Utah Department of Administrative Services

Division of Archives & Records Service

State Medical Examiner

82066--Case files
82067--Case file index
82068--Terminated cases investigative reports
82070--Autopsy and crime scene photographic slides
82076--Missing persons file
82077--Advisory committee administrative files
82079--Advisory committee meetings minutes
82080--Correspondence file
82081--Annual work program
82082--Declaration of surplus property file
82083--Payroll information report files
82084--Attorney General's opinions
82085--Interdepartmental transfer
82086--Job recruitment files
82087--Personnel files
82088--Purchase requisitions
82089--Records transfer files
82090--Policies and procedures manual
82096--Annual reports
82097--Automated system case listing
82098--Investigation report
82099--Automated autopsy report file

AGENCY: State Medical Examiner

SERIES: 82066
TITLE: Case files
DATES: 1982-
ARRANGEMENT: numerical by case number
ANNUAL ACCUMULATION: 9.00 cubic feet.

DESCRIPTION: These are the records of the investigations of death carried out by the Medical Examiner's office under the authority of UCA 26-4-7. The files include Report of Death, Report of Investigation, Police Report, Findings Report, Hospital Report, Toxicology Report, Histology Report, Serology Report, Radiology Report, and Death Certificate. Information includes the case number; the type of case (natural death, suicide, etc.); the deceased's name, address, age, sex, race, date of birth, and next of kin; the time of death and cause of death; the time and date the deceased was found; and the circumstances of death.

RETENTION

Retain 55 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 50 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

These records have long-term value both for legal purposes and for medical research purposes. Previous decision: 79-95: transfer to State Archives/confidential.

PRIMARY DESIGNATION

Exempt. UCA (2008)26-4-17(3) Records available to the decedent's next-of-kin, legal representative, or physicians who attended the decedent during the year before death, upon their written request for the release of documents.


AGENCY: State Medical Examiner

SERIES: 82067
TITLE: Case file index
DATES: 1967-
ARRANGEMENT: alphabetical by name
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: This is an index to the case files. It is used to enable the staff to locate a case number from the deceased's name. This includes the deceased's name, address, date of death, cause of death, and case number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until information is entered into the data system and then destroy.

APPRAISAL

Administrative

This information must be retained as long as the related records are. Eventually, these records will be entered into the computer. Once this is done, the paper copy can be destroyed. Until that time, the record must be kept in the office.

PRIMARY DESIGNATION

Private


AGENCY: State Medical Examiner

SERIES: 82068
TITLE: Terminated cases investigative reports
DATES: 1982-
ARRANGEMENT: none
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are reports of deaths for which a physician has certified the cause of death under UCA 26-4-14 and which do not require investigation by the Medical Examiner. These reports includes the deceased's name, address, age, sex, race, and date of birth; the next of kin's name, address, telephone number, and relationship to the deceased; the date and time of death or when the deceased was found dead; the time and date the deceased was last seen alive; the time and date the Medical Examiner was notified and by whom; and the circumstances of death.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then microfilm and destroy provided microfilm has passed inspection.

Microfilm master: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This record has similar value to the case files and should be retained.

PRIMARY DESIGNATION

Private


AGENCY: State Medical Examiner

SERIES: 82070
TITLE: Autopsy and crime scene photographic slides
DATES: 1967-
ARRANGEMENT: Numerical by case number

DESCRIPTION: These are photographic slides taken at the death scene and at autopsies. They are used for evidence in criminal cases. This series includes the photograph and case number.

RETENTION

Retain 30 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Slides: Retain in Office for 15 years and then transfer to State Records Center. Retain in State Records Center for 15 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based on established legal requirements and the secondary research value of documenting criminal investigations.


AGENCY: State Medical Examiner

SERIES: 82076
TITLE: Missing persons file
DATES: 1978-
ARRANGEMENT: Chronological

DESCRIPTION: This is a record of inquiries sent to the Medical Examiner's office of missing individuals. The information in the inquiry is compared to the information on hand about unidentified bodies in the state to see if they match. Inquiries can come from private individuals and from state agencies both inside and outside Utah. This file includes the missing person's name, address, age, sex, height, weight, race, marital status, physical description, identifying marks, physical impairments, occupation, employer, next of kin, date and place last seen, dental information, and clothing description.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

These are specific inquiries. Once they are answered, there is no reason to keep them.

PRIMARY DESIGNATION

Private


AGENCY: State Medical Examiner

SERIES: 82077
TITLE: Advisory committee administrative files
DATES: 1967-
ARRANGEMENT: Chronological

DESCRIPTION: This is the record of the members of the advisory committee which is appointed to advise the office and to make recommendations and reports concerning rules considered appropriate for adoption. These files include copies of letters of appointment, mailing lists, curriculum vitae, and membership list. Information includes the member's name, address, home and business telephone numbers, political affiliation, education, occupation, membership in groups, names of spouse and children, date of birth, place of birth, social security number, and occupational license.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

As an advisory body to the state, the records of its membership is of long-term interest and should be retained.

PRIMARY DESIGNATION

Public


AGENCY: State Medical Examiner

SERIES: 82079
TITLE: Advisory committee meetings minutes
DATES: 1973-
ARRANGEMENT: Chronological

DESCRIPTION: The information recorded includes the place and time of meeting, the persons present, the issues discussed, and any decisions reached.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

A record of the minutes of these meetings has long-term value and should be preserved.


AGENCY: State Medical Examiner

SERIES: 82080
TITLE: Correspondence file
DATES: 1973-
ARRANGEMENT: none

DESCRIPTION: This is a file of all the correspondence generated by the office. It includes correspondence and internal memoranda to other bureaus and divisions in the department, to department management, to other state agencies, to the general public, and to federal agencies.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 months or until no longer needed and then destroy.

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

Paper: Retain in Office for 2 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

Records not duplicated elsewhere that document the activities of the bureau and show its policies, procedures, organization, function, and achievements are of long-term value and should be retained. However, correspondence dealing with routine day-to-day matters should be weeded out when no longer needed. Records under "A" are: letters of transmittal that do not add any information to that contained in the transmitted material; quasi-official notices such as memoranda and other papers that do not serve as the basis of official actions, such as notices of holidays or charity and welfare fund appeals and similar papers. Records under "B" are: records that relate to the internal administration or housekeeping activities of the office; in general, these records relate to the office organization, staffing, procedures, and communications; the day-to-day administration of office personnel; supplies and office services and equipment requests and receipts; and the use of office space and utilities; also, records that are duplicates of information filed elsewhere.

PRIMARY DESIGNATION

Public


AGENCY: State Medical Examiner

SERIES: 82081
TITLE: Annual work program
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: This is a bi-weekly report sent by State Finance documenting the year to date employee costs. It is used by the division for budget purposes. The information includes the report period, the department, the division, the low organization number, the position control number, the classification title, the estimated grade, the amount of salary and benefits budgeted, the year to date costs for salary and benefits, the name and social security number of the current incumbent, and the incumbent's actual grade and step.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 months or until no longer needed and then destroy.

APPRAISAL

Administrative

The record copy of this report is kept by State Finance. This copy has only administrative value.

PRIMARY DESIGNATION

Public


AGENCY: State Medical Examiner

SERIES: 82082
TITLE: Declaration of surplus property file
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: This is a record of property no longer needed by the bureau and turned over to the Division of Surplus Property. It is used by the bureau to ensure that the property has actually been transferred and that the division receives credit for the sale of the property. The file includes the organization's name, the property location, the low organization and account numbers, the item number, the quantity of the items, the description of the item, the unit price, the amount of items, and the recommended action.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

The record copy of this file is kept by the Division of Surplus Property. This copy has only administrative value.


AGENCY: State Medical Examiner

SERIES: 82083
TITLE: Payroll information report files
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: This file is used to transmit payroll information to the payroll clerk and to personnel. The information includes the employee's name, social security number, grade and step, pay rate, leave without pay hours, and on call hours worked.

RETENTION

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 Fiscal

This record is subject to audit by the department and may also be used for FLSA purposes.

PRIMARY DESIGNATION

Public


AGENCY: State Medical Examiner

SERIES: 82084
TITLE: Attorney General's opinions
DATES: 1974-
ARRANGEMENT: Chronological

DESCRIPTION: These are legal opinions provided by the Attorney General's office at the request of the office. This series includes the date of the opinion, the subject matter, and the facts of the case.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until no longer has administrative value and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This record has long-term value and should be retained. A copy of the opinion should be kept in the office as long as it is needed.


AGENCY: State Medical Examiner

SERIES: 82085
TITLE: Interdepartmental transfer
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

Based on General Retention Schedule 6 Item 5.


AGENCY: State Medical Examiner

SERIES: 82086
TITLE: Job recruitment files
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

Paper: Retain in Office permanently provided they are maintained in agency personnel file.

APPRAISAL

Administrative

Based on General Retention Schedule 1 Item 15.

PRIMARY DESIGNATION

Private


AGENCY: State Medical Examiner

SERIES: 82087
TITLE: Personnel files
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until employee terminates or until transfers to another state agncy and then transfer to the Bureau of Personnel.

APPRAISAL

Administrative

This retention follows the procedures devised by the department. The Bureau of Personnel then follows the retention set in General Retention Schedule 1 Item 1.

PRIMARY DESIGNATION

Private


AGENCY: State Medical Examiner

SERIES: 82088
TITLE: Purchase requisitions
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal

Based on General Retention Schedule 3 Item 4.


AGENCY: State Medical Examiner

SERIES: 82089
TITLE: Records transfer files
DATES: undated
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after all transferred records have been destroyed and then destroy.

APPRAISAL

Administrative

Based on the office's administrative needs.


AGENCY: State Medical Examiner

SERIES: 82090
TITLE: Policies and procedures manual
DATES: 1982-
ARRANGEMENT: none

DESCRIPTION:

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until updated or until longer needed and then transfer to State Archives with authority to weed.

Paper: Retain in Office until updated or until longer needed and then destroy.

APPRAISAL

Administrative

Based on General Retention Schedule 16 Item 1.


AGENCY: State Medical Examiner

SERIES: 82096
TITLE: Annual reports
DATES: 1969-
ARRANGEMENT: Chronological

DESCRIPTION: This series contains the Annual Reports of the Office of the Medical Examiner. The reports include various types of statistical information on the investigations and certifications performed by the Office during the previous fiscal year. Information related to personnel, the Medical Examiner Advisory Committee, and the Utah Medical Examiner Act is also included.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 year and then print paper copy and erase.

Paper: Retain in Office until no longer has administrative value and then transfer to State Archives with authority to weed.

Paper copy: Retain in Office until no longer has administrative value and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 25.

The data system is used to pull together the information from the report. Once a hard copy is made, the computer information can be deleted. A paper copy should be preserved as it has long-term value. The early versions are solely paper publications.

PRIMARY DESIGNATION

Public


AGENCY: State Medical Examiner

SERIES: 82097
TITLE: Automated system case listing
DATES: 1983-
ARRANGEMENT: none

DESCRIPTION: This is a local data system that contains a record of Medical Examiner cases. It is used to compile statistics and as a quick reference for the staff. The information includes case number; the decedent's name, address, telephone number, occupation, age, sex, race, date of birth, date and time of death, cause of death, and location of death; the date and time the deceased was found dead, last seen alive, pronounced dead, and the Medical Examiner notified; whether an autopsy was conducted and the location and who conducted the autopsy; the name and address of the next of kin; the name of the investigator; and the circumstances of the death.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative

This retention is based on the desire of the staff to keep the information on-line. Also, this will become the basis for an automated index.

PRIMARY DESIGNATION

Private


AGENCY: State Medical Examiner

SERIES: 82098
TITLE: Investigation report
DATES: 1983-
ARRANGEMENT: none

DESCRIPTION: This is an automated system showing reports of deaths for which a physician has certified the cause of death under UCA 26-4-14 and which do not require investigation by the Medical Examiner. The information includes the deceased's name, address, age, sex, race, and date of birth; the next of kin's name, address, telephone number, and relationship to the deceased; the date and time of death or when the deceased was found dead; the time and date the deceased was last seen alive; the time and date the Medical Examiner was notified and by whom; and the circumstances of death.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative

This retention is based on the desire of the staff to keep the information on-line. Also, this may become the basis for an automated index.

PRIMARY DESIGNATION

Private


AGENCY: State Medical Examiner

SERIES: 82099
TITLE: Automated autopsy report file
DATES: 1983-
ARRANGEMENT: none

DESCRIPTION: This is a record of autopsies placed in a local data system since 1983. It is used for quick reference by the staff. The information includes case number; the decedent's name, address, telephone number, occupation, age, sex, race, date of birth, date and time of death, cause of death, and location of death; the date and time the deceased was found dead, last seen alive, pronounced dead, and the Medical Examiner notified; when the autopsy was conducted and the location and who conducted it; and the results of the autopsy.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative

This retention is based on the desire of the staff to keep the information on-line.

PRIMARY DESIGNATION

Private