California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
Record
Series
Identifier
6.0
Record Series Name
University Police
Record
Identifier
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
6.1
F
L
H
Retention Source
Authority
Retention Period
V
Daily Activity Records
911 Calls
All incoming calls not classified
ARMS
CLETS/CORI Logs
Dispatch Telephone Recordings
RIMS - Felony
RIMS - Misdemeanor
Video Camera Media
Daily Activity Logs
Daily Crime Log
Dispatch Logs
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
X
X
X
CSU Practice
30days active/2years
inacactive
CSU Practice
120 days
Indefinitely
Destroyed after annual
CLETS audit.
X
X
X
X
CSU Practice
Peace Officers Standards
and Training
X
X
CSU Practice
120 Days
X
X
CSU Practice
7 years
X
X
CSU Practice
3 years
X
X
120 Days
X
X
X
X
X
X
CSU Practice
Peace Officer Standards &
Training
Crime Awareness &
Campus Security Report
(Jeanne Clery Act)
Peace Officer Standards &
Training
2 years
90 days
2 years
1
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
Record
Identifier
University Police
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
Evidence Room Log
6.2
6.3
Traffic Citation Book Log
Sealed Records
Chief of
Police
Chief of
Police
F
L
X
X
X
X
H
Retention Source
Authority
V
Peace Officer Standards &
Training
Indefinitely
Peace Officer Standards &
Training
2 years
Adult found factually innocent
Chief of
Police
X
Adult, Completion of Program
Chief of
Police
X
PC 851.8
PC 1203.45 (Minor May
Petition for Ordr Sealing
Record; Procedures)
Chief of
Police
X
WIC 826(a) 7 (b)
WIC 781(A)
Juvenile
Arrest Reports
Arrest/conviction H&S Sections 11357 (b),
(c), (d), (e) or H&S Section 11360(b)
violations
Chief of
Police
Arrest/conviction H&S section 11357(e) by a Chief of
juvenile
Police
Chief of
Arrests - 647(f) Drunk
Police
Arrests - later termed "detention only" under Chief of
849(b) PC
Police
Chief of
Arrests - violation of local ordinances
Police
Felony Arrest Reports - no disposition, no
Chief of
conviction
Police
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
Retention Period
X
X
H&S 11361.5
X
X
X
X
X
X
X
X
X
X
H&S 11361.5
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Mandatory destruction upon
and pursuant to Court
Order
Mandatory destruction upon
and pursuant to Court
Order
Mandatory destruction upon
and pursuant to Court
Order
2 years after date of
conviction or arrest if not
convicted
Record is destroyed when
the juvenile attains the age
of 18 years old
2 years
5 years
2 years
7 years
2
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
University Police
Record
Identifier
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
Felony Arrest Reports reduced to
misdemeanors
Misdemeanor Arrests - no disposition, no
conviction
Misdemeanor Arrests sex and narcotics
violations
Citation Transmittals, Adult and Juvenile
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Parking Citations
Misdemeanor arrests w/conviction
Citations
6.4
Traffic Citations
Crime/Case/Supplemental Incident
Reports & Records
Alarm Received Records
Child abuse & Neglect Reports
Citizen Complaint Report
Criminal History Inquiry Log
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
F
L
H
Retention Source
Authority
Retention Period
V
X
X
X
X
X
X
X
X
X
X
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
X
X
CSU Practice
Chief of
Police
X
X
CSU Practice
Chief of
Police
X
X
CSU Practice
X
X
CSU Practice
X
X
PC 11170(a)(3)
6 months
10 years from date of last
incident
X
X
PC 832.5(b)
5 years
X
X
CSU Practice
3 years
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
7 years
5 years
7 years
7 years
2 years
2 years
5 years (Listing of citations
forwarded to court, filed for
reference)
2 years (Originals are
forwarded to court, includes
citations electronically
created.)
3
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
Record
Identifier
University Police
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
Detective Case Files
Evidence Disposal Records
Evidence / Property
Evidence - Body Fluids
Evidence - Audio/Video
Field Interview Records
Felony Crime report w/out an arrest - PC
Sections 799, 800, 801, 801.5
Felony Crime reports
Detectives
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Felony Crime reports - murder,
embezzlement of public monies; kidnapping Chief of
for ransom, etc., falsification of public records Police
Chief of
Misdemeanor Crime reports
Police
Misdemeanor Crime reports w/out arrest section PC 799 800, 801, 801.5
Incident Reports (Non-Criminal)
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
Chief of
Police
Chief of
Police
F
L
H
Retention Source
Authority
Retention Period
V
X
X
Peace Officer Standards &
Training
5 years
X
X
CSU Practice
Indefinitely
X
X
CSU Practice
Case Active
X
X
X
X
CSU Practice
Active/Minimum 10 Years
Peace Officer Standards & Same Retention as
Training
Associated Crime Report
X
X
X
X
X
X
X
X
X
X
X
X
CSU Practice
PC 799, 800, 801, 801.5,
801.6, 802(a), 802(b), and
802(c)
Peace Officer Standards &
Training
2 years
Permanent
X
PC 799
Peace Officer Standards &
Training
PC 799, 800, 801, 801.5,
801.6, 802(a), 802(b), and
802(c)
X
CSU Practice
2 years
Retention per Statue of
Limitation
7 years
3 years
Retention per Statue of
Limitation
4
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
University Police
Record
Identifier
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
Incident reports; found property; lost or
missing property reports
Miscellaneous Complaint Reports
Non-criminal Occurrences
Offenses where there are no statute of
limitations
Fingerprint Applications
Key Issue Log
Lost/Stolen Key Reports
NCIC Validation
Officer Involved Shooting Report
Prisoner Detention Logs
Property Records
Restraining Orders
State Property Injury Reports
Stored/Impounded Vehicle Reports (not
associated with arrests)
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
F
L
H
Retention Source
Authority
Retention Period
V
X
X
CSU Practice
2 years
X
X
X
X
X
X
CSU Practice
2 years
Peace Officer Standards &
Training
2 years
Peace Officer Standards &
Training
Permanent
X
X
CSU Practice
2 years
X
X
CSU Practice
Permanent
X
X
CSU Practice
Indefinitely
X
X
X
X
CSU Practice
2 years
Peace Officer Standards &
Training
Permanent
X
X
CSU Practice
1 year
X
X
3 years
X
X
X
X
X
X
CSU Practice
Peace Officer Standards & Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Until Expired
5 years
2 years
5
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
Record
Identifier
University Police
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
Supplemental Reports
Chief of
Police
Chief of
Traffic accident report involving felony arrest Police
Chief of
Traffic accident reports - all others
Police
Chief of
UCR
Police
Metrics, Reports, Summaries
Chief of
Crime Stats
Police
Chief of
Monthly Crime Reports
Police
Chief of
SWITRS Reports
Police
Chief of
Weekly Media Logs
Police
Chief of
Alarm History Files
Police
Chief of
Administrative Reviews
Police
Crime Awareness & Campus Security Report Chief of
(Jeanne Clery Act)
Police
Chief of
CSU Chancellor's Office Statistical Report
Police
Traffic accident - fatal
6.5
Chief of
Police
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
F
L
H
Retention Source
Authority
Retention Period
V
X
X
X
X
X
X
CSU Practice
Same as parent report
CSU Police Departments
Systemwide Operational
Guidelines, Chapter 5
Permanent
Peace Officer Standards &
Training
7 years
X
X
CHP Recommendation
2 years
X
X
CSU Practice
3 years
X
CSU Practice
7 years
X
CSU Practice
7 years
CSU Practice
3 years
CSU Practice
2 years
X
X
X
X
X
CSU Practice
2 years
X
X
CSU Practice
2 years
X
X
Dept. of Education
7 years
X
X
Chancellor's Office
Permanent
6
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
University Police
Record
Identifier
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
6.6
Uniform Crime Reporting
Office and Maintenance Records
Citizen Academy Classes
Evidence Records
Live Scan
Misc Events / Presentations
Property Records
RAD
Radar Calibration
Range Records
Ride-Alongs
Vehicle Maintenance
Weapons Records
6.7
Work Order Requests/Fiscal/Payroll Record
Personnel Records
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
Chief of
Police
X
F
L
X
H
Retention Source
Authority
Retention Period
V
Dept. of Justice
X
Permanent
3 Years
X
X
CSU Practice
Active
X
X
CSU Practice
1 year
CSU Practice
3 Years
CSU Practice
5 Years
CSU Practice
3 Years
X
X
X
X
X
X
CSU Practice
1 Year
X
X
CSU Practice
Indefinitely
X
CSU Practice
1 Year
X
DGS Recommendation
Life of the vehicle
CSU Practice
Indefinitely
CSU Practice
3 Years
X
X
X
7
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
Record
Identifier
University Police
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
Human Resources
Human Resources
Human Resources
F
L
H
Retention Source
Authority
Retention Period
V
X
X
X
X
X
X
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Community Service Assistant Interview Files Chief of Police
X
X
CSU Practice
1 year plus current year
Chief of Police
Chief of
Internal Affairs Files
Police
Chief of
Personnel Files - Current Employees
Police
Human Personnel files - Former Employees
Resources
Human Psych Suitability for Appointment Letter Current Employees
Resources
Human Psych Exams - Current Employees
Resources
Human Psych Recommendation - Former Employees Resources
Human Psych Recommendation - Non-hires
Resources
Human Recruitment Process Records
Resources
Rape & Aggression Defense Course
Chief of
Records
Police
X
X
CSU Practice
2 years
X
X
5 years
X
X
X
X
X
X
X
X
X
X
X
X
X
X
PC 832.5
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
X
X
CSU Practice
2 years
Background Files - Current Employees
Background Files - Former Employees
Background Files - Non-hires
CSA Personnel Files
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
Indefinitely
5 years after termination of
employment
2 Years
Indefinitely
5 years after termination of
employment
Indefinitely
Greater of 2 years or on
completetion of probation
5 years
2 years
2 years
8
California State University, Fresno
RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE
6.0
Record
Identifier
University Police
Record Title
Record Value:
O - Operational
F - Fiscal
L - Legal
H - Historical
V - Vital
Custodian of
Records
O
Training files - current employees (including Chief of
Peace Officer Standards & Training training) Police
Training files - former employees (including Chief of
Peace Officer Standards & Training training) Police
Chief of
Training Lesson Plans
Police
Chief of
Training - Range Records
Police
Chancellor's Office 12-12-2007 | Fresno State 06-04-2009
F
L
X
X
X
X
X
X
X
X
H
Retention Source
Authority
Retention Period
V
Peace Officer Standards &
Training
Indefinitely
Peace Officer Standards &
Training
Peace Officer Standards &
Training
Peace Officer Standards &
Training
5 years after termination of
employment
Until superseded by
revision or revoked
Indefinitely
9