Utah Department of Administrative Services

Division of Archives & Records Service

Clearfield (Utah). Police Department

23203--Annual reports
23204--Department scrapbooks
23275--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
22992--Traffic citations
23042--Expungements
23066--Pawn shop receipts
26004--Youth Court case files
24852--Teletypes
6660--Incident reports

AGENCY: Clearfield (Utah). Police Department

SERIES: 23203
TITLE: Annual reports
DATES: 1986-
ARRANGEMENT: Chronological by year
ANNUAL ACCUMULATION: 1.50 cubic feet.

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, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Police Department

SERIES: 23204
TITLE: Department scrapbooks
DATES: 1975-
ARRANGEMENT: Alphanumerical
ANNUAL ACCUMULATION: 1.50 cubic feet.

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. May be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Photographs: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Police Department

SERIES: 23275
TITLE: Uniform Crime Report files
DATES: 1999-
ARRANGEMENT: Chronological by month
ANNUAL ACCUMULATION: 0.10 cubic feet.

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.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 50.

PRIMARY DESIGNATION

Exempt. UCA 53-5-206 (2008).


AGENCY: Clearfield (Utah). Police Department

SERIES: 23129
TITLE: Sex offender files
DATES: 2000-
ARRANGEMENT: Alphabetical by last name
ANNUAL ACCUMULATION: 0.10 cubic feet.

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 77-27-21.5 (1997)).

RETENTION

Retain 10 years or until person moves from jurisdiction.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years or until person moves from jurisdiction. and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 43.

PRIMARY DESIGNATION

Exempt. UCA 77-27-21.5


AGENCY: Clearfield (Utah). Police Department

SERIES: 23130
TITLE: Criminal history log
DATES: 1997-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

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 53-5-214 (1997).

RETENTION

Retain 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 Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Police Department

SERIES: 23131
TITLE: National Crime Information Center (NCIC) records
DATES: 1997-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.70 cubic feet.

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 1 year if not part of case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided it is not part of case file.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 37.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). 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 30 days and then erase.

DISPOSITION

Destroy provided questionable actions are transferred to cassette tapes.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 30 days and then erase provided questionable actions are transferred to cassette tapes.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 15.

PRIMARY DESIGNATION

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


AGENCY: Clearfield (Utah). Police Department

SERIES: 23133
TITLE: Questionable cases dispatch recordings
DATES: 1999-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.30 cubic feet.

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 2 years after resolution of case.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Audio cassettes: Retain in Office for 2 years and then destroy provided case has been resolved.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 60.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Police Department

SERIES: 23134
TITLE: Wrecker service records
DATES: 1999-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.70 cubic feet.

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 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 Municipal General Records Retention Schedule, Schedule 21, Item 54.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Police Department

SERIES: 23135
TITLE: Dispatch logs
DATES: 1999-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.10 cubic feet.

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 in 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Police Department

SERIES: 23152
TITLE: Driving under the influence (DUI) reports
DATES: 1995-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.70 cubic feet.

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) (1997)). The report is filed by case number and by arrestee's name, and sometimes is part of the case file.

RETENTION

Retain 2 years.

DISPOSITION

Destroy provided it is not part of case file.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided it is not part of case file.

Computer data files: Retain in Office for 5 years and then delete provided it is not part of case file.

Video recordings master: Retain in Office for 5 years and then destroy provided it is not part of case file.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 16.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(b),(f),(h)(2008); UCA 63G-2-302 (2)(a),(d)(2008)


AGENCY: Clearfield (Utah). Police Department

SERIES: 23153
TITLE: Arrest reports
DATES: 1995-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 5 years unless part of case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided it is not part of case file.

Computer data files: Retain in Office for 5 years and then delete provided it is not part of case file.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 3.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(f),(h)(2000; UCA 63G-2-302 (2)(a),(d)(2008)


AGENCY: Clearfield (Utah). Police Department

SERIES: 23154
TITLE: Accident reports
DATES: 1995-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 4.50 cubic feet.

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 41-6-35 (1997)), and is maintained for seven years.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 1.

PRIMARY DESIGNATION

Exempt. UCA 41-6-40; UCA 63G-2-305 (38)(2008)


AGENCY: Clearfield (Utah). Police Department

SERIES: 23163
TITLE: Homicide and theft of public funds case files
DATES: 1970-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.50 cubic feet.

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

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 58.

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). Police Department

SERIES: 23164
TITLE: Evidence disposition records
DATES: 1995-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.60 cubic feet.

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 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 5 years and then delete.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 56.

PRIMARY DESIGNATION

Protected


AGENCY: Clearfield (Utah). Police Department

SERIES: 22992
TITLE: Traffic citations
DATES: 1997-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: This record series consists of copies of citations issued by the Clearfield City Police Department to drivers violating motor vehicle/traffic laws and misdemeanor crimes. Information on each citation includes date, time, location of violation, violation code, officer's name, and signature of person receiving citation. Depending on what the citation is issued for, other information may include name, address, telephone number, driver license number, social security number, height, weight, race and gender of the violator, as well as vehicle make, model, year, color, plate number and plate expiration date. The originals are held by Clearfield Justice Court.

RETENTION

Retain in agency for 2 years.

DISPOSITION

Destroy.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 48.

UCA 77-9-19 (2000)

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Police Department

SERIES: 23042
TITLE: Expungements
DATES: 1973-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: "A person who has been convicted of any crime except a capital felony, first degree felony or second degree felony .... within this state may petition the convicting court for an expungement and for sealing of his record in that court." If petition is approved, the court "shall enter an order that all records in the petitioner's case in the custody of that court or in the custody of any other court, agency or official be sealed." The petitioner "shall distribute the orders of expungement and sealing to all affected agencies." The sealed file includes the expunged records and court order. The Utah Bureau of Criminal Identification shall "keep, index, and maintain all expunged and sealed records of arrests and convictions" (UCA 77-18-15(1) (1997)).

RETENTION

Retain 80 years or until confirmed death.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 80 years or until confirmed death and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 21.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (9)(2008); 77-18-15 (3)(2008).


AGENCY: Clearfield (Utah). Police Department

SERIES: 23066
TITLE: Pawn shop receipts
DATES: 1998-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 38.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). 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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private


AGENCY: Clearfield (Utah). 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, notified law enforcement agenices of crimes, lost property, wanted suspects, arrests, missing persons, runaways etc.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until obsolete, administrative need ends, expunged, and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 47.

Administrative

PRIMARY DESIGNATION

Protected. Records if disclosed would jeopardize the security of a correctional facility


AGENCY: Clearfield (Utah). Police Department

SERIES: 6660
TITLE: Incident reports
DATES: i 1971-
ARRANGEMENT: Numerical by case number

DESCRIPTION: A report of all police calls. Inculdes location, date, time, type of incident, persons involved, disposition, remarks, officer's name and number, and case number.

RETENTION

DISPOSITION

Destroy.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 7.

PRIMARY DESIGNATION

Private