Utah Department of Administrative Services

Division of Archives & Records Service

Utah Office for Victims of Crime

AGENCY: Utah Office for Victims of Crime

SERIES: 3962
TITLE: Executive correspondence
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: Records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements.

RETENTION

Retain in office for 5 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 9.

This disposition is based upon the 1990 General Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21223
TITLE: Bank statements
DATES: 1985-
ARRANGEMENT: Chronological by month
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are the monthly reconciliations of Crime Victim Reparation's bank deposits. The agency electronically notifies the Division of Finance of deposits. The bank statements are maintained in the agency.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 7, Item 9.

This disposition is based on the administrative need of the agency. Although the General Retention Schedule indicates that these statements are to be retained with the State Treasurer, the agency notifies the Treasurer and the Division of Finance of bank deposits and retains the monthly statements in the office.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21224
TITLE: In office correspondence
DATES: 1985-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records are correspondence regarding general agency topics, but not pertaining to specific programs of Crime Victim Reparations. Records include electronic mail of a similar nature.

RETENTION

Retain for 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 1 year and then delete.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 14.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21225
TITLE: Policies and procedures manual
DATES: 1985-
ARRANGEMENT: Chronological by issue date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: The Policies and Procedures manual governs the agency's daily operations and requirements for the programs administrated by Crime Victim Reparations.

RETENTION

Retain until superseded.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 23.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21226
TITLE: Internal administrative correspondence
DATES: 1985-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records are internal memoranda which directly pertain to agency operations and programs. Records include electronic mail of a similar nature.

RETENTION

Retain for 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years 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 1, Item 16.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21227
TITLE: Purchasing files
DATES: 1985-
ARRANGEMENT: Numerical by purchase order
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are the purchase orders used by Crime Victim Reparations for requesting supplies and other purchases and planned office expenditures.

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 13, Item 9.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21229
TITLE: Records transfer sheets
DATES: 1985-
ARRANGEMENT: Chronological by transfer date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: Descriptive listings of agency records transferred to the State Records Center. Information includes record series number, agency name and address, Records Officer's name and signature, Chief Administrative Officer's name, record series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.

RETENTION

Retain for five years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after records are destroyed and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21230
TITLE: Employee records
DATES: 1985-
ARRANGEMENT: Alphabetical by employee name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Complete work history of individual while employed by the State. Refer to UCA 67-18-1, et seq. and DHRM standards on accessing, maintaining, and managing employee personnel files. When an employee transfers to another state agency, the official personnel file must be sent to the new agency. The file should include current information on performance evaluations, performance plans, position description, career mobility agreement, insurance benefits notification (ADNT-1), job swap agreement, and overtime agreement where applicable. Also contains application for employment, employees' social security card (copy), Notice of personnel action (DHRM 33), Human resource profile/events (DHRM 34), Termination form (DHRM 35), Employment eligibility verification form, Exit interview form, New employee orientation self-guide, and retirement/deferred compensation plan notification (ADNT-2). May contain documentation on employee withholding, completion of course certificates, conflict of interest letters, incentive award results, letters of commendation, leave records, health records, and leave adjustment reports.

RETENTION

Retain for 65 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until employee leaves or retires and then transfer to State Records Center. Retain in State Records Center for 65 years after date of employment or 3 yrs after death or retirem and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)

AGENCY: Utah Office for Victims of Crime

SERIES: 21231
TITLE: Incoming check logs
DATES: 1985-
ARRANGEMENT: Chronological by receipt date
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: Records which provide detailed information on incoming documents that require distribution or action.

RETENTION

Retain for 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 15.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21252
TITLE: Time sheets
DATES: 1985-
ARRANGEMENT: Chronological by pay period
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: State employee time sheets, including flextime attendance reports, supplemental time and attendance records (such as sign-in/sign-out sheets), and work reports that are used for time accounting under flextime systems.

RETENTION

Retain for 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 25.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 21254
TITLE: Leave applications
DATES: 1985-
ARRANGEMENT: Alphabetical by employee name
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Applications for leave and supporting papers relating to request for and approval of employee leave.

RETENTION

Retain for 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Paper copy: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 10, Item 11.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 20330
TITLE: Sexual assault files
VARIANT TITLE: Sexual assault forensics files
DATES: 1996-
ARRANGEMENT: Alphanumerical by agency-assigned case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files document payments made to victims of sexual assault cases for forensic examinations. The files include victims' names, law enforcement signatures, and copies of hospital bills. The reimbursements documented in these records are considered a more expedient method of repaying money spent for forensic examinations rather than repayments made through series 84706-Crime victim case files. The files may transfer to series 84706, but this only happens occasionally.

RETENTION

Retain 11 years after case closes

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until case is closed and then transfer to State Records Center. Retain in State Records Center for 11 years and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the agency. The annual reports provide statistical summaries of case information and serve as a permanent record for historical research. Case files need not be retained permanently.

PRIMARY DESIGNATION

Private. UCA 63G-2-302

AGENCY: Utah Office for Victims of Crime

SERIES: 20331
TITLE: Violence Against Women Act grant files
VARIANT TITLE: VAWA
DATES: 1991-
ARRANGEMENT: Alphanumerical by agency-assigned number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files document the administration and allocation of Federal Violence Against Women Act grants to state, local, and non-profit victim assistance organizations, also known as sub-grantees, which assist female victims of violent crimes. The records include previous financial reports, original contracts with sub-grantees, monitoring reports, and the quarterly financial reports filed with the Office of Crime Victim Reparations by the subgrantees. These reports detail the specific uses of the Federal grant funds by the subgrantees.

RETENTION

Retain 8 years after final expenditure report is complete

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until final expenditure report is complete and then transfer to State Records Center. Retain in State Records Center for 8 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on the federal legal requirement, under 28 CFR 66.42, for retaining grant files.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 20332
TITLE: Victims of Crime Act grant files
VARIANT TITLE: VOCA
DATES: 1991-
ARRANGEMENT: Alphanumerical by agency-assigned case number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files document the administration and allocation of Federal Victims of Crime Act grants to state, local, and non-profit victim assistance organizations, also known as sub-grantees. The records include previous financial reports, original contracts with the sub-grantees, monitoring reports, and the quarterly financial reports, filed with the Office of Crime Victim Reparations by the subgrantees. These reports detail the specific uses of the Federal grant funds by the subgrantees.

RETENTION

Retain 8 years after final expenditure report is complete

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until final expenditure report is complete and then transfer to State Records Center. Retain in State Records Center for 8 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on the federal legal requirement, under 28 CFR 66.42, for retaining grant files.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 20333
TITLE: Board meeting tapes
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records are audio tape recordings of meetings conducted by the Board of Crime Victim Reparations. The tapes document the discussions and decisions of the board. Summary minutes of the tapes are transcribed by the agency.

RETENTION

Retain for 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 1 year after meeting minutes have been approved and then erase.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 41.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 20334
TITLE: Board meeting minutes
DATES: 1987-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These files contain the minutes from the meetings of the Board of Crime Victims Reparations. The minutes are summaries of the audio tape recordings taken of the meetings. They document discussions and decisions made by the board.

RETENTION

Retain for 5 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

Paper copy: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 20335
TITLE: Appeal hearing tapes
DATES: 1987-
ARRANGEMENT: Chronological

DESCRIPTION: These records contain audio tape recordings of appeals on denial of claims to Crime Victim Reparations. A claimant has 30 days in which to appeal a denied claim or decision. If the appeal to Crime Victim Reparations is denied, the claimant has 30 more days to file an appeal with District Court. The recordings are made to keep a transcript of the testimony given at the appeals. Transcript summaries of the recordings may be kept, but are not required nor consistently transcribed. The tapes are retained because District Courts have required the actual audio tape of the proceedings as evidence in appeals before the courts. Records of the appeals are placed in series 84706-Crime victim case files.

RETENTION

Retain for 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 9 years and then erase.

APPRAISAL

Administrative Legal

This disposition is based on the possible use of these audio tapes in subsequent appeals to District Court. Due to the sensitive nature of the information on the tapes and their classification, these recordings will only be retained for ten years and then erased.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Controlled. UCA 63G-2-304 (1) (2008)

AGENCY: Utah Office for Victims of Crime

SERIES: 22988
TITLE: Crime victim newsline
DATES: 1991-
ARRANGEMENT: Chronological.

DESCRIPTION: This series contains newsletters from the Office of Crime Victim Reparations with information pertaining to the directors' messages, legislation, agency activities, grants, community events, administrative rules and agency staff.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

Disposition based on the value of these records in documenting agency achievements, policies, programs, and function.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 22989
TITLE: Publications
DATES: 1998-
ARRANGEMENT: Chronological.

DESCRIPTION: Documents created by the agency, including pamphlets, reports, leaflets, file manuals, and other published or processed documents. These records include information on administration, legal matters, fiscal and financial operations, crime, victims, conferences, training, support organizations, programs, agency staff, and all other activities of the Office of Crime Victims Reparations. Consists primarily of isolated publications not part of a more specific series.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

Disposition based on the value of these records in documenting agency achievements, policies, programs, and function.

PRIMARY DESIGNATION

Public

AGENCY: Utah Office for Victims of Crime

SERIES: 84706
TITLE: Crime victim case files
DATES: 1986-
ARRANGEMENT: Numerical by agency-assigned case number
ANNUAL ACCUMULATION: 48.00 cubic feet.

DESCRIPTION: These files document the process by which victims of criminal acts receive monetary reparations. The information is evaluated by the Agency to determine if reparations will be granted and what level of reparations are warranted. The file also verifies a victim's request for assistance and the level of reparations received. The Agency makes statistical compilations from the files which are maintained in the Agency's computer system. This information serves as a source for the Agency's Annual Report. This series includes an Application for Reparations (file number, date received, claimant's name, address, reason for application, residency of victim, place injury occurred, date crime reported, type of benefits sought, amount of request, description of injuries, victim's name, date of birth, social security number, sex, address, telephone number, marital status, race, relationship of claimant to victim, name of assailant and accomplices if known, type of crime, description of crime, out-of-pocket expenses as a result of crime, insurance and other collateral source information, case numbers and policy numbers, eligibility criteria including the relationship of applicant to the offender, loss of earnings or support including sources of income and amounts; notarized authorization statement for release of information by hospitals, funeral directors, etc., including the signature of victim or claimant, date notarized, notary signature, and seal); a copy of police report (date and time crime reported, name of reporting person, type of crime, police actions, log card comments); correspondence regarding the application or criminal investigations (claim number); sometimes a psychiatrical evaluation of the victim or claimant; death certificate; examination report (verification of expenses, contact person's name and phone number, date contacted, date of report); reparations award recommendations (file number, case overview, amount requested, reparations officer's recommendation, comments, signature); notices of award, additional award, or counseling award (amount, provider name, date of award, signature of reparations officer); receipt slips showing reparations payments were issued to the victim; and restitution/subrogation notice to the Department of Corrections informing them of reimbursement to the claimant so Corrections can monitor repayment by the paroled perpetrator.

RETENTION

Retain 20 years after denial of application or case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after denial of application or case is closed and then transfer to State Records Center. Retain in State Records Center for 19 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 33.

This disposition is based on the administrative needs expressed by the agency. The annual reports provide statistical summaries of case information and serve as a permanent record for historical research. Therefore, case files need not be retained beyond their administrative use. Previous decision was 5 years after denial of application or after case was closed and then destroy.

PRIMARY DESIGNATION

Private. UCA_63G-2-302_(2008)

SECONDARY DESIGNATION

Controlled. Psychiatric evaluations

Protected. Police reports

AGENCY: Utah Office for Victims of Crime

SERIES: 84749
TITLE: Annual reports
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This series contains reports of the Office of Crime Victim Reparations' activities from the previous year with information pertaining to benefits awarded, claims summaries, victim claim activities and compensation awarded.

RETENTION

DISPOSITION

Transfer to the State Archives permanently.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Archives.

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

APPRAISAL

Administrative Historical

Annual reports are required by UCA 64-1-7. This retention is based upon the General Retention Schedule. Year 88 Schedule 01 Item 05 Sub Item b

PRIMARY DESIGNATION

Public