Utah Department of Administrative Services

Division of Archives & Records Service

Pleasant Grove (Utah)

84961--City Council minutes
15781--Audit reports
15782--Retirement records (assistance files)
15783--Surplus property case files
15784--System studies and report files (final report)
15785--System studies and report files (supporting documents)
15786--Vehicle registration certificates
15787--Fuel records
15788--Accounts payable
15789--Municipal revenue bonds
15790--Resolutions
15791--Legal opinions
15792--Buildings and grounds maintenance log
15793--Petitions
15794--Election records
15795--Election returns
15796--Deeds
15797--Liability risk management case files
15798--Employment applications
15799--Personnel files
15800--Customer application records
15801--Customer deposit cards
15802--Merit employee performance files (summary performance appraisal)
15803--Merit employee performance files (supporting documents)
15804--Retirement records
15805--Lease files
15806--Contracts and agreements files
15809--General administrative records
15810--General housekeeping files
15811--General subject files
15847--Daily radio log
15848--Dispatch logs
15849--Expungements
15850--Firearms qualification records
15851--Internal affairs case files
15852--Master name index
15853--Mug shots
15854--National Criminal Information Center (NCIC) files
15855--Robbery bulletin records
15856--Sex offenders files
15857--Teletypes
14503--Firearms disposal records
14504--Impounded vehicle reports
14505--Pawn shop receipts
14506--Received property records
14507--Stolen/recovered property lists
14508--Traffic citations
14509--Unclaimed property files
14510--Uniform crime report files
14511--Arrest warrant logs
14512--Wrecker service reports
14513--Meter location records
14514--Dispatch tape recordings
14515--Evidence logs
14516--License registers
14517--Arrest reports
14518--Police case files
14519--Chemical analysis records
14520--Crime analysis files
14521--Criminal history dissemination logs
14522--Criminal history files
14523--DUI reports
14524--Field interrogation reports
14525--Firearms inventory card files
14535--Street maintenance records
14536--Class "C" road funding project files
14537--Drawings and diagrams
14538--Complaint files
14539--Well pumping records files
14540--Water treatment plant operational report
14541--Annual reports
14542--Water consumption reports
14543--Daily pump station well reports
14544--Annexation files
14545--Chemical and radiological water analyses
14550--Bacteriological water analyses reports
14551--Sewer main location plats
14553--Wastewater discharge monitoring report
14554--Sewer connection records
14555--Underground storage tank records
14556--Hydrant maintenance records
14557--Recreational program files
14559--Easement files
14560--Deeds files
14561--Lawsuit case files
14562--Insurance policy files
14563--Solicited and unsolicited bids
14564--Time and attendance report files
14565--Vehicle maintenance records
14566--Equipment maintenance and repair
14572--Organizational files/agency histories
14573--Information technology feasibility
14574--Census information files
14575--Board of Equalization and Review minutes
14576--Insurance reports
14577--Loss control inspection reports (Risk Management)
14578--Leave data files (annual compilation)
14579--Daily work logs
14580--Equipment inventories
14581--General obligation bonds
14582--Certification of bond redemption and destruction
14583--Accounts receivable
14584--Investment accounting reports
14585--Subsidiary ledger and journals files
14587--Income tax files
14590--Annual reports
14591--Workers' compensation claim files
14596--Special assessment books and statements
14597--Special assessment ledgers
14598--Council agenda
14599--Council business files
14600--Proof of publication
14601--Unclaimed property files
14602--Map books
14603--Eligibility list or register
14604--Employment applications
14455--Fixed asset file
14456--Bond issue files
14457--Annual budget
14458--Annual financial reports
14459--Bank statements
14460--Check registers: reconciliation reports
14461--Daily cash reports
14462--Disbursements (daily cash reports)
14463--General ledgers
14464--Sales and use tax reports
14465--License application files
14466--Certificates of license
14467--Building cards
14469--Residential building plans
14470--Nonresidential building plans
14471--Public building building plans
14472--Construction reports
14473--Board of Adjustment case files
14474--Conditional use permit files
14477--Rezoning files
14478--Site review plans files
14479--Subdivision review case files
14481--Subdivision review case files (vicinity plans)
14482--Billing adjustment records
14483--Billing registers
14484--Billing report printout
14485--Complaint files
14486--Meter books
14487--Remittance stubs
14488--Police officer activity report
14489--Accident files
14490--Police case reports
14491--Court summons
25167--Police in-car video recordings
25187--Questioned actions in-car video recordings
6351--Cemetery records index
6356--Cemetery card file
4799--Ordinances
4635--Scrapbooks
7546--Planning Commission minutes

AGENCY: Pleasant Grove (Utah)

SERIES: 84961
TITLE: City Council minutes
DATES: 1885-
ARRANGEMENT: Chronological.

DESCRIPTION: The city and town council minute book was created as the official record of the city council meetings. Handwritten entries were usually made by the city clerk in meetings that were held on a regular basis. Special meetings were scheduled as needed. Typical entries contain information about budgeting and finance; city ordinances; business and professional licensing procedures; police activities; and improvements in public service such as street repairs.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then retain originals permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15781
TITLE: Audit reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. These reports include statements of receipts and disbursements for each department (UCA 10-6-151).

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


AGENCY: Pleasant Grove (Utah)

SERIES: 15782
TITLE: Retirement records (assistance files)
DATES:
ARRANGEMENT:

DESCRIPTION: These records are control documents relating to retirement. They include reports and registers.

RETENTION

Retain for 3 year.

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

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15783
TITLE: Surplus property case files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the sale of surplus municipal property, comprising 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: Pleasant Grove (Utah)

SERIES: 15784
TITLE: System studies and report files (final report)
DATES:
ARRANGEMENT:

DESCRIPTION: These are documents related to various studies by private and other government agencies. Includes working papers, correspondence, related documents and final report.

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 25.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15785
TITLE: System studies and report files (supporting documents)
DATES:
ARRANGEMENT:

DESCRIPTION: These are documents related to various studies by private and other government agencies. Includes working papers, correspondence, related documents and final report.

RETENTION

Retain for 5 years and weed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15786
TITLE: Vehicle registration certificates
DATES:
ARRANGEMENT:

DESCRIPTION: These registration forms document municipal ownership of vehicle.

RETENTION

Retain until vehicle no longer with agency.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until vehicle no longer with agency then transfer.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15787
TITLE: Fuel records
DATES:
ARRANGEMENT:

DESCRIPTION: These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by 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: Pleasant Grove (Utah)

SERIES: 15788
TITLE: Accounts payable
DATES:
ARRANGEMENT:

DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).

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: Pleasant Grove (Utah)

SERIES: 15789
TITLE: Municipal revenue bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These bonds are issued by the city council payable solely from revenues attributable to extensions and improvements to revenue producing facilities (UCA 11-14-17).

RETENTION

Retain until paid or cancelled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15790
TITLE: Resolutions
DATES:
ARRANGEMENT:

DESCRIPTION: These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15791
TITLE: Legal opinions
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of opinions rendered by the attorney's office for various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They include the date of the opinion, advice or opinion, and name of requesting office or department.

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 4.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15792
TITLE: Buildings and grounds maintenance log
DATES:
ARRANGEMENT:

DESCRIPTION: This log records all repairs made to municipal buildings and grounds. It is used to verify that repairs were made.

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 7, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15793
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 for 5 years after resolution of issue.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after resolution of issue and then transfer to State Archives for sampling purposes..

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15794
TITLE: Election records
DATES:
ARRANGEMENT:

DESCRIPTION: These include all other records and forms (excluding ballots, canvasses, and returns) required in the municipal election (UCA 20-5-45(2)).

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: Pleasant Grove (Utah)

SERIES: 15795
TITLE: Election returns
DATES:
ARRANGEMENT:

DESCRIPTION: These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15796
TITLE: Deeds
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of actual deeds issued to owners of cemetery plots. They are used to keep an accurate record of plot ownership and whether they have perpetual care. They include deed number, date issued, name of owner, amount of ground purchased, description of grave purchased, amount paid and receipt number. In some communities these deeds are recorded by the county recorder, but in most communities the deeds are not recorded and the municipality retains the official copy. These deeds are also called "Burial Rights."

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 17, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15797
TITLE: Liability risk management case files
DATES:
ARRANGEMENT:

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

RETENTION

Retain for 20 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15798
TITLE: Employment applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are forms listing name of applicant, address, professional information, previous employment, education, references, and certificates submitted to Personnel Office by applicant.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided not hired.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(a) eligibility for programs


AGENCY: Pleasant Grove (Utah)

SERIES: 15799
TITLE: Personnel files
DATES:
ARRANGEMENT:

DESCRIPTION: These files are the official files for all municipal employees and usually include the original job 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.

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)


AGENCY: Pleasant Grove (Utah)

SERIES: 15800
TITLE: Customer application records
DATES:
ARRANGEMENT:

DESCRIPTION: These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. They include customer's name, address, and phone number; meter information, date and approval signature(s).

RETENTION

Retain for 3 years after account closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15801
TITLE: Customer deposit cards
DATES:
ARRANGEMENT:

DESCRIPTION: These cards provide a record of customers required to pay a deposit to receive service. They include date, amount of deposit, name and address, account number, date signed, date account closed, and amount of deposit confiscated and reason.

RETENTION

Retain for 3 years after account closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15802
TITLE: Merit employee performance files (summary performance appraisal)
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 3 years after date of appraisal.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of appraisal and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 27.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 15803
TITLE: Merit employee performance files (supporting documents)
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 3 years after date of appraisal or until no longer needed, whichever is sooner.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after date of appraisal or until no longer needed, whichever is sooner and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 27.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15804
TITLE: Retirement records
DATES:
ARRANGEMENT:

DESCRIPTION: These records are control documents relating to retirement. They include reports and registers.

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

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15805
TITLE: Lease files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of leases, subleases, assignments of leases and memoranda of leases for property which 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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after termination of lease and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 15806
TITLE: Contracts and agreements files
DATES:
ARRANGEMENT:

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

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


AGENCY: Pleasant Grove (Utah)

SERIES: 15809
TITLE: General administrative records
DATES:
ARRANGEMENT:

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

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: Pleasant Grove (Utah)

SERIES: 15810
TITLE: General housekeeping files
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of a general housekeeping nature or maintained by an office which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives; custodial service requests; parking space assignments; and distribution of keys.

RETENTION

Retain until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15811
TITLE: General subject files
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

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 8.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 15847
TITLE: Daily radio log
DATES:
ARRANGEMENT:

DESCRIPTION: This is a log of radio traffic received or transmitted over the various communication systems. This log satisfies Federal Communications Commission (FCC) log requirements and is arranged chronologically by date. In some department the daily radio log and daily activity reports have been compiled into one report.

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 21, Item 13.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (8)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 15848
TITLE: Dispatch logs
DATES:
ARRANGEMENT:

DESCRIPTION: This is a daily log maintained on all dispatch activity. It is used for budget and planning purposes and to document activities of dispatch office. It includes names of personnel working, time, shift, and a summary of daily events.

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 21, Item 14.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (8)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 15849
TITLE: Expungements
DATES:
ARRANGEMENT:

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 80 years or until confirmed death and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (8)-(11) UCA 77-18-2


AGENCY: Pleasant Grove (Utah)

SERIES: 15850
TITLE: Firearms qualification records
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records for officers qualifying to carry a firearm. Each officer must qualify twice a year. These files include type of firearms used, date, identification number, name of officer, pass/fail score, and time span for score.

RETENTION

Retain for 2 years after termination of employee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after termination of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 25.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(4) Test materials


AGENCY: Pleasant Grove (Utah)

SERIES: 15851
TITLE: Internal affairs case files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records relating to the internal affairs of the police department. They involve investigations of alleged officer misconduct including all records relating to the initiation, investigation, and disposition of each case.

RETENTION

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 21, Item 31.

PRIMARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 15852
TITLE: Master name index
DATES:
ARRANGEMENT:

DESCRIPTION: This is an alphabetical index of names containing information on each individual having been interrogated, arrested, or named as suspect or accomplice in crime, and the names of victims, complainants and witnesses to police incidents. It includes information on arrested persons (cross referenced by aliases), complainants, witnesses, and victims (providing name, address, date of birth, race, sex), date of incident, type of incident, names of persons and businesses in contact with police departments, notice of content, and report of recorded event.

RETENTION

Retain until obsolete, superseded, or administrative value ends.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until obsolete, superseded, or administrative value ends and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 35.

PRIMARY DESIGNATION

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

SECONDARY DESIGNATION

Protected. UCA 63G-2-305 (8)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 15853
TITLE: Mug shots
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain photographs and negatives of persons arrested. They are used to aid in the identification and apprehension of suspects in criminal investigations. The photograph is stamped with the case number or a departmental number and date picture was taken. These files may also include driver license photos. All mug books created prior to 1920 should be transferred to the State Archives.

RETENTION

Retain until confirmed death of suspect or until new photograph is taken.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office until confirmed death of subject or until 75 years and then transfer to State Archives with authority to weed provided two most current photographs are maintained.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 36.

Disposition based on the historical value of these records for both genealogical and potential criminology research.

PRIMARY DESIGNATION

Private. UCA 63G-2-305(2)(d)


AGENCY: Pleasant Grove (Utah)

SERIES: 15854
TITLE: National Criminal Information Center (NCIC) files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain forms used to enter information on the NCIC system. The three separate forms used are stolen articles report, stolen or missing guns report, and wanted persons or missing juveniles report.

RETENTION

Retain for 1 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy provided not part of case file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 37.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(8)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 15855
TITLE: Robbery bulletin records
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain completed forms used to distribute information concerning robberies to other law enforcement agencies. The form includes date, time, case number, suspect vehicle, description of suspects, victim's name and location, type of weapon used, amount and description of loss, summary of facts of case, and name of investigating officer.

RETENTION

Retain for 4 years or until robbery is solved.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years or until robbery is solved and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 41.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(8) and (9)


AGENCY: Pleasant Grove (Utah)

SERIES: 15856
TITLE: Sex offenders files
DATES:
ARRANGEMENT:

DESCRIPTION: These are files maintained by a department on sex offenders living within its jurisdiction. "All sex offenders shall, for the first five years after termination of sentence, again register within ten days of changing his place of habitation." This registration form is required by the Department of Public Safety and consists of a statement signed by the person, giving information on current address, and the fingerprints and photographs of the person. One copy is given to the person, while others are forwarded to the Department of Public Safety, which sends one copy to the local law enforcement agency where the person resides (UCA 77-27-21.5). The Bureau of Criminal Investigation maintains the master file.

RETENTION

Retain for 10 years, or for as long as person is living in jurisdiction.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years or until as long as person is living in jurisdiction and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 43.

PRIMARY DESIGNATION

Exempt. UCA 77-27-21.5(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 15857
TITLE: Teletypes
DATES:
ARRANGEMENT:

DESCRIPTION: These documents contain information received from or disseminated to various law enforcement agencies through the teletype system. This information network notifies law enforcement agencies of crimes, lost property, wanted suspects, arrests, missing persons, runaways, etc.

RETENTION

Retain for 1 year or until obsolete, administrative need ends, or until expunged from system, whichever comes first.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until obsolete or until expunged from system and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 47.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(8)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 14503
TITLE: Firearms disposal records
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records of firearms that have been disposed of either through sale, trade or destruction. They include the name of the manufacturer, serial number, model, caliber, method of disposal, date of disposal, name of business purchasing firearm, and bid number.

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 21, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14504
TITLE: Impounded vehicle reports
DATES:
ARRANGEMENT:

DESCRIPTION: This is a state form used for state tax impounds. This report form contains make and model of vehicle, the year, color, identification number, tag number, condition of vehicle, place impounded, name and address of owner (if available), reasons for impounding, date and time of impounding, time and to whom released, and address. The report is usually filed chronologically by date of impound. The original form is sent to Division of Motor Vehicles. A copy of the report is frequently part of case file.

RETENTION

Retain for 3 years provided not part of case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 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 30.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14505
TITLE: Pawn shop receipts
DATES:
ARRANGEMENT:

DESCRIPTION: These are receipts submitted by pawn shop owners for items pawned. They are used to trace stolen merchandise. They include the name of the pawn shop, type of merchandise, serial number, and description of item.

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: Pleasant Grove (Utah)

SERIES: 14506
TITLE: Received property records
DATES:
ARRANGEMENT:

DESCRIPTION: "A proper record shall be maintained reflecting the ownership of the property, and the case or cases for which it was taken or received and is being held" (UCA 77-24-1). The records include property receipts given to owner when property taken, receipts for returned property, logs, or files. A returned property receipt "shall be taken from [owner] listing in detail the property returned" (UCA 77-24-5). If property is not claimed by owner after three months from notification and nine days after public notice of disposal in a local newspaper, the department is then authorized to "sell at public auction" (UCA 77-24-4).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after return or disposal of property and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 40.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14507
TITLE: Stolen/recovered property lists
DATES:
ARRANGEMENT:

DESCRIPTION: These are lists of all recovered stolen property including description of property value, and serial number. This is usually a part of the original incident report.

RETENTION

Retain until lists become obsolete or administrative value ends, or if on state system, until expunged from system.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until lists become obsolete or until expunged from state system and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 44.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14508
TITLE: Traffic citations
DATES:
ARRANGEMENT:

DESCRIPTION: This is a copy of a citation issued by the police to drivers violating motor vehicle and traffic laws. It usually includes date, time, and location of violation, license number of vehicle, violation code, name of officer, and signature of person receiving citation.

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 21, Item 48.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14509
TITLE: Unclaimed property files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the disposition of unclaimed property held by the police department. The files contain verified annual reports submitted to the State Treasurer before November for previous fiscal year (UCA 78-44-18) and forms completed by finder of lost property and delivered to a local law enforcement agency. The finder of lost property shall sign a statement stating "how the property came into his possession, including time, date, and place, and stating that he does not know...[owner] and his possession of it is not unlawful" (UCA 77-24a-3). A notice is placed in a local newspaper. If not claimed after 3 months, the finder may claim property upon the "payment of cost incurred for advertising and storage" (UCA 77-24a-5). If not claimed the property may be sold at auction and the proceeds pay "necessary expenses incurred in the preservation of such property and return balance to the state treasurer" (UCA 77-24-4).

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 21, Item 49.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14510
TITLE: Uniform crime report files
DATES:
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.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14511
TITLE: Arrest warrant logs
DATES:
ARRANGEMENT:

DESCRIPTION: These are a court authorization for the police to make an arrest. After the warrant is served the original is returned to the court. A log is kept of all warrants served indicating date and time served, name of person served, and purpose. Log is usually arranged chronologically by date.

RETENTION

Retain for 1 year after warrant served.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 53.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14512
TITLE: Wrecker service reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are wrecker rotation records. They are used to monitor which wrecker was called out after receiving a dispatch emergency call. They include name of wrecking service, phone number, address dispatched to, date, time, and identification number of person making call.

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 21, Item 54.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14513
TITLE: Meter location records
DATES:
ARRANGEMENT:

DESCRIPTION: These records contain information about all meters (water and electric). They are used to locate meters for service and billings. They include address, work order number, size of meter, contractor, owner, plumber and date installed.

RETENTION

Retain for 1 year after removal of meter.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after removal of meter and then destroy.

Computer data files: Retain in Office for 1 year after removal of meter and then delete.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14514
TITLE: Dispatch tape recordings
DATES:
ARRANGEMENT:

DESCRIPTION: These are twenty-four hour tape recordings of incoming and outgoing phone or radio calls made from the dispatch office. They are used to document the actions of dispatch personnel. They are rotated on a regular basis. Portions of the tapes concerning questionable cases are transferred to cassette tape recordings.

RETENTION

Retain for 30 days.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14515
TITLE: Evidence logs
DATES:
ARRANGEMENT:

DESCRIPTION: This is a log that shows a chain of possession of all evidence gathered by the police or fire departments. The log begins when evidence is gathered and ends when evidence is returned or destroyed. A copy of the log usually becomes a part of the case or investigative file.

RETENTION

Retain for 4 years provided not part of case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 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 19.

PRIMARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 14516
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

Computer data files: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Pleasant Grove (Utah)

SERIES: 14517
TITLE: Arrest reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are forms used to report arrests made by the police. They usually include complete information and description of person arrested, date, time of arrest, charges, description of offense, list of witnesses, and name of officer(s) making arrest. Sometimes report is a multi-part form, with a copy sent to the county jail.

RETENTION

Retain for 5 years provided no contact with arrestee.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided no contact with arrestee.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 3.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(9)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 14518
TITLE: Police case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files are created as a result of a complaint or other actions being investigated by the police department. They are the central case files for all cases handled by agency. Case files are usually filed numerically by case number. It is recommended files be separated by case type providing ease in the weeding of files. 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, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Retain for 3 years provided misdemeanor cases.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(8)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 14519
TITLE: Chemical analysis records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of individuals who have been chemically tested for suspicion of or arrested for driving under the influence of alcohol or drugs. They usually include the chemical analysis reports which show subject, date, case number, time of test, testing officer, instrument serial number, and test results (UCA 41-6-44.3). Usually these tests are part of the case file and are filed by case number. A copy is frequently attached to the arrestee's criminal history file.

RETENTION

Retain for 3 years provided not part of case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 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 8.

PRIMARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 14520
TITLE: Crime analysis files
DATES:
ARRANGEMENT:

DESCRIPTION: These files were created to anticipate, prevent, or monitor possible criminal activity. They include crime patterns, analyses of particular crimes, crime reports, information on potential problems, forecasts, movement of known offenders, and alerts from other agencies.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 10.

PRIMARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 14521
TITLE: Criminal history dissemination logs
DATES:
ARRANGEMENT:

DESCRIPTION: These logs document the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems. They include date of release, state identification number or FBI number. They are created and maintained pursuant to federal regulations under 28 CFR, Subpart C and state regulations under UCA 17-26-16.

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 21, Item 11.

PRIMARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 14522
TITLE: Criminal history files
DATES:
ARRANGEMENT:

DESCRIPTION: These are complete histories of arrested individuals which provide complete name, alias or nickname, residence, complete physical description, date of arrest, offense committed, car make, year, license number, state occupation, and closest relatives, or friends. It may also contain fingerprint cards and mug shot. Since the Bureau of Criminal Investigation maintains the record copy of Criminal History Files an individual agency maintains one at its own discretion.

RETENTION

Retain for 5 years provided no contact and are misdemeanors.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided no contact and are misdemeanors.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 12.

PRIMARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 14523
TITLE: DUI reports
DATES:
ARRANGEMENT:

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 (UCA 41-2-130(4)). The report is filed by case number and by arrestee's name, and sometimes is part of the case file.

RETENTION

Retain for 2 years provided not part of case file.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 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 16.

PRIMARY DESIGNATION

Protected. 63G-2-305(8)-(11)


AGENCY: Pleasant Grove (Utah)

SERIES: 14524
TITLE: Field interrogation reports
DATES: undated
ARRANGEMENT: none

DESCRIPTION: This is a limited informational report filled out by a peace officer. The report contains information on suspicious persons an officer has stopped. It includes descriptions of individual and vehicle, time and place of contact, and reason for suspicion.

RETENTION

Retain for 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Computer data files: Retain in Office for 1 year and then delete.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 22.

PRIMARY DESIGNATION

Protected


AGENCY: Pleasant Grove (Utah)

SERIES: 14525
TITLE: Firearms inventory card files
DATES: undated
ARRANGEMENT: none

DESCRIPTION: These card files list all firearms in police department's inventory. Cards contain name of manufacturer, serial number, model, caliber, to whom issued, by whom issued and date. Files also show illegal weapons that cannot be resold, and guns not serviceable which are used for training purposes.

RETENTION

Retain for 2 years after disposal of firearms.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after disposal of firearms and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 27.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. illegal weapons (UCA 63G-2-305 (9) & (11)


AGENCY: Pleasant Grove (Utah)

SERIES: 14535
TITLE: Street maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the repairs and maintenance work on municipal streets, street lights, and sidewalks. They include reports, logs, or similar records, completed on a daily, weekly, and/or monthly basis.

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 23, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14536
TITLE: Class "C" road funding project files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document the funding for Class "C" roads. CLass "C" funding is money allocated to each city or town from the state road fund "under rules and regulations mutually adopted by city officials and the State Road Commission" (UCA 27-12-23). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).

RETENTION

Retain for 3 years after claim, audit, or litigation settled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after claim, audit, or litigation settled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14537
TITLE: Drawings and diagrams
DATES:
ARRANGEMENT: Alphanumerical.

DESCRIPTION: These are drawings and blueprints of engineering "as-built" projects. They are used by the public and city personnel to establish existing information for all city locations. They include drawings of street construction. sidewalks, storm drains, waterlines, reservoirs, public facilities, and other city building projects, providing date, legend, north arrow, city title, scale and actual drawings.

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 23, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14538
TITLE: Complaint files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document complaints received and responded to by the department (e.g., streets, sanitation, traffic signals). They include name and address of complaint, date received, description of problem, date and action taken.

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 23, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14539
TITLE: Well pumping records files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records showing the amount of water pumped from each well in district system. The records show operating time, power used, pumping water level and static level.

RETENTION

Retain for 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided summary report is compiled.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14540
TITLE: Water treatment plant operational report
DATES:
ARRANGEMENT:

DESCRIPTION: This is a copy of a monthly report submitted to the State Department of Health verifying drinking water standards (49 CFR 130.4). They are used to monitor compliance with water quality standards and to verify standards were met. They include daily and total monthly amounts, minimum, maximum, and averages for filter operation, filter rate in gallons per minute, length of filter run; filter head loss; and minutes of backwash; lists amounts and kinds of chemicals used. The State Health Department maintains their copy for 10 years.

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 22, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14541
TITLE: Annual reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports on program activities and accomplishments for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

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 2.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14542
TITLE: Water consumption reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports consist of monthly statistics of daily water consumption. They are used for research and litigation purposes and to assist in predicting future flows and peak demands. They include water consumption in million gallons, and cubic feet from treatment plants, springs, artesian wells, pumped wells, and reservoirs along with precipitation amounts.

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 22, Item 30.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14543
TITLE: Daily pump station well reports
DATES:
ARRANGEMENT:

DESCRIPTION: This is a daily monitoring report of a water system. This report shows the time pumps or wells are started and stopped, hours run, power used and amount of water pumped. A summary report is usually created from these daily reports.

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 22, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14544
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 424).

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: Pleasant Grove (Utah)

SERIES: 14545
TITLE: Chemical and radiological water analyses
DATES:
ARRANGEMENT:

DESCRIPTION: These forms verify water quality and show the various locations of sampling points of water taken from the distribution system and sources of supply for chemical and radiological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, method used, and results. The State Health Department receives copies of these test forms and retains them for 40 years.

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 22, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14550
TITLE: Bacteriological water analyses reports
DATES:
ARRANGEMENT:

DESCRIPTION: These forms record water samples taken from various locations throughout the distribution system and sources of supply (raw or processed) for bacteriological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, analytical method used, and results of the analysis. The State Health Department receives copies of these test forms and retains then for 40 years.

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 22, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14551
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. They 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


AGENCY: Pleasant Grove (Utah)

SERIES: 14553
TITLE: Wastewater discharge monitoring report
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly and quarterly reports on the daily operations of treatment plants. They are submitted to the State Bureau of Water Pollution and to the EPA. These reports are a record of the average amount of pollution discharged into the waters of the municipality from National Pollutants Discharge Elimination System (NPDES) permit holders. They document the daily operations of the Water Reclamation Plant such as sewage flow, grit removal, chlorine usage, residuals, digester gas products, and lab analytical results (40 CFR 122.41(j)(2)).

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 22, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14554
TITLE: Sewer connection records
DATES:
ARRANGEMENT:

DESCRIPTION: These books document the extension of or connection between specific property and municipal utilities. They represent the most comprehensive guide to the system. They act as the system's master listing of all diagrams of connections in the system, and are referred to as "the bible."

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 22, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14555
TITLE: Underground storage tank records
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain applications received by the fire department and permits issued to individuals desiring to store flammable liquid or liquid petroleum. Permits are only issued after inspection and approval of tanks. They include an application form, permit, a sketch or diagram of location along with tank dimensions, and an inspection report.

RETENTION

Retain for 6 years after removal of tank.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after removal of tank and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14556
TITLE: Hydrant maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: These records 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 locations, notations and dates on annual inspections indicating physical characteristics, operation, flow check, pressure and leakage.

RETENTION

Retain for 2 years after being superseded.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14557
TITLE: Recreational program files
DATES:
ARRANGEMENT:

DESCRIPTION: These program files document specific recreation programs sponsored by the municipality. They are used for reference in developing future programs. They include flyers of specific programs, receipts for fees paid and press releases. They also include an accounting of participants and receipt numbers.

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 19, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14559
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: Pleasant Grove (Utah)

SERIES: 14560
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


AGENCY: Pleasant Grove (Utah)

SERIES: 14561
TITLE: Lawsuit case files
DATES:
ARRANGEMENT:

DESCRIPTION: These are case files for 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 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


AGENCY: Pleasant Grove (Utah)

SERIES: 14562
TITLE: Insurance policy files
DATES:
ARRANGEMENT:

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

RETENTION

Retain for 15 years after expiration of policy.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14563
TITLE: Solicited and unsolicited bids
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: Pleasant Grove (Utah)

SERIES: 14564
TITLE: Time and attendance report files
DATES:
ARRANGEMENT:

DESCRIPTION: These are a record of hours worked, sick leave, vacation, and overtime, and holidays earned and taen 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


AGENCY: Pleasant Grove (Utah)

SERIES: 14565
TITLE: Vehicle maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: This is a daily record of maintenance on all department vehicles. It is used to provide a maintenance history of all department vehicles. It includes work order numbers, dates, maintenance performed, mileage of vehicle, type of problem, name of driver, 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: Pleasant Grove (Utah)

SERIES: 14566
TITLE: Equipment maintenance and repair
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of service repair and maintenance of municipality 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: Pleasant Grove (Utah)

SERIES: 14572
TITLE: Organizational files/agency histories
DATES:
ARRANGEMENT:

DESCRIPTION: These are files containing organizational charts and reorganizational studies. They are graphic illustrations providing a detailed description of the arrangement and administrative structure of the municipality. They also include agency histories and selected background material. Agency histories and selected background material.

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: Pleasant Grove (Utah)

SERIES: 14573
TITLE: Information technology feasibility
DATES:
ARRANGEMENT:

DESCRIPTION: These are studies conducted before the installation of any technology or equipment associated with information management systems, such as computers, micrographics, and communication systems. Also, studies and system analyses for the initial establishment and major changes of these systems.

RETENTION

Retain for 5 years after completion of study.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after completion of study and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14574
TITLE: Census information files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of U.S. Census Bureau forms on government employment and local government tax revenues. They are used to meet the requirements for Federal Revenue Sharing and to make financial information available to the public.

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: Pleasant Grove (Utah)

SERIES: 14575
TITLE: Board of Equalization and Review minutes
DATES:
ARRANGEMENT:

DESCRIPTION: This board is appointed by the city council and consists of three or more members (municipal recorder or designee, municipal engineer or public works director, and municipal attorney or designee) to review proposals and to hold hearings on three consecutive days for at least one hour. The findings of the board are reviewed and approved by the governing 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 12, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14576
TITLE: Insurance reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are used for the reference and generation of claims 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: Pleasant Grove (Utah)

SERIES: 14577
TITLE: Loss control inspection reports (Risk Management)
DATES:
ARRANGEMENT:

DESCRIPTION: Each year a municipality may undertake self-inspection to identify potential hazards within their buildings or on their grounds. If the agency completes this report, they can get a 15 percent discount on their premium after a follow-up survey has been conducted. This record might in defense of a claim.

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 5.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14578
TITLE: Leave data files (annual compilation)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records of leave data.

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 8, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14579
TITLE: Daily work logs
DATES:
ARRANGEMENT:

DESCRIPTION: This daily log is maintained by each work crew to verify work completed. This log includes date, work order number, location, job requirements, date completed, equipment used, and initials or signature of crew chief.

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 3.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14580
TITLE: Equipment inventories
DATES:
ARRANGEMENT:

DESCRIPTION: These inventories are listings of equipment, supplies, and other items owned or administered by 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: Pleasant Grove (Utah)

SERIES: 14581
TITLE: General obligation bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. They constitute a full general obligation of the municipality for the prompt and punctual payment of principal and interest on which the "full faith and credit" of the municipality (UCA 11-14-19).

RETENTION

Retain until "paid or cancelled".

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after 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: Pleasant Grove (Utah)

SERIES: 14582
TITLE: Certification of bond redemption and destruction
DATES:
ARRANGEMENT:

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

RETENTION

Retain for 3 years after expiration of bonds.

DISPOSITION

.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14583
TITLE: Accounts receivable
DATES:
ARRANGEMENT:

DESCRIPTION: These files consist of copies prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies (UCA 70A-2-725).

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Paper copy: Retain in Office for 1 year or until administrative needs end, whichever occurs first and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14584
TITLE: Investment accounting reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are summaries of daily incomes and daily quote sheets prepared by the investment officer. They include the quotation/identification of investments bought and sold.

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 14.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14585
TITLE: Subsidiary ledger and journals files
DATES:
ARRANGEMENT:

DESCRIPTION: These are account books showing details of daily receipts and expenditures such as depositor payment 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: Pleasant Grove (Utah)

SERIES: 14587
TITLE: Income tax files
DATES:
ARRANGEMENT:

DESCRIPTION: These are Internal Revenue Service forms including the W-4 and W-2 and reports of withheld federal taxes such as IRS Form W-3 with related to income and social security taxes.

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

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14590
TITLE: Annual reports
DATES:
ARRANGEMENT:

DESCRIPTION: This is an annual report by the library directors required by UCA_9-7-506 (1) (1992) "to the county governing body on the condition and operation of the library, including a financial statement." It is also used to inform the general public regarding the operations of the library. The report includes budget figures both income and expenditure, circulation and other figures, and may include a brief description of the previous year's activities.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14591
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

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14596
TITLE: Special assessment books and statements
DATES:
ARRANGEMENT:

DESCRIPTION: These books record the levy and assessment of special taxes. They contain extension number, address, plat or subdivision; block and lot numbers; name of owner; address; number of front feet; amount paid on principle; interest; when paid; total amount paid and principal interest.

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 12, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14597
TITLE: Special assessment ledgers
DATES:
ARRANGEMENT:

DESCRIPTION: These ledgers record the expenditures for taxes levied for special assessments.

RETENTION

Retain for 3 years after final payment.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14598
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.

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 18, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14599
TITLE: Council business files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of documents that council received as exhibits for regular or special city council meetings. They include copies of agenda, copies of ordinances and resolutions, special reports, and related correspondence. These files are also known as Council Exhibit Files and Council Agenda Files.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Paper copy: Retain in Office for 1 year or until administrative need ends and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14600
TITLE: Proof of publication
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings (UCA 78-25-14).

RETENTION

Retain for 6 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14601
TITLE: Unclaimed property files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the disposition of unclaimed property held by the police department. The files contain verified annual reports submitted to the State Treasurer before November for previous fiscal year (UCA 78-44-18) and forms completed by finder of lost property and delivered to a local law enforcement agency. The finder of lost property shall sign a statement stating "how the property came into his possession, including time, date, and place, and stating that he does not know...[owner] and his possession of it is not unlawful" (UCA 77-24a-3). A notice is placed in a local newspaper. If not claimed after 3 months, the finder may claim property upon the "payment of cost incurred for advertising and storage" (UCA 77-24a-5). If not claimed the property may be sold at auction and the proceeds pay "necessary expenses incurred in the preservation of such property and return balance to the state treasurer" (UCA 77-24-4).

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 21, Item 49.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14602
TITLE: Map books
DATES:
ARRANGEMENT:

DESCRIPTION: These books contain maps of the cemetery. They are used daily to locate specific grave sites. These books include index, plat, and lot pages. The cemetery may only have a single wall map which serves as a key to locating specific graves.

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 17, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14603
TITLE: Eligibility list or register
DATES:
ARRANGEMENT:

DESCRIPTION: These are lists of individuals eligible to fill specific municipal positions.

RETENTION

Retain for 2 year.

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 9, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14604
TITLE: Employment applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are forms listing name of applicant, address, professional information, previous employment, education, references, and certificates submitted to Personnel Office by applicant.

RETENTION

Retain 2 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided not hired.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.


AGENCY: Pleasant Grove (Utah)

SERIES: 14455
TITLE: Fixed asset file
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain 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: Pleasant Grove (Utah)

SERIES: 14456
TITLE: Bond issue files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the implementation of municipal bonds. They usually include authorizations supporting financial data, contracts or sales agreements, 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: Pleasant Grove (Utah)

SERIES: 14457
TITLE: Annual budget
DATES:
ARRANGEMENT:

DESCRIPTION: The final annual municipal financial plan approved by the city council for all expenditures of municipality.

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: Pleasant Grove (Utah)

SERIES: 14458
TITLE: Annual financial reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are statistical reports on the financial affairs of the entire municipality or a specific department. These reports usually include a statement on the value of all municipally owned property, and an accounting of all income and expenditures in relationship to the final budget.

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 5, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14459
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, and 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: Pleasant Grove (Utah)

SERIES: 14460
TITLE: Check registers: reconciliation reports
DATES:
ARRANGEMENT:

DESCRIPTION: This is a multi-columnar record with chronologically arranged entries of checks. Usually includes check number and amount of deposits per each account.

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 9.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14461
TITLE: Daily cash reports
DATES:
ARRANGEMENT:

DESCRIPTION: This report is a daily record of cash balances, receipts, and disbursements.

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 10.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14462
TITLE: Disbursements (daily cash reports)
DATES:
ARRANGEMENT:

DESCRIPTION: This report is a daily record of cash balances, receipts, and disbursements.

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 10.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14463
TITLE: General ledgers
DATES:
ARRANGEMENT:

DESCRIPTION: These are a summary of receipts and disbursements by account and fund. 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: Pleasant Grove (Utah)

SERIES: 14464
TITLE: Sales and use tax reports
DATES:
ARRANGEMENT:

DESCRIPTION: These forms are required by the State Tax Commission to report quarterly sales and to remit the amount collected and due to the state (e.g., municipal swimming pools).

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: Pleasant Grove (Utah)

SERIES: 14465
TITLE: License application files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information on all business licenses issued in the municipality and beer license applications for businesses selling beer inside city limits. . All businesses are required to be licensed before conducting 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


AGENCY: Pleasant Grove (Utah)

SERIES: 14466
TITLE: Certificates of license
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of annual license certificates issued to businesses by municipality for displays in business per local ordinance.

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 6, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14467
TITLE: Building cards
DATES:
ARRANGEMENT:

DESCRIPTION: These reference card files record the issuance of building permits, names of owner and contractor, address and type of permit. They are usually arranged numerically by permit number and serve as an index to the permit files.

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 1.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14469
TITLE: Residential building plans
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use of contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

Retain for 1 year after construction completion and final inspection.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after construction completion and final inspection and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14470
TITLE: Nonresidential building plans
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use of the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

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 16, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14471
TITLE: Public building building plans
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or government agencies applying for a building permit for the construction of government buildings. The specifications are compiled by the architect for use of the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, government agency and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14472
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 provided from the permit invoices and show the comparison to same month in 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: For records beginning in 1991 and continuing to the present. 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: Pleasant Grove (Utah)

SERIES: 14473
TITLE: Board of Adjustment case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the zoning activities of the Board of Adjustments. 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. They are usually arranged numerically by case number.

RETENTION

Retain permanent.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: For records beginning in 1987 and continuing to the present. Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14474
TITLE: Conditional use permit files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the application for conditional use permits. These permits allow the construction of buildings on the condition that impacts on neighborhood are mitigated. The files contain the original application, blueprint drawings, investigative reports, recommendation of planning commission, 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: Pleasant Grove (Utah)

SERIES: 14477
TITLE: Rezoning files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document attempts to rezone areas within municipality. They contain the original application; review forms; maps of areas involved; copies of investigative reports; copies of planning commission minutes; notice of hearings; copies of ordinances; copies of city council 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 20, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14478
TITLE: Site review plans files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the regulatory review and approval of commercial and industrial site plans by various municipality departments. The files contain a checklist of approvals; copies of the recommendations of planning commission; cash receipts, site plan review forms; investigative reports and recommendations; building plans 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 6.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14479
TITLE: Subdivision review case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with zoning ordinances.

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 7.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14481
TITLE: Subdivision review case files (vicinity plans)
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with zoning ordinances.

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 7.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14482
TITLE: Billing adjustment records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification and compilation of amount changed, and authorizing signatures.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1986 and continuing to the present. Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14483
TITLE: Billing registers
DATES:
ARRANGEMENT:

DESCRIPTION: This register consists of an itemized list of customer accounts. It is used for reference purposes. They include name of customer, service address, meter reading, water usage, water and sewer changes, payments, adjustments, prior balance due, and current balance due.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1988 through 1993. Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14484
TITLE: Billing report printout
DATES:
ARRANGEMENT:

DESCRIPTION: These computer printouts list daily billing transactions. They are used for audit purposes. They include accounts deleted, accounts transferred, routes billed, adjustments posted, and reported balance.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1988 through 1993. Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14485
TITLE: Complaint files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain customer complaints concerning utility problems which require research and a resolution. They include complaint, results of investigation, meter sheets, and method of resolution.

RETENTION

Retain for 3 years after date of resolution.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1987 and continuing to the present. Retain in Office for 3 years after date of resolution and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14486
TITLE: Meter books
DATES:
ARRANGEMENT:

DESCRIPTION: These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. They include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14487
TITLE: Remittance stubs
DATES:
ARRANGEMENT:

DESCRIPTION: These stubs are received with payments for services. They are used as the official record of customers, payments being received and posted. They include account number, name, service address, payment received, receipt date and number.

RETENTION

Retain for 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: For records beginning in 1987 and continuing to the present. Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 27.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14488
TITLE: Police officer activity report
DATES:
ARRANGEMENT:

DESCRIPTION: This is a report of daily and monthly activity per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date, case number, type of case or fire, but may also show officer's name, shift, vehicle number, total hours on and off duty, administrative time, and investigative time.

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 21, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14489
TITLE: Accident files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document a traffic accident investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, location of accident, damage, causes of accident, date and time. diagram of how accident happened, the description of the accident, and weather conditions. The original report is sent to the Financial Responsibilities Section of the Utah State Department of Public Safety if damage exceeds $400, or injury or death occurs (UCA 41-6-35, 41-12-4). The original report is maintained by the State for seven years.

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 21, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. Witness statements, photographs, supplemental diagrams, and videos


AGENCY: Pleasant Grove (Utah)

SERIES: 14490
TITLE: Police case reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports of crimes and other cases for police response. 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 report is usually filed by case number and frequently is a part of case file. It is also called Incident Report or Offense Report.

RETENTION

Retain for 5 years provided not part of 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

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 14491
TITLE: Court summons
DATES:
ARRANGEMENT:

DESCRIPTION: This is a call for citizens to appear in court for criminal offenses. After summons are served the original is returned to the court. A log is usually kept indicating when summons was served (date and time), name of person served, and reason for being served.

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 21, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 25167
TITLE: Police in-car video recordings
DATES: 1995-
ARRANGEMENT: Numerical by unit number, thereunder chronological by date
ANNUAL ACCUMULATION: 75.00 cubic feet.

DESCRIPTION: This series consists of videotapes recorded from police vehicles. Filming is automatically activated when the officer turns on the vehicle's lights and siren or can be activated by the officer. The videotapes document officer's response to a police call or the stopping of a vehicle for witnessed infraction. They include the videotape, unit number, date, time, and officers' names.

RETENTION

Retain 3 months.

DISPOSITION

Destroy provided tapes of questioned actions are duplicated and retained.

FORMAT MANAGEMENT

Video recordings master: Retain in Office for 3 months and then destroy provided tapes of questioned actions are duplicated and retained.

APPRAISAL

Administrative Legal

This disposition is based on the administrative needs expressed by he agency.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Pleasant Grove (Utah)

SERIES: 25187
TITLE: Questioned actions in-car video recordings
DATES: 1995-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These are videotapes containing questioned portions of the On-car recordings (Series 25167). These tapes are retained for further investigations and any prosecutions. They included the videotape, case number, unit number, date, and time.

RETENTION

Retain 2 years after resolution of the case.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Video recordings duplicate: Retain in Office for 2 years after resolution of the case and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on the administrative needs expressed by the department and meets all relevant statutory limitations provisions.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 6351
TITLE: Cemetery records index
DATES: 1886-
ARRANGEMENT: Roughly alphabetical

DESCRIPTION: This acts as a name index to the interment registers. It includes death date, birth date, cemetery code, and official sexton number.

RETENTION

Retain 6356l microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then retain original permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 6356
TITLE: Cemetery card file
DATES: 1886-
ARRANGEMENT: Alphanumerical by code

DESCRIPTION: These cards reference burials in the Pleasant Grove cemetery. They contain the name of the individual buried and the grave location. Each card also contains a sketch of each plot which includes all graves in the plot with the names of those buried in the adjacent graves.

RETENTION

Retain Permanent

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then retain original permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 4799
TITLE: Ordinances
DATES: 1963; 1989; 1990-
ARRANGEMENT: Numerical by title number

DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit. govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 714. An ordinance includes the title, preamble, an ordaining clause, subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 4635
TITLE: Scrapbooks
DATES: 1934-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.30 cubic feet.

DESCRIPTION: These are a chronological record of the municipality or individual municipal departments which include photographs, newspaper clippings and other items pertaining to the activities, actions and reactions of citizens.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Paper: Retain in Office for 10 years or until microfilmed and then destroy provided microfilm has passed inspection.

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Pleasant Grove (Utah)

SERIES: 7546
TITLE: Planning Commission minutes
DATES: 1975-
ARRANGEMENT: Chronological

DESCRIPTION: These minutes are of meetings and hearings held by the Planning Commission. This commission decides on matters concerning zoning and master plan considerations.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 4.

PRIMARY DESIGNATION

Public