AGENCY: Salt Lake City (Utah). Police Department

SERIES: 60004
TITLE: Driving under the influence tracking program
DATES: 1984-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain documentation made possible through a federal grant for creating a computerized DUI tracking system. The files contain information on all DUI or related offenses, such as case number, name of offender, date involved, location results of blood alcohol tests, whether an accident was involved, name of officer (s), etc. Quarterly and annual reports are submitted to the State Department of Public Safety.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 11/1987

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after end of the project and then transfer to State Archives with authority to weed.

Paper: Retain in Office for 5 years after end of the project and then destroy.

Computer magnetic storage media: Retain in Office for 5 years after end of the project and then erase.

Paper: Retain in Office for 5 years after end of the project and then destroy.

APPRAISAL

Administrative Historical

The Code of Federal Regulations does not provide a specific retention period though "all grantees and subgrantees must provide for an independent audit of this activity on a periodic basis " (5 CFR 1011). Since a specific retention is not provided the basic three year audit period should be followed (5 CFR 1011). The bureau wants to maintain for five years after the end of the grant for administrative purposes. The initial grant, annual and final reports documents one of Utah's largest DUI projects should be kept permanently.