Utah Department of Administrative Services

Division of Archives & Records Service

Uintah Animal Control and Shelter Special Service District (Utah)

28496--Pre-adoption written animal evaluation
28495--District Facebook page animal photos and public comments
28502--Transitory Correspondence
28493--Pre-adoption animal evaluation audio/videos
27615--Animal control evidence logs
27616--Animal control firearms qualification records
27617--Animal control firearms disposal records
27618--Animal control firearms inventory cards
27619--Remote chemical immobilization drug log
27620--Discharge of firearm report
27631--Standard operating policy manual
27632--Snow removal log
27633--Sharps injury log
27634--Animal quarantine notice
27635--Rabies test request forms
28217--Annual district activities report
27654--Kennel cards
27716--Dog license records
27717--Controlled substances euthanasia log
27718--Master logs
27719--Animal control end of month report
27720--Controlled substances euthanasia license records
27721--Loss control inspection reports
27722--Proof of publication records
27723--Animal bite reports
27724--Animal adoption contract
27725--Resolutions
27727--Administrative Control Board meeting minutes
27729--Administrative Control Board meeting agenda
27730--Annual animal control statistics report
27792--Animal shelter receipt book
28095--Dog surrender questionnaire
28097--Patient Chart
27592--Owner/Agent claim contract
27593--Livestock auction/claim book
27594--Waiver of liability for small animals
27595--Waiver of liability livestock
27596--Animal in-take forms
27597--Owner surrender form
27598--Equine owner surrender form
27599--Micro-Chip tracking cards
27600--Missing animal reports
27601--Found animal reports
27602--Visitor registration log book
27610--Approved animal adoption application
27611--Animal Shelter End of Month Report
27612--Annual animal shelter report
27613--Animal control case reports
27614--Animal control evidence disposition records

AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 28496
TITLE: Pre-adoption written animal evaluation
DATES: 2010-
ARRANGEMENT: Chronological by date, thereafter by animal impound number

DESCRIPTION: These written evaluations document and determine an animal's temperament and suitability for either adoption and placement in the community, or release to a 501(c)(3) animal rescue group for fostering and/or adoption placement. These records are completed and kept in addition to, or in the place of, the audio/video pre-adoption animal evaluations.

RETENTION

Retain 4 years.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

These records document that at the time of an animal's adoption or placement with a rescue, that animal did not show any signs of aggression or other behaviors which would make them unsuitable for adoption.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 28495
TITLE: District Facebook page animal photos and public comments
DATES: 2013-
ARRANGEMENT: Chronological by date

DESCRIPTION: Business-related correspondence that is routine or transitory and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain Until administrative need ends.

DISPOSITION

.

FORMAT MANAGEMENT

Computer data files: Retain in Office until administrative need ends and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 42.

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 28502
TITLE: Transitory Correspondence
DATES: 2010-
ARRANGEMENT: Chronological

DESCRIPTION: Business-related correspondence that is routine or transitory and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain Until administrative need ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office until until administrative need ends and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 42.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 28493
TITLE: Pre-adoption animal evaluation audio/videos
DATES: 2010-
ARRANGEMENT: Chronological by date, thereafter by impound number

DESCRIPTION: These audio/video recordings document and determine an animal's temperament and suitability for adoption and placement in the community, or release to a 501(c)(3) animal rescue group for fostering and/or adoption placement.

RETENTION

Retain 4 years.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 4 years and then delete.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

These audio/video recordings are retained in addition to the paperwork for the four year retention schedule on an adopted animal or an animal released to a rescue group. These recordings are also documentation that when the animal was adopted out or placed with rescue they did not show any signs of aggression or other behaviors which would make them unsuitable for adoption.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27615
TITLE: Animal control evidence logs
DATES: 2009-
ARRANGEMENT: numerical by case number

DESCRIPTION: This is a log that shows the chain of possession of all evidence gathered by the District animal control department. A copy of the log usually becomes part of the animal case file. These records contain a detailed description of any evidence gathered i.e. photos, organic material, weapons, reports, correspondence, maps, animals involved dead or alive, test results, etc.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy provided the record is not part of case file..

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 19.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27616
TITLE: Animal control firearms qualification records
DATES: 2009-
ARRANGEMENT: chronological by year

DESCRIPTION: These files contain records for animal control officers qualifying to use specific firearms and/or remote chemical immobilization equipment. They also include the type of firearms used, date, identification number, animal control officers name, and pass/fail score.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 2 years after separation or termination of employee and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 25.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27617
TITLE: Animal control firearms disposal records
DATES: undated
ARRANGEMENT: Chronological by year and then by serial number

DESCRIPTION: These files contain records of firearms that have been disposed of either through sale, trade or destruction. They include the manufacturer's name, serial number, model, caliber, disposal method, disposal date, name of business purchasing firearm, and bid number.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 26.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27618
TITLE: Animal control firearms inventory cards
DATES: 2009-
ARRANGEMENT: Chronological by year

DESCRIPTION: These card files list all firearms and remote chemical immobilization equipment in the District animal control department's inventory. The cards contains the name of the manufacturer, make, serial number, model, caliber, to whom issued, by whom issued and date.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after disposal of firearms and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 27.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27619
TITLE: Remote chemical immobilization drug log
DATES: 2009-
ARRANGEMENT: numerical by case number

DESCRIPTION: These logs document the type and amount of drugs, (e.g. Xylazine), used in effectively immobilizing an animal for capture. These logs include the date, case number, animal control officer, amount and type of drug used, species ,breed and size of animal.

RETENTION

Retain 2 years (21 CFR 1304.03 (1993)

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27620
TITLE: Discharge of firearm report
DATES: 2009-
ARRANGEMENT: chronological by date and numerical by case number

DESCRIPTION: These records document the use and reason for the discharge of a firearm by an animal control officer in the performance of their job duties. These records contain the name of the animal control officer firing the weapon, date and time of occurrence, location, case or dispatch report number, type of firearm, serial number, number of shots fired, type of ammo used, defendant animal species, breed & description, defendant owner/agent if known, property damage if applicable, human victim name, physical address, phone number, attending veterinarian if applicable, account for each round and placement. These records also contain details of the incident and the reason for discharge of the firearm, maps,diagrams, etc.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided the record is not part of the case file.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 7.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27631
TITLE: Standard operating policy manual
DATES: 2007-
ARRANGEMENT: Numerical

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 for 3 years and then transfer to State Records Center. Retain in State Records Center for 30 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office permanently.

Compact disc: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 30 years.

APPRAISAL

Administrative Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27632
TITLE: Snow removal log
DATES: 2008-
ARRANGEMENT: Numerical by year

DESCRIPTION: These records document the removal of snow from facility sidewalks for OSHA safety requirements. The records include the date of the snow removal, the time the action took place and by whom the action was performed.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 3.

required by OSHA

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27633
TITLE: Sharps injury log
DATES: 2008-
ARRANGEMENT: Chronological by date and year.

DESCRIPTION: These records document injuries, punctures and accidental injections to employees who use needles and syringes in the performance of their normal job duties and responsibilities. These reports are used for the reference and generation of claim files. The records include the date and time of the incident, type of incident incurred, name of the employee, etc.

RETENTION

Retain 12 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 12 years and then destroy.

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27634
TITLE: Animal quarantine notice
DATES: 2008-
ARRANGEMENT: Alphanumerically by case number and then by year. Attached to bite reports and/or animal control case reports.

DESCRIPTION: This form is specifically for notification of quarantine status on an animal involved in a bite incident. The record contains the owners/agent/caretakers name, physical address, phone number, description of animal, location where animal is being held for quarantine,etc. These records are used when the quarantine location of an animal is not at the district shelter.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(b) and 63G-2-302(2)(d) (2008)


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27635
TITLE: Rabies test request forms
DATES: 2007-
ARRANGEMENT: Alphabetically by last name and then numerically by year.

DESCRIPTION: These forms are used when an individual wishes to request a test for the rabies virus, to be request that a test be performed on an animal specimen due to a bite or exposure incident.The form contains the victim name, physical address, phone number,injuries, location of medical treatment and physician; nnimal owner name, physical address, phone number, rabies vaccination status of animal, date and method of disposition of animal, description of animal, description and location of exposure incident.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Private:UCA 63G-2-302(1)(b) and 63G-2-302(2)(d) (2008)


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 28217
TITLE: Annual district activities report
DATES: 2007-
ARRANGEMENT: Chronologically by year.

DESCRIPTION: These are reports on program activities and accomplishments of the municipality or individual department for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

RETENTION

Retain 6 years

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 5 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 1, Item 2.

The Annual Report documents the history of the Uintah Animal Control and Shelter and summarizes the activities of the year, including financial statistics and policies changes.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27654
TITLE: Kennel cards
DATES: 2007-
ARRANGEMENT: Alphanumerically by impound number

DESCRIPTION: These cards may contain animal species, breed, sex, age, description, condition, reason for impound, owner information, identification numbers such as micro-chip, rabies or animal license, vaccination information and staff notes. They are used to document all animals and livestock brought into the district animal shelter for impound.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years 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 14, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27716
TITLE: Dog license records
DATES: 2007-
ARRANGEMENT: Can be accessed by owner name, and/or license number and year

DESCRIPTION: These records document the payment of license fees. They may include owner's name, breed of dog, sex, color, expiration date of license, expiration date of rabies vaccine, dog's name, indication if dog was neutered or spayed, license fee, and date paid.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 4 years and then delete.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27717
TITLE: Controlled substances euthanasia log
DATES: 2007-
ARRANGEMENT: Chronological

DESCRIPTION: This log documents the amount of controlled substances (e.g., sodium pentobarbital) used and the number of animals destroyed. It must include the date, number, animal type, case number, numbers total, and ending inventory.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27718
TITLE: Master logs
DATES: 2007-
ARRANGEMENT: Chronological by year thereunder by month

DESCRIPTION: These logs record all animals brought into the animal shelter. They may include date animal was brought in, breed, sex, color, location picked up, owner's name, and information on disposition of animal (whether adopted or euthanized).

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 14, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27719
TITLE: Animal control end of month report
DATES: 2007-
ARRANGEMENT: Chronological by year and thereunder by month

DESCRIPTION: These records document monthly animal control statistics and assist with tracking and need for animal control services. These records contain statistical information which documents the total calls for animal control services each month, the number of each specfic animal control complaint, the total amount of livestock handled each month, individual vehicle mileage, individual officer training hours,and the documentation of the different dog breeds that are involved in specific animal related violations/complaints.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 2 years and then delete.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27720
TITLE: Controlled substances euthanasia license records
DATES: 2007-
ARRANGEMENT: Chronological thereunder by individual license holders names

DESCRIPTION: These records document the annual registration process required to purchase and dispense controlled substances in accordance with 21 CFR 1301.21 (1993). These substances are used for the disposing of unwanted animals. These records must include the license, copy of the application, and related correspondence.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after expiration of license and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27721
TITLE: Loss control inspection reports
DATES: 2007-
ARRANGEMENT: Chronological

DESCRIPTION: Each year a municipal agency may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might also be used as evidence in defense of a claim.

RETENTION

Retain 12 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 12 years and then destroy.

APPRAISAL

Administrative Fiscal Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 5.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(24)(2008)


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27722
TITLE: Proof of publication records
DATES: 2007-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings (UCA 78-25-14 (1997)).

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27723
TITLE: Animal bite reports
DATES: 2007-
ARRANGEMENT: Numerical by case, as generated by dispatch

DESCRIPTION: This report form documents investigations of dog bites. Copies may be kept by the animal control officer, impound, and the local health department. A dog without rabies vaccination verification will be quarantined for 10 days to guarantee the dog does not have rabies (UCA 26-6-11 (1997)). The report usually includes the case number, information on person bitten, informant's name, information on incident, treatment, animal and investigation.

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. 63G-2-305


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27724
TITLE: Animal adoption contract
DATES: 2007-
ARRANGEMENT: Alphabetical

DESCRIPTION: These records are completed by persons adopting animals. They are used to determine whether the prospective owner qualifies to adopt an animal and to verify whether animals were neutered or spayed. The records may include a pre-adoption questionnaire, a letter explaining the adoption process, and an adoption agreement.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(j)(i); 63G-2-302(2)(d)


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27725
TITLE: Resolutions
DATES: 2011-
ARRANGEMENT: Chronological by year, thereunder numerical

DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717 (1997)).

RETENTION

Retain permanent

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 18, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27727
TITLE: Administrative Control Board meeting minutes
DATES: 2006-
ARRANGEMENT: Chronological

DESCRIPTION: These minutes are the official record of the proceedings of regularly scheduled, special and emergency administrative control board meetings. They are adopted and approved by the District board during their next meeting. The minutes include the date, time, and meeting place; members present and absent; substance of all matters proposed,discussed, or decided, and record, by individual member,of votes taken; the names of citizens who appeared and the substance of their testimony; any other information that any member requests be entered in the minutes" in accordance with UCA 52-4-7 (1997).

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 23.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32) (2008)


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27729
TITLE: Administrative Control Board meeting agenda
DATES: 2006-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain the public notification of date, time, place and items to be presented to the Administrative Control Board for consideration at regularly scheduled, special and emergency administrative control board meetings.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided they are not part of the official meeting minutes.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27730
TITLE: Annual animal control statistics report
DATES: 2007-
ARRANGEMENT: Chronological by specific year

DESCRIPTION: These records were created to document, track and record animal control statistics and activities. These records contain a year's summary of the total number of calls for animal control services, a breakdown of the number of each specific animal control violation, the total number of all livestock handled, total vehicle mileage,and individual officers training hours. Also a breakdown of individual the dog breeds involved in specific animal control violations and the number thereof.

RETENTION

Retain permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently.

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27792
TITLE: Animal shelter receipt book
DATES: 2007-
ARRANGEMENT: chronological by year thereunder numerical by receipt book number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: Animal shelter receipt books track receipt of monies due for animals being claimed from impound, or adopted out, the sale of dog licenses, donation monies received, etc.

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 5, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 28095
TITLE: Dog surrender questionnaire
DATES: 2012-
ARRANGEMENT: Numerical by impound number.
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: Dog surrender questionnaire was created to get as much information from owner about the dog being owner surrendered as possible. They are used in conjunction with the existing Owner surrender form #27597. Questions on form include information regarding spay/neuter status, reason for releasing the dog, dog's health, dog's habits good or bad, behavior, training including obedience, house breaking, etc.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 3.

Retention for these records is based on their relation to adoption and surrender documents.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 28097
TITLE: Patient Chart
DATES: 2012-
ARRANGEMENT: Chronological by month, thereunder numeric by impound number

DESCRIPTION: This list contains all records of additional medication, deworming required or necessary for the care of the animal, that is administered, (includes dosage amounts, frequency and by whom,) for any animal that is ill upon intake/impound or becomes ill during its impound period. By law all shelters are required to provide medical care for impounded ill and/or injured animals.

It was created to track and record all vaccinations and medications given to the animal while under impound until final disposition of claim, adopt or euthanasia.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27592
TITLE: Owner/Agent claim contract
DATES: 2007-
ARRANGEMENT: alphabetical by name.

DESCRIPTION: For the claim or release of impounded domestic animals, by an owner or agent. These records contain personal information on the owner/agent--i.e., drivers license numbers, address, phone number--in addition to animal information, such as description, rabies vaccination status, animal licensing information, spay or neuter status, microchip numbers, etc. These records are used for tracking vaccination & licensing status, repeat offender/impound history, ordinance compliance on rabies vaccinations, dog licensing and State Pet Sterilization Act, in conjunction with county and municipal ordinances on impounds.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

Utah Municipal Code Chapter 17

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(j)(i); 63G-2-302(2)(d)


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27593
TITLE: Livestock auction/claim book
DATES: 2007-
ARRANGEMENT: Receipt book form thereunder numerical

DESCRIPTION: These records document the claim by the owner/agent of impounded livestock, or the sale thereof, per State regulations, at auction. These records contain the name of the owner/agent, physical address, drivers license number, phone number, species type, breed type and a description of the livestock, identifying marks on the animal such as brands and tattoos .

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

Utah Agricultural Code Title 4

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27594
TITLE: Waiver of liability for small animals
DATES: 2007-
ARRANGEMENT: alphabetical, attached to claim and adoption forms at time of transaction

DESCRIPTION: These records are a waiver of liability on behalf of the District for animals impounded that may have been exposed to a contagious or infectious disease prior to impound or during impound. They also document notifications provided to the owner/agent or adoptor of such by the District and include a waiver of District liability for medical expenses that may be incurred due to impound. These records contain a description of the potential or actual regional and local zoonotic, or animal to animal contagious or infectious disease identified.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27595
TITLE: Waiver of liability livestock
DATES: 2007-
ARRANGEMENT: by year and then by numerical sequence

DESCRIPTION: These are Waivers of liability for the District on impounded livestock's exposure to zoonotic, contagious or infectious diseases prior to impound or during impound. They contain the following information: the name of the owner/agent, auction buyer, adopter's physical address, phone number, description of potential regional and local zoonotic, or contagious/infectious animal to animal livestock diseases.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27596
TITLE: Animal in-take forms
DATES: 2007-
ARRANGEMENT: Numerical by impound/log number

DESCRIPTION: These records are used to track and record stray or found animals brought into the shelter for impound by members of the public. They contain the following information: finders name, physical address, phone number, animal species, breed, a general description of the animal, micro-chip numbers, tatoos, licenses ie dog or rabies, and id tags.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27597
TITLE: Owner surrender form
DATES: 2007-
ARRANGEMENT: Numerical by impound and log number

DESCRIPTION: These records are used to track and record animals surrendered or turned-in by their owners/agents to the District Shelter. These records contain the following information: the owner/agents personal information such as drivers license number, Id card number, green card number, date of birth, physical address and phone number, as well as the animal species, breed, a description of the animal, micro-chip number, dog license or rabies vaccination tag numbers, and the reason for surrender.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27598
TITLE: Equine owner surrender form
DATES: 2009-
ARRANGEMENT: Numerical by year.

DESCRIPTION: These records are used to track and record equines surrendered or turned-in by owners/agents to the District Shelter or Animal Control. They contain owners/agents personal information such as drivers license or social security numbers, Id or green card numbers, date of birth, physical address and phone numbers, a copy of the brand inspection certificate, as well as animal species, breed, animal description, and identifying marks such as brands and/or tatoos.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 3.

Utah Agricultural Code Title 4 chapter 24, section 4-24-11 and 4-24-12

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27599
TITLE: Micro-Chip tracking cards
DATES: 2007-
ARRANGEMENT: alphabetical by name

DESCRIPTION:

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 4 years and then delete.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27600
TITLE: Missing animal reports
DATES: 2007-
ARRANGEMENT: chronological

DESCRIPTION: Business-related correspondence that is routine or transitory and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain 4 months

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 42.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27601
TITLE: Found animal reports
DATES: 2007-
ARRANGEMENT: Chronological

DESCRIPTION: Business-related correspondence that is routine or transitory and does not offer unique information about agency functions or programs. These records include acknowledgment files and most day-to-day office and housekeeping correspondence. These records may originate on paper, electronic mail, or other media. This correspondence is filed separately from program and project case files.

RETENTION

Retain 4 months

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 42.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27602
TITLE: Visitor registration log book
DATES: 2007-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These records are used to keep a registration log of all visitors to the animal shelter facilites. These records contain the visitor's name, physical address, phone number and date of visit.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 1 year and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah State General Records Retention Schedule, Schedule 16, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27610
TITLE: Approved animal adoption application
DATES: 2007-
ARRANGEMENT: alphabetical by last name

DESCRIPTION: These records are applications received prior to the actual adoption of an impounded animal. They are used to determine the suitability of a potential adopter, their compliance with existing municipal and county ordinances and the best placement for the welfare of the animal and the community.These records contain the name of the potential adopter, physical address, phone numbers,and drivers license number, information about their home environment, yard, fence or kennel set up, number of animals owned currently, whether these animals are spayed or neutered, vaccinated and have a current dog license if applicable. These records also contain questions on what the adopter expects or wants from the animal, and what they are willing to do to work with the animal in such areas as obedience training, house-breaking, crate training, exercise, socialization, housing, grooming, etc.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27611
TITLE: Animal Shelter End of Month Report
DATES: 2007-
ARRANGEMENT: Chronological by year and thereunder by month

DESCRIPTION: These records document monthly statistics and general information about the shelter's activities. These records contain the total number of animals & livestock impounded per month, the disposition of such animals, i.e., owner claims, shelter adoptions, animal rescue group releases, owner surrendered still at shelter, died after impound, euthanized, sold at auction, number of visitors to shelter per month and any other general comments regarding the shelter's activities and operations.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 2 years and then delete.

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

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27612
TITLE: Annual animal shelter report
DATES: 2007-
ARRANGEMENT: Chronological by specific year

DESCRIPTION: These records are used to document, track, and record animal shelter statistics, activities, and operations. These records contain a year's summary of impounded animals and livestock, the disposition of such animals, i.e. owner claims, owner surrendered, shelter adoptions, release to animal rescue groups, still at shelter, died after impound, euthanized, sold at auction, visitors to shelter, and all other activities and operations at the shelter.

RETENTION

Retain permanently

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 5 years and then transfer to Agency Record Center. Retain in Agency Record Center for 70 years and then transfer to State Archives with authority to weed.

Paper: Retain in Office for 5 years and then transfer to Agency Record Center. Retain in Agency Record Center for 70 years and then transfer to State Archives with authority to weed.

Compact disc: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27613
TITLE: Animal control case reports
DATES: 2007-
ARRANGEMENT: Numerical by case, as generated by dispatch.

DESCRIPTION: These records are reports of animal related crimes and other cases investigated by the animal control department of the District. The Supplemental Continuation Reports are used to provide additional information concerning an animal control investigation. The reports are usually filed by case numbers and are frequently part of the case file. They are also called Incident Reports or Offense Reports. These records contain the name, address, and phone number of the individual reporting the crime, a description of the crime, date and time of report, the location, etc.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy provided the report is not part of the case file..

Computer data files: Retain in Office for 5 years and then delete.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 7.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.


AGENCY: Uintah Animal Control and Shelter Special Service District (Utah)

SERIES: 27614
TITLE: Animal control evidence disposition records
DATES: 2009-
ARRANGEMENT: numerical by case number

DESCRIPTION: These records document the use and location of items in evidence. They include tags on property and file card and may also include evidence release authorization cards.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 56.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. unless already adjudicated and completed appeals process.