Utah Department of Administrative Services

Division of Archives & Records Service

State Agency Schedule 16 Security Services Records

 

***Departmental Recovery Reports (SG 16-1) OBSOLETE

Please refer to the state schedule for Disaster Plan Records. SG 16-18

 

***Disaster Planning Files (SG 16-2) OBSOLETE

Please refer to the state schedule for Disaster Plan Records. SG 16-18

 

Disaster Plan Records (SG 16-18)

Disaster plans for records and office operations ensure that essential government functions continue to be performed following natural disasters, accidents, technical, or attack related emergencies. Information includes plans for restoring operations and protecting facilities and resources. Disaster recovery training materials may be included.

Retention

Retain until superseded by a new plan and then destroy.

Suggested Primary Designation

Public.

SUGGESTED SECONDARY DESIGNATIONS

Private: Utah Code 63G-2-302(1)(g) (2014)
Protected: Utah Code 63G-2-305(11) (2014)

(Approved 06/14)

 

***Guard Service Control Files (SG 16-4) OBSOLETE

Please refer to the state schedule for Disaster Plan Records. SG 16-18

 

Insurance Reports (SG 16-6)

Reports used for the reference and generation of claims files.

Retention

Retain by the Division of Risk Management for 12 years and then destroy.

Suggested Primary Designation

Protected: Utah Code 63G-2-305(23) (2008)

(Approved 07/90)

 

***Key Accountability Files (SG 16-7) OBSOLETE

Please refer to the state schedule for Disaster Plan Records. SG 16-18

 

Liability Insurance Policy Files (SG 16-8)

Insurance policy contracts between the State of Utah and private insurers.

Retention

Permanent. Retain by the Division of Risk Management.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Liability Risk Management Case Files (SG 16-9)

Case files of the reporting, investigation, and settlement of liability claims filed against the state, colleges and universities.

Retention

Retain by the Division of Risk Management for 20 years and then destroy.

Suggested Primary Designation

Protected: Utah Code 63G-2-305(10) (2008)

(Approved 07/90)

 

***Personnel Security Clearance Files (SG 16-11) OBSOLETE

Please refer to the state schedule for Disaster Plan Records. SG 16-18

 

Property Insurance Policy Files (SG 16-12)

Insurance policy contracts between the State of Utah and private insurers.

Retention

Retain by the Division of Risk Management for 75 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Security Guard Records (SG 16-14)

Records of guard assignments and service. Records include reports of rounds and other checks made during shifts, as well as logs of occurrences of unusual activity. Records also detail personnel matters associated with assigning guards to shifts.

Retention

Retain by agency for 5 years and then destroy.

Suggested Primary Designation

Protected: Utah Code 63G-2-305(10)

(Approved 07/90)

 

Surveillance Videos (SG 16-17)

These records consist of surveillance videos used by state agencies to record activity. The surveillance may occur in state agency buildings or in Utah Highway Patrol vehicles.

Retention

Retain by agency until administrative need ends and then destroy.

Suggested Primary Designation

Protected.

(Approved 04/06)

 

Visitor Control Files (SG 16-15)

Registers or logs used to record names of outside contractors, service personnel, visitors, and employees admitted to areas, and reports of passengers in State automobiles.

Retention

Retain by agency for 2 years and then destroy.

Suggested Primary Designation

Public.

(Approved 07/90)

 

Visitor Logs (SG 16-16)

Registers or logs used to record names of visitors who are admitted to secure areas in government offices and facilities.

Retention

Retain by agency for 5 years and then destroy.

Suggested Primary Designation

Private.

(Approved 07/90)