Utah Department of Administrative Services

Division of Archives & Records Service

Roy (Utah)

21811--Dispatch tape recordings
21813--Case reports
21814--Arrest reports
21816--Felony investigation case files
12333--Master road plan preliminary drawings
24941--Drug test positive results
24943--Drug test negative results

AGENCY: Roy (Utah)

SERIES: 21811
TITLE: Dispatch tape recordings
DATES: 1986-
ARRANGEMENT: Chronological by date
ANNUAL ACCUMULATION: 0.30 cubic feet.

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

RETENTION

Retain 30 days.

DISPOSITION

Destroy provided questionable actions are transferred to cassette tapes.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Private


AGENCY: Roy (Utah)

SERIES: 21813
TITLE: Case reports
DATES: 1965-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 12.00 cubic feet.

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 5 years.

DISPOSITION

Destroy provided not part of case file.

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

Protected


AGENCY: Roy (Utah)

SERIES: 21814
TITLE: Arrest reports
DATES: 1986-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 4.00 cubic feet.

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.

DISPOSITION

Destroy provided not part of case file.

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 3.

PRIMARY DESIGNATION

Private

SECONDARY DESIGNATION

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


AGENCY: Roy (Utah)

SERIES: 21816
TITLE: Felony investigation case files
DATES: 1986-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 4.00 cubic feet.

DESCRIPTION: These case files are created as a result of a felony complaint or investigation by the police department. They are the central case files for felony cases handled by the agency. 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, latent fingerprints, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Retain 5 years, after case closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 57.

PRIMARY DESIGNATION

Protected


AGENCY: Roy (Utah)

SERIES: 12333
TITLE: Master road plan preliminary drawings
DATES: 1975-
ARRANGEMENT: numerical by drawing number

DESCRIPTION: These are the engineer's preliminary drawings of Roy city's master road plan.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

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

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 6.

Master road plan provides a history of the development of roads.

PRIMARY DESIGNATION

Public


AGENCY: Roy (Utah)

SERIES: 24941
TITLE: Drug test positive results
DATES: 1998-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: This screening test is used as a pre-employment screen, post accident screen, and for random screening of employees. If test is positive employment offer is withdrawn or disciplinary action is taken for employees. The records contain the name, date, social security number, type of test, substance for which the medical facility tested and test results.

RETENTION

Retain 5 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 41.

PRIMARY DESIGNATION

Private. UCA 63G-2-302


AGENCY: Roy (Utah)

SERIES: 24943
TITLE: Drug test negative results
DATES: 1998-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: This screening test is used as a pre-employment screen, post accident screen, and for random screening of employees, the results of which is found to be negative. The records contain the name, social security number, date, type of test, substance for which the medical facility tested and test results.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 42.

PRIMARY DESIGNATION

Private. UCA 63G-2-302