Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 15 Public Affairs Records

 

 

AGENCY COMMENDATION FILES (Item 15-1)

These are awards, letters of commendation, or other forms of formal recognition for accomplishment received by an agency. These records may impart important information or observations about agency programs, operations, or accomplishments. They are not part of individual personnel files.

Retention

Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 07/90)

 

COMPLAINT/INFORMANT FILES (Item 15-2)

Whistle-blower, fraud, and criminal complaints. Includes anonymous letters, complaints, criticism and suggestions, and agency replies thereto. Also includes those complaints which were the basis of an investigation or from which administrative action was taken, and those incorporated into individual personnel files.

Retention

Retain 7 years after final resolution and then destroy.

Suggested Primary Designation

Private.

Suggested Secondary Designation

Controlled:UCA 63G-2-305 (2)(a) (2008)

(Approved 07/90)

 

PRESS RELEASES (Item 15-8)

A copy of prepared statements or announcements issued for distribution to the news media. A press release may be a textual record or a non-textual record such as a film or video sound recording.

Retention

Permanent. Retain by agency for 5 years and then transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 07/90)

 

PUBLIC INFORMATION FILES (Item 15-7)

These are files of information which an agency collects on a particular topic and which relate to the agency's interaction with the public. Contents may include newspaper clippings, public opinion polls, studies and reports, or any other materials collected topically to assist the agency.

Retention

Retain for 1 year after close of file or completion of project and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

PUBLIC PRESENTATIONS FILES (Item 15-10)

Speeches, addresses, and comments. Remarks made at formal ceremonies and during interviews by heads of agencies or their senior assistants concerning the programs of their agencies. The format selected may be paper, video tape, motion picture film, CD, DVD, etc.

Retention

Permanent. Retain by agency for 7 years and then transfer to State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 02/06)