Clearfield (Utah). Clearfield Police Department
6660--Incident reports23275--Uniform Crime Report files
23129--Sex offender files
23130--Criminal history log
23131--National Crime Information Center (NCIC) records
23132--Dispatch tape recordings
23133--Questionable cases dispatch recordings
23134--Wrecker service records
23135--Dispatch logs
23152--Driving under the influence (DUI) reports
23153--Arrest reports
23154--Accident reports
23163--Homicide and theft of public funds case files
23164--Evidence disposition records
23203--Annual reports
23204--Department scrapbooks
22992--Traffic citations
23066--Pawn shop receipts
24852--Teletypes
26004--Youth Court case files
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 6660
TITLE: Incident reports
DATES: i 1971-
ARRANGEMENT: Numerical by case number
DESCRIPTION: These are reports of crimes and other cases investigated by the police department. They contain all information as to the "who, what, where, why and how" of reported incidents. They are used for departmental information, follow-up investigation, and statistics. The Supplemental Continuation Reports are used to provide additional information concerning a police investigation. The reports are usually filed by case number and are frequently part of the case file. They are also called Incident Reports or Offense Reports.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Initial contact incident reports, GRS-1107
AUTHORIZED: 01/28/2016
FORMAT MANAGEMENT
Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.
Microfilm master: Retain in Office for 5 years and then destroy.
Microfilm duplicate: For records beginning in 1971 through 1976. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23275
TITLE: Uniform Crime Report files
DATES: 1999-
ARRANGEMENT: Chronological.
DESCRIPTION: These files contain copies of a monthly statistical report of all offenses known to the police. They are separated into categories of crime (homicide, rape, robbery, assault, burglary, larceny, motor vehicle theft) and are submitted to the Uniform Crime Reporting Division. Supplementary reports detail the value of property stolen and recovered. These reports are used to create the annual published Uniform Crime Report.
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684
AUTHORIZED: 06/24/2019
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Exempt. UCA 53-5-206 (2008).
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23129
TITLE: Sex offender files
DATES: 2000-
ARRANGEMENT: Alphabetical by last name
DESCRIPTION: These are files maintained by a department on sex offenders living within its jurisdiction. "All sex offenders shall, for the first five years after termination of sentence, again register within ten days of changing his place of habitation." This registration form is required by the Department of Corrections and consists of a statement signed by the person, giving information on current address, and the fingerprints and photographs of the person. One copy is given to the person, while others are forwarded to the Department of Corrections, which sends one to the local law enforcement agency where the person resides (UCA 76-5-404.1 (2007))
RETENTION
Retain for 10 year(s) or for 0
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years or until person moves from jurisdiction. and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Exempt. UCA 77-27-21.5
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23130
TITLE: Criminal history log
DATES: 1997-
ARRANGEMENT: Chronological
DESCRIPTION: These logs document the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems. They include release date, state identification or FBI number. They are created and maintained pursuant to federal regulations under 28 CFR, Part 20, Subpart C (1992) and state regulations under UCA 53-10-202 (2011).
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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 Legal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23131
TITLE: National Crime Information Center (NCIC) records
DATES: 1997-
ARRANGEMENT: Chronological by date
DESCRIPTION: These files contain forms used to enter information on the NCIC system. The three separate forms used are stolen articles report, stolen or missing guns report, and wanted persons or missing juveniles report.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule National crime information center (ncic) records, GRS-355
AUTHORIZED: 07/18/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23132
TITLE: Dispatch tape recordings
DATES: 2000-
ARRANGEMENT: Chronological by month
DESCRIPTION: These are twenty-four hour tape recordings of incoming and outgoing telephone or radio calls made from and to the dispatch office. They are used to document the actions of dispatch personnel and public safety officers. The tapes are rotated on a regular basis and portions of the tapes concerning questionable cases are transferred to cassette tapes.
RETENTION
Retain for 30 day(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Sound recordings: Retain in Office for 30 days and then erase.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Private. UCA 63G-2-302 (1)(f)(h)(2008)
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23133
TITLE: Questionable cases dispatch recordings
DATES: 1999-
ARRANGEMENT: Chronological by date
DESCRIPTION: These are audio cassette tapes containing portions of the Dispatch activity recordings concerning questionable cases. Twenty-four hour tape recordings are made of all incoming and outgoing telephone and radio calls received by the office. Portions of tapes concerning questionable cases are transferred to audio cassette tapes.
RETENTION
Retain for 2 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Audio cassettes: Retain in Office for 2 years after case has been resolved and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23134
TITLE: Wrecker service records
DATES: 1999-
ARRANGEMENT: Chronological by date
DESCRIPTION: These are wrecker rotation records. They are used to monitor which wrecker was called out after receiving a dispatch emergency call. They include name of wrecking service, telephone number, address dispatched to, date, time, and identification number of person making call.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23135
TITLE: Dispatch logs
DATES: 1999-
ARRANGEMENT: Chronological by date
DESCRIPTION: This is a daily log maintained on all dispatch activity. It is used for budget and planning purposes and to document activities of the dispatch office. It includes names of personnel working, traffic stops, calls for service generated, time, shift, and a summary of daily events. In some offices, the record is only maintained as a computer file.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23152
TITLE: Driving under the influence (DUI) reports
DATES: 1995-
ARRANGEMENT: Numerical by case number
DESCRIPTION: These reports are a three-part state form used for reporting persons arrested for driving under the influence of alcohol (DUI). The original is sent to the Driver's License Division of the Department of Public Safety within "five days after the date of arrest and service of notice" (UCA 53-3-223 (5) (2011)). The report is filed by case number and by arrestee's name, and sometimes is part of the case file.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Dui (driving under the influence) reports, GRS-332
AUTHORIZED: 07/23/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
Computer data files: Retain in Office for 5 years and then delete.
Video recordings master: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Private. UCA 63G-2-302 (1)(b),(f),(h)(2008); UCA 63G-2-302 (2)(a),(d)(2008)
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23153
TITLE: Arrest reports
DATES: 1995-
ARRANGEMENT: Numerical by case number
DESCRIPTION: These are forms used to report arrests made by the police department. They usually include complete information and description of person arrested, date, arrest time, arrest location, charges, description of offense, witnesses, victims, suspects, and name of officer(s) making arrest. Sometimes report is a multi-part form, with a copy sent to the county jail.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Arrest records, GRS-2028
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then destroy.
Computer data files: Retain in Office for 10 years and then delete.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Private. UCA 63G-2-302 (1)(f),(h)(2000; UCA 63G-2-302 (2)(a),(d)(2008)
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23154
TITLE: Accident reports
DATES: 1995-
ARRANGEMENT: Numerical by case number
DESCRIPTION: These files document traffic accidents investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions. The original report is sent to the State Department of Public Safety if damage exceeds $1,000, or injury or death occurs (UCA 41-6a-404 (2007)), and is maintained for seven years.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Computer data files: Retain in Office for 3 years and then delete.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Exempt. UCA 41-6-40; UCA 63G-2-305 (38)(2008)
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23163
TITLE: Homicide and theft of public funds case files
DATES: 1970-
ARRANGEMENT: Numerical by case number
DESCRIPTION: These case files are created as a result of a homicide complaint or investigation by the police department. They are the central case file for all homicides (and other cases without a statute of limitations) handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, latent fingerprints, court orders, court dispositions, officers' notes, pertinent laboratory tests, copies of booking sheets and arrest reports.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Homicide, violent felonies and sex crime investigation files, GRS-2024
AUTHORIZED: 05/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
Computer data files: Retain in Office permanently.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Protected. UCA 63G-2-305 (9),(13)(2008)
SECONDARY DESIGNATION
Private. UCA 63G-2-302 (1)(f); UCA 63G-2-302 (2)(a)(2008)
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23164
TITLE: Evidence disposition records
DATES: 1995-
ARRANGEMENT: Numerical by case number
DESCRIPTION: These records document the use and location of items in evidence. They include tags on property and file card and may also include evidence release authorization cards.
RETENTION
Retain for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Evidence tracking records, GRS-374
AUTHORIZED: 11/04/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then destroy.
Computer data files: Retain in Office for 10 years and then delete.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Protected
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23203
TITLE: Annual reports
DATES: 1986-
ARRANGEMENT: Chronological by year
DESCRIPTION: These are reports on program activities and accomplishments of the municipality or individual department for the previous year. They may include statistics, narrative reports, graphs, and diagrams.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678
AUTHORIZED: 03/09/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
Computer data files: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23204
TITLE: Department scrapbooks
DATES: 1975-
ARRANGEMENT: Alphanumerical
DESCRIPTION: These are a chronological record of the activities of the municipality or individual municipal departments. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality's citizens.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
Photographs: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 22992
TITLE: Traffic citations
DATES: 1997-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: This is a copy of a citation issued by the police to drivers violating motor vehicle and traffic laws. It usually includes date, time, location of violation, vehicle's license number, violation code, officer's name, and signature of person receiving citation.
RETENTION
Retain for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper copy: Retain in Office for 2 years and then destroy.
Computer data files: Retain in Office for 2 years and then delete.
APPRAISAL
Administrative Legal
UCA 77-9-19 (2000)
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(1)(h) (2008)
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 23066
TITLE: Pawn shop receipts
DATES: 1998-
ARRANGEMENT: Numerical by case number
DESCRIPTION: These are receipts submitted by pawn shop owners for items pawned. They are used to trace stolen merchandise. They include the pawn shop's name, merchandise type, serial number, and item description.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720
AUTHORIZED: 05/02/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 24852
TITLE: Teletypes
DATES: 2002-
ARRANGEMENT: Chronological
DESCRIPTION: These documents contain information received from or disseminated to various law enforcement agencies through the teletype system. This information network notifies law enforcement agencies of crimes, lost property, wanted suspects, arrests, missing persons, runaways, etc.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year or until obsolete, administrative need ends, expunged, and then destroy.
APPRAISAL
Administrative
Administrative
PRIMARY DESIGNATION
Protected. Records if disclosed would jeopardize the security of a correctional facility
AGENCY: Clearfield (Utah). Clearfield Police Department
SERIES: 26004
TITLE: Youth Court case files
DATES: 2003-
ARRANGEMENT: Chronological by date, thereunder alphabetical by offender name.
DESCRIPTION: These case files document cases handled by the Youth Court in Clearfield. The Youth Court is a peer review court designed to handle first time juvenile offenders rather than having them handled through the Juvenile Court system. The cases files include: citations, intake forms, incident reports, contract/community service forms, essays, and administration fee receipts.
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 02/2006
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private