Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
27452--Completed judicial performance evaluation reports for midterm evaluations and judges not running for re-election27453--Completed judicial performance evaluation reports
27455--Incomplete judicial performance evaluation reports
27456--Evaluation working documents
27457--Closed session deliberation and interview recordings
27458--Open meeting records
27459--Records destruction files
30170--Open meeting audio recordings
30181--Official reports
30184--Social media records
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 27452
TITLE: Completed judicial performance evaluation reports for midterm evaluations and judges not running for re-election
DATES: 2009-
ARRANGEMENT: Chronological by year of retention election, thereunder alphabetical by court level, thereunder alphabetical by judge name.
DESCRIPTION: The agency is mandated to "compile a midterm report of the... judicial performance evaluation of a judge" (Utah Code 78A-12-203(7)) and also to "compile a retention report of its judicial performance evaluation of a judge," (Utah Code 78A-12-206(1)(a)). Midterm reports, as well as evaluations of judges who do not file for the retention election, are not public (see Utah Code 63G-2-302(2)(a) and 78A-12-206(1)(c)). Contents of reports vary depending on a judge's evaluation designation (determined by weighted caseloads, attorney numbers, and court level), but records may include courtroom observations, survey results, public sanctions, public comments, a content analysis, interview results, and performance feedback. These performance evaluation reports are used for self-improvement by the individual judge being evaluated. JPEC commissioners also use these reports often to analyze a judge's scores over the course of their time on bench.
RETENTION
Permanent. Retain for 12 year(s) after retirement or death
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Annual or official reports, GRS-3
AUTHORIZED: 08/26/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office permanently.
Paper: Retain in Office until 12-15 years after retirement and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records hold administrative and historical value because they contribute substantially to knowledge and understanding of the people and communities of our state regarding the judicial retention system in Utah.
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(2)(a) (2021)
SECONDARY DESIGNATION
Protected. Utah Code 78A-12-206(1)(d) (2017)
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 27453
TITLE: Completed judicial performance evaluation reports
DATES: 2009-
ARRANGEMENT: Chronological by year of retention election; thereunder alphabetical by court level; thereunder alphabetical by judge name.
DESCRIPTION: The Judicial Performance Evaluation Commission is mandated to "compile a retention report of its judicial performance evaluation of a judge," (Utah Code 78A-12-206(1)(a)), which is to be made public according to the parameters set forth in Utah Code 78A-12-206. These public reports are made available on any judge running in a retention election, and contain a judge's biography, content summary, survey/interview results, and general information to understand the contents within the report. Reports are posted to the agency's website, and a full commission version is also sent to the judge under evaluation. These records' main purpose is to provide the public with information on the judges they will see on their ballots.
RETENTION
Permanent. Retain for 12 year(s) after retirement or death
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Annual or official reports, GRS-3
AUTHORIZED: 08/26/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office permanently.
Paper: Retain in Office until 12-15 years after retirement and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records hold administrative and historical value because they contribute substantially to knowledge and understanding of the people and communities of our state regarding the judicial retention system in Utah.
PRIMARY DESIGNATION
Public. Utah Code 78A-12-206(1)(c) (2017)
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(2)(a) (2021)
Protected. Utah Code 78A-12-206(1)(d) (2017)
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 27455
TITLE: Incomplete judicial performance evaluation reports
DATES: 2009-
ARRANGEMENT: Chronological by year of retention election; thereunder alphabetical by court level; thereunder alphabetical by judge name.
DESCRIPTION: These are incomplete reports due to a judge resigning or retiring before the report is complete, and depending upon how long a judge held the position, are composed of qualitative and quantitative data on the judge's performance. Records included vary, depending on a judge's evaluation designation (determined by weighted caseloads, attorney numbers, and court level), but may include courtroom observations, survey results, public sanctions, public comments, a content analysis, interview results, and performance feedback. These performance evaluations contain incomplete information and are not distributed.
RETENTION
Permanent. Retain for 12 year(s) after retirement or death
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Annual or official reports, GRS-3
AUTHORIZED: 08/26/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office permanently.
Paper: Retain in Office until 12-15 years after retirement and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records have administrative and historical value because they contribute substantially to knowledge and understanding of the people and communities of our state regarding the judicial retention system in Utah. Historical value is still maintained with reports that may reflect poor performance evaluation data.
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(2)(a) 2021
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 27456
TITLE: Evaluation working documents
DATES: 2009-
ARRANGEMENT: Chronological by year of retention election, thereunder alphabetical by court level, thereunder alphabetical by judge name.
DESCRIPTION: These records comprise the different components that go into the creation of a judge report and may include empirical survey data, public comments, observation reports, and drafts of working judge reports including the "blind" or redacted reports the Commission uses for the majority of their deliberation processes. Records may also include narrative drafts, redacted blind review reports, and deliberation analysis. These records are referenced prior to an election if a judge challenges an evaluation result. They're also used for internal comparisons by year to ensure comparable information is being tracked to allow for relevant longitudinal data over time.
RETENTION
Retain for 18 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office for 18 years after retention election and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302(2)(a) (2021)
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 27457
TITLE: Closed session deliberation and interview recordings
DATES: 2009-
ARRANGEMENT: Chronological.
DESCRIPTION: These are recordings of closed sessions of Commission meetings, which include discussion of judge performance, interviews with "of concern" judges, commissioner recusals for voting, and the aggregate voting record for retaining judges.
RETENTION
Permanent. Retain for 18 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Closed meeting records, GRS-1710
AUTHORIZED: 09/02/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office for 18 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records have historical value based on their evidence of governmental deliberations, decisions, and actions.
PRIMARY DESIGNATION
Protected. Utah Code 63G-2-305(32) (2021), and 78A-12-203(5)(d) and (e)(iii) (2017)
SECONDARY DESIGNATION
Private. Utah Code 63G-2-302(2)(a) (2021)
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 27458
TITLE: Open meeting records
DATES: 2009-
ARRANGEMENT: Chronological.
DESCRIPTION: These meeting minutes keep the historical voting records and decisions made by commissioners with the documents and other materials from each Commission meeting, providing context for those decisions.
RETENTION
Permanent. Retain for 12 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 09/02/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office for 12 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records have historical value because they retain their importance for documenting legal status, rights and obligations of individuals, groups, organizations, and governmental bodies despite the passage of time.
PRIMARY DESIGNATION
Public
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 27459
TITLE: Records destruction files
DATES: 2010-
ARRANGEMENT: Chronological.
DESCRIPTION: This record series documents the destruction of the commission?s records in accordance with the approved retention schedule.
RETENTION
Retain for 7 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Records destruction files, GRS-1689
AUTHORIZED: 06/29/2010
FORMAT MANAGEMENT
Computer data files: Retain in Office for 7 years and then delete.
APPRAISAL
Administrative Legal
Records in this series have temporary administrative and legal value and may be destroyed according to the scheduled retention period.
PRIMARY DESIGNATION
Public
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 30170
TITLE: Open meeting audio recordings
DATES: 2009-
ARRANGEMENT: Chronological.
DESCRIPTION: These audio recordings serve to document what transpired during the Commission meeting until minutes are written and approved. Recordings are also referenced for decisions that may have been made on a previous evaluation.
RETENTION
Retain for 8 year(s) after approval of minutes
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the Records Management Committee.
APPROVED: 09/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office for 8 years after approval of minutes and then delete.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 30181
TITLE: Official reports
DATES: 2009-
ARRANGEMENT: Chronological.
DESCRIPTION: These are public reports created to update the public on the Commission's progress on judge evaluations, different pilot projects, election results, and other related matters. Reports which inform on the Commission's accomplishments and goals are often used as tools to generate more effective procedures and practices.
RETENTION
Permanent. Retain for 12 year(s)
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Annual or official reports, GRS-3
AUTHORIZED: 10/04/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office for 12 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records are historical because they contribute substantially to knowledge and understanding of the people and communities of our state.
PRIMARY DESIGNATION
Public
AGENCY: Utah Commission on Criminal and Juvenile Justice. Judicial Performance Evaluation Commission
SERIES: 30184
TITLE: Social media records
DATES: 2009-
ARRANGEMENT: Chronological by post date.
DESCRIPTION: These records are social media posts published on the Commission's Twitter and Facebook accounts. The Commission uses the accounts to make general announcements--like that a new commissioner has been selected, or a public report is available--and to promote their agency's resources for voters to use during the election.
RETENTION
Permanent. Retain until final action
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Public relations records, GRS-1716
AUTHORIZED: 10/04/2021
FORMAT MANAGEMENT
Computer data files: Retain in Office until after state general election and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records are historical because they contribute substantially to knowledge and understanding of the people and communities of our state.
PRIMARY DESIGNATION
Public