Utah Department of Administrative Services

Division of Archives & Records Service

Clearfield (Utah). Justice of the Peace

23843--Cash receipting monthly cash out printouts
23844--Small claims judgment registry
23845--Juror list and questionnaires
23846--Small Claims case records
23847--Driving under the influence case files
23848--Drive under the influence by adult minor case files
23672--Bail remittance stubs
22331--Justice docket
25264--Daily Cash Reports
25265--Interpreter technical reference file
25266--Interest rate technical reference file
25267--Warrant technical reference binder
25269--Court clerk manual
25270--Budget background records
25271--Budget estimates and justification files

AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 23843
TITLE: Cash receipting monthly cash out printouts
DATES: 1994-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are receipts issued for money received into municipal accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.

RETENTION

Retain in office 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 23844
TITLE: Small claims judgment registry
DATES: 1994-
ARRANGEMENT: Alphabetical by plaintiff/defendant last name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: The small claims judgment registry is maintained according to Utah Court Rules Annotated. This is a primary reference and is used in cross-referencing small claims files, both open and closed,as well as for locating small claims files by defendant and/or plaintiff name. Each judgment contains address, phone number, name of both plaintiff and defendant; small claims case number; finding of judgment; date of judgment; when and how judgment was delivered to plaintiff and/or defendant.

RETENTION

Retain permanently in office.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2008).


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 23845
TITLE: Juror list and questionnaires
DATES: 1994
ARRANGEMENT: Chronological by date of jury trial
TOTAL VOLUME: 0.50 cubic feet.

DESCRIPTION: These records are maintained in accordance with Utah State Law. The juror list is obtained from the Administrative Office of the Courts and the questionnaires are gathered for jury selection purposes based on the juror list. The juror list contains juror number, names and addresses of potential jurors. The juror questionnaire contains specific questions regarding juror qualifications, including age; phone number; citizenship status; county of residence; ability to read, speak and understand English; military duty status; disabilities; felony conviction status; history and details of jury duty service performed in the previous two years and juror's signature. Also included are penalties listed in the Utah Code for failure to comply with summons.

RETENTION

Retain 4 years in office.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Private. UCJA Rule 4.202.03 (2008).


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 23846
TITLE: Small Claims case records
DATES: 1994-
ARRANGEMENT: Chronological by year, thereunder alphabetical by plaintiff last name.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Small claims cases are filed by the public to obtain a judgment against someone who owes them money for services, damage to property, etc. The small claims cases are retained for informational purposes. They included plaintiff's name, address and phone number; defendant's name, address and phone number; small claims case number; reason for small claims filing; returns of service for small claims hearing; notes made by judge during small claims hearing; any motions or affidavits filed by either plaintiff or defendant for small claims hearing.

RETENTION

Retain in office for 8 years or until dismissal or satisfaction of judgment is filed; then retain 6 months after closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 8 years or until dismissal or satisfaction of judgment is filed and then destroy provided case has been closed for six months.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Private. UCJA Rule 4.202.03 (2008).


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 23847
TITLE: Driving under the influence case files
DATES: 1994-
ARRANGEMENT: Chronological by year, thereunder alphabetical by defendant last name.
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These are case files for violations of driving under the influence (DUI) of alcohol and/or drugs. Information includes defendant's name, signature, address, phone number, date of birth, social security number, physical description, ethnic group, gender, driver license number, violation cited for, responding officer's signature, police case number, court case number, citation number, docket number, drug/alcohol history and counseling information, community service information, court fine and payment made. May also contain bail bond information, order to show cause information, bench warrant information, failure to appear information, summons information, letters from defendant to court, letters from court to defendant, and any probation violation information. Also includes enhancement information for defendants with prior DUI convictions.

RETENTION

Retain in office 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302; UCA 63G-2-202 (2) (2008).


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 23848
TITLE: Drive under the influence by adult minor case files
DATES: 1994-
ARRANGEMENT: Chronological by year, thereunder alphabetical by defendant last name.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are case files for violations of driving under the influence (DUI) of alcohol or drugs by an adult minor. Information includes defendant name, signature, address, phone number, date of birth, place of birth, social security number, physical description, ethnic group, gender, driver license number, violation cited for, responding officer's signature, date of violation, place of violation, police case number, court case number, citation number, docket number, drug/alcohol history and counseling information, community service information, court fine imposed and payment made. May also contain bail bond information, order to show cause information, bench warrant information, failure to appear information and summons information. Also includes enhancement information for previous offenders.

RETENTION

Retain in office 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302, and UCA 63G-2-202 (2) (2008).


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 23672
TITLE: Bail remittance stubs
DATES: 2000-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These remittance stubs are received with payments for warrants or citations from a correctional facility. They are used for guarantee of appearance in court or to pay fines. Information includes case number, name of defendant, county of correctional facility, date, check number, whom paid to, amount, reason for payment and correctional facility reference number.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 27.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(b) (2008)


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 22331
TITLE: Justice docket
DATES: 1924-
ARRANGEMENT: Chronological

DESCRIPTION: This docket documents cases heard by the justice of the peace court. This preprinted book contains handwritten descriptions of misdemeanor cases. They include name of the justice court judge, names of plaintiff and defendant, charge, date case heard, summary of case, decision, fines, and justice of peace signature. Each book includes an alphabetical defendant and plaintiff index.

RETENTION

Retain 9 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1924 through 1929. Retain in Office for 9 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the record's secondary research value of documenting the minor criminal and civil actions handled in Clearfield during the agricultural depression of the 1920s in Utah. The later dockets are destroyed in accordance with the Utah Courts Retention Schedule.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 25264
TITLE: Daily Cash Reports
DATES: 1994-
ARRANGEMENT: Chronological by date

DESCRIPTION: These reports provide a daily records of cash balances, receipts, and disbursements.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 25265
TITLE: Interpreter technical reference file
DATES: 1994-
ARRANGEMENT: Chronological by month

DESCRIPTION: Contains list of qualified and certified court interpreters including name, language, address, and phone number of interpreter.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after Administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 25266
TITLE: Interest rate technical reference file
DATES: 1994-
ARRANGEMENT: Chronological by year

DESCRIPTION: Contains interest rate set by the State of Utah by January 1st of each year.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 25267
TITLE: Warrant technical reference binder
DATES: 1997-
ARRANGEMENT: Chronological by year

DESCRIPTION: List of warrants recalled or canceled because of appearance, bail posted, Judge's order, or error. Includes the date, defendant's name, case number(s), reason recalled, and if records was in system.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after administrative need ends and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 25269
TITLE: Court clerk manual
DATES: 1999-
ARRANGEMENT: Chronological

DESCRIPTION: These are records documenting the formulation and adoption of policies and procedures for the function of the office or department. Includes narrative or statistical reports and related correspondence on program activities, mission statement, studies regarding department or office operations, circular letters or directives, and records related to significant events in which the department or office participated.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 25270
TITLE: Budget background records
DATES: 2000-
ARRANGEMENT: Chronological by year

DESCRIPTION: These records are used to assist in the preparation of department budget requests presented to the city council.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Justice of the Peace

SERIES: 25271
TITLE: Budget estimates and justification files
DATES: 2000-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are copies of budget estimates and justifications prepared or consolidated in formally organized budget proposals. Included are appropriation sheets, narrative statements, and related schedules and data.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 4.

PRIMARY DESIGNATION

Public