Utah Department of Administrative Services

Division of Archives & Records Service

University of Utah. Department of Campus Police

28508--Non-arrest case files
28514--Felony arrest case files
28515--Driving Under the Influence (DUI) reports
28516--Impounded vehicle reports
28517--Internal affairs case files
28518--Sex offender files
28519--Traffic citations
28509--Traffic accident files
28510--Misdemeanor arrest reports
19424--Crime report case files
19519--Incident reports

AGENCY: University of Utah. Department of Campus Police

SERIES: 28508
TITLE: Non-arrest case files
DATES: 1960-
ARRANGEMENT: Numerically by case number

DESCRIPTION: These records are police case reports detailing first contact in response to incidents, supplemental information gathered by the police department, and investigative reports. These records include a description of the incident, the identifying information of parties involved, the general scope of actions taken by public safety personnel, the nature of any injuries and damages sustained, and may contain audio and video files. The records, also referred to as incident reports or offense reports, are used for departmental information, follow-up investigation, and to produce statistics. They may include Supplemental Continuation Reports, which are created when information is gathered more than one month after the initial incident and may provide additional information concerning a police investigation.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 7 years and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative

These records are maintained in adherence to 34 CFR 668.46(14)(c) 2013

PRIMARY DESIGNATION

Public. Utah Code 63G-2-301(3)(g) 2014

SECONDARY DESIGNATION

Protected. Utah Code 63G-2-305(10) 2014


AGENCY: University of Utah. Department of Campus Police

SERIES: 28514
TITLE: Felony arrest case files
DATES: 1960-
ARRANGEMENT: Alphabetically by name

DESCRIPTION: These case files are created by the police department as a result of a felony complaint or investigation. They are the primary case files for felony cases handled by the agency. These files may include the original arrest report, investigative report, supplemental reports, copies of warrants, photographs, correspondence, court orders, court despositions, officers' notes, latent fingerprints, fingerprint cards, pertinent laboratory tests, and copies of booking sheets and arrest reports.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 10 years and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative

These records are maintained in adherence to 34 CFR 668.46(14)(c) 2013

PRIMARY DESIGNATION

Protected. Utah Code 63G-2-305(10) 2014

SECONDARY DESIGNATION

Private. Utah Code 63G-2-302(2)(d) 2014

Controlled. Utah Code 63G-2-304(1)(b) 2008


AGENCY: University of Utah. Department of Campus Police

SERIES: 28515
TITLE: Driving Under the Influence (DUI) reports
DATES: 1960-
ARRANGEMENT: Alphabetically by name in the master file system; Numerically by case number in the records management system.

DESCRIPTION: These reports are a three-part state form used for reporting persons arrested for driving while under the influence of alcohol or drugs; they detail first contact in response to incidents, supplemental information gathered by the police department, and investigative reports. These records may include a description of the incident, the identifying information of parties involved, the general scope of actions taken by public safety personnel, the nature of any injuries and damages sustained, toxicology reports, Breathalyzer test results, and audio and video files. The records are used for departmental information, follow-up investigation, and to produce statistics. The original is sent to the Department of Public Safety; copies of the report are sent to the District Attorney's Office and the Bureau of Criminal Identification, and are sometimes part of a case file.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 7 years and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative

These records are maintained in adherence to 34 CFR 668.46(14)(c) 2013, and distributed per Utah Code 41-6a-502 (2010)

PRIMARY DESIGNATION

Public. Utah Code 63G-2-301(3)(g) 2014

SECONDARY DESIGNATION

Protected. Utah Code 63G-2-305(10) 2014


AGENCY: University of Utah. Department of Campus Police

SERIES: 28516
TITLE: Impounded vehicle reports
DATES: 1960-
ARRANGEMENT: Numerically by case number for digital files; Chronologically by date of impound for paper files

DESCRIPTION: These records contain state forms sent to the Department of Public Safety, Driver's License Division, to facilitate state tax impounds. The report contains vehicle information such as make and model, year of manufacture, color, identification number, tag number, condition, and name and address of the owner (if available); incident information such as the place it was impounded, reasons for impoundment, date and time of impounding, and when and to whom it was released is also included. The original form is sent to the Division of Motor Vehicles; a copy of the report is frequently part of a case file.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 7 years and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative

These records can include multiple violations, some of which must be maintained in adherence to 34 CFR 668.46(14)(c) 2013

PRIMARY DESIGNATION

Public. Utah Code 63G-2-201(2) 2013


AGENCY: University of Utah. Department of Campus Police

SERIES: 28517
TITLE: Internal affairs case files
DATES: 1960-
ARRANGEMENT: Alphabetically by name

DESCRIPTION: These records contain information relating to the internal affairs of the police department. They involve investigations of alleged officer misconduct including all records relating to the initiation, investigation, and disposition of each case.

RETENTION

Retain 7 years after final resolution

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah State General Records Retention Schedule, Schedule 15, Item 2.

PRIMARY DESIGNATION

Protected. Utah Code 63G-2-305(10) 2014

SECONDARY DESIGNATION

Private. Utah Code 63G-2-302(2)(d) 2014

Public. Utah Code 63G-2-201(2) 2013


AGENCY: University of Utah. Department of Campus Police

SERIES: 28518
TITLE: Sex offender files
DATES: 1960-
ARRANGEMENT: Alphabetically by name

DESCRIPTION: These are records received from the Bureau of Criminal Investigation and maintained by the police department in order to list the sex offenders living within its jurisdiction. Sex offenders are required by Utah code, for the first ten years after termination of sentence or jurisdiction, to register their name on the Sex and Kidnap Offender Registry within ten days of changing residences. This registration form is required by the Department of Public Safety 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 Public Safety, which sends one to the local law enforcement agency where the person resides.

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

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

These records are maintained in adherence to 34 CFR 668.46(14)(c) 2013, and Utah Code 77-41-105 2014.

PRIMARY DESIGNATION

Exempt. Utah Code 77-44-108 2012

SECONDARY DESIGNATION

Private. Utah Code 63G-2-304(2)(d) 2014

Protected. Utah Code 63G-2-305(13) 2014

Public. Utah Code 63G-2-201(2) 2013


AGENCY: University of Utah. Department of Campus Police

SERIES: 28519
TITLE: Traffic citations
DATES: 1960-
ARRANGEMENT: Numerically by citation number

DESCRIPTION: These records contain citations issued by the police to drivers violating motor vehicle and traffic laws. They usually include date, time, and location of violation, license plate number of vehicle, violation code, name of officer, and signature of person receiving citation.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 7 years and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative

These records can include multiple violations, some of which must be maintained in adherence to 34 CFR 668.46(14)(c) 2013

PRIMARY DESIGNATION

Public. Utah Code 63G-2-201(2) 2013

SECONDARY DESIGNATION

Private. Utah Code 63G-2-302(2)(d) 2014


AGENCY: University of Utah. Department of Campus Police

SERIES: 28509
TITLE: Traffic accident files
DATES: 1960-
ARRANGEMENT: Numerical by accident 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 $1,500, or injury or death occurs (Utah Code 41-6a-402 (2013)).

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 7 years and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative

These records can include multiple violations, some of which must be maintained in adherence to 34 CFR 668.46(14)(c) 2013

PRIMARY DESIGNATION

Exempt. Utah Code 41-6a-404(3)


AGENCY: University of Utah. Department of Campus Police

SERIES: 28510
TITLE: Misdemeanor arrest reports
DATES: 1960-
ARRANGEMENT: Alphabetically by name

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 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 7 years and then delete.

Paper: Retain in Office until scanned and then destroy.

APPRAISAL

Administrative

These records are maintained in adherence to 34 CFR 668.46(14)(c) 2013

PRIMARY DESIGNATION

Public. Utah Code 63G-2-201(2) 2014

SECONDARY DESIGNATION

Protected. Utah Code 63G-2-305(10) 2014


AGENCY: University of Utah. Department of Campus Police

SERIES: 19424
TITLE: Crime report case files
DATES: 1968-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These records are created as a result of a complaint or investigation by the police department. They contain all information as to the "who, what, where, when, why, and how" of reported incidents. They are used for departmental information, follow-up investigations, and statistics. They are the central files for cases handled by the department. These files may include the investigative report, fingerprint cards, original arrest report, supplement reports, copies of warrants, photographs, correspondence, court orders, court dispositions, officer's notes, pertinent laboratory tests, copies of booking sheets, evidence sheets, and any other documents that may pertain to the investigation. Information includes names, birth dates, addresses, phone numbers, social security numbers, affiliation with the University, place of employment, physical description, and characteristics for all persons involved in the case. It also includes a description of any property. The report includes offenses, methods of operandi, and a narrative of the incident.

RETENTION

Retain 5 years after the case is closed or cleared.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 5 years after case is closed or cleared and then delete.

Computer data files backup: Retain in Office for 3 months and then delete.

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

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 4.

PRIMARY DESIGNATION

Private


AGENCY: University of Utah. Department of Campus Police

SERIES: 19519
TITLE: Incident reports
DATES: 1993-
ARRANGEMENT: Numerical by incident number
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These records are created when the department receives a call from the public or an officer. These records contain the "who, what, where, and when" of a reported incident. They are used for departmental information, statistics, and to initiate a criminal investigation if the incident involves a criminal offense. Information includes the date the call came in; and times received, dispatched, arrived, and completed. Also includes the department personnel involved with the incident, location, communications center notes, officer's notes, and if a crime report is initiated it will include a brief summary of the crime committed.

RETENTION

Retain 5 years after incident.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until entered on the computer and then destroy.

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

Computer data files backup: Retain in Office for 3 months and then delete.

APPRAISAL

Administrative Legal

This disposition is based on the administrative needs expressed by the agency. These records are subject to litigation.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Date of birth, social security number, address, phone number, and personal identification