Utah Department of Administrative Services

Division of Archives & Records Service

Iron County Jail (Utah)

27954--Inmate medical records
28090--Inmate disciplinary files
28091--Inmate grievance files
5489--Inmate case files

AGENCY: Iron County Jail (Utah)

SERIES: 27954
TITLE: Inmate medical records
DATES: 2004-
ARRANGEMENT: numerical by inmate number
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These files are the complete medical records for all prisoners. They may include all prescriptions authorized, a log for all doctor or hospital visits, inmates medical complaints, and other medical information.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after release of inmate and then destroy provided no further bookings in county jail.

Photographs: Retain in Office for 7 years after release of inmate and then destroy provided no further bookings in county jail.

APPRAISAL

Administrative Legal

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 28.

PRIMARY DESIGNATION

Private. Utah Code 63G-2-302(1)(b)


AGENCY: Iron County Jail (Utah)

SERIES: 28090
TITLE: Inmate disciplinary files
DATES: 2002-
ARRANGEMENT: numerical by disciplinary case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files provide documentation of inmate disciplinary hearings and incident investigations. They are used to inform inmates of violations charged against them, hearings scheduled before the disciplinary hearing officer and summary of hearing results. They also are used for classification purposes in subsequent incarcerations. Information could include inmate name, inmate number, housing unit, incident date/time, hearing date/time, violations charged, inmate response to charges, inmate signature, deputy delivered signature, names of hearing officers, names of witnesses and informants, comments, findings, hearing officer signature.

RETENTION

Retain 4 years and 1 month

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 month and then transfer to State Records Center. Retain in State Records Center for 4 years after case closes and then delete provided no litigation is pending.

Sound recordings: Retain in Office for 1 month and then transfer to State Records Center. Retain in State Records Center for 4 years and then erase provided no litigation is pending.

APPRAISAL

Administrative Legal

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 28.

PRIMARY DESIGNATION

Private. 63G-2-302(1)(b)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(9)(a), UCA 63G-2-305(9)(d), UCA 63G-2-305(10), UCA 63G-2-305(12)


AGENCY: Iron County Jail (Utah)

SERIES: 28091
TITLE: Inmate grievance files
DATES: 2002-
ARRANGEMENT: numerical by grievance number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files provide documentation of the investigation into any grievance filed by an inmate. They are used to investigate grievances and inform inmates of findings/results. Information includes name of the inmate, inmate number, description of grievance, names of individuals involved, description of any related incidents, investigative notes, disciplinary actions, results of the investigation, and the result of the grievance hearing.

RETENTION

Retain 3 years and 1 month

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 month and then transfer to State Records Center. Retain in State Records Center for 3 years after file is closed and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 28.

Modeled after the Department of Corrections agency specific retention schedule (Offender supervision records, Inmate grievance files, 9-17) which has a 3-year retention.

PRIMARY DESIGNATION

Private. 63G-2-302(1)(b)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(9)(a), UCA 63G-2-305(9)(d), UCA 63G-2-305(10), UCA 63G-2-305(12)


AGENCY: Iron County Jail (Utah)

SERIES: 5489
TITLE: Inmate case files
DATES: 1990-
ARRANGEMENT: Numerical by booking number.
ANNUAL ACCUMULATION: 20.00 cubic feet.

DESCRIPTION: These files document the incarceration history of inmates for use during their incarceration and possible future reference for classification or legal purposes. They include commitment papers, admittance and assessment records, incident reports, pre-release agreements, detainers, disciplinary reports, educational and work records, correspondence, and other related records.

RETENTION

Retain 10 years after release of inmate.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1990 through 2011. Retain in Office for 5 years after release of inmate and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy provided no legal action is pending.

Computer data files: For records beginning in 2012 and continuing to the present. Retain in Office for 10 years after release of inmate and then delete provided no legal action is pending.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302(1)(b)

Protected. UCA 63G-2-305(9)(a), UCA 63G-2-305(9)(d), UCA 63G-2-305(10), UCA 63G-2-305(12)