County Schedule 1
Administrative Records - Active
Contents (or view both active and obsolete schedules together)
- Census Information Files (1-4)
- Constitution and Bylaws (1-43)
- Feasibility Studies (1-9)
- General Administrative Records (1-11)
- Grant Case Files (1-45)
- Indemnification Agreements (1-47)
- Notary Bond Files (1-35)
- Ordinances (1-49)
- Policy and Procedure Case Files (1-19)
- Project Control Files (1-21)
- Proof of Publication Files (1-46)
- Resolutions (1-50)
- Routine Activity Schedules (1-25)
- System Studies and Report Files (1-27)
- Unsuccessful Grant Application Files (1-39)
Census Information Files (CO 1-4)
These files contain copies of U.S. Census Bureau forms completed by counties on government employment and tax revenues. They are used to compile state and national statistical reports and to make financial information available to the public.
Retain for 3 years and then destroy.
Constitution and Bylaws (CO 1-43)
These are the constitution and bylaws of county governing/advisory boards (e.g., library board, hospital board, fair board). They establish the organization and operational procedures for the board. They usually include date of adoption and amendments, description and purpose of board, membership, description and responsibilities of board's positions, meeting frequency, voting procedures, explanation of what constitutes a quorum, and the establishment of procedural rules (e.g., Robert's Rules of Order, etc).
Permanent. May be transferred to the State Archives after disbanding of committee.
Feasibility Studies (CO 1-9)
These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.
Permanent. May be transferred to the State Archives.
General Administrative Records (CO 1-11)
These are records 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, correspondence, and memoranda.
Retain for 2 years or until no longer needed for reference and then destroy.
Grant Case Files (CO 1-45)
Files contain information about funds allocated by state or federal agencies to county entities through grants which counties administer to aid in specific causes or projects. Grant files may include accepted proposals and applications, contracts, project reports, memoranda, correspondence, or other records relating to receipt, review, award, evaluation, status and monitoring of grant funds.
Retain for 3 years after grant has expired and then destroy.
Indemnification Agreements (CO 1-47)
Indemnification or hold harmless agreements involve the assumption of liability through contractual agreement. A party intending to use, ride in, or otherwise occupy government property, agrees to eliminate any liability on the part of the governmental entity in the event that any accident of injury occurs while they are using, riding in, or occupying government property. An example is a "hold harmless agreement" which passengers fill out when they ride along with deputies in police department vehicles.
Retain for 2 years and then destroy.
Notary Bond Files (CO 1-35)
These files document county employees providing service to county agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.
Retain for 1 year after expiration or renewal of bond and then destroy.
Ordinances (CO 1-49)
These ordinances are rules, laws or statutes adopted by a local legislative body. Records include codified ordinances and indexes.
Retain permanently. Transfer to Archives
Policy and Procedure Case Files (CO 1-19)
These files contain records related to policy and procedure issuance which document their formulation. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).
Retain for 2 years after being superseded and then destroy.
Project Control Files (CO 1-21)
These files contain memoranda, preliminary reports, and other records documenting assignments and the progress of projects. These files do not contain the final reports.
Retain for 1 year after project closed and then destroy.
Proof of Publication Files (CO 1-46)
When a statute, court order, or judge requires publication of a document or notice in a local newspaper (Utah Code 78-25-14) evidence of the publication may be given by the affidavit of the publisher along with a copy of the document or notice and specification of the dates of publication. These files may contain proof of publication affidavits, copies of actual newspaper notices and related evidence of the publication.
Retain for 6 years after publication and then destroy.
Resolutions (CO 1-50)
These resolutions are formal opinions or decisions of a local legislative body.
Retain Permanently. Transfer to Archives.
Routine Activity Schedules (CO 1-25)
These records are routine materials containing no substantive information, regarding daily activities such as meeting appointments, telephone calls, and other employee activities. Utah Code 63G-2-103 (18)(b) indicates that these types of materials are not considered by the Government Records Access and Management Act (GRAMA) to be records.
Retain for 5 years and then destroy.
System Studies and Report Files (CO 1-27)
These are documents related to various studies (i.e. program analyses, project studies) by private and other government agencies. Includes working papers, correspondence, related documents and final report.
Permanent. May transfer to the State Archives.
Unsuccessful Grant Application Files (CO 1-39)
These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.
Retain for 3 years after rejection or withdrawal and then destroy.
Page Last Updated August 30, 2017 .