Utah Department of Administrative Services

Division of Archives & Records Service

North Ogden (Utah)

18648--General administrative records
18649--Business license files
18650--Legal opinions
18651--Building permits
18652--Construction reports
18653--Lease files
18654--Development construction project files
18655--Parks files
18656--Recreation program files
18657--Monthly weight reports
18658--Appraisal project files
18659--Certification files
18660--Community development block grant files
18661--Housing and Urban Development Historical Properties grant files
18662--Owner project files
18663--Housing and Urban Development financial records
18664--Lawsuit case files (significant)
18665--Lawsuit case files (routine)
18439--Census information files
18440--Employee bonds
18441--Fidelity bonds
18755--Grant files original applications
18756--Bond redemption and destruction certificates
18757--General obligation bonds
18758--Budget working files
18759--Sewer main location plats
18760--Scrapbooks
18761--Finding aids
18762--Mailing lists
18763--City histories
18764--Government Records Access and Management Act (GRAMA) Access Requests
18765--Annual budget
18766--Budget background records
18767--Budget information files
18768--Accounts payable
18442--Notary bonds
18443--Employment applications (hired)
18444--Job opening files
18445--Position description files
18446--Insurance policy files
18447--Appointment files
18448--Contract and agreement files
18449--Council agenda
18450--Deeds files
18451--Easement files
18452--Election ballots
18453--Election canvasses
18454--Election records
18455--Hearings files
18456--Oaths
18457--Petitions
18460--Bond anticipation notes
18769--Accounts receivable
18770--Audit reports
18771--Bank statements
18772--Subsidiary ledger and journal files
18773--Telephone bills
18774--Travel reimbursement request
18775--Travel/passenger reimbursement files
18776--Warrant registers
18777--Warrant/check redeemed
18778--Beer license application files
18779--Certificates of licenses
18780--License registers
18781--Animal master report cards
18782--Building permit registers
18783--Annexation files
18784--Council minutes
18785--Board of Adjustment case files
18786--Conditional use permit records and index
18787--Board of Adjustment minutes and index
18461--Bond issue files
18462--Disposition records
18463--Equipment inventories files
18464--Fixed asset lists
18465--Surplus property case files
18466--General ledgers
18467--Sales and use tax return forms
18468--Vehicle registration certificates
18469--Income tax exemptions and withholding files
18470--Time sheets
18471--Successful bids proposals files
18472--Insurance reports
18473--Liability risk management case files
18474--Water stock purchase files
18956--Equipment maintenance and repair records
18957--Fuel records
18958--Service requests
18959--Vehicle maintenance records
18960--As-built construction plans and specifications
18961--Leave application files
18962--Retirement records
18964--Workers' compensation claim files
18965--Employee performance files
18966--Grievance and disciplinary files
18967--Personal injury files
18968--Personnel files
18969--Claim petition files
21927--Accident reports
21928--DUI (Driving under the influence)reports
21929--Misdemeanor case file
21930--Felony investigation case files
21931--Case reports
21932--Initial contact reports
21952--Accidents reports - statements

AGENCY: North Ogden (Utah)

SERIES: 18648
TITLE: General administrative records
DATES:
ARRANGEMENT:

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 for 2 years or until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18649
TITLE: Business license files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting business within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health).

RETENTION

Retain for 4 years after final renewal of license.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after final renewal of license and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f)


AGENCY: North Ogden (Utah)

SERIES: 18650
TITLE: Legal opinions
DATES:
ARRANGEMENT:

DESCRIPTION: These are the formal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

RETENTION

Retain permanently. May be transferred to Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


AGENCY: North Ogden (Utah)

SERIES: 18651
TITLE: Building permits
DATES:
ARRANGEMENT:

DESCRIPTION: These permits are issued as official building authorization for a variety of actions (construction, demolition, the installation of plumbing, electrical or mechanical equipment, and the placement of barricades). They contain inspection requests, inspection reports, certificates of occupancy, and any pertinent information relating to the project. They may also contain water source, sewer system, flood plain, and tank certificates.

RETENTION

Retain permanently. May be transferred to the Archives with the authority to weed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 2.

Permanent retention is based on Municipal General Schedule 16 item 2, which is based on the agency's indefinite administrative need for these records.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18652
TITLE: Construction reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are a monthly summary of construction and demolition activity in terms of permits, cost, and housing units. They are created from information compiled from the permit invoices and show the comparison to the same month for the previous two years. They are used for statistical analysis of current development trends. This information is submitted to both the U.S. Census Bureau and Utah Bureau of Economic and Business Research.

RETENTION

Retain for 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18653
TITLE: Lease files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of leases, subleases, assignments of leases, and memoranda of leases for property which the city leases. They show the name and addresses of lessor and lessee; description of property; rent; purpose for which property may be used; and indicate any additional conditions or terms (determination of payment of utilities, taxes, insurance, maintenance and repair, and alterations to the property during the term of the lease), as well as any options to renew.

RETENTION

Retain for 4 years after contract expires

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 17.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18654
TITLE: Development construction project files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document the actual construction for park development, park renovation, and other recreational facility improvements. They are used for reference while projects are in progress and after completion. They include final drawings of all park/recreational facility development projects along with specifications, as-built construction drawings, and related correspondence. They may also include property acquisition records including original deeds.

RETENTION

Retain permanently. May be transferred to Archives after park closure with authority to weed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper copy: Retain in Office for 4 years after completion of construction and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18655
TITLE: Parks files
DATES:
ARRANGEMENT:

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

Retain permanently. May be transferred to Archives with authority to weed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18656
TITLE: Recreation program files
DATES:
ARRANGEMENT:

DESCRIPTION: These program files document specific municipally sponsored recreation programs. They are used for reference in developing future programs. They include flyers of specific programs, reservation records, copies of receipts for fees paid. They also include an accounting of participants and receipt numbers.

RETENTION

Retain for 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18657
TITLE: Monthly weight reports
DATES:
ARRANGEMENT:

DESCRIPTION: This is a graph showing amount of refuse collected per day, week, month, and the percentage of time used for collection. The graph is used for budget purposes and evaluation of tonnage for each route. They include frequency of pickups at scalehouse, time estimated, arrival time, and total tonnage collected per month with average collected per truck.

RETENTION

Retain for 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18658
TITLE: Appraisal project files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain evaluations of properties and structures within proposed projects. They are used to investigate project's viability, determine costs, and negotiate for purchase of real property. The files include financial assessments of the worth of real estate and buildings within proposed project areas. They may also include assessments of architectural and historical significance and condition of the involved structures.

RETENTION

Retain permanently. May be transferred to Archives with authority to weed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18659
TITLE: Certification files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the approval and certification process of all official redevelopment projects. They contain all documents necessary to certify a project including consultant's reports; a copy of the redevelopment plan; a report detailing reasons for the selection of the project area; a description of physical, social, and economic conditions in the area; a financial analysis of the project; consultant proposals; a plan detailing methods for the relocating of all families and persons in the redevelopment area; an analysis of the preliminary plan; a report with the planning commission recommendations; a blight survey; notices of hearings; copies of minutes of hearings; and copies of resolutions.

RETENTION

Retain permanently. May be transferred to Archives with the authority to weed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18660
TITLE: Community development block grant files
DATES:
ARRANGEMENT:

DESCRIPTION: This is the original application and final report for projects funded under Community Development and Block Grant (CDBG) funds. These projects include both direct grants and regrants. Under the federal guidelines, agencies are required "to maintain records in sufficient detail to demonstrate compliance with the provisions" concerning affirmative action, labor, and environmental standards (24 CFR 570.611(f) (1992)).

RETENTION

Retain 9ermanently. May be transferred to Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18661
TITLE: Housing and Urban Development Historical Properties grant files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These granted fund projects deal with historic preservation, employment survey and environmental review. These files include copies of the plan, copies of the original grant, final report, resolution, copies of council minutes, and related correspondence (24 CFR 58 (1993)).

RETENTION

Retain permanently. May be transferred to Archives with authority to weed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18662
TITLE: Owner project files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document both successful and unsuccessful negotiations and ongoing agreements for the purchase of property for redevelopment projects. The files include copies of agreements and related correspondence.

RETENTION

Retain for 4 years after completion of project

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after completion of project and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18663
TITLE: Housing and Urban Development financial records
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the granting of Housing and Urban Development (HUD) funds for the rehabilitation of homes. These projects concern historic preservation, employment survey, and environmental review. They include financial reports, preliminary reports, and all other financial records (24 CFR 58 (1993)).

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18664
TITLE: Lawsuit case files (significant)
DATES:
ARRANGEMENT:

DESCRIPTION: These are case files for routine lawsuits filed by the city and those filed against the city. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, research material, and attorneys' notes.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


AGENCY: North Ogden (Utah)

SERIES: 18665
TITLE: Lawsuit case files (routine)
DATES:
ARRANGEMENT:

DESCRIPTION: These are case files for routine lawsuits filed by the city and those filed against the city. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, research material, and attorneys' notes.

RETENTION

Retain for 7 years after case is closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 3.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


AGENCY: North Ogden (Utah)

SERIES: 18439
TITLE: Census information files
DATES:
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18440
TITLE: Employee bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These are bonds with good and sufficient sureties, payable to the municipality for the "elected officers of each municipality and the treasurer in cities of the first and second class before taking the oath of office" to guarantee "faithful performance of the duties of the respective officers." Bonds are placed at such amounts as may be determined by the governing body (UCA 10-3-819 (1997)).

RETENTION

Retain for 3 years after expiration of bond.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of bond and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18441
TITLE: Fidelity bonds
DATES:
ARRANGEMENT:

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of the treasurer. The bond usually covers four years and "may be set by resolution or ordinance in any amount, not less than that established by the state money management council" (UCA 10-3-821 (1997)).

RETENTION

Retain for 3 years after expiration.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18755
TITLE: Grant files original applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18756
TITLE: Bond redemption and destruction certificates
DATES:
ARRANGEMENT:

DESCRIPTION: These are certificates sent to the municipality by the paying agent which track pay and destruction of bond coupons.

RETENTION

Retain for 3 years after expiration of bonds and then file in Bond Issue Files.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of bonds and then file in Bond Issue Files.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18757
TITLE: General obligation bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These bonds constitute general obligations of the municipality, for the prompt and punctual payment of principal or interest on which the full faith and credit of the municipality are pledged. These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. The revenue derived from the sale of bonds shall be applied only to the purpose specified in the order of the municipal legislative body (UCA 11-14-19 (1997)).

RETENTION

Retain for 1 year after being paid or cancelled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being paid or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18758
TITLE: Budget working files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain working papers used to assist in the preparation of municipal budgets and to justify budget requests presented to the city council. Includes departmental budget requests, work-up sheets, cost estimates, and rough data accumulated in the preparation of annual budget estimates, related correspondence, and documentation for approval of final budget.

RETENTION

Retain for 2 years after the close of the calendar year covered by budget.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after the close of the calendar year covered by budget and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 9.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: North Ogden (Utah)

SERIES: 18759
TITLE: Sewer main location plats
DATES:
ARRANGEMENT:

DESCRIPTION: These are plat drawings of each municipal street detailing all sewer mains in the municipality system by area number. They are used to locate sewer mains. The plats include drawings of all sewer mains in municipal system showing depth of sewer mains, percentage of grade, location of lateral connections and sewer manholes, and size of lines.

RETENTION

Retain until updated or superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 28.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(10)


AGENCY: North Ogden (Utah)

SERIES: 18760
TITLE: Scrapbooks
DATES:
ARRANGEMENT:

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.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18761
TITLE: Finding aids
DATES:
ARRANGEMENT:

DESCRIPTION: These are indexes, lists, registers, and other aids that assist in the efficient use of other records.

RETENTION

Retain until records to which they pertain are destroyed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until records to which they pertain are destroyed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18762
TITLE: Mailing lists
DATES:
ARRANGEMENT:

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

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

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) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18763
TITLE: City histories
DATES:
ARRANGEMENT:

DESCRIPTION: These are published or unpublished histories written on the municipal government or an individual municipal agency. The histories are financed by municipal funds. They may include title, author, date written, and a historical narrative.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18764
TITLE: Government Records Access and Management Act (GRAMA) Access Requests
DATES:
ARRANGEMENT:

DESCRIPTION: These request forms document individuals seeking access to municipal records as provided under UCA 63-2-204 (1997). They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.

RETENTION

Retain for 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18765
TITLE: Annual budget
DATES:
ARRANGEMENT:

DESCRIPTION: The budget is a "plan of financial operations for a fiscal year which embodies estimates of proposed expenditures for given purposes and the proposed means of financing them" (UCA 10-6-106(10) (1997)). "Before June 22 of each fiscal year, or August 17 in the case of a property tax increase under Sections 59-2-919 through 59-2-923, the governing body shall by resolution or ordinance adopt a budget for the ensuing fiscal year for each fund for which a budget is required under this chapter. A copy of the final budget for each fund shall be certified by the budget officer and filed with the state auditor within thirty days after adoption" (UCA 10-6-118 (1997)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18766
TITLE: Budget background records
DATES:
ARRANGEMENT:

DESCRIPTION: These records are used to assist in the preparation of department budget requests presented to the city council.

RETENTION

Retain for 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18767
TITLE: Budget information files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the adoption of the city's annual budget. Includes recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.

RETENTION

Retain for 2 years after budget has been adopted.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after budget has been adopted and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 5.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18768
TITLE: Accounts payable
DATES:
ARRANGEMENT:

DESCRIPTION: These records are used to pay municipal bills. They include copies of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts.

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18442
TITLE: Notary bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These are $5,000.00 bonds that are required to be filed with and approved by the State Division of Corporations and Commercial Code for a term of four years (UCA 46-1-4 (1995)).

RETENTION

Retain for 3 years after expiration of bond.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration of bond and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. application form


AGENCY: North Ogden (Utah)

SERIES: 18443
TITLE: Employment applications (hired)
DATES:
ARRANGEMENT:

DESCRIPTION: These are application forms completed by persons seeking municipal employment who were subsequently hired. They include the name, address, and telephone number of the applicant, employment history, education, and a list of references. This should be filed in the Personnel file.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until transferred to personnel file and then transfer to Agency Record Center. Retain in Agency Record Center for 65 years after date of employment or until 3 years after death or retirement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 1.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18444
TITLE: Job opening files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain a listing of all current municipal job openings with job descriptions.

RETENTION

Retain for 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18445
TITLE: Position description files
DATES:
ARRANGEMENT:

DESCRIPTION: These files describe established positions including information on title, grade, duties, and agency responsibilities.

RETENTION

Retain for 5 years after position is abolished or description is superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after position is abolished or until description is superseded and then destroy.

Paper: Retain in Office until position is abolished or superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18446
TITLE: Insurance policy files
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between the municipality and private insurers.

RETENTION

Retain for 15 years after expiration of policy and settlement of all claims.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and settlement of all claims and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18447
TITLE: Appointment files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the appointment of persons to advisory boards and committees established by the City Council or Mayor, usually by resolution, or policy and procedure. These files may include letters of recommendation, letters of appointment, resumes, and related correspondence.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18448
TITLE: Contract and agreement files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law to acquire or incur services and/or products. Files may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after expiration of contract and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 12.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(d)(2008))

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f)(2008))

Protected. UCA 63G-2-305(5)(2008)


AGENCY: North Ogden (Utah)

SERIES: 18449
TITLE: Council agenda
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the public notification of date, time, place and items to be presented to City Council for consideration at regularly scheduled, special and emergency city council meetings.

RETENTION

Retain for 2 years or until administrative need ends, if not part of official minutes.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until administrative need ends, if not part of minutes and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18450
TITLE: Deeds files
DATES:
ARRANGEMENT:

DESCRIPTION: These are the original deeds which provide evidence of city ownership of property. Includes name, addresses of grantor or grantee, description of property, date property was transferred to grantor.Usually filed alphabetically by name of property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 10.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names, addresses, tax information and telephone numbers


AGENCY: North Ogden (Utah)

SERIES: 18451
TITLE: Easement files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18452
TITLE: Election ballots
DATES:
ARRANGEMENT:

DESCRIPTION: These are packets of official ballots of municipal elections cast by voters. "Each election officer shall preserve ballots for 22 months after the election or until the time has expired during which the ballots could be used in an election contest" (UCA 20A-4-202(2)(a) (1997)). If the election is not contested, "after that time, destroy them without opening or examining them" (UCA 20A-4-202(2)(d) (1997)).

RETENTION

Retain for 22 years after the election or until time has expired during which the ballot could be used in an election.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election or until time has expired during which ballot could be used and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 12.

PRIMARY DESIGNATION

Exempt. UCA 20A-4-202 (2008)


AGENCY: North Ogden (Utah)

SERIES: 18453
TITLE: Election canvasses
DATES:
ARRANGEMENT:

DESCRIPTION: They are the official canvass of primary, municipal, or special elections. They contain a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, number of votes, and totals.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18454
TITLE: Election records
DATES:
ARRANGEMENT:

DESCRIPTION: These include all other records and forms (excluding ballots, canvasses, and returns) required in municipal elections (UCA 20A-4-202 (1997)).

RETENTION

Retain for 22 months after the election.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18455
TITLE: Hearings files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information documenting hearings requested by the public for various reasons including the denial and revocation of various licenses (businesses, liquor, taxi licenses) or special hearings called by the mayor or city council. Files contain copies of transcribed minutes, related correspondence, copies of applications, reports and agenda.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18456
TITLE: Oaths
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of signed oaths required of all officials of municipal offices, whether elected or appointed, before entering the duties of their respective offices (UCA 10-3-827 and 10-3-828 (1997)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

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

This disposition is based on both the evidential and informational value of these records. They are important research tools. These oaths may be used to document the organization of the agency/office and to identify individual persons serving in elected and appointed positions.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18457
TITLE: Petitions
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain formal written petitions from citizens or municipal department. Petitions state the issue of concern and list names and signatures of citizens requesting a particular action.

RETENTION

Retain 5 years after issue resolved or final decision is made and then may be transferred to State Archives.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after issue resolved or final decision is made and then may be transferred to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18460
TITLE: Bond anticipation notes
DATES:
ARRANGEMENT:

DESCRIPTION: These are notes used by municipalities pursuant to an appropriation resolution for bonds in anticipation of payable ad valorem taxes and constitute a full obligation of the municipality, "the bond anticipation notes and the interest on them shall be secured by a pledge of the full faith and credit of the municipality" (UCA 11-14-19.5 (1997)) in "the manner and subject to conditions of the Utah Municipal Bond Act" (UCA 11-14 (1997)).

RETENTION

Retain for 1 year after being redeemed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18769
TITLE: Accounts receivable
DATES:
ARRANGEMENT:

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18770
TITLE: Audit reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical

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

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public. UCA 51-2-3(3) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18771
TITLE: Bank statements
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, withdrawals, and cash balance with interest on daily bank balances.

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18772
TITLE: Subsidiary ledger and journal files
DATES:
ARRANGEMENT:

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as deposit or payments amount, date, payee, purpose, fund credited or debited, and check number. They are used to provide backup documentation to the general ledger.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18773
TITLE: Telephone bills
DATES:
ARRANGEMENT:

DESCRIPTION: These are the actual bills for telephone service and long distance toll charges.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18774
TITLE: Travel reimbursement request
DATES:
ARRANGEMENT:

DESCRIPTION:

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18775
TITLE: Travel/passenger reimbursement files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records relating to the reimbursement of employees for authorized travel. They may include travel orders, per diem vouchers, transportation request, hotel reservations, and all supporting papers documenting official travel by officers, employees, dependents, or others authorized by law to travel.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 23.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18776
TITLE: Warrant registers
DATES:
ARRANGEMENT:

DESCRIPTION: These registers are numerical listings of check numbers of all checks issued by the municipality. They include vendor number, name, date of payment, invoice number, and/or purchase number, account debit, description of expenditure, and amount.

RETENTION

Retain for 7 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18777
TITLE: Warrant/check redeemed
DATES:
ARRANGEMENT:

DESCRIPTION: These are actual warrants or checks cut from a warrant request. "In the event the city is without funds on deposit in one of its appropriate bank accounts with which to pay any lawfully approved claim, the city auditor or recorder shall draw and sign a warrant upon the treasurer of the city for payment of the claim, the warrant to be tendered to the payee named thereon" (UCA 10-6-140 (1997)).

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18778
TITLE: Beer license application files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain completed applications to obtain licenses for selling beer within municipal boundaries per local ordinances. Applicants are also required to file a cash or corporate bond "conditioned upon the licensee's faithful compliance" (UCA 32A-10-205(2) (1997)).

RETENTION

Retain for 4 years after completion of application.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after completion of application and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18779
TITLE: Certificates of licenses
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of annual license certificates issued to businesses by a municipality to be displayed in the business per local ordinance.

RETENTION

Retain for 1 year after issuance of certificate.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after issuance of certificate and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18780
TITLE: License registers
DATES:
ARRANGEMENT:

DESCRIPTION: These registers record the issuance of licenses for persons or companies conducting business within municipal boundaries. They contain name, address, date, and type of license. Prior to 1960, many municipalities only maintained a register and no business license files. Most current registers are computer printouts.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18781
TITLE: Animal master report cards
DATES:
ARRANGEMENT:

DESCRIPTION: These cards are completed for each animal brought to the animal shelter. They may contain the following information: date brought in; assigned pen number; tag number; owner's name, address, and telephone number; location of pickup, type of animal, breed, sex and color; reason animal impounded and other information related to adoption or disposal.

RETENTION

Retain for 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18782
TITLE: Building permit registers
DATES:
ARRANGEMENT:

DESCRIPTION: These registers are usually computer printouts, but may include books listing all issued building permits. The register is arranged chronologically and includes the name of the owner, name of contractor, address, date, and general use of building. Prior to 1950, the permit register may be the only record of the issuance of building permits.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18783
TITLE: Annexation files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the annexation of property into municipal boundaries. They usually contain correspondence, citizens' petitions, maps, and the official annexation action approved by City Council (UCA 10-2-401 to 422 (1997)).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18784
TITLE: Council minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These are the official records of the proceedings of regularly scheduled, special and emergency council meetings. Includes date, time, and place of meeting, name of members in attendance and those absent, a record of subjects discussed, statements of intent, and a record of action taken.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(31)


AGENCY: North Ogden (Utah)

SERIES: 18785
TITLE: Board of Adjustment case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the zoning activities of the Board of Adjustment. They are used to document the cases brought before the Board of Adjustment and its decisions. They contain the original application; findings and order; correspondence; and any exhibits such as plot plans or elevations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18786
TITLE: Conditional use permit records and index
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the application for conditional use permits. These permits allow for the construction of buildings on the condition that impacts on neighborhoods are mitigated. They include the original application, blueprint drawings, investigative reports, planning commission decisions, cash receipts, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18787
TITLE: Board of Adjustment minutes and index
DATES:
ARRANGEMENT:

DESCRIPTION: These minutes document all meetings of the Board of Adjustment. The board consists of "five members and whatever alternate members that the chief executive officer considers appropriate" (UCA 10-9-701(2)(a) (1997)). The duties of the Board of Adjustment are to hear and decide on "appeals from zoning decisions applying the zoning ordinance; special exceptions to the terms of the zoning ordinance; and variances from the terms of the zoning ordinance" (UCA 10-9-703(1) (1997)). The minutes are used to document requests, discussions, and decisions of the Board.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18461
TITLE: Bond issue files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18462
TITLE: Disposition records
DATES:
ARRANGEMENT:

DESCRIPTION: These are either forms or records completed by municipal agencies when municipal property is disposed of either by public auction, competitive bidding, or destruction. Includes date, department name, description of item, value, disposition method, and reason, condition, and approval signature.

RETENTION

Retain for 3 years after disposition of propoerty

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after disposition of property and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18463
TITLE: Equipment inventories files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the annual inventory of municipal equipment, supplies and other items owned or administered by the municipality.

RETENTION

Retain for 1 year after being reconciled with subsequent inventory

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being reconciled with subsequent inventory and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18464
TITLE: Fixed asset lists
DATES:
ARRANGEMENT:

DESCRIPTION: These are listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.

RETENTION

Retain for 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18465
TITLE: Surplus property case files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the sale of surplus municipal property. Includes invitations, bids, acceptances, lists of materials, evidence of sales, and related correspondence.

RETENTION

Retain for 6 years after final payment

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18466
TITLE: General ledgers
DATES:
ARRANGEMENT:

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain for 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18467
TITLE: Sales and use tax return forms
DATES:
ARRANGEMENT:

DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales tax and to remit the amounts collected and due to the state (e.g., municipal recreational facilities).

RETENTION

Retain for 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18468
TITLE: Vehicle registration certificates
DATES:
ARRANGEMENT:

DESCRIPTION: These motor vehicle registration forms document municipal ownership of vehicle.

RETENTION

Retain until vehicle is transferred or sold and then transfer with vehicle.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until vehicle is transferred or sold and then transfer with vehicle.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18469
TITLE: Income tax exemptions and withholding files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain forms for individual employee's exemptions and withholding taxes. Includes withholding tax exemption certificates, such as IRS form W-4 and similar tax exemption forms.

RETENTION

Retain for 4 years after form is superseded or termination of employee

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after form is superseded or termination of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: North Ogden (Utah)

SERIES: 18470
TITLE: Time sheets
DATES:
ARRANGEMENT:

DESCRIPTION: These are records which verify hours worked, sick leave, vacation, overtime, and holidays earned and taken by municipal employees.

RETENTION

Retain for 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(f) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18471
TITLE: Successful bids proposals files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the formal proposals submitted in response to the bidding process to provide products or services to a municipal agency by a private vendor which was awarded the municipal contract.

RETENTION

Retain for 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18472
TITLE: Insurance reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are used for the reference and generation of claim files.

RETENTION

Retain for 12 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18473
TITLE: Liability risk management case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the reporting, investigation, and settlement of liability claims filed against the municipality.

RETENTION

Retain for 20 years after case is closed

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 4.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(23) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18474
TITLE: Water stock purchase files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document municipal purchase of water stock from irrigation companies and/or individuals. Each year the municipality is billed for the annual assessment of water stock. The files are used to verify purchase and for yearly assessment purposes.

RETENTION

Retain for 10 years after sale of stock

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after sale of stock and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 32.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18956
TITLE: Equipment maintenance and repair records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of service repair and maintenance of municipal equipment, including office machines and furniture.

RETENTION

Retain for 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18957
TITLE: Fuel records
DATES:
ARRANGEMENT:

DESCRIPTION: These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by the municipal vehicles.

RETENTION

Retain for 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18958
TITLE: Service requests
DATES:
ARRANGEMENT:

DESCRIPTION: These are requests for maintenance, service, cleaning, or repair of vehicles, equipment, and buildings, received from any municipal department.

RETENTION

Retain for 6 months after maintenance completed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18959
TITLE: Vehicle maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: These are daily maintenance records on all municipal vehicles. They are used to provide a maintenance history and include work order number, dates, maintenance performed, mileage of vehicle, problem type, driver's name, and action taken.

RETENTION

Retain for 1 year after disposition of vehicle.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposition of vehicle and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18960
TITLE: As-built construction plans and specifications
DATES:
ARRANGEMENT:

DESCRIPTION: These are the final plans and specifications for approved and constructed municipal buildings.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: North Ogden (Utah)

SERIES: 18961
TITLE: Leave application files
DATES:
ARRANGEMENT:

DESCRIPTION: These are applications for leave, and supporting papers relating to request for, and the approval of, taking leave time (vacation, sick, etc.).

RETENTION

Retain for 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 9.

PRIMARY DESIGNATION

Private


AGENCY: North Ogden (Utah)

SERIES: 18962
TITLE: Retirement records
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports and register control documents relating to an employee's retirement.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 13.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18964
TITLE: Workers' compensation claim files
DATES:
ARRANGEMENT:

DESCRIPTION: These are files containing claims for on-the-job injuries or job related disabilities under the Workers' Compensation Act (Title 34, Chapter 9). A report is filed with the Utah Industrial Commission.

RETENTION

Retain for 10 years after final settlement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18965
TITLE: Employee performance files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the performance of exempt employees. They may include performance records supserseded through an administrative, judicial, or quasi-judicial procedure; performance appraisals along with job elements and standards upon which they are based; and supporting documentation.

RETENTION

Retain for 5 years after date of appraisal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after date of appraisal and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18966
TITLE: Grievance and disciplinary files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the review of grievances and appeals raised by municipal employees, except EEO complaints. These case files include witnesses' statements, reports of interviews; and hearings, examiner's findings, recommendations and exhibits; and records relating to a reconsideration request.

RETENTION

Retain for 3 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(2)(o) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18967
TITLE: Personal injury files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain forms, correspondence and related medical and investigatory records relating to on-the-job injuries, whether or not a claim for compensation was made. They exclude copies filed in the Personnel files and those submitted to the Utah Industrial Commission.

RETENTION

Retain for 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 11.

PRIMARY DESIGNATION

Private


AGENCY: North Ogden (Utah)

SERIES: 18968
TITLE: Personnel files
DATES:
ARRANGEMENT:

DESCRIPTION: These files are the official employment files for all municipal employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. UCA 63G-2-301(1)(b) (2008)


AGENCY: North Ogden (Utah)

SERIES: 18969
TITLE: Claim petition files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain petitions claiming damages caused by municipal employees and/or equipment. They are used to determine liability. These files include petitions, correspondence and police reports if applicable.

RETENTION

Retain for 6 years provided no litigation pending.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy provided no litigation pending.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected


AGENCY: North Ogden (Utah)

SERIES: 21927
TITLE: Accident reports
DATES: 1970-
ARRANGEMENT: Numerical, there under chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files document traffic accidents investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions. The original report is sent to the State Department of Public Safety if damage exceeds $1,000, or injury or death occurs (UCA 41-6-35 (1997)), and is maintained for seven years.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Exempt. UCA 41-6-42 (2008)


AGENCY: North Ogden (Utah)

SERIES: 21928
TITLE: DUI (Driving under the influence)reports
DATES: 1970-
ARRANGEMENT: Numerical, there under chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These reports are a three-part state form used for reporting persons arrested for driving under the influence of alcohol (DUI). The original is sent to the Driver's License Division of the Department of Public Safety within "five days after the date of arrest and service of notice" (UCA 53-3-223 (5) (1997)). The report is filed by case number and by arrestee's name, and sometimes is part of the case file.

RETENTION

Retain 2 years

DISPOSITION

Destroy provided not part of a case file.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided not part of a case file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 16.

PRIMARY DESIGNATION

Private


AGENCY: North Ogden (Utah)

SERIES: 21929
TITLE: Misdemeanor case file
DATES: 1970-
ARRANGEMENT: Numerical, there under chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These case files are created as a result of misdemeanor complaints and investigations by the police department. They are the central case files for all cases handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, warrant copies, photographs, correspondence, court orders, court dispositions, officers' notes, pertinent laboratory tests, copies of booking sheets and arrest reports. (See also Felony case files and Homicide case files.)

RETENTION

Retain 3 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 6.

PRIMARY DESIGNATION

Protected


AGENCY: North Ogden (Utah)

SERIES: 21930
TITLE: Felony investigation case files
DATES: 1970-
ARRANGEMENT: Numerical, there under chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These case files are created as a result of a felony complaint or investigation by the police department. They are the central case files for felony cases handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, court orders, court dispositions, officers' notes, latent fingerprints, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Retain 5 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 57.

PRIMARY DESIGNATION

Protected


AGENCY: North Ogden (Utah)

SERIES: 21931
TITLE: Case reports
DATES: 1970-
ARRANGEMENT: Numerical, there under chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are reports of crimes and other cases investigated by the police department. They contain all information as to the "who, what, where, why and how" of reported incidents. They are used for departmental information, follow-up investigation, and statistics. The Supplemental Continuation Reports are used to provide additional information concerning a police investigation. The reports are usually filed by case number and are frequently part of the case file. They are also called Incident Reports or Offense Reports.

RETENTION

Retain 5 years if not part of a case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Protected


AGENCY: North Ogden (Utah)

SERIES: 21932
TITLE: Initial contact reports
DATES: 1970-
ARRANGEMENT: Numerical, there under chronological by year
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are the initial written or recorded reports that are made by police officers describing actions initially taken in response to a complaint or the discovery of an apparent violation of law. The reports may contain "the dates, time, location, and nature of the complaint, the incident, or offense; names of victims; the nature or general scope of the agency's initial actions taken in response to the incident; the general nature of any injuries or estimate of damages sustained in the incident; the name, address, and other identifying information about any person arrested or charged in connection with the incident; or the identity of the public safety personnel (except undercover personnel) or prosecuting attorney involved in responding to the initial incident" (UCA 63-2-103(12)(a). These reports do not include follow-up or investigative reports prepared after this initial report. Please also see Schedule 21, Item #3 "Arrest Reports."

RETENTION

Retain 5 years if not part of case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 63.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(g) (2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(9) (2008)


AGENCY: North Ogden (Utah)

SERIES: 21952
TITLE: Accidents reports - statements
DATES: 1971-
ARRANGEMENT: Chronological, there under numerical by case number

DESCRIPTION: These files document traffic accidents investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, statements, description, and weather conditions. The original report is sent to the State Department of Public Safety if damage exceeds $1,000, or injury or death occurs (UCA 41-6-35 (1997)), and is maintained for seven years.

RETENTION

Retain 3 years

DISPOSITION

Destroy provided accident did not exceed $1,000 or cause injury or death, if so retain 7 years then destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy provided accident did not exceed $1,000 or cause injury or death.

APPRAISAL

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

PRIMARY DESIGNATION

Exempt. UCA 41-6-42 (2008)