Washington County (Utah). County Sheriff
22032--Case reports22033--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
22070--Warrants
22071--Civil process records
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
23840--Daily inmate log entries
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
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 for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Initial contact incident reports, GRS-1107
AUTHORIZED: 02/08/2016
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
PRIMARY DESIGNATION
Protected
AGENCY: Washington County (Utah). County Sheriff
SERIES: 22033
TITLE: Accident reports
DATES: 1989-
ARRANGEMENT: Numerical by case number
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Vehicle accident reports, GRS-317
AUTHORIZED: 01/02/2018
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
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
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 for 5 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Misdemeanor and felony investigation files, GRS-2023
AUTHORIZED: 05/18/2015
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
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.
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 for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Dui (driving under the influence) reports, GRS-332
AUTHORIZED: 01/02/2018
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
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 for 3 year(s) after case is closed
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Misdemeanor and felony investigation files, GRS-2023
AUTHORIZED: 05/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after case closed and then destroy.
APPRAISAL
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 permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Homicide, violent felonies and sex crime investigation files, GRS-2024
AUTHORIZED: 05/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
Computer data files: Retain in Office permanently.
Video recordings master: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Protected
AGENCY: Washington County (Utah). County Sheriff
SERIES: 22041
TITLE: Traffic citation
DATES: 1989-
ARRANGEMENT: Numerical by case number
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 for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Traffic citations, GRS-365
AUTHORIZED: 01/02/2018
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. juvenile information
AGENCY: Washington County (Utah). County Sheriff
SERIES: 22070
TITLE: Warrants
DATES: 1989-
ARRANGEMENT: Numerical by case number
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 resolution of issue
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Warrant records, GRS-370
AUTHORIZED: 01/02/2018
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
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
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 for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Civil service of process records, GRS-323
AUTHORIZED: 01/02/2018
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
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Sheriff
SERIES: 22142
TITLE: Wrecker service records
DATES: 1989-
ARRANGEMENT: Chronological
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 for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Washington County (Utah). County Sheriff
SERIES: 22143
TITLE: Sheriff's sales docket
DATES: 1997-
ARRANGEMENT: Numerical by case number
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 for 18 month(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
APPROVED: 01/2000
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
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 final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 01/2000
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
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Inmate commissary accounts, GRS-343
AUTHORIZED: 01/02/2018
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
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 for 75 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Criminal history records, GRS-2030
AUTHORIZED: 02/08/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 75 years or until copy is sent to Bureau of Criminal Identification and then destroy.
APPRAISAL
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 for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Secure area access logs, GRS-2020
AUTHORIZED: 09/03/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years and then destroy.
APPRAISAL
Administrative
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 for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private
AGENCY: Washington County (Utah). County Sheriff
SERIES: 23840
TITLE: Daily inmate log entries
DATES: 1980-
ARRANGEMENT: Alphabetical by surname
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 for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 11/2001
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: 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 for 2 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/2006
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.
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 for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
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
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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Inmate commissary accounts, GRS-343
AUTHORIZED: 11/30/2006
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
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
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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Mug shot records, GRS-2029
AUTHORIZED: 02/01/2016
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 based on the County General Records Retention Schedule 16-32.
PRIMARY DESIGNATION
Protected. 63G-2-305
SECONDARY DESIGNATION
Private