Utah Department of Administrative Services

Division of Archives & Records Service

Clearfield (Utah). Parks and Recreation Department

83905--Parks and recreation pamphlets
23249--Interment reports
23266--Cemetery deed register
23276--Registration records
23317--Cemetery map
24907--Reservation records
24908--Buildings & ground maintenance log
24909--Recreation program files
24924--Parks superintendent's technical reference files
24925--Pool manager's technical reference files
24926--Director's technical reference files
24927--Recreation manager's technical reference files
24928--Recreation coordinator's technical reference files
24479--Receipt books
24480--Mailing lists
24481--Housekeeping files
24482--City scrapbooks
24537--Recreational equipment records
24544--General administrative records
24557--Cemetery receipts
26664--Membership application records
10225--Park files
10060--Release records
10348--Parks and Recreation Commission minutes

AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 83905
TITLE: Parks and recreation pamphlets
DATES: 1986-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the municipality or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published.

RETENTION

Retain Archives custody.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 21.

Disposition based on the value of these records in documenting agency/program achievements, policies, procedures, and function.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 23249
TITLE: Interment reports
DATES: 1978-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are copies of a monthly report submitted by the sexton to the Health Department's local registrar when deceased was buried in the cemetery. They are used to verify a report was made. They include "name of the decedent, place of death, date of burial, and name and address of the funeral director or other person making the interment" (UCA 26-2-18(2) (1997)).

RETENTION

Retain 1 year.

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 17, Item 10.

PRIMARY DESIGNATION

Public. UCA 26-2-18 (2)(2008)


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 23266
TITLE: Cemetery deed register
DATES: 1945-
ARRANGEMENT: Numerical by deed number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are registers of names of all persons owning burial plots in the cemetery. They include deed number, date issued, name and address of owner, description of property and amount paid.

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 17, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 23276
TITLE: Registration records
DATES: 1991-
ARRANGEMENT: Alphabetical by activity
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These forms are used to register for municipal recreational programs. They include registrant's name, address, and telephone number; program name and date(s); parent's/guardian's name if registrant is a minor; and a signed liability waiver statement.

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

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 23317
TITLE: Cemetery map
DATES: 1971-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This is a wall map which serves as a key to locating specific graves.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Computer data files: Retain in Office permanently and then migrate data as appropriate.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24907
TITLE: Reservation records
DATES: 1992-
ARRANGEMENT: Chronological by year

DESCRIPTION: These files are used as a record to schedule city room facilities, pool facilities, park facilities and/or sports facilities (e.g. baseball, softball, football, soccer). The files include date of request, name of group, number of people expected, name, address, and telephone number of requesting person, room, area, or park requested, time, date, and amount paid.

RETENTION

Retain 1 year

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 19, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24908
TITLE: Buildings & ground maintenance log
DATES: 1984-
ARRANGEMENT: Chronological

DESCRIPTION: These logs record repairs and maintenance made to municipal buildings and grounds. They include work orders, athletic field maintenance records, boiler blow down reports, pool maintenance log, cleaning schedule, etc. They are used to verify that maintenance was performed and repairs were made.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after completion of repairs and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24909
TITLE: Recreation program files
DATES: 1997-
ARRANGEMENT: Alphabetical by title, thereunder chronological

DESCRIPTION: These program files document specific municipally sponsored recreation programs. They are used for reference in developing future programs. They may include flyers of specific programs and/or activities, an accounting of participants, receipts, and news releases.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24924
TITLE: Parks superintendent's technical reference files
DATES: 1988-
ARRANGEMENT: Alphabetical by document name, thereunder chronological

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, vendor price lists, etc.

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

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24925
TITLE: Pool manager's technical reference files
DATES: 1988-
ARRANGEMENT: Alphabetical by subject, thereunder chronological

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, vendor price lists, etc.

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

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24926
TITLE: Director's technical reference files
DATES: 1988-
ARRANGEMENT: Alphabetical by subject, thereunder chronological

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, vendor price lists, etc.

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

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24927
TITLE: Recreation manager's technical reference files
DATES: 1988-
ARRANGEMENT: Alphabetical by subject, thereunder chronological

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, vendor price lists, etc.

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

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24928
TITLE: Recreation coordinator's technical reference files
DATES: 1988-
ARRANGEMENT: Apphabetical by subject, thereunder chronological

DESCRIPTION: These files contain copies of documents retained strictly for reference and informational purposes which are not part of the official files. Includes copies of reports, studies, special compilations of data, drawings, periodicals, books, clippings, brochures, catalogs, vendor price lists, etc.

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

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24479
TITLE: Receipt books
DATES: 1993-
ARRANGEMENT: Chronological by date issued
ANNUAL ACCUMULATION: 0.10 cubic feet.

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 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24480
TITLE: Mailing lists
DATES: 1999-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are lists of names and addresses used for various municipal mailings (billings and other administrative purposes).

RETENTION

Retain until superseded

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently or until superseded.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24481
TITLE: Housekeeping files
DATES: 1999-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are records of a general housekeeping nature which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives, custodial service requests, parking space assignments, and distribution of keys.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24482
TITLE: City scrapbooks
DATES: 1992-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are a chronological record of the activities of the municipality or individual municipal departments. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality's citizens.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24537
TITLE: Recreational equipment records
DATES: 1997-
ARRANGEMENT: Chronological by year, thereunder Alphabetical by name
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These records document recreational equipment (i.e. softball, volleyball) and tools loaned in connection with reserved park areas and other recreational facilities. They are used to maintain a record of location of equipment. They include name of group; name, address, telephone number of person picking up equipment; date of issue; reservation date; date of return; location reserved; quantity and equipment picked up.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after equipment is returned and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24544
TITLE: General administrative records
DATES: 1990-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are records of a general facilitative nature created or received in the course of administering programs. They include daily, weekly, or monthly activity reports which are summarized in an annual report, correspondence and memoranda.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 24557
TITLE: Cemetery receipts
DATES: 1993-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are receipts issued for money received for burial lots. They are used to record money generated by the cemetery. They include date, receipt number, name of person making payment, amount received, fees involved, credits, cash sales, and may include the address of person making payment.

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 Municipal General Records Retention Schedule, Schedule 17, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 26664
TITLE: Membership application records
DATES: 2005 -
ARRANGEMENT: Alphabetical by surname.
ANNUAL ACCUMULATION: 15.00 cubic feet.

DESCRIPTION: These applications are used to apply for recreation center memberships. The application includes primary account holder's name, address, birth date, telephone number, other family members' names, birth dates and gender; and a signed liability waiver statement. The application is used for confirmation of start date to verify applicants 12 month membership. If the applicant elects to make monthly payments the records also include permission to draft monthly payments from a bank account and banking information.

RETENTION

Retain 2 years

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 19, Item 13.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 10225
TITLE: Park files
DATES: 1967-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain information concerning each of the city parks. They are used to maintain a record of construction projects in each park for historical and informational purposes. They include correspondence, architectural drawings, contracts, specifications, newspaper clippings, histories of individual parks, and photographs.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 10060
TITLE: Release records
DATES: 1990-
ARRANGEMENT: Alphabetical by sport

DESCRIPTION: Form completed by individuals participating in city recreational activities, used by the Clearfield Recreational Department to verify that participants have released all rights and claims for possible injuries in city recreational activities, Information includes individual's name, team name, sport, date, medical insurance company, and signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided no pending litigation.

APPRAISAL

Administrative Legal

This disposition is based on UCA 63-30-13 (1994) which provides that "a claim is barred unless notice of claim has been filed with the governing body . . . within one year after the claim arises, or before the expiration of any extension of time granted."

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. medical insurance company


AGENCY: Clearfield (Utah). Parks and Recreation Department

SERIES: 10348
TITLE: Parks and Recreation Commission minutes
DATES: 1978-
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) (2009) 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) (2010) 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).

RETENTION

DISPOSITION

Retain in agency custody.

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.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public