Orem (Utah). Department of Public Safety
22017--Traffic accident reports22026--Pawn shop receipts
22076--Public safety records GRAMA request form
22078--Fax transitory coversheets
22079--Liability waiver
22080--Uniform crime reports
22090--Waiver disclosure of information record
22092--Police ride along request and waiver form
22112--Magnetic dispatch tapes
26611--Insurance payoff case files
26612--Subpoenas for production of evidence files
27448--Animal owner surrender forms
82984--Accident reports
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22017
TITLE: Traffic accident reports
DATES: 1993-
ARRANGEMENT: Chronological, there under numerical by report number
DESCRIPTION: A reportable accident is one that sustains substantial damage excededing $1,000 or includes personal injury or death. It includes all of the details pertaining to the accident such as names, places, kinds of vechicles, eye witness accounts, case number, date, time, estimated speed, and all circumstances leading up to the accident. The orginal copy is sent to the State Department of Public Safety where it is maintained for seven years. A non-reportable accident report is one that results in less than $1,000 in damages but contains all of the information of the above report. This report is kept in the office for administrative and informational purposes. This file consists of the Drivers Statement, Witness Account of Accident, and Accident Report Log records.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Exempt. UCA 41-6-42 (2008)
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22026
TITLE: Pawn shop receipts
DATES: 1989-
ARRANGEMENT: Chronological.
DESCRIPTION: These are receipts submitted by pawn shop owners for items pawned. They are used to trace stolen merchandise. They include the pawn shop's name, merchandise type, serial number, and item description.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720
AUTHORIZED: 05/02/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22076
TITLE: Public safety records GRAMA request form
DATES: unknown
ARRANGEMENT: Chronological by month
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(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Records access requests and appeals, GRS-1711
AUTHORIZED: 10/07/2016
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
Administrative Legal
PRIMARY DESIGNATION
Public
SECONDARY DESIGNATION
Private. UCA 63G-2-302(2)(d) (2008)
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22078
TITLE: Fax transitory coversheets
DATES: unknown
ARRANGEMENT: Chronological by date sent
DESCRIPTION: These are cover letters or other records attached to publications or other municipal information sent from municipal offices. They normally only indicate that information is being transmitted per request and provide no additional information.
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Transitory correspondence, GRS-1759
AUTHORIZED: 07/25/2018
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22079
TITLE: Liability waiver
DATES: 1994-
ARRANGEMENT: Chronological by month
DESCRIPTION: This record is a liability waiver that must be signed by the public when an officer responds to the call of an individual locking his/her keys in the car. This waiver releases the city from liability for damage to the vehicle. It contains the persons name, address, date, time, officer name, and case number.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1999
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22080
TITLE: Uniform crime reports
DATES: 1978-
ARRANGEMENT:
DESCRIPTION: These files contain copies of a monthly statistical report of all offenses known to the police. They are separated into categories of crime (homicide, rape, robbery, assault, burglary, larceny, motor vehicle theft) and are submitted to the Uniform Crime Reporting Division. Supplementary reports detail the value of property stolen and recovered. These reports are used to create the annual published Uniform Crime Report.
RETENTION
Retain until administrative need ends
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Working files, GRS-1684
AUTHORIZED: 06/24/2019
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center until administrative need ends and then destroy.
APPRAISAL
Administrative Historical Legal
PRIMARY DESIGNATION
Exempt. UCA 53-5-206 (2008)
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22090
TITLE: Waiver disclosure of information record
DATES: 1994-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: These signed waiver disclosure records are requests which are received from other government entities who are conducting a background investigation for employment. It contains a signature and notarization for the release or disclosure of information.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1999
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22092
TITLE: Police ride along request and waiver form
DATES: 1994-
ARRANGEMENT: Alphabetical by name
DESCRIPTION: The city of Orem allows citizens to ride along with police officers during duty hours. By signing this form the participant waives any and all rights, claims, or causes of action which might arise against the city of Orem, its liability carrier, and any or all employees on account of his or her participation. It also acknowledges that they assume responsibility for any accident or injury which befall them while so engaged, and forever releases the city, its police department, its liability insurer, and all employees of the city of Orem from any claim, whether it be based upon negligence, inadvertent or unforseen incidents. The form contains the name, date of birth, age, sex, address, phone number, and if they have been convicted of a crime and if any action is pending against them in court.
RETENTION
Retain for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 10/1999
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Public
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 22112
TITLE: Magnetic dispatch tapes
DATES: 1984-
ARRANGEMENT: Chronological
DESCRIPTION: These are twenty-four hour tape recordings of incoming and outgoing telephone or radio calls made from and to the dispatch office. They are used to document the actions of dispatch personnel and public safety officers. The tapes are rotated on a regular basis and portions of the tapes concerning questionable cases are transferred to cassette tapes.
RETENTION
Retain for 30 day(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Sound recordings: Retain in Office for 30 days after questionable actions are transferred and then erase.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Private
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 26611
TITLE: Insurance payoff case files
DATES: 2004-
ARRANGEMENT: Chronological by date received.
DESCRIPTION: These files contain information about paid insurance claims on stolen property. When insurance companies pay claims on insured stolen property they file corresponding reports with relevant police departments. The reports document the insurance companies as the new owners of stolen property in the event that a police department recovers the property. Information in the insurance payoff files includes victim's name, address, and phone number as well as complaint number, date, itemized list of stolen items, and amount of loss. It also includes the claim information and name of insurance company.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need ends or until 1 year, whichever is shorter. and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Protected. UCA 63G-2-305(51)
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 26612
TITLE: Subpoenas for production of evidence files
DATES: 2000-
ARRANGEMENT: Chronological by date of receipt.
DESCRIPTION: Subpoena requests for records from outside offices (e.g. law offices) often require extensive compilation time, and are often duplicated when two or more parties request the same information (e.g. divorce attorneys). When the office prepares records in response to any subpoena it maintains those records in a reference file for ease of retrieval in the event of another request for the same records. Subpoena requests most often include copies of incident/arrest reports, officer narratives, witness statements, recorded interviews and transcriptions, and photographs.
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Private. UCA 63G-2-301(2)
SECONDARY DESIGNATION
Controlled. UCA 63G-2-304
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 27448
TITLE: Animal owner surrender forms
DATES: 2006-
ARRANGEMENT: Chronologically by date and thereunder alphabetically
DESCRIPTION: These records are created to document the intake of animals into the North Valley Animal Shelter and to track where the animals go. The forms are initially filled out when people surrender animals to the shelter. This information is used to assist with the animal's for future placement. In addition to information about the animal, information in the records includes the animal owner's name, home and work phone numbers, address, date of birth, age, and driver's license information.
RETENTION
Retain for 5 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Animal control records, GRS-1714
AUTHORIZED: 01/14/2015
FORMAT MANAGEMENT
Paper: Retain in Office for 5 years after event and then destroy.
APPRAISAL
Administrative
PRIMARY DESIGNATION
Protected. 63G-2-305(10 (50) and (51)
SECONDARY DESIGNATION
Private
Public
AGENCY: Orem (Utah). Department of Public Safety
SERIES: 82984
TITLE: Accident reports
DATES: 1982-
ARRANGEMENT: numerical by report 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, 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 for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years and then destroy.
Microfilm master: Retain in State Records Center for 3 years and then destroy.
Microfilm duplicate: Retain in Office for 3 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public