Utah Department of Administrative Services

Division of Archives & Records Service

Board of Pardons and Parole

25353--Publications
26411--Final hearing results
28263--Chairman correspondence
28264--Proposed legislation records
28265--Performance audit records
28266--Policies and procedures
28267--Record transfer sheets (RTS)
80134--Criminal history case files
80135--Inmate reference card files
80460--Correspondence
332--Minutes
14829--Hearing recordings
20374--High-profile criminal history case files

AGENCY: Board of Pardons and Parole

SERIES: 25353
TITLE: Publications
DATES: 1952-
ARRANGEMENT: Chronological by year

DESCRIPTION: Any record, regardless of format, that is issued by a governmental entity for public distribution at the total or partial expense of that governmental entity. See Utah Code Section 9-7-101 8(a)(b) (2010) and 9-7-208 (2006)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 25.

AUTHORIZED: 03/31/2004

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently with authority to weed.

Microfiche master: Retain in State Archives permanently with authority to weed.

Microfiche duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

Publications help document the history and functions of agencies.

PRIMARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 26411
TITLE: Final hearing results
DATES: 1970-
ARRANGEMENT: Chronological by date of hearing
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: This series contains the weekly postings of hearing and review results (decisions) finalized by the board. It also contains the results calendars. The hearing and review results document the following types of hearings: original, parole violations, pardons, transfers, administrative, etc. Their purpose is to determine inmate parole, transfer, release and other actions. The calendars are a daily log which list inmate names and numbers, board participant names, hearing times, and most importantly, the tape count for each hearing. Tape counts serve as finding aids for the original hearing tapes. (Series 14829).

RETENTION

Retain 15 years

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 6.

AUTHORIZED: 02/15/2007

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

These records document the historical value of the final decisions of the Board of Pardons and Parole. The tape counts provide essential reference information for researching the original tapes.¶¶These records are based on UCA 77-27-8(1) 1994.

PRIMARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 28263
TITLE: Chairman correspondence
DATES: 2013-
ARRANGEMENT: Chronological

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 61.

AUTHORIZED: 03/27/2015

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Protected

SECONDARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 28264
TITLE: Proposed legislation records
DATES: 2013-
ARRANGEMENT: Chronological

DESCRIPTION: These records contain information created by Pardons and Parole staff for the purpose of proposing legislation.

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Protected

SECONDARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 28265
TITLE: Performance audit records
DATES: 2013-
ARRANGEMENT: Chronological

DESCRIPTION: These are reports written and prepared as a result of a performance audit on state agencies by an outside agency. They contain summary documentation on agency programs, operations and productivity.

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 22.

AUTHORIZED: 04/19/2013

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then transfer to State Archives.

APPRAISAL

Administrative Historical

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 28266
TITLE: Policies and procedures
DATES: 2013-
ARRANGEMENT: Chronological

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. This correspondence is filed separately from program case files, and project files.

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 61.

AUTHORIZED: 03/27/2015

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

Administrative

PRIMARY DESIGNATION

Controlled


AGENCY: Board of Pardons and Parole

SERIES: 28267
TITLE: Record transfer sheets (RTS)
DATES: 2013-
ARRANGEMENT: Chronological

DESCRIPTION: Descriptive listings of agency records transferred to the State Records Center. Information includes record series number, agency name and address, records officer's name and signature, Chief administrative Officer's name, record series title and inclusive dates, classification information, accession number, agency box number, description of box contents, and records center box location.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule SG 1, Item 66.

AUTHORIZED: 04/10/2015

FORMAT MANAGEMENT

Computer data files: Retain in Office for 3 years and then delete.

APPRAISAL

Administrative Historical

PRIMARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 80134
TITLE: Criminal history case files
DATES: 1960-
ARRANGEMENT: Alphabetical by name
ANNUAL ACCUMULATION: 50.00 cubic feet.

DESCRIPTION: These records support the agency's function to determine when and under what conditions persons under the jurisdiction of the Department of Corrections may be released upon parole, pardoned, ordered to pay restitution, or have their sentences commuted or terminated (Utah Code 77-27-5(2010)). Records contain a comprehensive history of a criminal offender including the offender's name, history of charges and commitments, name of case worker, copies of court records, restitution data, correspondence, and all other agency reports and agreements.

RETENTION

Retain 30 years after parole is terminated.

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 12/2015

FORMAT MANAGEMENT

Paper: Retain in Office until parole is terminated and then transfer to State Records Center. Retain in State Records Center for 30 years and then destroy.

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Utah Code 63G-2-302(2015).

Protected. Utah Code 63G-2-305(10)(a)(2015).

Controlled. Utah Code 63G-2-304(2008).


AGENCY: Board of Pardons and Parole

SERIES: 80135
TITLE: Inmate reference card files
DATES: 1960-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are quick reference files on all offenders which have had files kept on them by the Board of Pardons. They are no longer kept up-to-date because OBCIS now serves the same purpose. Includes statistical offender data, demographic information about the inmate, court where committed, crime, sentence, and presiding judge.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then retain in office for permanent storage & reference.

APPRAISAL

Administrative

This needs to be retained by the Board of Pardons' staff for reference purposes.

PRIMARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 80460
TITLE: Correspondence
DATES: i 1914-1948; 1982-
ARRANGEMENT: Chronological, thereunder alphabetical by surname

DESCRIPTION: The Board of Pardons corresponds with various court and other state officials, private citizens, and the prisoners themselves regarding parole status and criminal histories of individual inmates. Since the major responsibility of the Board is to determine how long a criminal offender should remain either in direct custody in prisons or jails, or under close supervision as a parolee, most correspondence relates to this decision. Routine correspondence about Board meetings, schedules, or agenda can also be found in the series.

Supporting documents are often attached to the correspondence, and these usually include court information reports and transcripts, or newspaper clippings or petitions about a particular case. Missing records include the files from 1923-1926 and from 1949-1981.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

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

APPRAISAL

Administrative Historical

This series is one of the few kept by this office that documents its primary activities; therefore, it has evidentiary and historical value.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private

Controlled


AGENCY: Board of Pardons and Parole

SERIES: 332
TITLE: Minutes
DATES: 1896-
ARRANGEMENT: Chronological by date.
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: Minutes have been kept by the Board, as required by law, to record the proceedings of hearings held to determine if individual prisoners were eligible for parole, pardon, commutation, or termination of sentence. During the hearings the prisoner was interviewed by the Board, and interested persons could testify, under oath, for or against the prisoner. Reports of law enforcement and court officials were often presented during the hearing. Summaries of these reports as well as decisions of the Board are also included in the minutes. Factors considered in reaching a decision generally revolved around the criminals prison history, evidence of rehabilitation, and the social and economic resources available to the offender once released. Formal orders issued by the Board or forms indicating that the meeting times of parole hearings were publicized are sometimes attached to the minutes.

RETENTION

Retain 10 years. Transfer to Archives.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

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 microfilm and transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently with authority to weed.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical Legal

These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.

PRIMARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

SERIES: 14829
TITLE: Hearing recordings
DATES: 1982-
ARRANGEMENT: Chronological by date of hearing.
ANNUAL ACCUMULATION: 3.50 cubic feet.

DESCRIPTION: These records support the agency's function to determine when and under what conditions persons under the jurisdiction of the Department of Corrections may be released upon parole, pardoned, ordered to pay restitution, or have their sentences commuted or terminated (Utah Code 77-27-5)(2010)). These records document parole hearings wherein the conditions and actions above are determined. Information includes verbatim audio recordings and may include transcripts in death penalty cases (Utah Code 77-27-8(1)(2010)).

RETENTION

Retain 30 years after parole is terminated.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 12/2015

FORMAT MANAGEMENT

Sound recordings: For records beginning in 2003 through 2008. Retain in Office for 5 years after parole is terminated and then transfer to State Records Center. Retain in State Records Center for 25 years and then transfer to State Archives with authority to weed.

Computer data files: For records beginning in 2009 and continuing to the present. Retain in Office for 30 years after parole is terminated and then transfer to State Archives with authority to weed.

Sound recordings: For records beginning in 1982 through 2002. Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical Legal

This legal appraisal is based on Utah Code 77-27-5(2010). The historical appraisal is based on the research value of these records as they evidence our current legal system and law enforcement activities.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Utah Code 63G-2-305(13,14)(2014))


AGENCY: Board of Pardons and Parole

SERIES: 20374
TITLE: High-profile criminal history case files
DATES: 1987-
ARRANGEMENT: Alphabetical by surname
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These records support the agency's function to determine when and under what conditions persons under the jurisdiction of the Department of Corrections may be released upon parole, pardoned, ordered to pay restitution, or have their sentences commuted or terminated (Utah Code 77-27-5(2010)). Files contain a comprehensive history of high-profile criminal offenders, as determined by the agency, including commitment papers, agency reports, admittance and assessment records (face sheet), treatment plans, detainers, education and work records, correspondence, psychological profiles, and pre-sentence investigations.

RETENTION

Retain 30 years after parole is terminated.

DISPOSITION

Transfer to the State Archives with authority to weed.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 12/2015

FORMAT MANAGEMENT

Paper: Retain in Office until parole is terminated and then transfer to State Records Center. Retain in State Records Center for 30 years and then transfer to State Archives with authority to weed.

APPRAISAL

Historical

This disposition is based on the historical value of this series as it documents high-profile criminal cases within Utah.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Utah Code 63G-2-302(2)(d)(2014)

Controlled. Utah Code 63G-2-304(1)(2008)