Utah Department of Administrative Services

Division of Archives & Records Service

Department of Corrections. Bonneville Community Correctional Center

84936--Daily activity logs
84667--Resident case files
22132--Sex offender treatment team files
7724--Cancelled checks
7725--Financial reports
7727--Resident financial files
10230--Prisoners' paycheck receipts
10242--Count sheets
10243--Cancelled check copies
9796--Administrative correspondence

AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 84936
TITLE: Daily activity logs
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document the daily activities of the residents and events occurring within the facility. The logs are created by staff members and may be used in documenting incidents that occur involving the residents. Information includes center counts, security checks, shift change information (who is on/off-duty, briefing/debriefing), staff information (pertinent occurrences), inspections, counseling information (meetings with residents), suicide watches, medical information, contact visits on-center, kitchen information, and any drug/alcohol testing information.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until input into the database and verified per policy and then destroy.

Computer data files: Retain in Office for 2 years and then delete.

APPRAISAL

Administrative Legal

This disposition reflects the 2-year statute of limitations for an action "against a marshal, sheriff, constable, or other officer upon a liability incurred by the doing of an act in his official capacity, and in virtue of his office, or by the omission of an official duty" as stated in UCA_78-12-28(1)_(1993) and for actions regarding "injury to the personal rights of another as a civil rights suit under 42_U.S.C._1983" as referred to in UCA_78-12-28(3) (1993).

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (2008) Shift change information, center count, center checks, security checks, maintenance information, authorizations for residents to work late.

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2008) Disciplinary actions, urine test results, contact visits

Controlled. UCA 63G-2-304 (2008) Psychological information

Protected. UCA 63G-2-305 (2008) Chronological notes on residents' progress in the program


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 84667
TITLE: Resident case files
DATES: 1981-
ARRANGEMENT: Chronological, thereunder alphabetical by offender's surname
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These records document the history of each resident of a community correctional center. Some of the documents are produced by other agencies prior to the resident's arrival, such as pre-sentence investigations and psychological reports. The records are used to manage and administer the resident's program. Information includes face sheet, judgment and commitment order, pre-sentence investigations, chronological notes, progress reports, employment verification/worksheets, leave-time forms, sponsor application, program agreement/contract, case plan, checking account/financial information, release of information forms, discharge summary, disciplinary/incident reports, classification/risk assessment, and psychological evaluations.

RETENTION

Retain 10 years after jurisdiction is terminated.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Digital image: Retain in Office for 10 years after jurisdiction terminates and then delete.

Computer data files: Retain in Office for 10 years after jurisdiction terminates and then delete.

Paper: Retain in Office for 1 month after jurisdiction terminates and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 9, Item 35.

This disposition is based on the administrative needs of the agency. Previous decision RDR 82-05: 2 years after release.

PRIMARY DESIGNATION

Public. Name of individual, crime committed, whether or not individual is an inmate, and name of probation officer. Utah Code 63G-2-201(2) 2013

SECONDARY DESIGNATION

Private. Social security number, home address, and home phone number, specified medical data. Utah Code 63G-2-302(2)(d) 2014

Controlled. Psychological data, specified medical data. Utah Code 63G-2-304(1)(b) 2008

Protected. Names of informants on incident reports. Utah Code 63G-2-305(10) 2014 and Utah Code 63G-2-305(13) 2014


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 22132
TITLE: Sex offender treatment team files
DATES: 1990-
ARRANGEMENT: Chronological, thereunder alphabetical by last name
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These records are created by the social workers and psychologists contracted by the agency to conduct therapy sessions for the residents. The files are used to monitor the progress and activities of residents. Types of therapy sessions may include sex education, assertiveness training, skills development, etc. Information includes attendance records, fees charged, evaluation forms and notes.

RETENTION

Retain 10 years after the resident is released.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Digital image: Retain in Office for 10 years after resident is released and then delete.

Computer data files: Retain in Office for 10 years after resident is released and then delete.

Paper: Retain in Office for 1 month and then transfer to State Records Center. Retain in State Records Center for 10 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 8, Item 5.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled. Psychiatric and psychological information


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 7724
TITLE: Cancelled checks
DATES: 1987-
ARRANGEMENT: Chronological, thereunder numerical
ANNUAL ACCUMULATION: 12.00 cubic feet.

DESCRIPTION: These records consist of checks issued by the center from an individual resident's account. Deposit slips are also filed with the checks. These are used for reconciliation and maintained for audit purposes. Also includes voided checks.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

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


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 7725
TITLE: Financial reports
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These reports are created by this office in order to assist in balancing and recording daily transactions of residents' financial accounts. Reports include monthly balancing reports, service fee reports, receipt listings, posting reports, waiver listings, and residential account listings.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office until account is closed and checks have cleared and then delete.

Computer magnetic storage media: Retain in Office until reconciled and then transfer to administration.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 6, Item 3.

This disposition is based on administrative needs and audit requirements.

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(b),(d) (2008)


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 7727
TITLE: Resident financial files
DATES: 1989-
ARRANGEMENT: Alphabetical by resident's surname
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These records are used to manage the resident's financial account. Includes money transfer requests, service fee waiver requests, transactions, and financial account summaries reconciled upon release or removal for residents at the Center.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until scanned into the database and then destroy.

Computer data files: Retain in Office until account is closed and checks have cleared and then delete.

APPRAISAL

Administrative Fiscal

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

This disposition is based on audit requirements and also reflects the 3-year statute of limitations "for taking, detaining, or injuring personal property" as stated in UCA 78-12-26(2) (1993).

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(b),(d) (2008)


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 10230
TITLE: Prisoners' paycheck receipts
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are used to verify that a resident received his paycheck from the agency. The resident receives a receipt verifying that his paycheck was deposited into his individual account. Information includes receipt number, resident's name, date, name/address of facility, resident's employer and amount of check.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years or until input into the database and verified per policy and then destroy.

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 2, Item 13.

This disposition reflects the 3-year statute of limitations "for taking, detaining, or injuring personal property" as stated in UCA_78-12-26(2)_(1993).

PRIMARY DESIGNATION

Private. UCA 63G-2-302(2)(b),(d) (2008)


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 10242
TITLE: Count sheets
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records are created by the agency for use in documenting the accountability of residents at halfway houses. Most residents of halfway houses work a job off-site and therefore need to have their whereabouts verified and monitored by the center. The form is created by the Department of Corrections for use by all Community Correctional Centers. They consist of period checks/counts on residents of the center. Includes the name of inmate, inmate number, location of inmate, date and time of check, name of officer conducting the check, and cell, block and facility totals.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until input into the database and verified per policy and then destroy.

Computer data files: Retain in Office for 2 years and then delete.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 9, Item 14.

This disposition reflects the 2-year statute of limitations for an action "against a marshal, sheriff, constable, or other officer upon a liability incurred by the doing of an act in his official capacity, and in virtue of his office, or by the omission of an official duty" as stated in UCA_78-12-28(1)_(1993). Previous decision, RDR 78-67: 1 year.

PRIMARY DESIGNATION

Public. UCA 63G-2-301 (2008)

SECONDARY DESIGNATION

Protected. Utah Code 63G-2-305(13) 2014


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 10243
TITLE: Cancelled check copies
DATES: 1987-
ARRANGEMENT: Chronological, thereunder numerical
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Records of checks issued by a correctional facility from an individual resident's account. May contain cancelled checks, deposit slips, and voided checks.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Private. UCA 63G-2-302(1)(e) (2008)


AGENCY: Department of Corrections. Bonneville Community Correctional Center

SERIES: 9796
TITLE: Administrative correspondence
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Records of a general nature which would be created in the course of administering agency programs. Information could include office organization, staffing, procedures, and internal communications.

RETENTION

Retain 2 years.

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.

Paper copy: Retain in Office for 6 months and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 5.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(a)