Utah Department of Administrative Services

Division of Archives & Records Service

Orem (Utah). Department of Public Safety

82984--Accident reports
82985--Master files
22017--Traffic accident reports
22026--Pawn shop receipts
12552--Police expungement records
22076--Public safety records GRAMA request form
22078--Fax transitory coversheets
22079--Liability waiver
22080--Uniform crime reports
22085--Utah EMS incident report
22090--Waiver disclosure of information record
22092--Police ride along request and waiver form
22096--Incident and case reports
22110--Hydrant test record
22112--Magnetic dispatch tapes
22113--Utah fire incident reporting system forms
22114--Equipment run logs
27448--Animal owner surrender forms
26611--Insurance payoff case files
26612--Subpoenas for production of evidence files

AGENCY: Orem (Utah). Department of Public Safety

SERIES: 82984
TITLE: Accident reports
DATES: 1982-
ARRANGEMENT: numerical by report number
ANNUAL ACCUMULATION: 1.10 cubic feet.

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.

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

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 82985
TITLE: Master files
DATES: 1963-
ARRANGEMENT: Numerical by assigned number
ANNUAL ACCUMULATION: 2.80 cubic feet.

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.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

Microfilm master: Retain in Office for 5 years and then destroy.

APPRAISAL

Administrative Legal

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

PRIMARY DESIGNATION

Private


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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Exempt. UCA 41-6-42 (2008)


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22026
TITLE: Pawn shop receipts
DATES: 1989-
ARRANGEMENT:
ANNUAL ACCUMULATION: 4.00 cubic feet.

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 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 21, Item 38.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 12552
TITLE: Police expungement records
DATES:
ARRANGEMENT: Chronological

DESCRIPTION: "A person who has been convicted of any crime except a capital felony, first degree felony or second degree felony .... within this state may petition the convicting court for an expungement and for sealing of his record in that court." If petition is approved, the court "shall enter an order that all records in the petitioner's case in the custody of that court or in the custody of any other court, agency or official be sealed." The petitioner "shall distribute the orders of expungement and sealing to all affected agencies." The Utah Bureau of Criminal Identification shall, keep, index and maintain all expunged and sealed records of arrests and convictions (UCA 77-18-2).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center provided records are sealed and stored in locked file. Retain in State Records Center for 75 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Protected. UCA 77-18-2


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 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

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

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then destroy.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22079
TITLE: Liability waiver
DATES: 1994-
ARRANGEMENT: Chronological by month
ANNUAL ACCUMULATION: 0.50 cubic feet.

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 4 years.

DISPOSITION

Destroy.

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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center until administrative need ends and then destroy.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 50.

PRIMARY DESIGNATION

Exempt. UCA 53-5-206 (2008)


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22085
TITLE: Utah EMS incident report
DATES: 1967-
ARRANGEMENT: Numerical by case number

DESCRIPTION: These report forms record both statistical and patient information on all Emergency Medical Services (EMS) calls received by the fire department. They serve as the medical chart for all persons treated by the department's paramedics. This report is required by law (UCA 26-8-5(5) (1997)) and a copy is submitted to the State Office of Emergency Medical Services for a compliance audit and is retained for 25 years.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to Agency Record Center. Retain in Agency Record Center for 6 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 23.

PRIMARY DESIGNATION

Private


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22090
TITLE: Waiver disclosure of information record
DATES: 1994-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 0.50 cubic feet.

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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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
ANNUAL ACCUMULATION: 0.50 cubic feet.

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 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22096
TITLE: Incident and case reports
DATES: unknown
ARRANGEMENT: Numerical by case number, thereunder alphabetical by name

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 reports are usually filed by case number in the computer system and are frequently part of a master file. They are divided into 5 major parts. (1) Header information: which includes department name, case number, nature of event, status, report date, time, arrival, cleared, location, officer name, description of offense, and the initial findings. (2) Persons business information: names, addresses, telephone numbers, age, date of birth, physical description, drivers license number, and employment and social security numbers of suspects, victims, reporting persons, arrested adults and juveniles, witnesses and other individuals involved. (3) Articles of property: type of property, quantity, make, model, color, markings, serial number, and comments. (4) Initial contact report: a brief synopsis of what occurred and charges. (5) Investigative narrative: this portion of the reports goes into a more descriptive detail of the events that occurred. They provide additional information concerning a public safety investigation. They also contain EMS and fire incident informations as the medical/fire services responded.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical Legal

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

PRIMARY DESIGNATION

Protected. For that section of the file dealing primarily with the case reports.

SECONDARY DESIGNATION

Public. For that section of the file that would be considered the initial incident report.

Private. For personal information contained primarily in the EMS section of the file.

Exempt. For that section of the report which would be the report of an accident. UCA 41-6-42 (2008)


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22110
TITLE: Hydrant test record
DATES: 1970-1986
ARRANGEMENT: Numerical by address

DESCRIPTION: These card files (or other similar discrete media) document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include location, notations and dates of annual inspections indicating physical characteristics, operations, flow check, pressure and leakage.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 14.

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 30 days

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 30 days and then erase provided questionable actions are transferred to cassette.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 15.

PRIMARY DESIGNATION

Private


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22113
TITLE: Utah fire incident reporting system forms
DATES: 1967-
ARRANGEMENT: Numerical by case number

DESCRIPTION: These report forms are completed for each fire and are submitted to the State Fire Marshal. The information is then submitted by the State Fire Marshal on computer tape to the Federal Emergency Management Agency (FEMA). The information is maintained permanently by FEMA.

RETENTION

Retain 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 24.

PRIMARY DESIGNATION

Public


AGENCY: Orem (Utah). Department of Public Safety

SERIES: 22114
TITLE: Equipment run logs
DATES: 1986-1991
ARRANGEMENT: Chronological

DESCRIPTION: These logs record information on each run (fire, medical, public assistance) and each apparatus used (ladder, engine, rescue unit) in each station. It is used to compile annual statistical reports for projecting future service, budget needs and planning for future liability. These logs include time of occurence, address, run number, time in service, type of run, and equipment used.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 26, Item 8.

PRIMARY DESIGNATION

Public


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 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Protected. 63G-2-305(10 (50) and (51)

SECONDARY DESIGNATION

Private

Public


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 2 years after claim is paid

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 26.

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 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 1, Item 26.

PRIMARY DESIGNATION

Private. UCA 63G-2-301(2)

SECONDARY DESIGNATION

Controlled. UCA 63G-2-304