Utah Department of Administrative Services

Division of Archives & Records Service

White City Water Improvement District (Salt Lake County, Utah)

25114--Blue stakes work order request forms
25115--Security reports/logs

AGENCY: White City Water Improvement District (Salt Lake County, Utah)

SERIES: 25114
TITLE: Blue stakes work order request forms
DATES: 2002-
ARRANGEMENT: Chronological by date, thereunder by order received, thereunder by blue stake number

DESCRIPTION: The Blue Stakes organization notifies utility agencies of locations where individuals or companies wish to dig in the ground. The activity can not begin until all affected utilities have been notified and given the opportunity to mark the existing utilities in the area. The utility has 72 hours to mark its infrastructure. These request forms are faxed or emailed to our agency daily for distribution to the appropreate employee to perform the task of marking the ground. The request form is signed by the employee and returned to the office. The forms are then grouped by day and by order received and filed. Since there is the possibility that the Blue Stakes organization either sent a request that does not fall within out service area or entered a wrong address, the forms are reviewed for accuracy. This accuracy is monitored and cataloged in a computer file. The computer file is used to email -mail Blue Stakes of errors and to monitor accuracy. In the event of underground utility damage on the work site the request form becomes supporting documentation for who is at fault for the additional damage charges to the infrastructure. Although Blue Stakes is the holder of the original request form, our copy is used to show work completed and by whom. This information is not submitted to Blue Stakes.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy provided there is no litigation.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: White City Water Improvement District (Salt Lake County, Utah)

SERIES: 25115
TITLE: Security reports/logs
DATES: 2002-
ARRANGEMENT: Chronological by date and time

DESCRIPTION: In light of the Olympics and Homeland Security issues, our agency entered into a security contract to have additional sight inspections of all wells and tank sites during non-office hours. An inspection report is created for each location every shift. The information on the report includes; name of site, name of inspecting officer, time entering and leaving the site, results of inspection. The single sheets combine to show and overall condition of security of the facilities. These individual reports are then entered into the computer system to have an easy access/reference for the Operations Manager to review or respond to.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided no litigation is pending.

Computer data files: Retain in Office for 2 years or until no longer needed and then delete.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public