Utah Department of Administrative Services

Division of Archives & Records Service

Provo (Utah). Community Development Department

85230--Subdivision review case files
85152--Building permits
13504--Street plans
15868--Annexation files
15877--Deeds files
15878--Easement file
14860--Zoning enforcement records
6199--Community development/building inspection plan
6618--Building plans

AGENCY: Provo (Utah). Community Development Department

SERIES: 85230
TITLE: Subdivision review case files
DATES: undated
ARRANGEMENT: Alphabetical by subdivision name

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

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

This disposition is based on Utah County General Records Retention Schedule, Schedule 15, Item 17.

PRIMARY DESIGNATION

Public. UCA 17-21-19 (2008) and 63G-2-301(1)(g) (2012)


AGENCY: Provo (Utah). Community Development Department

SERIES: 85152
TITLE: Building permits
DATES: i 1952-
ARRANGEMENT: Numerical by permit number.

DESCRIPTION: These permits are issued as official building authorization for a variety of actions (construction, demolition, the installation of plumbing, electrical or mechanical equipment, and the placement of barricades). They contain inspection requests, inspection reports, certificates of occupancy, and any pertinent information relating to the project. They may also contain water source, sewer system, flood plain, and tank certificates.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Microfilm master: For records beginning in 1952 through 1984. Retain in State Archives permanently.

Paper: Retain in Office permanently.

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 2.

Permanent retention is based on Municipal General Schedule 16 item 2, which is based on the agency's indefinite administrative need for these records.

PRIMARY DESIGNATION

Public


AGENCY: Provo (Utah). Community Development Department

SERIES: 13504
TITLE: Street plans
DATES: 1979-
ARRANGEMENT: Numerical by year and street

DESCRIPTION: These files contain records relating to street dedications, street closings, the assignment and alternation of street names and house numbers and similar records. They provide official control of the naming and numbering of municipal streets and roads.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then microfilm.

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

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 23, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Provo (Utah). Community Development Department

SERIES: 15868
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 (2009) to 422 (2007)).

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. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Community Development Department

SERIES: 15877
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. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Community Development Department

SERIES: 15878
TITLE: Easement file
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. UCA 63G-2-103(17) and (18)(a)(i) and (ii)


AGENCY: Provo (Utah). Community Development Department

SERIES: 14860
TITLE: Zoning enforcement records
DATES: 1959-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: Complaint forms used for keeping notices of violations of Zoning Code. Files are closed either through court action or voluntary compliance. Includes complaint date, complainant, zoning officer, business or individual, property address, county plat number, business license number, zone, description of violation, action taken, and follow up.

RETENTION

Retain for 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on the recommendation of the agency.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305(8)(a) and (b) Provo City Ordinance 1995 3.13.110(8)(a), (b) and (c)

SECONDARY DESIGNATION

Public. Citation, names and information that is not collected during the investigative process.


AGENCY: Provo (Utah). Community Development Department

SERIES: 6199
TITLE: Community development/building inspection plan
DATES: 1979-
ARRANGEMENT: Alphanumerical

DESCRIPTION: These files document the approval and certification process of all official redevelopment projects. They contain all documents necessary to certify a project including consultant's reports; a copy of the redevelopment plan; a report detailing reasons for the selection of the project area; a description of physical, social, and economic conditions in the area; a financial analysis of the project; consultant proposals; a plan detailing methods for the relocating of all families and persons in the redevelopment area; an analysis of the preliminary plan; a report with the planning commission recommendations; a blight survey; notices of hearings; copies of minutes of hearings; and copies of resolutions.

RETENTION

Retain Archives custody

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

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

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 24, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Provo (Utah). Community Development Department

SERIES: 6618
TITLE: Building plans
DATES: 1982-
ARRANGEMENT: Numerical by street address

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 by 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. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, contractor, and government agency. They are used for determining code compliance and the enforcement of building codes. The plans are usually arranged by permit number or address.

RETENTION

Retain 5 years.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years or until microfilmed and then destroy provided microfilm has passed inspection.

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

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 16, Item 5.

PRIMARY DESIGNATION

Public