Utah Department of Administrative Services

Division of Archives & Records Service

Orem (Utah). Development Services

85161--Planning Commission meeting minutes
13497--Building plans and specifications
24047--Engineering secretary duty book
24050--Capital improvement projects
22971--Contractor right-of-way permits
22975--Plan design files
23118--Engineering monthly reports
23120--Private residential developments cost sharing files
23012--Plat log
23028--Contractor inspection forms
23029--Contractor information files
23030--Project tracking log
23031--Worksite plans log
23032--Construction standards and specifications
16485--Drawings
28094--Building permit inspection logs

AGENCY: Orem (Utah). Development Services

SERIES: 85161
TITLE: Planning Commission meeting minutes
DATES: i 1949-
ARRANGEMENT: Chronological by date of meeting
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are minutes of meetings and hearings held by the planning commission. "Each municipality may enact an ordinance establishing a planning commission" (UCA 10-9-201(1)(a)(1997)). A municipal planning commission shall "prepare and recommend a general plan and amendments to the general plan; recommend zoning ordinances and maps, amendments to zoning ordinances and maps; administer provisions of the zoning ordinance; recommend subdivision regulations and amendments to those regulations; recommend approval or denial of subdivision applications; advise the legislative body of matters as the legislative body directs; hear or decide any matters that the legislative body designates, including the approval or denial of, or recommendations to approve or deny, conditional use permits; exercise any other powers that are necessary to enable it to perform or function, or delegated to it by the legislative body" (UCA 10-9-204 (1997)).

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Microfilm duplicate: Retain in Office permanently.

Paper: Retain in Office permanently.

Microfilm master: Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 4.

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 13497
TITLE: Building plans and specifications
DATES: undated
ARRANGEMENT: alphabetical

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 Permanent.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 24047
TITLE: Engineering secretary duty book
DATES: ca. 1990-
ARRANGEMENT: by category
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: This volume serves as a reference detailing duties and procedures assigned to the engineering secretary. included are procedures dealing with contractors, construction permits, capital improvement projects (CIP), planned residential developments (PRD), community development block grants (CDBG), uniform allowance, deadline projects list, purchase requests, response forms, SummerFest information and timecard training, petty cash procedures and instructions for performing miscellaneous public works procedures.

RETENTION

Retain until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until 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

Private


AGENCY: Orem (Utah). Development Services

SERIES: 24050
TITLE: Capital improvement projects
DATES: ca. 1919-
ARRANGEMENT: Chronological, thereunder alphabetical by subject
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document the contracts, bid breakdown and original specifications for capital improvement projects (CIP) for the city. Included are,change orders, applications for payments, bid breakdown, contract documents, original specifications, change orders, preliminary design work, and Design Department's preliminary work which includes right of way acquisitions, surveying easement, plat maps, and contact names and phone numbers.

RETENTION

Retain Transfer to Archives after 10 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office 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. UCA 63G-2-201 (2008).

SECONDARY DESIGNATION

Protected. UCA 63G-2-305 (4)(2008). Federal identification number


AGENCY: Orem (Utah). Development Services

SERIES: 22971
TITLE: Contractor right-of-way permits
DATES: ca. 1919-
ARRANGEMENT: Chronological by year, thereunder, by month
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This record series consist of permits issued to private contractors to work in the city right-of-way for water and sewer laterials, water and sewer mains, curb, gutter, sidewalk, utilities, sump, storm drain, and sidewalk replacement. They include contractor name, permit number, issuing and expiration date, address of job, and conditions of permit use.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 1 year after bond expires and then delete.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 22975
TITLE: Plan design files
DATES: 1996-
ARRANGEMENT: Organized by frequency of use
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records contain drawings and diagrams of water and fuel tanks used in the maintenance and repair of city vehicles.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after after disposition of vehicle or until part is redesigned and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23118
TITLE: Engineering monthly reports
DATES: ca. 1980-
ARRANGEMENT: Chronological by month
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This is a monthly report compiled by members of the office staff used to inform the various divisions of Public Works and the city manager of the status of current Public Works projects. Types of projects include design, construction, traffic and private development. Information includes the following for each project: account number, description, budgeted amount, engineer, opening date, who contract was awarded to, bid amount and permits issued. Also included in the report are ideas and suggestions for each division; current subdivision lists with updated construction information; data on sign installation, signals and pavement markings for the month; traffic counts; development review committee projects list; bond information and sewer and water main lengths.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23120
TITLE: Private residential developments cost sharing files
DATES: ca. 1995-
ARRANGEMENT: Alphabetical by subdivision name
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records document the activities of the Private Residential Developments Cost Sharing Program, a program implemented by Orem City funded annually at the discretion of the City Council. Public Works contributes thirty percent of the payment for approved preventative street maintenance costs. Applications for reimbursement from homeowner's associations are processed by the pavement manager and approved or disapproved by the city manager. Information includes the application, the agreement, location, details of work performed, copies of contractor bids, request for payment, limited conversation records, maps or sketches of roads and the developer's contact information.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

Administrative Fiscal

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23012
TITLE: Plat log
DATES: 1997-
ARRANGEMENT: Chronological by date received
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are city maps and plats for surveys and maintenance of city property and facilities. They are used for research purposes by the public, other city departments, and title companies. They include townships and range, rights-of-way, monument markers, lot measurements, street names, centerline measurements, blocks, and subdivision names.

RETENTION

Retain one year in office.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23028
TITLE: Contractor inspection forms
DATES: ca. 1980-
ARRANGEMENT: Chronological by month
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are forms that the municipal project manager completes documenting the inspection of job sites which are located in the public right-of-way. The project manager examines the jobsite to determine compliance with city code. Examples of inspected projects are water and sewer laterals, water and sewer mains, curb, gutter and sidewalk work. Information includes permit number; address of job site; contractor's name; date, time and type of inspection; and inspection pass or fail status. Also included is information about the sewer tie-in for clean out should the inspection be of a sewer lateral. The information from this form is entered into the agency database, and is occasionally referred to if problems arise with a particular job site.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office until superseded and then delete.

APPRAISAL

Administrative Legal

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23029
TITLE: Contractor information files
DATES: ca. 1980-
ARRANGEMENT: Alphabetical by contractor name
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These forms are used to document personal contractor information for contractors with licenses to work in the city right-of-way. The information is used to verify that insurance, bond and license are current, as well as for contact purposes. Examples of projects these contractors perform for the city include the installation and repair of laterals, mains, utilities and concrete work. Information includes name, address, phone number, contractor code classification, insurance certificate with insurance name and expiration date, date cash bond was received and Utah license information including expiration date.

RETENTION

Retain 1 year or until bond is returned to contractor.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until bond is returned to contractor and then destroy.

Computer data files: Retain in Office for 1 year or until bond is returned to contractor and then delete.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23030
TITLE: Project tracking log
DATES: ca. 1990-
ARRANGEMENT: Chronological by date received
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: This is a step-by-step procedural log that tracks a capital improvement project (CIP) from bid specification preparation to the completion of a purchase order funding the project. This log is a basic check list used by the department secretary to document that all procedural requirements are met during the process. Information includes the project name, project number, design engineer, purchase order number and completion dates for each step of the project.

RETENTION

Retain office 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after project is completed. and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23031
TITLE: Worksite plans log
DATES: ca. 1990-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a log documenting the submission of cutsheets to Public Works. Cutsheets are plan and profile sheets, detailing grade and elevation of municipal worksites and are used by contractors to install and properly grade their work. Examples of types of projects where cutsheets are used are sidewalk installation, storm drain and sewer main work. Information includes date and time cutsheets were received, subdivision name, project name and type, name of engineer who prepared the cutsheet and the name of the submitting engineering company.

RETENTION

Retain 6 months.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 23032
TITLE: Construction standards and specifications
DATES: ca. 1980-
ARRANGEMENT: Alphanumerical
ANNUAL ACCUMULATION: 1.00 cubic foot.

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 in agency custody permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Computer data files: 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: Orem (Utah). Development Services

SERIES: 16485
TITLE: Drawings
DATES: 1935-
ARRANGEMENT: Alphabetical by type of map.
ANNUAL ACCUMULATION: 0.70 cubic feet.

DESCRIPTION: These are drawings from the City Engineer.

RETENTION

Retain until microfilmed.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently with authority to weed.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Development Services

SERIES: 28094
TITLE: Building permit inspection logs
DATES: 1992-
ARRANGEMENT: chronological by date

DESCRIPTION: The building inspector's master log of inspections is created each day as a schedule of inspections for each day is printed. Each inspector takes a copy of his schedule and marks the status of the inspection. Notes are sometimes added. Sheets are transferred to the master log after entering information from the individual inspection sheets into the computerized building permit data base.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public