AGENCY: Office of Vital Records and Statistics

SERIES: 81432
TITLE: Pending adoption correspondence files
DATES: 1940-2014.
ARRANGEMENT: Chronological

DESCRIPTION: These records support the agency's function to document and certify the facts of family formation for the legal purposes of the citizens of Utah. These records relate to adoptions for which the filing fees have not been paid and are used by the bureau to pursue collection of the unpaid fees. Once the money has been collected, the information is made part of the adoption file. Records include correspondence from the bureau to attorneys or to county officials, copies of the report of adoption, and copies of the decree of adoption.

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

APPROVED: 06/1987

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to Adoption Files.

APPRAISAL

Administrative

UCA 63-1a-1 to 9 gives procedure for state agencies to pursue unpaid accounts to the state. UCA 63a-1-1 states minimum amount of time the state must wait before pursuing collection action, but does not specify a period of limitations. UCA 78-12-33 states that civil limitations of actions apply to state as they apply to private parties. UCA 78-12-25 sets a four year period of limitations for an action upon a contract, obligation or liability not founded upon an instrument in writing. By implication, if the bureau has not taken action within four years, they cannot pursue the case any further and should transfer the records.

PRIMARY DESIGNATION

Exempt

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