Utah Department of Administrative Services

Division of Archives & Records Service

Provo (Utah). Police Department

85195--Case reports
85107--Incident reports
17811--Initial case reports
17812--Arrest tickets
17813--Special investigating task force
17814--Offense reports
13502--Animal control reports
13503--Personnel records
27178--Expungement Files
2206--Property reports
6213--Police records index
6214--Police index cards

AGENCY: Provo (Utah). Police Department

SERIES: 85195
TITLE: Case reports
DATES: 1980-
ARRANGEMENT: Numerical by case number

DESCRIPTION: These are reports of crimes and other cases investigated by the police department. They contain all information as to the "who, what, where, why and how" of reported incidents. They are used for departmental information, follow-up investigation, and statistics. The Supplemental Continuation Reports are used to provide additional information concerning a police investigation. The reports are usually filed by case number and are frequently part of the case file. They are also called Incident Reports or Offense Reports.

RETENTION

Retain until microfilmed.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after being 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.

APPRAISAL

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

PRIMARY DESIGNATION

Protected


AGENCY: Provo (Utah). Police Department

SERIES: 85107
TITLE: Incident reports
DATES: i 1973-
ARRANGEMENT: Numerical by case number.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: A report of all police calls. Includes location, date, time, type of incident, persons involved, disposition, remarks, officer's name and number, and case number.

RETENTION

Retain 5 years if not part of case file.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Archives until microfilmed and then destroy provided microfilm has passed inspection.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 63.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(g) (2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(9) (2008)


AGENCY: Provo (Utah). Police Department

SERIES: 17811
TITLE: Initial case reports
DATES: 1974-
ARRANGEMENT:

DESCRIPTION: These are the initial written or recorded reports that are made by police officers describing actions initially taken in response to a complaint or the discovery of an apparent violation of law. The reports may contain "the dates, time, location, and nature of the complaint, the incident, or offense; names of victims; the nature or general scope of the agency's initial actions taken in response to the incident; the general nature of any injuries or estimate of damages sustained in the incident; the name, address, and other identifying information about any person arrested or charged in connection with the incident; or the identity of the public safety personnel (except undercover personnel) or prosecuting attorney involved in responding to the initial incident" (UCA 63-2-103(12)(a). These reports do not include follow-up or investigative reports prepared after this initial report. Please also see Schedule 21, Item #3 "Arrest Reports."

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided not part of a case file.

Microfilm master: Retain in State Records Center for 5 years and then destroy.

Microfilm duplicate: Retain in State Records Center for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 63.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(2)(g) (2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(9) (2008)


AGENCY: Provo (Utah). Police Department

SERIES: 17812
TITLE: Arrest tickets
DATES: 1951-
ARRANGEMENT:

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

RETENTION

Retain 5 years if not part of case file

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 5 years and then destroy.

Microfilm duplicate: Retain in State Records Center for 5 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

Public. Initial Contact Report (UCA 63G-2-301(2)(g) (2008))


AGENCY: Provo (Utah). Police Department

SERIES: 17813
TITLE: Special investigating task force
DATES: 1974-
ARRANGEMENT:

DESCRIPTION:

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

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

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

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

APPRAISAL


AGENCY: Provo (Utah). Police Department

SERIES: 17814
TITLE: Offense reports
DATES: 1973-
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, and occupation. It may also contain fingerprint cards and mug shots. Since the Bureau of Criminal Identification maintains the record copy of Criminal History Records until individual's death or seventy-five years, an individual agency maintains one at its own discretion.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy provided no further arrest or until administrative need ends.

APPRAISAL

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

PRIMARY DESIGNATION

Exempt. UCA 53-5-214 (2008)


AGENCY: Provo (Utah). Police Department

SERIES: 13502
TITLE: Animal control reports
DATES: 1980-
ARRANGEMENT: none

DESCRIPTION: These reports are compiled monthly to show the activity of animal control operations. They may include date, statistical information for each officer involved in the pickup of stray dogs or cats, and other animal impounds; injured animals; dead animals; home or other quarantines; total animals handled; licenses sold; total citations issued; warnings issued; response to calls; and total miles patrolled. These reports list the number of dogs, cats and other animals received, redeemed, sold, given away, destroyed, and total animals on hand at the first and end of each month.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 3 years and then destroy.

Microfilm duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Provo (Utah). Police Department

SERIES: 13503
TITLE: Personnel records
DATES: 1967-
ARRANGEMENT: Alphabetical by surname

DESCRIPTION: This is a report of daily 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, case type, but may also show officer's name, shift, vehicle number, total hours on and off duty, administrative time, and investigative time.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Archives 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: Provo (Utah). Police Department

SERIES: 27178
TITLE: Expungement Files
DATES: 1960 -
ARRANGEMENT: alphabetical

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 sealed file includes the expunged records and court order. The Utah Bureau of Criminal Identification shall "keep, index, and maintain all expunged and sealed records of arrests and convictions" (UCA 77-18-15(1) (1997)).

RETENTION

Retain 80 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 week and then transfer to State Records Center. Retain in State Records Center for 80 years and then destroy.

APPRAISAL

Legal

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


AGENCY: Provo (Utah). Police Department

SERIES: 2206
TITLE: Property reports
DATES: 1984-
ARRANGEMENT: Numerical by property report number

DESCRIPTION: These are a "proper record" of custodial property that are required to be maintained by peace officers in accordance with UCA 77-24-1.5 (1997). These records must include the name of the owner of custodial property (if known) and the case for which it was taken or received.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

Microfilm master: Retain in State Records Center for 3 years after return or disposal of property and then destroy.

Microfilm duplicate: Retain in Office for 3 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Provo (Utah). Police Department

SERIES: 6213
TITLE: Police records index
DATES: 1967-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is an alphabetical index of names which contain information on each individual having been interrogated, arrested, or named as a suspect or accomplice in a 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, and sex), incident date, incident type, names of persons and businesses in contact with the 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


AGENCY: Provo (Utah). Police Department

SERIES: 6214
TITLE: Police index cards
DATES: 1962-
ARRANGEMENT: Alphanumerical

DESCRIPTION: This is an alphabetical index of names which contain information on each individual having been interrogated, arrested, or named as a suspect or accomplice in a 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, and sex), incident date, incident type, names of persons and businesses in contact with the police departments, notice of content, and report of recorded event.

RETENTION

Retain 1 year.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

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

Microfilm master: Retain in Office until administrative need ends.

Microfilm duplicate: Retain in Office for 1 year or until administrative need ends..

APPRAISAL

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

PRIMARY DESIGNATION

Private