Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 22 Public Utilities Records

 

 

***AS-BUILT CONSTRUCTION DRAWINGS (Item 22-9) OBSOLETE

Please refer to the state schedule for As-built Construction Plans and Specifications. SG 6-14

 

BACKFLOW PREVENTION TEST REPORTS (Item 22-1)

These tests report the results obtained from the testing of backflow preventer equipment. The reports show maintenance work performed, parts replaced, and repairs made.

RETENTION

Retain for 3 years after subsequent test and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(9)(a) (2008)

(Approved 12/97)

 

BACTERIOLOGICAL QUALITY ANALYSES REPORTS (Item 22-2)

These forms record water samples taken from various locations throughout the distribution system and sources of supply (raw or processed) for bacteriological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, analytical method used, and results of the analysis. The State Health Department receives copies of these test forms and retains them for 40 years.

RETENTION

Retain for 5 years after subsequent test (40 CFR 141.33(a) (1992)) and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

BILLING ADJUSTMENT RECORDS (Item 22-3)

These records document adjustments made in utility billings for debit, credits, refunds, returned checks and abatements. They include customer's name and address, type of adjustments and justification, total amount changed, and authorizing signatures.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

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

(Approved 12/89)

 

BILLING RECORDS (Item 22-5)

These records relate to billing transactions and are used for audit purposes. They include accounts deleted, accounts transferred, routes billed, adjustments posted, reported balances, direct billing authorizations, and other records related to utility billing functions.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private:UCA 63G-2-302(2)(b).

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(51)

(Approved 12/89)

 

BILLING REGISTER (Item 22-4)

This register is an itemized list of customer accounts. It includes name of customer, service address, meter reading, water usage, water and other charges, payments, adjustments, prior balance due, and current balance due. The register is used for reference purposes.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

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

(Approved 12/89)

 

CHEMICAL/RADIOLOGICAL ANALYSES (Item 22-6)

These forms verify water quality and show the various locations of sampling points of water taken from the distribution system and sources of supply for chemical and radiological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, method used, and results. The State Health Department receives copies of these test forms and retains them for 40 years.

RETENTION

Retain for 10 years after subsequent test (40 CFR 141.33(b) (1992)) and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

COMPLAINT FILES (Item 22-7)

These files contain customer complaints concerning utility problems which require research and a resolution. They include complaint, results of investigation, meter sheets, and method of resolution.

RETENTION

Retain for 3 years after date of resolution and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

 

CONNECTION BOOKS (Item 22-8)

These books document the extension of or connection between specific property and municipal utilities. They represent the most comprehensive guide to the system. They act as the system's master listing of all diagrams of connections in the system.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008)

(Approved 12/89)

 

CROSS CONNECTION CONTROL SURVEY FILES (Item 22-10)

These files monitor potential or actual water system health hazards within specific premises. They are used to determine compliance with state laws, schedule surveys, and to write reports. They include various reports, surveys, and related correspondence.

RETENTION

Retain for 3 years after destruction of premise and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

CUSTOMER APPLICATION RECORDS (Item 22-11)

These are applications completed by customers requesting water, sewer, or electric service. They are used for billing purposes. The applications include customer's name, address, and telephone number; meter information, date and approval signature(s).

RETENTION

Retain for 3 years after account closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

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

(Approved 12/89)

 

CUSTOMER DEPOSIT CARDS (Item 22-12)

These cards provide a record of customers required to pay a deposit to receive service. They include date, amount of deposit, name and address, account number, date signed, date account closed, and amount of deposit confiscated and reason.

RETENTION

Retain for 3 years after account closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

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

(Approved 12/89)

 

DAILY FILTER LOG (Item 22-13)

This log records a daily instrument table of information regarding filter operations required by UCA 26-12-1 et. seq.

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

 

DAILY OPERATIONAL LOG (Item 22-14)

This log records daily information on plant operations such as rate of flow, chemical inventories, chemicals used, chlorine residual testing results, and turbidity amount in water. It is required by 40 CFR 130.4. An annual summary is submitted to the State Health Department.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected.

(Approved 12/89)

 

DAILY PUMP STATION WELL REPORTS (Item 22-15)

This is a daily monitoring report of a water system. This report shows the time pumps or wells are started and stopped, hours run, power used and amount of water pumped. A summary report (Schedule 22, Item #35 "Pump Station Well Summary Reports") is usually created from these daily reports.

RETENTION

Retain for 2 years provided summary report is compiled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected.

(Approved 12/97)

 

DISCHARGE MONITORING AND WATER RECLAMATION PLANT REPORTS (Item 22-16)

These are monthly and quarterly reports on the daily operations of treatment plants. They are submitted to the State Bureau of Water Pollution and to the Environmental Protection Agency (EPA). These reports are a record of the average amount of pollution discharged into the waters of the municipality from National Pollutants Discharge Elimination System (NPDES) permit holders. They document the daily operations of the Water Reclamation Plant such as sewage flow, grit removal, chlorine usage, residuals, digester gas products, and lab analytical results (40 CFR 122.41(j)(2) (1996)).

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

 

DITCH FLOW DAILY RECORDS (Item 22-17)

These records report the daily amounts delivered to various water companies. The amounts are summarized monthly and annually. They are used for litigation purposes and to verify amounts delivered. The records include name of company, date, amount of water delivered, and amount required.

RETENTION

Retain for 7 years or 4 years after litigation is settled provided summary report is compiled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

DITCH FLOW SUMMARY REPORTS (Item 22-35)

These reports summarize the amounts delivered to water companies. The summary information is compiled monthly and/or annually. The reports include name of company, date, amount of water delivered, and amount required.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

ENVIRONMENTAL PROTECTION AGENCY (EPA) GRANT FILES (Item 22-18)

These are project files maintained by the municipality for monies granted to the state of Utah and then distributed to individual local government entities. The files document the expenditures of these funds. They include a detailed listing of disbursements, receipts, grant modifications, related correspondence, and a copy of the original grant (40 CFR 30.501). The State Health Department's copy is maintained permanently.

RETENTION

Retain for 3 years after final audit and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

 

FIELD NOTES (Item 22-19)

These are the original field surveyor's notes for water and sewer installations which are used as a basis for all maps. They include location, elevation, and other related information.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008)

(Approved 12/89)

 

FLOW CHARTS (Item 22-20)

These charts monitor the weekly flow of raw sewage coming into treatment plants and effluent water from the plants.

RETENTION

Retain for 6 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

 

***HYDROGRAPH ANNUAL REPORTS (Item 22-36) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

HYDROGRAPH DAILY CHARTS (Item 22-21)

These are water charts recording the daily flows of streams. They are used for predicting future stream flows.

RETENTION

Retain for 10 years provided annual report is compiled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

METER BOOKS (Item 22-22)

These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. The books include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

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

(Approved 12/89)

 

METER LOCATION RECORDS (Item 22-23)

These records contain information about all meters (water and electric). They are used to locate meters for service and billings. They include address, work order number, size of meter, contractor, owner, plumber and date installed.

RETENTION

Retain for 1 year after removal of meter and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

 

METER REPAIR AND TESTING FILES (Item 22-24)

These records document the installation, repair, testing, and replacement of meters. They include address, work order number, date of initial installation, dates of testing and repair, and remarks.

RETENTION

Retain for 1 year after disposal of meter and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

 

NATIONAL POLLUTANT DISCHARGE ELIMINATION SYSTEM PERMITS (Item 22-25)

These are permits issued under the Clean Water Act permitting the discharge of specific pollutants under controlled conditions (40 CFR 122.28 (1993)). This applies to municipalities with a population of 100,000 or greater.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

PUMP STATION WELL SUMMARY REPORTS (Item 22-34)

This is the summary information compiled from the daily monitoring report of a water system. The information includes the time pumps or wells are started and stopped, hours run, power used and amount of water pumped. Please refer to Schedule 22, Item #15 "Daily Pump Station Well Reports" for the daily reports.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

REMITTANCE STUBS (Item 22-27)

These stubs are received with payments for services. They are used as the official record of customers, payments being received and posted. They include account number, name, service address, payment received, receipt date and number.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

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

(Approved 12/89)

 

SEWER MAIN LOCATION PLATS (Item 22-28)

These are plat drawings of each municipal street detailing all sewer mains in the municipality system by area number. They are used to locate sewer mains. The plats include drawings of all sewer mains in municipal system showing depth of sewer mains, percentage of grade, location of lateral connections and sewer manholes, and size of lines.

RETENTION

Retain until updated or superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008)

(Approved 12/89)

 

TELEVISION INSPECTION REPORTS (Item 22-29)

These are videotape reports taken by special monitoring cameras located at critical parts of the sewer lines. They are used to monitor conditions of the sewer lines.

RETENTION

Retain for 3 years or until updated or superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008).

(Approved 12/89)

 

***WATER CONSUMPTION ANNUAL REPORTS (Item 22-38) OBSOLETE

Please refer to the state schedule for Publications. SG 1-25

 

WATER CONSUMPTION MONTHLY REPORTS (Item 22-30)

These reports consist of monthly statistics of daily water consumption. They are used for research and litigation purposes and to assist in predicting future flows and peak demands. The reports include water consumption in million gallons, and cubic feet from treatment plants, springs, artesian wells, pumped wells, and reservoirs along with precipitation amounts.

RETENTION

Retain for 1 year provided annual report is compiled and no litigation is pending and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

WATER FLOW ANNUAL RECORDER CHARTS (Item 22-37)

These charts are taken from recording stations in streams or wells for annual periods. They are used to determine water flows. The charts include water flow according to gauge flows, height, or level of aquifer in well on an annual basis.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

WATER FLOW WEEKLY RECORDER CHARTS (Item 22-26)

These charts are taken from recording stations in streams or wells for weekly periods. They are used to determine water flows. The charts include water flow according to gauge flows, height, or level of aquifer in well, during a weekly period.

RETENTION

Retain for 3 years provided annual chart is compiled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

WATER MAIN CHARTS AND INDEXES (Item 22-31)

These charts show the locations of all water mains, valves, hydrants, and water services to property owners in a given area.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008)

(Approved 12/89)

 

WATER STOCK PURCHASE FILES (Item 22-32)

These files document municipal purchase of water stock from irrigation companies and/or individuals. Each year the municipality is billed for the annual assessment of water stock. The files are used to verify purchase and for yearly assessment purposes.

RETENTION

Retain for 10 years after sale of stock and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

 

WATER TREATMENT PLANT OPERATIONAL REPORTS (Item 22-33)

This is a copy of a monthly report submitted to the State Department of Health verifying drinking water standards (40 CFR 130.4). They are used to monitor compliance with water quality standards and to verify standards were met. The reports include daily and total monthly amounts, minimum , maximum, and averages for filter operation, filter rate in gallons per minute, length of filter run; filter head loss; and minutes of backwash; amounts and kinds of chemicals used. The State Health Department maintains their copy for 10 years.

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)