Utah Department of Administrative Services

Division of Archives & Records Service

Washington County (Utah). County Sheriff

22032--Case reports
22033--Accident reports
22034--Felony investigation case files
22036--Drinking under the influence (DUI) reports
22037--Misdemeanor case files
22038--Homicide and theft of public funds case files
22041--Traffic citation
23840--Daily inmate log entries
22142--Wrecker service records
22143--Sheriff's sales docket
22144--Protective orders
22145--Inmate commissary accounts
22146--Fingerprint cards
22151--Jail visitors list
22152--Inmate medical records
22070--Warrants
22071--Civil process records
26141--Daily case tracking report
26142--Jail incident reports
26378--Inmate accounts
27826--Inmate booking records

AGENCY: Washington County (Utah). County Sheriff

SERIES: 22032
TITLE: Case reports
DATES: 1989-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 6.00 cubic feet.

DESCRIPTION: These are reports of crimes and other cases investigated by the sheriff's office. They contain all information as to the "who, what, where, why and how" of reported incidents. They are used for departmental information, follow-up investigation, and statistics. The Supplemental Continuation Reports are used to provide additional information concerning a sheriff's investigation. The reports are usually filed by case number and frequently are a part of case file. It is also called Incident Report or Offense Report.

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.

Video recordings master: Retain in Office for 5 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Protected


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22033
TITLE: Accident reports
DATES: 1989-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These files document traffic accidents investigated by the sheriff's office. 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 $750, or injury or death occurs (UCA 41-6-35 (1995)), 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

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

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(39)


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22034
TITLE: Felony investigation case files
DATES: 1989-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 3.00 cubic feet.

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

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

Video recordings master: Retain in Office for 5 years after case closed and then destroy.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 20.

PRIMARY DESIGNATION

Protected


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22036
TITLE: Drinking under the influence (DUI) reports
DATES: 1989-
ARRANGEMENT: Numerical by case number.
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 afater the date of arrest and service of notice" (UCA 53-3-223(5) (1995)). 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.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 2 years and then delete.

Video recordings master: Retain in Office for 2 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22037
TITLE: Misdemeanor case files
DATES: 1989-
ARRANGEMENT: Numerical by case number

DESCRIPTION: These case files are created as a result of a misdemeanor complaints and investigations by the sheriff's department. They are the central case files for all cases handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, warrant copies, photographs, correspondence, court orders, court dispositions, pertinent laboratory tests, copies of booking sheets and arrest reports. (See also Felony case files and Homicide case files).

RETENTION

Retain 3 years after case closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 37.

PRIMARY DESIGNATION

Protected


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22038
TITLE: Homicide and theft of public funds case files
DATES: 1989-
ARRANGEMENT: Numerical by case files

DESCRIPTION: These case files are created as a result of a homicide complaint or investigation by the sheriff's offices. They are the central case files 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, court orders, court dispositions, officer's notes, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Retain permanent.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Computer data files: Retain in Office permanently.

Video recordings master: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 26.

PRIMARY DESIGNATION

Protected


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22041
TITLE: Traffic citation
DATES: 1989-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: This is a copy of a citation issued by the sheriffs' deputies to drivers violating motor vehicle and traffic laws. It usually includes date, time, location of violation, vehicle's license number, violation code, deputies' name, and signature of person receiving citation.

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 County General Records Retention Schedule, Schedule 16, Item 49.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. juvenile information


AGENCY: Washington County (Utah). County Sheriff

SERIES: 23840
TITLE: Daily inmate log entries
DATES: 1980-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 9.00 cubic feet.

DESCRIPTION: These logs record the daily activities of all jail inmates. It includes inmates name and number, date, medical history, medications taken, internal operations, pass down information, security information, and detail reports of daily activities.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: 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 both the administrative needs expressed by the sheriff's office and legal requirements. UCA 78-12-28(1) (2001) specifies that an action may be taken within two years, "against a marshal, or other liability incurred by the doing of an act in his official capacity and by virtue of his office, or by the omission of an official duty."

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(11) (2008)


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22142
TITLE: Wrecker service records
DATES: 1989-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

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, phone 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.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 55.

PRIMARY DESIGNATION

Public


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22143
TITLE: Sheriff's sales docket
DATES: 1997-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This docket documents civil judgments issued by the district court authorizing the sale of real property to satisfy the judgment and the service by the sheriff's office. The legal documents include writs of execution, praecipe, and the notice of levy. The sheriff's office prepares the following documents: notice of sheriff's sale, judgment to debtor, notice of levy, certificate of sale and sheriff's deed. This docket records each action taken.

RETENTION

Retain 18 months after real estate sale or cancellation.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months after real estate sale and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.

Computer data files: Retain in Office for 18 months after real estate sale or cancellation and then delete.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the office.

PRIMARY DESIGNATION

Public


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22144
TITLE: Protective orders
DATES: 1989-
ARRANGEMENT: Numerical by case file
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are orders issued by the District Court and received by the sheriff's office in accordance with UCA 30-6-4.2(8) (1999) for expedited service. They are used to verify that an order was issued and served. These orders include date civil portion of order either expires or is scheduled for review by the court, information to identify respondent, a statement advising the petitioner that a hearing may be held in three years to dismiss the criminal portion of the order, address for notice of hearing, ordered relief (e.g., enjoin respondent from threatening, harassing, seeing petitioner), and date served. The District Court retains the official copy of these orders.

RETENTION

Retain until court dismisses order.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper copy: Retain in Office until court dismisses order and then destroy.

APPRAISAL

Administrative

This disposition is based on the administrative needs expressed by the Sheriff's Office.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. address, family history, birth date, birthplace, race, telephone number


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22145
TITLE: Inmate commissary accounts
DATES: 1989-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records provide an accounting of individual prisoners funds maintained by the jail for use of those prisoners. They usually include the prisoner's name and number, date, and deposits and withdrawals.

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

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 27.

PRIMARY DESIGNATION

Private


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22146
TITLE: Fingerprint cards
DATES: 1989-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These are cards which verify a subject's identity and which are also used for the identification and apprehension of suspects. The cards contain the subject's fingerprints as well as all necessary information required to identify the individual, including fingerprint classification number, name, address, date of birth, date of arrest, signature of subject, photograph, occupation, and place of employment. A copy is forwarded to the Bureau of Criminal Identification. Since the Bureau of Criminal Identification maintains a complete file of all fingerprints (series 6965), it is unnecessary for individual agencies to maintain their own file. These cards usually are part of the criminal history files.

RETENTION

Retain until copy is sent to Bureau of Criminal Identification.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until copy is sent to Bureau of Criminal Identification and then destroy.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 22.

PRIMARY DESIGNATION

Protected


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22151
TITLE: Jail visitors list
DATES: 1989-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These are a daily lists of all visitors to county jail facilities. They include the date, time, visitors names, and name of inmate visited.

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 County General Records Retention Schedule, Schedule 16, Item 35.

PRIMARY DESIGNATION

Private


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22152
TITLE: Inmate medical records
DATES: 1989-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: These files are the complete medical records for all prisoners. They may include all prescriptions authorized, a log for all doctor or hospital visits, inmates medical complaints, and other medical information.

RETENTION

Retain 7 years.

DISPOSITION

Destroy provided no futher bookings in county jail.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy provided no further bookings in county jail.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 28.

PRIMARY DESIGNATION

Private


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22070
TITLE: Warrants
DATES: 1989-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are documents issued by a court directing a person to be taken into custody to answer charges filed. Only active warrants are kept on file. The original is returned to the court with return of service showing when and by whom warrant served.

RETENTION

Retain until served or cancelled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until served or cancelled and then destroy.

Computer data files: Retain in Office until warrant served or cancelled and then delete.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 54.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Juvenile information


AGENCY: Washington County (Utah). County Sheriff

SERIES: 22071
TITLE: Civil process records
DATES: 1989-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These records document civil papers processed and served by the Sheriff's Office. They generally include names of plaintiff(s) and defendant(s), fees paid, addresses, and type of civil paper served (subpoena, warrant, etc). The entries are filed numerically by case number and indexed by name. Sometimes a card system is used to record the service of civil papers and is called a Civil docket card. Two copies are created with one filed by defendant's name and the other by docket number. These records are traditionally know as the civil day book.

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

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Washington County (Utah). County Sheriff

SERIES: 26141
TITLE: Daily case tracking report
DATES: 2000-
ARRANGEMENT: Chronological and thereunder numerical by case number.

DESCRIPTION: Case tracking reports are daily lists of cases being reported by deputies of the Washington County Sheriff's Department. The report of each incident includes a case or computer code number, the kind of case, date received, and deputy's name.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: For records beginning in 2005 and continuing to the present. Retain in Office for 2 years and then delete.

Paper: For records beginning in 2000 through 2005. Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative


AGENCY: Washington County (Utah). County Sheriff

SERIES: 26142
TITLE: Jail incident reports
DATES: 1998-
ARRANGEMENT: Numerical by jail number and thereunder chronological.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: The Washington County Sheriff's office keeps jail incident reports which document any criminal incidents which happen in the jail. Examples of incidents are assault by a prisoner, possession of contraband, and escapes or escape attempts. These reports are reviewed by administration before they are filed.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 4 years and then destroy.

APPRAISAL

Administrative


AGENCY: Washington County (Utah). County Sheriff

SERIES: 26378
TITLE: Inmate accounts
DATES: 1998-
ARRANGEMENT: Alphabetically by surname
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These records provide an accounting of individual prisoners funds maintained by the jail for use of those prisoners. They usually include the prisoner's name and number, date, and deposits and withdrawals.

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 Fiscal

This disposition is based on Utah County General Records Retention Schedule, Schedule 16, Item 27.

PRIMARY DESIGNATION

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


AGENCY: Washington County (Utah). County Sheriff

SERIES: 27826
TITLE: Inmate booking records
DATES: 1998-
ARRANGEMENT: Alphabetical by last name
ANNUAL ACCUMULATION: 150.00 cubic feet.

DESCRIPTION: These are records of inmates confined in the Washington County jail. They include the inmate's name, alias(es), address, telephone number, Social Security number, date of birth, inmate number, mug shot, physical description (height, weight, eye color, hair color, etc.), booking number, offense(s), probable cause statement, court orders, release and hold harmless agreement, bail receipts, bonds, property take and issue records, disciplinary records, and jail log notes.

RETENTION

Retain Permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until converted to electronic file and then destroy.

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical Legal

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

This disposition based on the County General Records Retention Schedule 16-32.

PRIMARY DESIGNATION

Protected. 63G-2-305

SECONDARY DESIGNATION

Private