Utah Department of Administrative Services

Division of Archives & Records Service

Weber County (Utah). County Sheriff

17771--Emergency and hazardous chemical inventory reports
17772--Emergency management assistance program records
22775--Temporary restriction orders
22778--Classification assessment files
22779--Court order records
22358--Annual report
28093--Booking sheets
27879--Prison run memorandum

AGENCY: Weber County (Utah). County Sheriff

SERIES: 17771
TITLE: Emergency and hazardous chemical inventory reports
DATES: 1988-
ARRANGEMENT: Alphabetical by company name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These annual reports are required to be submitted by companies using less than 10,000 pounds of hazardous waste materials to the Local Emergency Planning Committee (LEPC) and local fire departments in accordance with 40 CFR 370.21 (1995). They are used to assist fire department, local health department, Environmental Protection Agency, and other applicable agencies in the clean-up process. They also the allow public to know what chemicals are being stored and used near their homes and businesses. They include business name and address; owner's name, address, and telephone number; Dun and Bradstreet number; names, addresses, and telephone numbers of emergency contacts; reporting period; a listing of all hazardous materials used by the business including chemical description, physical and health hazards; an inventory of amount used (daily average, maximum, and number of operation days on site); storage types and locations; date signed and signatures of owner and operator certifying to accuracy provided information.

RETENTION

Retain 3 years after submission of report

DISPOSITION

Destroy provided resolution of litigation

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after submission of report and then destroy provided resolution of litigation.

APPRAISAL

Legal

This disposition is based on basic legal requirements. While no specific legal requirements have been listed for this report, a similar report for toxic waste in 40 CFR 372.10 (1995) specifies 3 years after submission of report.

PRIMARY DESIGNATION

Exempt. 40 CFR 370.30; 40 CFR 370.31


AGENCY: Weber County (Utah). County Sheriff

SERIES: 17772
TITLE: Emergency management assistance program records
DATES: 1976-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These records document the administration of Emergency Management Assistance (EMA) monies. The State Division of Comprehensive Emergency Management (FEMA) regrants funds from the Federal Emergency Management Agency (FEMA) for Utah's emergency management operations. The funds are intended to only support 40 percent of the salary and benefits for EMA operations. These records include correspondence, quarterly progress reports, personnel and administrative expenses claim forms, copies of checks, warrant lists, and county auditor's certification expenditure statements.

RETENTION

Retain Permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after grant renewal or continuation and then transfer to Agency Record Center provided resolution of all litigation, claims or audits. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Legal

This disposition is based on the legal requirements specified in the Federal Emergency Management Agency's (FEMA) Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments in 44 CFR 13.42 (1995) and recommendations from the State Comprehensive Emergency Management after consulting with FEMA's regional office.

PRIMARY DESIGNATION

Public


AGENCY: Weber County (Utah). County Sheriff

SERIES: 22775
TITLE: Temporary restriction orders
DATES: 1993-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: This multi-copy form documents temporary restrictions of an inmate's activities for non-disciplinary actions (e.g., medical, administrative). They are used for inmate management purposes. The original copy is retained by the assignment officer while other copies are maintained by the classification officer, jail commander, and inmate's housing unit. They include inmate's name, booking number, inmate's number, inmate's current classification, date order was initiated, inmate's current and temporary housing assignments, name of staff member initiating the temporary restrictions, reasons for restrictions, type of restrictions, approving sergeant's signature and date signed, operating lieutenant's signature and date signed, indication whether to be continued or discontinued, duty sergeant's signature, and the date reviewed with inmate.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on both the administrative needs expressed by the office and the statute of limitations provisions. UCA 78-12-28 (2000) indicates that there is a two year limitation on actions of the "sheriff . . . or other officer for liability incurred by doing an act in his official capacity."

PRIMARY DESIGNATION

Protected


AGENCY: Weber County (Utah). County Sheriff

SERIES: 22778
TITLE: Classification assessment files
DATES: 1980-
ARRANGEMENT: Chronological, thereunder by booking number
ANNUAL ACCUMULATION: 15.00 cubic feet.

DESCRIPTION: These assessments are used to determine the security level, management level, and housing for all incoming prisoners. They include criminal history records, behavioral program records, statewide rap records, and an inmate classification worksheet. The worksheet includes the inmate's name and date of birth, booking number, date booked, age, name of officer making assessment, state and Federal Bureau of Investigation (FBI) identification numbers, indication whether the National Crime Information Center (NCIC) was checked and name table updated, the evaluation of the inmate in accordance with six criteria concerning age, prior offense record, prior history of behavior, escapes, disciplinary actions, and drug and alcohol history, assessment score, any medical/mental health problems, classification level and assignment, and an indication whether assessment decision had been overriden because of a specific incident (with incident number).

RETENTION

Retain 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Weber County (Utah). County Sheriff

SERIES: 22779
TITLE: Court order records
DATES: 1990-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 12.00 cubic feet.

DESCRIPTION: These are court orders received by the Weber County Sheriff's Office. They order the jail to take specific actions (e.g, release a prisoner). The court retains the official copy of all court orders. They include orders to the sheriff, copies of state warrants, justice of the peace warrants, order to transport, fugitive/extradition waivers, National Crime Information Center (NCIC) information, and copies of photographs and/or fingerprints.

RETENTION

Retain 1 year or until administrative need ends, whichever is shorter.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office for 1 year or until administrative need ends, whichever is shorter and then destroy.

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Weber County (Utah). County Sheriff

SERIES: 22358
TITLE: Annual report
DATES: 1980-
ARRANGEMENT: Chronological.

DESCRIPTION: These are statistical reports on program activities and accomplishments of the county sheriff's office. These reports include statistics on arrests, offenses, bookings, search and rescue operations, paramedic calls, etc.

RETENTION

Retain until administrative need ends.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on Utah County General Records Retention Schedule, Schedule 5, Item 3.

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

PRIMARY DESIGNATION

Public


AGENCY: Weber County (Utah). County Sheriff

SERIES: 28093
TITLE: Booking sheets
DATES: 1990-
ARRANGEMENT: chronological, thereunder numerical by booking number
ANNUAL ACCUMULATION: 10.00 cubic feet.

DESCRIPTION: These are records of prisoners booked into jail. They include the prisoner's name, alias, address, physical description, emergency contact, identification number, booking number, offense tracking number (OTN), offense(s), bail amount, date and time arrested, location of arrest, and arresting officer's name and agency.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until scanned with inmate file upon release from jail.

Computer data files: For records beginning in 2012 and continuing to the present. Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 32.

This retention is based on the Utah County General Retention Schedule 16-32.

PRIMARY DESIGNATION

Private. 63G-2-302(1)(h); 63G-2-302(2)(d)


AGENCY: Weber County (Utah). County Sheriff

SERIES: 27879
TITLE: Prison run memorandum
DATES: 2012-
ARRANGEMENT: chronological by date
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Prison run memos are created to inform various departments, agencies, or areas that the listed inmates will be transported to the Utah State Prison. These are used as a way for the records area to schedule inmates for transfer to the Utah State Prison and notify the appropriate individuals of the scheduled transfers. Information includes correspondence, date, inmate name, inmate DOB, booking number, case numbers, and offender number for each individual.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 34.

PRIMARY DESIGNATION

Protected