 1987-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These forms are completed by property owners giving the fire department permission to use their property in training fires. The forms include: date, address of property, owner's name, name of person incharge, name of person responsible for demolition, purpose of destruction, signature of owner, and signature of notary and seal.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office and the legal concerns of the city attorney.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83407
TITLE: Job descriptions
DATES: 1985-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files contain obsolete descriptions of individual positions in the West Valley City Fire Department. They include: job title, basic functions of position, brief description of duties, and required qualifications and skills.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after being superseded by new descriptions and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs of the department and the provisions of the Municipal General Records Retention Schedule.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83408
TITLE: Benefits report printout
DATES: 1983-
ARRANGEMENT: Alphanumerical by code
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: This biweekly computer printout is used to reconcile vacation, holiday, and sick leave earned and taken by employees of the fire department. It contains: employees name, social security number, year-to-date total hours (vacation, holiday, sick) earned and taken, hours earned and taken for pay period.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83409
TITLE: General operation correspondence
DATES: 1984-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These files contain the general correspondence and memorandum received by the department. It concerns the general operation of the office and does not include any correspondence of the fire chief. various memos and correspondence dealing with various subject matter.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 1 year and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office and the provisions of the Municipal General Record Retention Schedule (3/88).


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83412
TITLE: Outside employment
DATES: 1983-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This is a copy of a three part form completed by employees requesting permission to work an additional job. It contains: name of employee, type of work, hours and days of week to be worked, signature of approval or disapproval of request, and an explanation of department policies on outside employment. One copy of form is given to employee, another is filed in personnel file, and third is kept in a separate file.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83416
TITLE: Vehicle maintenance records
DATES: 1981-
ARRANGEMENT: Numerical by vehicle number
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files are used to keep track of all maintenance and repairs to department vehicles. They contain the vehicle number, date of any repairs and maintenance, explanation of repairs.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until life of vehicle and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83417
TITLE: Monthly/quarterly operational report
DATES: 1986-
ARRANGEMENT: chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a monthly report of all departmental activities. It contains the monthly fire data reports on equipment, vehicles, manpower, number of fire and hazardous material calls; a narrative from each program on events and projects completed including significant fires and the direction of training activities. It also contains a graph comparing current number of fires and loss figures with previous year. The statistics are used to compile the annual report. This report was recently replaced by a quarterly report containing the same information.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the department. Since the data is used to compile the annual report the monthly and quarterly reports have no value after annual report is completed and distributed.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83419
TITLE: General ledgers
DATES: 1981-
ARRANGEMENT: Numerical by account number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These ledgers are used to track spending by individual account number. They contain the date, vendor number, item purchased, amount, and purchase order number. Prior to 1988, these ledgers were handwritten, but recently have been computerized.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the office.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 83421
TITLE: Monthly mileage report
DATES: 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are monthly reports of vehicle usage. They are used to keep track of hours and mileage of department vehicles for maintenance purposes. They include: vehicle number; description of vehicle; assignment of vehicle; ending mileage; total miles driven; total hours used; and whether unit was involved in an accident.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until disposition of vehicle and then destroy.

APPRAISAL

Administrative

This retention is based on the administrative needs expressed by the department.


AGENCY: West Valley City (Utah). Fire Department

SERIES: 10019
TITLE: Utah emergency medical services incident report
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: This report form records both statistical and patient information on all emergency medical services calls received by the fire department. It serves as the medical chart for all persons treated by the department's paramedics. This report is required by law (UCA 26-8-5) and a copy is submitted to the State Office of Emergency Medical Services for auditing compliance.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 23.

PRIMARY DESIGNATION

Private