Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 14 Animal Control Records

 

 

ACTIVITY REPORTS (Item 14-1)

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

Retain for 2 years and then destroy, if annual report produced; retain permanently, if no annual report produced.

Suggested Primary Designation

Public.

(Approved 06/97)

 

ANIMAL ADOPTION AGREEMENTS (Item 14-8)

These records are completed by persons adopting animals. They are used to determine whether the prospective owner qualifies to adopt an animal and to verify whether animals were neutered or spayed. The records may include a pre-adoption questionnaire, a letter explaining the adoption process, and an adoption agreement.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:UCA 63G-2-302(2)(d) (2008)

(Approved 12/97)

 

ANIMAL CITATIONS (Item 14-2)

These are citations issued to animal owners for infractions of municipal ordinances (e.g., not having a license, allowing pet to run at large, no rabies vaccinations). They may contain the citation number, license number, owner's name and address, violation, ordinance number, date and time.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/89)

 

ANIMAL MASTER REPORT CARDS (Item 14-3)

These cards are completed for each animal brought to the animal shelter. They may contain the following information: date brought in; assigned pen number; tag number; owner's name, address, and telephone number; location of pickup, type of animal, breed, sex and color; reason animal impounded and other information related to adoption or disposal.

Retention

Retain for 2 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/89)

 

BITE REPORTS (Item 14-9)

This report form documents investigations of dog bites. Copies may be kept by the animal control officer, impound, and the local health department. A dog without rabies vaccination verification will be quarantined for 10 days to guarantee the dog does not have rabies (UCA 26-6-11 (1997)). The report usually includes the case number, information on person bitten, informant's name, information on incident, treatment, animal and investigation.

Retention

Retain for 5 years and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:UCA 63G-2-302(1)(b) and 63G-2-302(2)(d) (2008)

(Approved 06/97)

 

COMPLAINT RECORDS (Item 14-4)

These are complaints received by animal control officers. They may contain the following information: date, time, initials of person taking complaint; complainant's name, address, telephone number; owner's name, address, animal's license number; and complaint details.

Retention

Retain for 2 years or until resolution of litigation, whichever occurs later and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

CONTRACT BILLINGS (Item 14-10)

These are monthly bills received by municipalities with contractual agreements with counties to provide animal control services. They are used to collect fees for services provided. The bills may include date, invoice number, name and address of city, description of services provided, amount due, contract-agreement number, account number, amount, and a statement certifying billing accuracy.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

CONTROLLED SUBSTANCES EUTHANASIA LICENSE RECORDS (Item 14-11)

These records document the annual registration process required to purchase and dispense controlled substances in accordance with 21 CFR 1301.21 (1993). These substances are used for the disposing of unwanted animals. These records must include the license, copy of the application, and related correspondence.

Retention

Retain for 5 years after expiration of license and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

CONTROLLED SUBSTANCES EUTHANASIA LOG (Item 14-12)

This log documents the amount of controlled substances (e.g., sodium pentobarbital) used and the number of animals destroyed. It must include the date, number, animal type, case number, numbers total, and ending inventory.

Retention

Retain for 2 years (21 CFR 1304.03 (1993)) and then destroy.

Suggested Primary Designation

Public.

(Approved 06/97)

 

DAILY FIELD REPORTS (Item 14-5)

These forms are completed by each animal control officer to report on daily activities. They are used to compile activity reports. They include officer's name, time on and time off duty, patrol time and area, day of week, vehicle number used, beginning and ending mileage, type of activity performed such as picking up stray animals, quarantines, dead animals, complainants visited, and location and time.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 07/89)

 

DOG LICENSE RECORDS (Item 14-6)

These records document the payment of license fees. They may include owner's name, breed of dog, sex, color, expiration date of license, expiration date of rabies vaccine, dog's name, indication if dog was neutered or spayed, license fee, and date paid.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 12/97)

 

MASTER LOGS (Item 14-7)

These logs record all animals brought into the animal shelter. They may include date animal was brought in, breed, sex, color, location picked up, owner's name, and information on disposition of animal (whether adopted or euthanized).

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/89)