Utah Department of Administrative Services

Division of Archives & Records Service

Gunnison (Utah). Police Department

11836--Case files
11837--Daily activity report
11838--Accident files
11839--Personnel files
11840--Policies and procedures

AGENCY: Gunnison (Utah). Police Department

SERIES: 11836
TITLE: Case files
DATES: undated
ARRANGEMENT: Numerical by case number

DESCRIPTION: These case files are created as a result of a complaint or other actions being investigated by the police department. They are the central case files for all cases handled by agency. Case files are usually filed numerically by case number. It is recommended files be separated by case type providing ease in the weeding of files. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, court orders, court dispositions, officers' notes, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Retain 3 years

DISPOSITION

Destroy provided they are misdemeanor cases.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy provided they are misdemeanor cases..

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 6.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Controlled. UCA 63G-2-304

Protected. UCA 63G-2-305 (8,9,10,16,17)


AGENCY: Gunnison (Utah). Police Department

SERIES: 11837
TITLE: Daily activity report
DATES: undated
ARRANGEMENT: unknown

DESCRIPTION: This is a report of daily activity per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date, case number, case type, but may also show officer's name, shift, vehicle number, total hours on and off duty, administrative time, and investigative time.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 2.

PRIMARY DESIGNATION

Public. UCA 63G-2-201 (2)

SECONDARY DESIGNATION

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

Protected. UCA 63G-2-305 (8,9,10)


AGENCY: Gunnison (Utah). Police Department

SERIES: 11838
TITLE: Accident files
DATES: undated
ARRANGEMENT: unknown

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 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public. UCA 63G-2-201 (2)

SECONDARY DESIGNATION

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


AGENCY: Gunnison (Utah). Police Department

SERIES: 11839
TITLE: Personnel files
DATES: undated
ARRANGEMENT: unknown

DESCRIPTION: These files are the official employment files for all municipal employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private. UCA 63G-2-302

SECONDARY DESIGNATION

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

Controlled. UCA 63G-2-304

Protected. UCA 63G-2-305(9)


AGENCY: Gunnison (Utah). Police Department

SERIES: 11840
TITLE: Policies and procedures
DATES: undated
ARRANGEMENT: unknown

DESCRIPTION: These are manuals which indicate the responsibilities and guidelines on administrative policies, operational procedures, and rules and regulations.

RETENTION

Retain until superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public. UCA 63G-2-201 (2)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305 (8,9,10)