Utah Department of Administrative Services

Division of Archives & Records Service

Logan (Utah). Public Works, Permits, and Compliance

24140--Executive Correspondence
24141--Staff meeting minutes
24142--Right of way permits
24143--Water and Sewer Board minutes
24589--Drawings and diagrams
24590--Working papers
24591--Survey field books
24592--General administrative records
24593--Finding aids
24594--Project control files

AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24140
TITLE: Executive Correspondence
DATES: 1999-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: This is correspondence from the Public Works director and engineers. These are records which are not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24141
TITLE: Staff meeting minutes
DATES: 1999-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (1997) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (1997) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records). Topics addressed include the various tasks and jobs each division is working on.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative Fiscal Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24142
TITLE: Right of way permits
DATES: 1996-
ARRANGEMENT: Chronological by month, thereunder numerical by permit number
ANNUAL ACCUMULATION: 2.50 cubic feet.

DESCRIPTION: These are permits issued for private companies to work on city property ("public way") for demolitions, excavations, blasting, crane operations, barricade installations, concrete construction (curb, gutter, sidewalks), or the moving of heavy equipment. They include job address, date, name of owner/agent at job address, state license classification, diagram of work required, checklist of existing utilities and construction and traffic control.

RETENTION

Retain 1 year after bond expires.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24143
TITLE: Water and Sewer Board minutes
DATES: 1999-
ARRANGEMENT: Chronological

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (1997) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (1997) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records). The Water and Sewer Board members are appointed by the mayor and city Council to advise the city on water and sewer utility issues.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24589
TITLE: Drawings and diagrams
DATES: 1920-
ARRANGEMENT: Alphanumerical by street address.
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are drawings and blueprints of engineering "as-built" projects. They are used by the public and city personnel to establish existing information for all city locations. They include drawings of street construction, sidewalks, storm drains, waterlines, reservoirs, public facilities, and other city building projects, providing date, legend, city title, scale and actual drawings.

RETENTION

Retain Permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24590
TITLE: Working papers
DATES: 2000-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are project background records, such as studies, analyses, notes, drafts, and interim reports.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after project is completed and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24591
TITLE: Survey field books
DATES: 1930-
ARRANGEMENT: Alphanumerical by street address
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are drawings of new surveys and resurveys of parcels of property containing horizontal control monuments. They are computed on a state plane grid coordinate and are used as a reference for measurements and deeds research. They include monuments, state plane grid coordinates, surveyor's notes, scale, legend, and north point.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24592
TITLE: General administrative records
DATES: 1994-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are daily entries in the Assistant Engineer's planner of daily project site visits.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24593
TITLE: Finding aids
DATES: 1985-
ARRANGEMENT: Alphanumerical by street address

DESCRIPTION: These are regularly updated plat map indexes that assist in the use of the county property plat books and utility maps.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until records to which they pertain are destroyed and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Logan (Utah). Public Works, Permits, and Compliance

SERIES: 24594
TITLE: Project control files
DATES: 1968-
ARRANGEMENT: Chronological by date.
ANNUAL ACCUMULATION: 1.50 cubic feet.

DESCRIPTION: These project files document the planning, design, and construction of municipally-owned facilities, structures or systems. They are also used for budget planning and litigation research. They include correspondence, copies of agreements, engineer's personal notes, guarantees and warranties, testing reports, reports (daily, weekly, monthly), and permits to work in the public way for municipality projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction and repairs to additions to city buildings.

RETENTION

Retain archives custody

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 13.

PRIMARY DESIGNATION

Public