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County to Dispose of Decades‑Old Nonfinal Land‑Use Plans Under State Retention Policy
Summary
Records staff told commissioners the Utah retention schedule allows destruction of nonfinal land‑use plans after 10 years; the county identified 28 mylars older than 10 years and plans to destroy them, keeping a four‑year destruction log and sending earlier reminders for future applicants.
Duchesne County records staff told commissioners July 28 that the Utah Division of Records requires destruction of nonfinal land‑use plans 10 years after final action, and that the county has identified a set of old mylar plans that meet that criterion.
The records presenter said the county has 28 plans in this bucket that are over 10 years old and some are older than 20 years. Under state policy, nonfinal plans and applications may be disposed of after 10 years following final action; the county intends to destroy the mylars and keep a destruction log for four years. The presenter estimated the physical mylars represent roughly $87,000 in reproduction value and said staff will consider appropriate shredding or disposal methods that do not damage municipal recycling equipment.
Staff said they had attempted to contact applicants where possible, and in some cases the applicants are no longer available; some applications were abandoned because deal partners did not follow through and never completed required signatures for recording. The county plans to implement a reminder process going forward: a notice at year one of inactivity and another at year nine, to reduce surprises when materials are destroyed at year 10.
Commissioners asked clarifying questions about whether any protected personal information remained on the mylars; staff said they did not expect protected information on these particular nonfinal plans and that the mylars are not legally binding without final signatures and recording.
The item was presented for information; staff said they would proceed with destruction consistent with state retention rules and would answer any calls from residents asking why their materials were removed.
