Utah Department of Administrative Services

Division of Archives & Records Service

Board of Pardons and Parole

80460--Correspondence
80134--Criminal history case files
80135--Inmate reference card files
80138--Business meetings transcripts
20374--High-profile criminal history case files
14829--Hearing tapes
26411--Final hearing results
25353--Publications
28263--Chairman correspondence
28264--Proposed legislation records
28265--Performance audit records
28266--Policies and procedures
28267--Record transfer sheets (RTS)
332--Minutes

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.

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

DESCRIPTION: These files each contain a comprehensive history of a criminal offender which is continually updated. The board members reference this file when they are considering the inmate for release on parole. Only the names of those inmates being considered for parole and release are found in these files. Included in these records are commitment papers, Board of Pardons reports, admittance and assessment records (face sheet), progress reports, incident reports, treatment plans, detainers, disciplinary reports, education and work records, correspondence regarding the inmate, psychological profiles, and pre-sentence investigations. Upon meeting retention of this series, the Board of Pardons will continue to retain "high profile" cases as part of Series 20374. Documents the history of all offenders on probation or parole. Includes offender's name, history of charges, commitments, name of case worker, monthly reports to probation or parole officer, copies of court records, a history of probation or parole, incident reports, restitution data, correspondence and the probation or parole agreement.

RETENTION

Retain 20 years after parole is terminated.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until parole is terminated and then transfer to State Records Center. Retain in State Records Center for 20 years and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 9, Item 29.

This disposition is based on administrative need. In Utah, there are no statutes mandating a retention for inmate records, but there is a statute that limits the maximum parole period for a released inmate to ten years. Because of potential recidivism of the parolees, criminal records should be kept for the entire ten year period. Previous decision: RDR# 76-45, 5 years after closed. In November 2005, the Board determined that the ten years was inadequate to meet their administrative needs and requested it be lengthened to 15 years. In 2010, the retention was lengthened to 20 years.

PRIMARY DESIGNATION

Public. Name of individual, status (whether on probation or parole), crimes committed, whether or not the individual is an inmate, and name of probation officer.

SECONDARY DESIGNATION

Private. Social security number, home address, and home phone number.

Exempt. Pre-sentence investigation information.

Controlled. All other data.


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.

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: 80138
TITLE: Business meetings transcripts
DATES: 1979-
ARRANGEMENT: Chronological

DESCRIPTION: These are the verbatim transcripts of the Board of Pardons meetings. Includes date, what was said, and who said it.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

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

This is administratively useful only.

PRIMARY DESIGNATION

Public


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 files contain a comprehensive history of high-profile criminal offenders. Included in these records are commitment papers, Board of Pardons reports, admittance and assessment records (face sheet), progress reports, incident reports, treatment plans, detainers, disciplinary reports, education and work records, correspondence regarding the inmate, psychological profiles, and pre-sentence investigations. Criminal history case files, series 80134 are to be retained for 20 years after parole is terminated and then destroyed provided high-profile cases have been extracted.

RETENTION

Retain for 15 years as part of series 80134 - Criminal history case files.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on the historical value of this series to document high-profile criminal cases within Utah.

PRIMARY DESIGNATION

Public. Name of individual, crimes committed.

SECONDARY DESIGNATION

Private. Social Security number, home address, and home phone number.

Controlled. Medical data


AGENCY: Board of Pardons and Parole

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

DESCRIPTION: These are the official audio tapes of the boards's proceedings. The tapes contain the following types of hearings: original, recision, re-hearings, restitution, parole, violation, new offenses, and special attention hearings. Some State Hospital hearings for individuals committed for criminal offenses are also heard by the board. Records of hearings conducted as part of the regulatory process and hearings on proposed rules and changes; they may be maintained with related information including meeting notices, proofs of publications, meeting minutes, and the conclusions reached. UCA 52-4-200 (2009) requires that written minutes be kept of all open meetings. May include audio and video recordings.

RETENTION

Retain 15 years.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Sound recordings: For records beginning in 1982 through 2008. 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.

Computer data files: For records beginning in 2009 and continuing to the present. Retain in Office for 15 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

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

This disposition is based on administrative needs expressed by the agency. It is also based on UCA 77-27-8 (1) 1994.

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.

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

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

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

DESCRIPTION: Documents created by the Board of Pardons , including pamphlets, reports, leaflets, file manuals, annual reports, other published or processed documents, and the last manuscript report, if not published. Holdings include "Rules and Regulations" (1959).

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

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

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

Publications help document the history and functions of agencies.

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.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

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

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.

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 records contain information used in gathering and creating performance audits and evaluations of Pardons and Parole by an outside agency.

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

This disposition is based on Utah State General Records Retention Schedule, Schedule 1, Item 22.

Administrative

PRIMARY DESIGNATION

Public


AGENCY: Board of Pardons and Parole

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

DESCRIPTION: These records contain correspondence between board members pertaining to the creation, implementation, and enforcement of Pardons and Parole.

RETENTION

Retain 3 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

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

Administrative

PRIMARY DESIGNATION

Controlled


AGENCY: Board of Pardons and Parole

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

DESCRIPTION: These records document records transferred and received by the State Records Center and State Archives. These are retained for reference and informational purposes. 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

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


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.

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