Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 17 County Surveyor Records

 

ADDRESS MAPS (Item 17-1)

These official maps document all addresses within the county. They include the township, range, section, towns, streets, roads, and actual addresses. These maps are updated with new streets, roads, and addresses added. New maps are only created when additions make existing maps too cumbersome to use. In some counties each incorporated city or town is responsible for maintaining their own addressing system.

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

AS-BUILT DRAWINGS (Item 17-2)

These are final "as-built" drawings for waterlines, sewerlines, and roads constructed within the county by private contractors or other governmental agencies. They document construction of the lines and reflect last minute changes or adjustments. The drawings are created from information collected by the surveyor and recorded in the field books. They include elevation, survey lines, range, section, and measurements.

RETENTION

Record copy: Permanent. Retain by governmental agency constructing facilities.

Duplicate copies: Retain until adminstrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

CITY AND COUNTY MAPS (Item 17-3)

These maps provide an overview of all incorporated and unincorporated areas of the county. They are used for reference purposes. Since many small communities cannot afford to have maps drawn some county surveyors provide this service. These maps serve as a basic representation of locations showing township, range, sections, streets, roads and blocks. In most counties, larger communities provide their own maps.

RETENTION

Retain until updated and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

EMERGENCY RESPONSE MAPS (Item 17-4)

These official maps document the ambulance and fire dispatching zones. They include the township, section, range, and the drawn boundaries of the response zones.

RETENTION

Retain until updated and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

FIELD BOOKS (Item 17-5)

These books contain the original survey notes and measurements by surveyors. They are used to create maps and diagrams for specific projects and to update reference sheets. They include township, section, range, survey measurements, elevations, and grade with some sketches of area and notes regarding the project.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

LOCAL TIE SHEETS (Item 17-6)

These sheets document the permanent corner locations of each section or quarter section. Since all surveys are tied to these corners it is critical that they can be perpetually located. The county surveyor is required to "to establish all corners of government surveys and reestablish all corners of government surveys where corners have been destroyed" (UCA 17-23-1(1)(4) (1995). These drawings include township, section, range, monuments, corners, survey measurements, and markers (e.g., manhole covers, telephone poles, walls) and survey or replacement date to allow for accurate location of corner. These sheets are updated as new information is collected. They may also be called reference sheets.

RETENTION

Retain until updated or superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

MINOR SUBDIVISION MAPS (Item 17-7)

These are maps of subdivisions which contain nine lots or less. "Subdivisions of less than ten lots, may be sold by metes and bounds" (UCA 17-27-806 (1995)). These maps are not recordable with the county recorder, but may be filed with the county surveyor. These maps include township, section, range, lot boundaries, and surveyor's certificate attesting to the accuracy to all measurements.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

PLAT MAPS INDEX (Item 17-8)

These are plat maps used as an index to illustrate the location of recorded surveys. They show locations of recorded surveys with the entry number of the recorded survey.

RETENTION

Retain until updated and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

RECORDED SURVEY INDEX (Item 17-10)

This is a chronological index to recorded surveys. It is used to locate specific surveys. It includes the following information: survey date and date filed (month, day, year, time); entry, file, page and book numbers; surveyor's name; person's name requesting survey; filing fee; parcel number; and description.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

RECORDED SURVEYS (Item 17-9)

These are surveys by professional land surveyors (private, county, state) made within the county that establish or reestablish any private property, right-of-ways and subdivision plats are also to be included as survey plats when there there is a surveyor's certificate involved, and boundary monument. The surveyor is required to file a map of the survey within ninety days. The survey maps are required to show the following information: survey location by quarter section, township and range; the survey date; the drawing scale and north point; "the distance and course of all lines traced or established, giving the basis of bearing and the distance and course to a section corner or quarter corner, including township and range, or identified monument within a recorded subdivision; all measured bearings, angles, and distances separately indicated from from those of record; a written boundary description of property surveyed; all monuments surveyed; all monuments set and their relation to older monuments found; a detailed description of monuments found and monuments set, indicated separately; the surveyor's signature, seal or stamp; and the surveyor's name and address." The map is also required to contain written narratives that explain and identify the purpose of the survey; the basis on which the lines were established; and the found monuments and deed elements that controlled the established or reestablished lines (UCA 17-23-17(2) (1995)). The map and narrative are required to be created on a "material of a permanent nature on stable base reproduciable materials in the sizes required by the county surveyor (UCA 17-23-17(4) (1995).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

SPECIAL SERVICE DISTRICT MAPS (Item 17-11)

These maps document the boundaries of special service districts within the county. These maps are not recordable with the county recorder, but are filed with the county surveyor. They are used for reference purposes. They include township, section, range, roads, and special district boundaries.

RETENTION

Retain until updated and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

TOPOGRAPHICAL MAPS (Item 17-12)

These are contour maps which illustrate natural features of the land. They are usually produced by other agencies, but are retained by the county surveyor for reference purposes. They include township, sections, range, elevations, rivers, lakes, and mountains, etc.

RETENTION

Retain until updated and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)

TOWNSHIP PLAT MAPS (Item 17-13)

These township plat maps are used to identify specific locations. They include township, section, range, elevation, monument, coordinates, section corners, surveyor's signature and date. In some counties they are recorded with the county recorder and therefore also include date recorded, seal, and recorder's signature.

RETENTION

Retain until updated or superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/91)