THE COLUMBUS DIVISION OF POLICE
SCHEDULE OF RECORDS RETENTION
Public Records Unit
Inspections Administrative Section
Professional Standards Bureau
Revised April 7, 2010
I. Introduction to State law:
A.
Public Records
1.
The Ohio Attorney General’s office defines a “Public
Record” as a record held by a public office. A record is
any item that is:
a.
Stored on a fixed medium (such as paper, computer,
film, etc.),
b.
Created, received, or sent under the jurisdiction of a
public office,
and
and
c.
B.
Documents the organization, functions, policies,
decisions, procedures, operations, or other activities
of the office.
Records Retention:
A public office must not transfer or otherwise destroy its public
records except as permitted by its records retention schedule.
A records retention schedule must be approved either by the state
records administration, or a local records commission.
II.
Columbus Division of Police Policy:
A.
Division directives regulate the use of public records. Directive
3.69 specifically details how to handle records.
B.
The Public Records Unit is responsible for storing old or obsolete
records and maintaining the Records Retention schedule.
Individual units will store current records.
1.
Each Bureau should have a designated Records Retention
Liaison. These members should regularly review the records
retention schedule to ensure that it meets the needs of their
unit(s). All new forms, reports, etc. used by any section are
required to have a records retention schedule established
within 1 year of implementation. Changes or additions to
the records retention schedule should be presented to the
Page 2
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
Public Records Unit Sergeant. The Public Records Unit
Sergeant will submit the proposal to the records commission.
2.
III.
The Inspections Administrative Section Lieutenant of the
Professional Standards Bureau maintains the on-line version
of the records retention schedule. Contact this Lieutenant
with any concerns.
Using the records retention schedule
A.
B.
C.
Index:
1.
The index contains links to general records, as well as
records used by specific bureaus.
2.
Click on the section name to move to that particular section.
Record Title and Description:
1.
Describes the name, title or type of record.
2.
Organized alphabetically within each section.
SCH. #
Refers to the actual schedule number of the record, as recorded on
the RC-2 (records retention schedule) for that item.
D.
Retention Period:
Describes the length of time that the record must be maintained.
E.
App. Date:
Denotes the date that the retention period was established by the
records commission.
F.
Amend Date:
Denotes the most recent date when the records retention schedule
was amended for an item.
G.
No RC-3 Req.
Page 3
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
If this box is X’d, then no RC-3 (Form submitted to the Records
Commission requesting to destroy a record in accordance with the
schedule) is required. If the schedule for the record states “No RC3 is needed,” you may dispose of the record immediately after the
specified time period has expired.
1.
Shredding is the preferred method of disposal for paper
records. Any item containing statutorily protected
information such as social security numbers, tax information,
Police Officer familial information, etc. must be rendered
unrecognizable. Electronically produced media (Audio,
video, DVD, computer, etc.) may be recycled. Tapes or
computer hard drives and discs to be destroyed should be
erased first.
2.
If the retention schedule does not specify, “No RC-3
needed” you will need to store the records and have them
submitted for disposal through the Records Retention Officer
in the Public Records Unit (Public Records Sergeant, 6454887). Appropriate disposal in this manner requires specific
forms (RC-3) to be submitted to the Records Commission
requesting permission to proceed with the destruction of
records… This is followed by a fifteen-day waiting period.
In accordance with O.R.C. 149, records may be disposed of in this
manner only.
H.
Searching the Retention Schedule
1.
Records within the schedule are organized by bureau.
Records used by more than one bureau are located in the
“General and Administrative” section. Records within each
section are sorted alphabetically.
2.
To search the document click on word “Edit” on the menu
bar at the top of the page or hit “Control-F”. Scroll down to
“Find on this page” and click. Type in the information that
you are looking for in the “find what” box. To find
subsequent instances of the information click on the find
next button and the program will show you the next instance
of the particular information.
Page 4
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
Index
Section
Section
Section
Section
Section
Section
Section
Section
Section
Section
Section
Section
Section
Section
Section
Section
I:
II:
III:
IV:
V:
VI:
VII:
VIII:
IX:
X:
XI:
XII:
XIII:
XIV:
XV:
XVI:
General and Administrative Records
Business and Personnel Bureau
Traffic Bureau
Communications Bureau
Special Services Bureau
Patrol Bureau’s
Special Victims Bureau
Vice/Intelligence
Narcotics Bureau
Crimes Against Persons/Property
Legal Advisor’s Office
Professional Standards Bureau
Internal Affairs Bureau
Training Bureau
Technical Services Bureau
Strategic Response Bureau
Page 5
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
I. GENERAL AND ADMINISTRATIVE RECORDS
RECORD TITLE AND
DESCRIPTION
Annual activity
reports/logs/worksheets
•
•
•
•
•
•
•
Arrest books
Warrant books
Project books
Case books
Calendar logs
Report log books
Any other books or
journals used to track
work activity
Bureau budget documents,
letters, forms, reports, etc.
Bureau copies of inventory
records and supply
requests
Bureau copies of:
Payroll records
OT summaries and reports
Sick leave requests
Timesheets
Time trades
Bureau copy of training
schedules and records
Bureau or Unit copies of:
• Offense reports
• Incident reports
• Arrest reports & slates
SCH.
#
MEDIA
TYPE
94-10a
Paper
94-10b
APP.
DATE
3 years
7/28/94
Electronic
AMEND.
DATE
NO RC3
REQ.
10/15/2009
(Specified
media type)
`
94-18a
Paper
94-18b
Electronic
94-19a
Paper
94-19b
94-12a
Electronic
Paper
94-12b
Electronic
94-11a
Paper
94-11b
Electronic
94-5a
Paper
94-5b
Electronic
94-15a
Paper
94-15b
Electronic
94-27a
Paper
Bureau S.O.P./Procedural
manuals
CIT Application Packet
RETENTION
PERIOD
94-27b
Electronic
05-12a
Paper
10/15/2009
(Specified
media type)
4 years
7/28/94
3 years
7/28/94
2 years or until
revised
7/28/94
1 year
7/28/94
10/15/2009
(Specified
media type)
1 year
7/28/94
10/15/2009
(Specified
media type)
7/28/94
10/15/2009
(Specified
media type)
7/28/94
10/15/09
(Specified
media type)
2/27/06
10/15/2009
Until no
further
investigative
or
administrative
value
Master to be
retained 3
years from the
date of
revisions.
Forward copy
of current
manual to
Professional
Standards
2 years after
10/15/2009
(Specified
media type)
10/15/2009
(Specified
media type)
Page 6
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
X
RECORD TITLE AND
DESCRIPTION
CIT Spreadsheet
CIT Statistics Sheet
Computer Aided dispatch
statistics
Computer Usage Tracking
Application Records
Copies of computer
generated reports
SCH.
#
MEDIA
TYPE
RETENTION
PERIOD
05-12b
Electronic
member is
inactive
05-11
Electronic
6 years, update
as needed
10/20/05
05-10a
Paper
05-10b
Electronic
6 years
10/20/05
94-165
Electronic
6 years
7/28/94
05-13a
Paper
05-13b
Electronic
94-25a
Paper
94-25b
Electronic
Until no
further
administrative
value
Until no
further
administrative
value
APP.
DATE
7/28/94
10/15/2009
(Specified
media type)
X
2 years
9/30/02
10/15/2009
(Specified
media type)
5/12/2003
02-04b
Electronic
Criminal Arrest Statistics
94-162
Electronic
6 years
7/28/94
Criminal Intelligence
Reports
03-03a
Paper
03-03b
Electronic
5 years if no
additional
information
2/03/03
94-7a
Paper
2 years
7/28/94
94-7b
Electronic
03-04a
Paper
Electronic
Digital Memory Cards
05-09
Electronic
Directive receipt lists
Correspondence logs
94-13a
Paper
94-13b
94169a
94169b
Electronic
94-14a
Paper
Emergency Notification
guide
Equipment sign out sheets
(i.e.: vehicles, radios,
cameras and mileage
reports)
• Evidence fund
• Bureau ledgers
Until no
further
Administrative
value
Until
downloaded to
computer,
erase and reuse
2/03/03
94-21a
Paper
10/15/2009
(Specified
media type)
X
X
X
2 years
7/28/94
10/15/2009
(Specified
media type)
1 year
7/28/94
10/15/2009
(Specified
media type)
1 year
7/28/94
10/15/2009
(Specified
media type)
3 years after
audit
7/28/94
10/15/2009
(Specified
Electronic
Electronic
10/15/2009
(Specified
media type)
10/15/2009
(Specified
media type)
10/20/05
Paper
94-14b
X
X
Paper
03-04b
(Specified
media type)
10/12/2009
(Changed
media type)
10/15/2009
(Specified
media type)
10/15/2009
(Specified
media type)
02-04a
Data Entry Worksheets
DATE
NO RC3
REQ.
10/20/05
Copies of immobilization
and de-immobilization
orders
Daily activity
reports/logs/worksheets
AMEND.
Page 7
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
• Bureau reports
• Copies of expense
letters
Evidence fund-Master
records
External Correspondence
Personal letters/memos,
sent to/from Division
Fireworks Exhibition
Permit
SCH.
#
MEDIA
TYPE
94-21b
Electronic
94-22a
Paper
94-22b
Electronic
94-2a
Paper
Informant or Source forms
Files paid or unpaid
Inspection forms, reports
or audits (individual or
facilities)
Internal Correspondence
Letters
Memos
etc.
Intranet and Internet
postings on the Division
Web Site
• Labor union agreements
• Grievances
• Correspondence
• Memorandums
• Notes or other related
materials
LEADS logs
Teletype logs
CCH transactions
III transactions
APP.
DATE
AMEND.
DATE
NO RC3
REQ.
media type)
94-2b
Electronic
03-14a
Paper
03-14b
Electronic
02-10a
Paper
Fleet Safety Records
Follow-up on Activity of
Officer form
RETENTION
PERIOD
02-10b
Electronic
02-02a
Paper
02-02b
Electronic
94-16a
Paper
94-16b
Electronic
94-28a
Paper
94-28b
Electronic
94-1a
Paper
94-1b
Electronic
03-18
Electronic
94-29a
Paper
94-29b
Electronic
94-4a
Paper
94-4b
6 years after
audit
7/28/94
10/15/09
(Specified
media type)
1 year or until
no further
administrative
value
7/28/94
10/15/09
(Specified
media type)
1 year
2/02/04
6 years
Until no
further
Administrative
value
9/30/02
1 year
9/30/02
6 years after
being made
inactive
7/28/94
1 year
7/28/94
Originator to
retain for 1
year or until
no further
administrative
value
Until no
further
administrative
value and/or
until updated
7/28/94
10/15/09
(Specified
media type)
10/15/09
(Specified
media type &
no RC-3 for
originals or
copies)
10/15/09
(Specified
media type)
10/15/09
(Specified
media type)
10/15/09
(Specified
media type)
10/15/09
(Specify media
type)
2/02/04
X
3 years after
expiration of
contract
7/28/94
10/15/09
(Specify media
type)
1 year
7/28/94
10/15/09
(Specify media
type)
Electronic
X
Page 8
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH.
#
03-21a
MEDIA
TYPE
Paper
Master Forms (Division of
Police)
Minutes, Notes of
Meetings
Misdemeanor
Investigative files
Non-criminal
informational/investigative
files
03-21b
Electronic
94-32a
Paper
94-32b
Electronic
03-13a
Paper
03-13b
Electronic
RETENTION
PERIOD
APP.
DATE
AMEND.
Until Revised
Once revised,
obsolete
version until
no further
administrative
value
?/?/??
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
2 years or in
cases
involving
Public
Officials7years after
separation
from the
public agency
2/02/04
10/15/09
(Specify media
type)
2 years
7/28/94
DATE
NO RC3
REQ.
10/15/09
(Specify media
type)
10/15/09 (No
RC-3)
10/15/09(Chan
ge media type)
10/15/09
(Specify media
type)
10/15/09
(Specify media
type)
10/15/09
(Specify media
type)
10/15/09
(Specify media
type)
Monthly activity
reports/logs/worksheets
94-9a
Paper
94-9b
Electronic
News tapes
02-03
Electronic
2 weeks
9/30/02
Offense Report Statistics
94-161
Electronic
6 years
7/28/94
Officer Support Response
Report
06-04a
Paper
06-04b
Electronic
3 years
11/3/06
94-33a
Paper
94-33b
Electronic
6 years
7/28/94
94-6a
Paper
94-6b
Electronic
2 years unless
revised
7/28/94
94-20a
Paper
7/28/94
94-20b
Electronic
3 years after
audit
94-3a
Paper
Until no
further
administrative
value
7/28/94
10/15/09
(Specify media
type)
X
Until no
further
administrative
value
2/03/05
10/15/09
(Specify media
type)
X
6 months after
job
7/28/94
10/15/09
(Specify media
type)
Operations and Activity
Reports (Not otherwise
specified in this schedule)
Personnel assignment
rosters and/or schedules;
daily, weekly or monthly
• Petty cash ledgers
• Flower fund records
• Special fund receipts
Phone logs
Message slips
FAX forms
Calendars
Visitor logs
Publications and
Subscriptions (Solicited)
Special duty requestBureau copy
94-3b
Electronic
04-04a
Paper
04-04b
Electronic
94-23a
Paper
94-23b
Electronic
Page 9
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
X
RECORD TITLE AND
DESCRIPTION
Subpoena receipt logs
SCH.
#
MEDIA
TYPE
94-17a
Paper
94-17b
Electronic
RETENTION
PERIOD
APP.
DATE
1 year
7/28/94
Surveys, Questionnaires,
Information Inquiries or
Responses
Traffic Accident Statistics
05-14a
Paper
05-14b
94-164
Electronic
Electronic
1 year
2/27/06
6 years
7/28/94
Traffic Arrest Statistics
94-163
Electronic
6 years
7/28/94
Travel letters, Bureau
copies of travel forms
94-24a
Paper
94-24b
Electronic
1 year
7/28/94
94-26a
Paper
94-26b
Electronic
1 year or until
outdated
7/28/94
94-30a
Paper
94-30b
Electronic
2 years
7/28/94
94-8a
Paper
94-8b
Electronic
2 years
7/28/94
Vacation schedules
Vehicle intake &
disposition records
Weekly activity
reports/logs/worksheets
NO RC3
REQ.
AMEND.
DATE
10/15/09
(Specify media
type)
10/15/09
(Specify media
type)
10/15/09
(Change media
type)
10/15/09
(Specify media
type)
10/15/09
(Specify media
type)
10/15/09
(Specify media
type)
10/15/09
(Specify media
type)
Return to Index
II. BUSINESS AND PERSONNEL BUREAU
RECORD TITLE AND
DESCRIPTION
Accounts Payable
Accounts Receivables
Assignment Application
Assignment Application
receipt
Assignment Order
Assignment order EEO
Supplement
SCH.
#
94196a
94196b
94197a
94197b
94260a
94260b
94256a
94256b
94261a
94261b
94257a
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
3 years
7/28/94
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
3 years from
vacancy
7/28/94
10/15/09
(Specify media
type)
3 years from
requested
change
7/28/94
10/15/09
(Specify media
type)
3 years from
transfer
7/28/94
10/15/09
(Specify media
type)
3 years from
assignment
7/28/94
10/15/09
(Specify media
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
AMEND.
DATE
NO RC-3
REQ.
Page 10
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Auto Auction files
Background Investigation
files and polygraph
reports of individuals
processed form
employment, but not hired
by the Division of Police
Background Investigation
release form
Background PreInvestigative
Summary/Tracker
Badge/Name tag order
form
SCH.
#
MEDIA
TYPE
94257b
94238a
94238b
Paper
95-03a
Paper
95-03b
94279a
94279b
94252a
94252b
94255a
94255b
05-05a
Electronic
Budget Material and
Reports
C.I.P. Material
Change of name, address
or phone number
City Auditor’s Reports
94198a
94198b
94201a
94201b
94262a
94262b
94195a
94195b
APP.
DATE
change
Electronic
DATE
2 years
7/28/94
10/15/09
(Specify media
type)
6 years
11/13/95
10/15/09
(Specify media
type)
2 years from
date of
appointment
7/28/94
10/15/09
(Specify media
type)
1 year
7/28/94
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
Electronic
Paper
AMEND.
Paper
Electronic
Paper
Electronic
Until entered
into database.
Paper
Electronic
X
10/20/05
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
5 years
7/28/94
10/15/09
(Specify media
type)
1 year from
change date
7/28/94
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
20 years after
body armor
removed from
service
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
NO RC-3
REQ.
type)
Electronic
Body Armor Registration
Card
05-05b
RETENTION
PERIOD
Page 11
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Cruiser Recordings
(multimedia)
SCH.
#
MEDIA
TYPE
00-01
Electronic
94-38a
Paper
• Demotions
• Terminations
94-38b
Disciplinary Action Form
PP 50 (copy)
Evidence and Property
Inventory form
FAX records
• Fleet Safety Records
• Written Reprimands
94272a
94272b
94239a
94239b
94200a
94200b
94-36a
Electronic
Paper
Electronic
RETENTION
PERIOD
2 years
provided no
civil/criminal
action pending
Maintained
during the time
of employment
and after
employment is
terminated
provided no
civil or
criminal action
is threatened
or pending.
(Records are to
be removed at
the
individual’s
written request
in accordance
with actual
contract
language)
APP.
DATE
3/05/01
DATE
10/15/09 (Add
provision to
retention
period)
7/28/94
10/15/09
(Specify media
type)
3 years from
effective date
of action taken
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
2 months
7/28/94
10/15/09
(Specify media
type)
3 years from
date of action
provided: 1)
No further
action of
record (written
reprimand,
suspension,
forfeiture of
accrued leave,
reduction in
rank) has
occurred
during the 3
7/25/94
10/15/09
(Specify media
type)
Paper
Electronic
Paper
Electronic
Paper
AMEND.
NO RC-3
REQ.
Page 12
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH.
#
94-36b
Forfeiture Files
Grand Jury Property Log
book
Grant Records
Hiring process checklist
Impound lot junk list
Impound slip (white copy)
Impounded Vehicle
release packet
Incident Interview forms
(documents counseling in
lieu of corrective action)
94149a
94149b
94250a
94250b
94202a
94202b
94263a
94263b
94232a
94232b
94-237
94236a
94236b
94-34a
MEDIA
TYPE
RETENTION
PERIOD
Electronic
year periods,
and 2) No civil
or criminal
action is
threatened or
pending.
(Records are to
be removed at
the
individual’s
written request
in accordance
with actual
contract
language)
Paper
Electronic
APP.
DATE
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
3 years after
audited
7/28/94
10/15/09
(Specify media
type)
3 years from
appointment
7/28/94
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
1 year
7/28/94
2 years
7/28/94
10/15/09
(Specify media
type)
6 months from
the date of
incident
provided: 1)
There is no
subsequent
corrective
disciplinary
action during
the 6 month
period, and 2)
no civil or
7/28/94
10/15/09
(Specify media
type)
Electronic
Electronic
Paper
Electronic
Paper
Electronic
Paper
Paper
Electronic
Paper
DATE
6 years,
provided no
action pending
Paper
Paper
AMEND.
NO RC-3
REQ.
Page 13
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH.
#
94-34b
Injury Adjustment
94230a
94230b
05-08a
Inventory Control Unit
Records
Issued Equipment
clearance
Job Status Change (copy)
Junk vehicle report for
impound unit
Junk vehicle report,
including photos
Leave without pay form
letters
Limited Employment
information form
Master Personnel files.
Sworn/Civilian personnel.
Retirement/resignation or
other separation.
05-08b
94259a
94259b
94270a
94270b
94234a
94234b
94233a
94233b
94266a
94266b
94277a
94277b
97-01a
97-01b
MEDIA
TYPE
RETENTION
PERIOD
Electronic
criminal action
threatened or
pending.
(Records are to
be removed at
the
individual’s
written request
in accordance
with actual
contract
language)
APP.
DATE
Paper
3 years
Electronic
Paper
Electronic
Paper
Electronic
10/15/09
(Specify media
type)
10/20/05
10/15/09
(Specify media
type)
Life of
equipment
plus 6 years
1 year after
retirement or
separation
7/28/94
10/15/09
(Specify media
type)
3 years from
change of
status
7/28/94
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
6 years from
date of leave
without pay
7/28/94
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
6 years from
date of
separation,
provided no
civil or
criminal action
pending
7/13/98
10/15/09
(Specify media
type)
Electronic
Paper
Electronic
Electronic
Paper
Electronic
Paper
Electronic
NO RC-3
REQ.
2 years
Paper
Paper
DATE
7/28/94
Electronic
Paper
AMEND.
X
Page 14
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH.
#
94-35a
MEDIA
TYPE
Paper
Minor
Reprimand/Documented
Constructive Counseling
94-35b
Motion to Franklin
County Municipal Court
for disposal of property
Ninety-day evaluation
notice
Notification and Waiver
forms for appointment to
classified positions
Original employment
information form (copy)
P.A.C.E. files.
Promotional Assessment
Career Evaluation
Pay Adjustment forms
(Original in Central
Payroll)
Pay/Authorized Strength
Ordinances
Payroll adjustment letters
94248a
94248b
99-1a
99-1b
94280a
94280b
94276a
94276a
95-02a
95-02b
94211a
94211b
94210a
94210b
94220a
Electronic
RETENTION
PERIOD
APP.
DATE
6 months from
date of
incident
provided: 1)
There is no
subsequent
corrective
action during
the 6 month
period and 2)
no civil or
criminal action
threatened or
pending.
(Records are to
be removed at
the
individual’s
written request
in accordance
with actual
contract
language.)
7/28/94
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
90 days or
until no further
administrative
value
3/08/99
10/15/09
(Specify media
type)
2 years from
date of
appointment
7/28/94
10/15/09
(Specify media
type)
6 years from
date of
appointment
7/28/94
10/15/09
(Specify media
type)
6 years
11/13/95
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
X
7/28/94
10/15/09
(Specify media
type)
X
7/28/94
10/15/09
(Specify media
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Until no
further
administrative
value
Until no
further
administrative
value
3 years
AMEND.
DATE
NO RC-3
REQ.
Page 15
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Payroll calendars
Payroll Comp. Bank
Conversion /sign-up
records
Payroll Employee
Register
Payroll Final edit report
Payroll Forms
Payroll Fringe Benefits
report
Payroll Registers
Payroll, Tuition
Reimbursement Records
SCH.
#
94220b
94226a
94226b
94217a
217b
94214a
94214b
94216a
94216b
94204a
94204b
94215a
94215b
94203a
94230b
94213a
94213b
94254a
MEDIA
TYPE
Personnel Authorization
request
Personnel hiring form
letter
94258a
94258b
94267a
94267b
APP.
DATE
Paper
7/28/94
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
X
7/28/94
10/15/09
(Specify media
type)
X
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
X
7/28/94
10/15/09
(Specify media
type)
X
4 years
7/28/94
10/15/09
(Specify media
type)
Permanent
during
employment.
Replaced by
computerized
record, 2 years
after
retirement or
separation
7/28/94
10/15/09
(Specify media
type)
3 years from
approved
vacancy
7/28/94
10/15/09
(Specify media
type)
3 years from
date of hire
7/28/94
10/15/09
(Specify media
type)
Electronic
Paper
Electronic
Paper
Electronic
Until no
further
administrative
value
Until no
further
administrative
value
Paper
3 years
Electronic
Paper
Electronic
Paper
Electronic
Until no
further
administrative
value
Until no
further
administrative
value
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
DATE
NO RC-3
REQ.
6 years
Electronic
Paper
AMEND.
type)
Electronic
Personnel Assignment
card
94254b
RETENTION
PERIOD
Page 16
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Personnel History
Questionnaire
Personnel Pay summary
sheet
Police audit transaction
reports
Police personnel reports
(on microfiche)
Position Description and
Control Forms (copies)
Pre-Employment
polygraph exam report
(multimedia)
Primary probationary and
Data Adjustment form
Probationary report
Property card (active)
Property card (inactive)
Property disposition sheet
Property Disposition
routing sheet
Property room inventory
Property room receipt
books
SCH.
#
94278a
94278b
94253a
94253b
MEDIA
TYPE
Paper
Electronic
RETENTION
PERIOD
APP.
DATE
Permanent,
until
retirement,
resignation or
other
separation
7/28/94
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
Paper
Electronic
AMEND.
DATE
94-167
Electronic
6 years
7/28/94
94-166
Electronic
6 years
7/28/94
3 years
7/28/94
10/15/09
(Specify media
type)
3 years from
appointment
date
7/28/94
10/15/09
(Specify media
type)
3 years from
date of change
7/28/94
10/15/09
(Specify media
type)
1 year past end
of
probationary
period
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
94275a
94275b
94281a
94281b
94274a
94274b
94265a
94265b
94241a
94241b
94240a
94240b
94243a
94243b
94244a
94244b
94249a
94249b
94246a
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
6 years or until
associated
property card
is disposed of
6 months or
until no further
administrative
value
Paper
Electronic
Paper
NO RC-3
REQ.
Page 17
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Property room register
Property room, receipt for
possible stolen property
Property/Evidence chain
of custody
Property/Evidence
transfer
Provisional Appointment
Notification
Recruit class payroll list
Request for certification
Safe Driving Award
Records
Service Weapon Purchase
Agreement
Special Delete (copy)
Special Duty work
requests (master file)
Street junk list
Strength report
SCH.
#
94246b
94247a
94247b
94251a
94251b
94245a
94245b
94242a
94242b
94268a
94268b
94229a
94229b
94269a
94269b
02-11a
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Paper
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
3 years from
date of hire
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
3 years from
date of hire
7/28/94
10/15/09
(Specify media
type)
6 years after
separation
9/30/02
10/15/09
(Specify media
type)
1 year after
retirement/sep
aration
7/28/94
10/15/09
(Specify media
type)
1 year
7/28/94
10/15/09
(Specify media
type)
18 months
7/28/94
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
2 years
Electronic
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
6 years or until
associated
property card
is destroyed
6 years or until
associated
property cards
are disposed of
6 years or until
associated
property card
is disposed of
Paper
Electronic
Paper
Electronic
Paper
02-11b
94264a
94264b
94273a
94273b
94-83a
Electronic
94-83b
94231a
94231b
94224a
94224b
Electronic
Paper
Electronic
Paper
Electronic
Paper
DATE
NO RC-3
REQ.
type)
Electronic
Paper
AMEND.
Paper
Electronic
Paper
Electronic
Page 18
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH.
#
94-37a
MEDIA
TYPE
Paper
• Suspensions
• Leave forfeitures
94-37b
Telephone bill (copy)
Terminal Leave
Worksheet
• Termination (copy)
• Layoff (copy)
Timesheets/Master Copy
94199a
94199b
94222a
94222b
94271a
94271b
94208a
94208b
Electronic
RETENTION
PERIOD
APP.
DATE
6 years from
date of
incident
provided 1) No
further action
of record has
occurred
within 6 years
after the date
of the incident,
2) Chief or
Safety
Director does
not determine
that incident
was of a
critical or
repetitive
nature, 3) No
civil or
criminal action
is threatened
or pending.
(Records are to
be removed at
the
individual’s
written request
in accordance
with actual
contract
language)
7/28/94
10/15/09
(Specify media
type)
1 year
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
Permanent, in
master
personnel file.
1 year after
date of
retirement/
separation
7/28/94
10/15/09
(Specify media
type)
6 years
7/28/94
10/15/09
(Specify media
type)
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
AMEND.
DATE
NO RC-3
REQ.
Page 19
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Tuition Reimbursement
Applications
Unclaimed and
Abandoned vehicle
affidavit
Unemployment
encumbrances and
vouchers
Uniform Office Records:
Computer Updates
Uniform Office Records:
Computer Master History
Voluntary Deduction
records
W-2 Registers
W-4 and IT-4 Tax forms
SCH.
#
94212a
94212b
94235a
94235b
94223a
94233b
05-04a
MEDIA
TYPE
Paper
Electronic
RETENTION
PERIOD
APP.
DATE
1 year after
obligation is
cancelled or
employee
retirement/sep
aration
7/28/94
10/15/09
(Specify media
type)
2 years
7/28/94
10/15/09
(Specify media
type)
3 years
7/28/94
10/15/09
(Specify media
type)
10/20/05
10/15/09
(Specify media
type)
Paper
Electronic
Paper
Electronic
1 year as
needed
Paper
05-04b
Electronic
1 year as
needed
05-04c
Electronic
7 years
94227a
94227b
94209a
94209b
94228a
94228b
7/28/94
10/15/09
(Specify media
type)
7/28/94
10/15/09
(Specify media
type)
Electronic
Paper
Electronic
Paper
Electronic
Until no
further
administrative
value
Until revised
or employee
retires/separate
s
DATE
NO RC-3
REQ.
X
Paper
Until revised
AMEND.
X
X
10/15/09
(Specify media
type)
Return to Index
III. TRAFFIC BUREAU
RECORD TITLE AND
DESCRIPTION
90-day oversized load
moving permit
Coroner’s Statistic Report
• Fatal Accident files
• Possible fatal files
SCH.
#
9454a
9454b
9448a
9448b
9444a
9444b
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Paper
1 year
Electronic
Paper
Electronic
21 years,
provided no
criminal/civil
action pending
21 years,
provided no
criminal/civil
action pending
DATE
7/28/1994
10/15/09
(Specify media
type)
7/28/1994
10/15/09
(Specify media
type)
7/28/1994
10/15/09
(Specify media
type)
Electronic
Paper
AMEND.
NO RC-3
REQ.
Page 20
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Fatal Accident Roster
Fatal Accident statistics
sheet
Felony Fleeing Folders
Hit-Skip collision
investigation
Horse Carriage Route
Request
Horse Health Certification
Horse Registration
Mounted Unit Request for
Service
Parade Permits
Photo red light hearing
package
Police Equipment Accident
Investigative Folders
•
Redflex Customer
Management
Report
SCH.
#
9447a
9447b
9446a
9446b
9452a
9452b
9445a
9445b
9455a
9455b
9441a
9441b
9442a
9442b
9440a
9440b
9456a
9456b
0603a
0603b
9451a
9451b
0601a
MEDIA
TYPE
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
RETENTION
PERIOD
21 years,
provided no
criminal/civil
action pending
21 years,
provided no
criminal/civil
action pending
APP.
DATE
10/15/09
(Specify media
type)
7/28/1994
10/15/09
(Specify media
type)
6 years,
provided no
action pending
7/28/1994
10/15/09
(Specify media
type)
6 years,
provided no
criminal or
civil action
pending
7/28/1994
10/15/09
(Specify media
type)
1 year
7/28/1994
10/15/09
(Specify media
type)
1 year
7/28/1994
10/15/09
(Specify media
type)
Life of Horse
7/28/1994
10/15/09
(Specify media
type)
3 years
7/28/1994
10/15/09
(Specify media
type)
3 years
7/28/1994
10/15/09
(Specify media
type)
2 years
11/3/2006
10/15/09
(Specify media
type)
6 years,
provided no
action pending
7/28/1994
10/15/09
(Specify media
type)
2 years
11/3/2006
10/15/09
(Specify media
type)
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Electronic
Paper
DATE
7/28/1994
Paper
Paper
AMEND.
NO RC-3
REQ.
X
Page 21
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
•
•
•
Incident Lookup
Report
Red light offender
statistics report
Police
authorization
screen
Redflex red light camera
rejections
Request for Drivers
License Exam (DL.15)
Right of Way Excavating
Permit (Copy)
Scales Truck Logs
School bus violation
investigations
Special Event/Activity
plans
TMP (grant program) logs,
worksheets, assignment
sheets
Traffic Ticket Ledgers and
Sign out cards
Waiver form for Manure
SCH.
#
MEDIA
TYPE
0601b
Electronic
06-02
Electronic
9450a
9450b
9453a
9453b
9457a
9457b
9449a
9449b
9431a
9431b
9458a
9458b
0307a
0307b
9443a
9443b
RETENTION
PERIOD
APP.
DATE
11/3/2006
6 years
7/28/1994
10/15/09
(Specify media
type)
1 year
7/28/1994
10/15/09
(Specify media
type)
1 year
7/28/1994
10/15/09
(Specify media
type)
6 years
7/28/1994
10/15/09
(Specify media
type)
Master copy: 2
years from the
date of event
7/28/1994
10/15/09
(Specify media
type)
1 year
provided
program has
been audited
7/28/1994
10/15/09
(Specify media
type)
2 years
5/12/2003
10/15/09
(Specify media
type)
3 years
7/28/1994
10/15/09
(Specify media
type)
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Electronic
Paper
Electronic
DATE
60 days
Paper
Paper
AMEND.
Paper
Electronic
Paper
Electronic
NO RC-3
REQ.
X
Return to Index
Page 22
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
IV. COMMUNICATIONS BUREAU
RECORD TITLE
AND
DESCRIPTION
SCH. #
MEDIA
TYPE
03-08a
Paper
6-B list
Audio/Video
Request forms
(multimedia)
CAD Incident
Reports
CAD User Activity
Reports
E-911 Activity
Reports
03-08b
Electronic
08-01a
Paper
08-01b
Electronic
94-59a
Paper
94-59b
Electronic
94-60a
Paper
94-60b
Electronic
94-62a
Paper
94-62b
Electronic
94-61a
Paper
Other CAD reports
Radio, 800 MHz
Activity Reports
Radio, 800 MHz
Management Reports
Radio, Incident Run
Cards
Recorded Radio and
Telephone
Transmissions
(Communications
Bureau) DVD
Return to Index
94-61b
Electronic
94-63a
Paper
94-63b
Electronic
94-64a
Paper
RETENTION
PERIOD
APP.
DATE
AMEND.
6 months
5/12/2003
10/15/09
(Specify
media type)
2 years,
provided no
criminal/civil
pending
9/22/2008
10/15/09
(Specify
media type)
3 years
7/28/1994
10/15/09
(Specify
media type)
2 years
7/28/1994
10/15/09
(Specify
media type)
2 years
7/28/1994
10/15/09
(Specify
media type)
2 years
7/28/1994
10/15/09
(Specify
media type)
2 years
7/28/1994
10/15/09
(Specify
media type)
2 years
7/28/1994
10/15/09
(Specify
media type)
DATE
NO
RC-3
REQ.
94-64b
Electronic
94-65
Paper
Until no further
Administrative
value
7/28/1994
X
02-09
Electronic
2 years
9/30/2002
X
Page 23
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
V. SPECIAL SERVICES BUREAU
RECORD TITLE
AND DESCRIPTION
Boat Dock
Registration Form and
Special events permits
(Copy from Parks and
Recs. Dept.)
Helicopter Incident
Report
Helicopter Observer
Evaluation
HelicopterEngineering/Flight
Report-Copy
HelicopterEngineering/Flight
Report-Original
Individual Flight
Record
K-9 Use Report
Relief
Observer/Orientation
Flight log
S.W.A.T. Mission
Files
S.W.A.T. Shooting
Incident Files
SCH. MEDIA
#
TYPE
9481a
Paper
9481b
Electronic
9475a
9475b
9478a
9478b
9480a
9480b
9479a
9479b
9476a
9476b
0515a
0515b
9477a
9477b
9473a
9473b
9474a
9474b
RETENTION
PERIOD
1 year, or until
no further
administrative
value
APP.
DATE
AMEND.
DATE
7/28/1994
10/15/09
(Specify
media
type)
Paper
2 years
7/28/1994
6 months
7/28/1994
4 years
7/28/1994
Permanent,
with helicopter
7/28/1994
Permanent,
until retirement
7/28/1994
3 years
10/20/2005
1 year
7/28/1994
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
10 years
7/28/1994
10 years
7/28/1994
Electronic
Paper
Electronic
NO
RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Return to Index
Page 24
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
VI. PATROL BUREAUS
RECORD TITLE
SCH.
AND DESCRIPTION
#
BAC log
C.C.W. files
Citizen Ride-Along
Request/Release
Directed Patrol
Bulletins
Field Interview
Summary Report
Multi-purpose
investigation format
(copy)
PARS Report form
Patrol, Cars Laid-in
Form
Patrol, Emergency
Contact card
Patrol, Guard Log
Patrol, Shift StatisticsEquipment
Patrol, Unusual
Occurrence Log
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
9489a
Paper
9489b
7/28/1994
Electronic
6 years, provided no
criminal or civil
action pending
10/15/09
(Specify
media type)
6 years
5/12/2003
10/15/09
(Specify
media type)
3 years
7/28/1994
10/15/09
(Specify
media type)
1 year
7/28/1994
10/15/09
(Specify
media type)
1 year
7/28/1994
10/15/09
(Specify
media type)
1 year
7/28/1994
10/15/09
(Specify
media type)
2 years
7/28/1994
10/15/09
(Specify
media type)
3 months
7/28/1994
10/15/09
(Specify
media type)
6 months
7/28/1994
6 months
7/28/1994
10/15/09
(Specify
media type)
3 months
7/28/1994
10/15/09
(Specify
media type)
3 months
7/28/1994
10/15/09
(Specify
0305a
0305b
9486a
9486b
94156a
94156b
9482a
9482b
9484a
9484b
9487a
9487b
9492a
9492b
94-88
9485a
9485b
9490a
9490b
9491a
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Paper
Electronic
Paper
Electronic
Paper
AMEND.
DATE
NO
RC3
REQ.
Page 25
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE
AND DESCRIPTION
(paper & computer)
Patrol, Vacation house
checks
SCH.
#
9491b
9493a
9493b
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Electronic
DATE
media type)
Electronic
Paper
AMEND.
NO
RC3
REQ.
30 days after owner
returns
7/28/1994
10/15/09
(Specify
media type)
Return to Index
VII. SPECIAL VICTIMS BUREAU
Record Title and
Description
Domestic Violence Case
Files
Juvenile, Investigation
Packages
SCH.
#
MEDIA
TYPE
RETENTION
PERIOD
07-01a
Paper
9/24/2007
07-01b
Electronic
21 years
provided no
action pending
94-95a
Paper
7/28/1994
94-95b
Electronic
6 years
provided no
action pending
03-22a
Paper
9/29/2003
03-22b
Electronic
Until no further
administrative
value
94-99a
Paper
7/28/1994
94-99b
Electronic
3 Years
provided no
action is
pending.
Locator Posters
Missing Person packages,
Dental Records Requests
APP.
DATE
AMEND.
DATE
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
NO
RC-3
REQ.
X
Return to Index
VIII. VICE/INTELLIGENCE
RECORD TITLE AND
DESCRIPTION
SCH.
#
94-140
MEDIA
TYPE
Bias Crime Statistics
Boot joint files
94103a
94130b
94136a
APP.
DATE
Paper
Active Prostitution files
94140b
RETENTION
PERIOD
6 Months
7/28/1994
5 years
7/28/1994
6 years
7/28/1994
Electronic
Paper
Electronic
Paper
AMEND.
DATE
NO
RC-3
REQ.
10/15/09
(Specify
media
type &
change
retention
period)
10/15/09
(Specify
media
type)
10/15/09
(Specify
Page 26
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Case Files
Computer Index form
Escort files
Gambling files
Intelligence Bureau,
Criminal Case files
Knock Out ProstitutionTraining files
Labor Dispute Complaint
Liquor files
Supervisors Report on
Un-cleared complaints
Vice complaints
Vice Officer Rental
Property
SCH.
#
MEDIA
TYPE
94136b
Electronic
94133a
Paper
94133b
Electronic
94-102
Paper
94137a
94137b
94135a
94135b
94101a
94101b
94141a
94141b
94104a
94104b
94138a
94138b
94139a
94139b
94134a
94134b
94142a
94142b
RETENTION
PERIOD
APP.
DATE
6 years,
provided no
criminal or civil
action is
pending
7/28/1994
When entered
into computer,
as updated
7/28/1994
6 years
7/28/1994
6 years
7/28/1994
Electronic
Paper
Electronic
Electronic
Paper
Electronic
Paper
Electronic
DATE
NO
RC-3
REQ.
media
type)
Paper
Paper
AMEND.
6 years,
provided no
criminal or civil
action is
pending
7/28/1994
Permanent,
updated
7/28/1994
2 years from
dispute
resolution
7/28/1994
20 years
7/28/1994
1 year
7/28/1994
5 years
7/28/1994
1 year
7/28/1994
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Return to Index
Page 27
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
IX.
RECORD TITLE AND
DESCRIPTION
Drug Operation Statistics
Narcotics Bureau
Mission Files
Narcotics Bureau, Phone
company request letters
Narcotics Case Folders
Narcotics Complaints,
Investigative Reports,
Notification Letters
SCH.
#
94175a
94175b
94107a
94107b
94108a
94108b
94105a
94105b
NARCOTICS BUREAU
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Paper
1 year
7/28/1994
3 years
7/28/1994
3 years
7/28/1994
6 years,
provided no
action pending
7/28/1994
6 years
2/7/2005
6 years
5/12/2003
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
04-05a
Paper
04-05b
Electronic
03-11a
Paper
03-11b
Electronic
Nuisance Abatement files
AMEND.
DATE
NO
RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Return to Index
X.
CRIMES AGAINST PERSONS/PROPERTY
RECORD TITLE AND
DESCRIPTION
Aggravated Assault case
File Packages
Auto Theft felony packages
Burglary Squad Case Files
C.S.S.U. Case files
SCH.
#
94117a
94117b
94120a
94120b
94132a
94132b
94123a
94123b
MEDIA TYPE
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
RETENTION
PERIOD
APP.
DATE
21 years, no
criminal/civil
pending
7/28/1994
6 years,
provided no
action is
pending
7/28/1994
21 years, no
criminal/civil
pending
7/28/1994
10 years,
provided no
action is
pending
7/28/1994
AMEND.
DATE
NO
RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Page 28
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Crime Lab
Competency/Proficiency
test records
SCH.
#
MEDIA TYPE
05-02a
Paper
05-02b
Electronic
94112a
Paper
Crime Lab Examination
packets
Crime Lab instrument
calibration and maintenance
records
Crime Lab invoices for
Foreign Departments
Crime Lab manuals, audits,
reviews, studies
Crime Lab OMVI Ledger
Crime Lab Submission
Ledger
Criminal Trial schedule
D.O.A./suicide Case file
packages
Daily I.D. Record
94112b
Electronic
05-03a
Paper
05-03b
Electronic
94115a
94115b
7 years after
separation from
employment
with the
Division
Permanent:
Homicide, sex
offenses,
Aggravated
Assaults,
Robbery and
other crimes
against persons.
Microfilm,
regardless of
type of crime.
10 years:
All other crimes
10 years after
the instrument is
removed from
service
APP.
DATE
05-01b
Electronic
7/28/1994
10/15/09
(Specify
media
type)
6/28/2005
Permanent
7/28/1994
20 years and
until no further
administrative
value
6/28/2005
Permanent
7/28/1994
Permanent
7/28/1994
6 months
7/28/1994
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
5 Years
Electronic
Permanent
7/28/1994
Paper
6 months
Electronic
DATE
6/28/2005
Electronic
Paper
AMEND.
10/15/09
(Specify
media
type)
Paper
05-01a
94114a
94114b
94113a
94113b
94127a
94127b
94118a
94118b
94126a
94126b
RETENTION
PERIOD
7/28/1994
NO
RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Page 29
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Detective Bureau Citizen
Contact and Phone Contact
forms
Detective Bureau Press
Releases
Detective Bureau Roll Call
Bulletins
Foreign Auto Theft
Recoveries
Forgery-Fraud Case files
SCH.
#
94110a
94110b
94124a
94124b
94111a
94111b
94121a
94121b
94122a
94122b
MEDIA TYPE
Most Wanted Bulletins
Robbery Case Squad files
Scrap Dealers Report form
I-22.100
Sexual Abuse Squad Case
Files
1 year
7/28/1994
1 year
7/28/1994
1 year
7/28/1994
10 years,
provided no
action is
pending
7/28/1994
6 years
5/10/2004
Permanent
7/28/1994
1 year
7/28/1994
3 years
5/01/1995
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
04-01b
Electronic
Paper
Electronic
Paper
Electronic
95-01a
Paper
95-01b
Electronic
94119a
94119b
94131a
94131b
7/28/1994
Paper
Pawnshop Pledge cards
Police Involved Shooting
packages
1 year
Electronic
04-01a
94116a
94116b
94125a
94125b
APP.
DATE
Paper
Fugitive Case Files
Homicide Case file
packages
RETENTION
PERIOD
Paper
10 years
Electronic
Permanent
Paper
21 years, no
criminal/civil
pending
7/28/1994
3 years
5/06/1996
21 years, no
criminal/civil
7/28/1994
7/28/1994
Electronic
96-01a
Paper
96-01b
Electronic
94130a
Paper
AMEND.
DATE
NO
RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
Page 30
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Special Investigations Unit
case files
SCH.
#
MEDIA TYPE
94130b
Electronic
94-129
Paper
94109a
94109b
Threat Correspondence
RETENTION
PERIOD
APP.
DATE
DATE
pending
media
type)
7 years
7/28/1994
Permanent, until
6 years after
threatened
officer retires
Paper
Electronic
NO
RC-3
REQ.
AMEND.
10/15/09
(Specify
media
type)
7/28/1994
Return to Index
XI. LEGAL ADVISOR’S OFFICE
RECORD TITLE AND
DESCRIPTION
Damage claims
SCH. #
MEDIA TYPE
94-147a
Paper
94-147b
Electronic
94-145a
Paper
94-145b
Electronic
94-146a
Paper
94-146b
Electronic
94-144a
Paper
94.144b
Electronic
94-148a
Paper
94.148b
Electronic
Division Subpoenas on file
Forced Entry Investigations
Legal Opinions
Legal Section case folders
RETENTION
PERIOD
APP.
DATE
NO
RC-3
REQ.
AMEND.
DATE
5 years,
provided no
action pending
7/28/1994
1 year
7/28/1994
5 years,
provided no
action pending
7/28/1994
3 years
7/28/1994
6 years,
provided no
action pending
7/28/1994
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Return to Index
XII. PROFESSIONAL STANDARDS BUREAU
RECORD TITLE AND
DESCRIPTION
Accreditation Compliance
Files
Discipline conference
summaries
SCH.
#
0403a
0403b
94153a
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Paper
4 years
5/10/2004
3 years
7/28/1994
Electronic
Paper
AMEND.
DATE
NO
RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
Page 31
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Division Directive (obsolete
editions)
Field Report Manual (obsolete
editions)
Fleet Safety Manual (obsolete
editions)
General Staff and
Commander’s meeting agendas
Grievance/Discipline Liaison
files
Labor Relations
correspondence
• Public Record Request Log
• Public Record Request
Folder
• Public Record Request
Database
Records Retention Master
Records Retention
development files
Records Retention Warehouse
Work Order
(E-10.107)
Records Transfer form
(E-10.103)
Special Staff Studies/Reports
Staff Inspection Reports
SCH.
#
94153b
94168a
94168b
94171a
94171b
94173a
94173b
94155a
94155b
0516a
0516b
94154a
94154b
94143a
MEDIA
TYPE
RETENTION
PERIOD
Electronic
Paper
Electronic
6 years/
permanent
7/28/1994
3 years
7/28/1994
3 years
7/28/1994
3 years
7/28/1994
6 years
10/20/2005
Duration of
contract
7/28/1994
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
1 year
94143b
0320a
0920b
0302a
0302b
0301a
0901b
94151a
94151b
94150a
94150b
APP.
DATE
7/28/1994
Electronic
Paper
Permanent
2/02/2004
Destroy with
the original
record
2/03/2003
Destroy with
the original
record
2/03/2003
3 years
7/28/1994
Until
subsequent
inspection done
7/28/1994
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
AMEND.
DATE
NO
RC-3
REQ.
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Page 32
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Status of Division report
(monthly)
Step 3 Grievance Responses
Supervisors Manual (obsolete
editions)
SCH.
#
94170a
94170b
94152a
94152b
94172a
94172b
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Paper
1 year
7/28/1994
3 years
7/28/1994
3 years
7/28/1994
Electronic
Paper
Electronic
Paper
Electronic
AMEND.
DATE
NO
RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Return to Index
Page 33
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
XIII. INTERNAL AFFAIRS BUREAU
RECORD TITLE AND
DESCRIPTION
Action Response Report
SCH. MEDIA
#
TYPE
0201a
Paper
RETENTION
PERIOD
Originals –
Levels 0-1, 2
years
providing no
civil/criminal
action is
pending.
Levels 2 -8,
once scanned,
destroy.
Copies – once
entered in
database
destroy.
APP.
DATE
AMEND. NO RC-3
DATE
REQ.
9/30/2003
10/15/09
(Specify
media
type)
X
Page 34
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH. MEDIA
#
TYPE
0201b
Administrative proceeding
records
Citizen Complaint
Investigations
Citizen
Compliment/Complaint
form. Copies to employee,
Bureau
Commander/Complainant,
Patrol Administrative
Lieutenant
94179a
Electronic
Paper
94179b
Electronic
94193a
Paper
94193b
Electronic
94181a
Paper
94181b
Electronic
94182a
Paper
Complaint Disposition
94182b
Entries and records of
investigations of
complaints classified as
withdrawn, unfounded or
9439a
Electronic
Paper
RETENTION
PERIOD
APP.
DATE
AMEND. NO RC-3
DATE
REQ.
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type,
Database – 2
years after
separation
providing no
civil/criminal
action
pending.
Scanned level
2, 3 years.
Level 3 – 7, 4
years. Level
8, 6 years.
All levels
providing no
civil / criminal
action
pending.
4 years
provided no
civil or
criminal
action is
pending
4 years,
provided no
civil or
criminal
action is
pending
4 years
provided no
civil or
criminal
action is
pending
4 years
provided no
civil or
criminal
action is
pending
3 years from
date the
complaint was
classified
Page 35
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH. MEDIA
#
TYPE
exonerated.
Criminal Rights
Warning/Waiver: Original
to case file, copy to
Officer
Data Processing worksheet
File cards indexing
individual employee:
• Use of Force
• Injuries
• Chemical mace
• Use of Firearms
• Citizen complaints
• IAB investigations
9439b
Electronic
94178a
Paper
94178b
Electronic
02-05
Paper
IAB investigations
94192b
IAB, Notification of
Record Removal
IAB, Records Removal
Notification
Injury to prisoner
investigation letters
94187a
94187b
94186a
94186b
94190a
94190b
provided: 1)
No subsequent
corrective /
disciplinary
action during
the 3 year
period, 2) No
civil or
criminal
action is
threatened or
pending.
4 years
provided no
civil or
criminal
action is
pending
Until
transferred to
computer
database
File cards
maintained
until entered
into computer
database
94189
94192a
RETENTION
PERIOD
Electronic
4 years,
provided no
civil or
criminal
action is
pending
APP.
DATE
minor
change in
wording)
7/28/1994
7/28/1994
4 years
7/28/1994
4 years
7/28/1994
Paper
Electronic
Electronic
X
7/28/1994
Electronic
3 years,
provided no
civil or
criminal
action is
pending
10/15/09
(Specify
media
type)
9/30/03
Paper
Paper
AMEND. NO RC-3
DATE
REQ.
7/28/1994
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Page 36
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Investigative Summary of
Complaint
Notification of
Departmental Charges.
Original w/ employee.
Copy in package
Notification of Internal
Investigation and
Notification of Rights
Notification of Internal
Investigation Original to
case file/copy to officer
Request and Consent for
Release of Medical
Information/authority/copy
IAB
SCH. MEDIA
#
TYPE
94180a
Paper
94180b
Electronic
94184a
Paper
94184b
Electronic
94177a
Paper
94177b
Electronic
94176a
Paper
94176b
94183a
94183b
Electronic
94185a
Use of Chemical Mace
Investigation Letters
AMEND. NO RC-3
DATE
REQ.
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
4 years
Electronic
Until No
further
Administrative
Value.
X
Paper
4 Years
7/28/1994
Until No
further
Administrative
Value.
Notice to Employee of
semi-annual review and
E.A.R.S. Worksheet.
Notice to Chain of
Command, Summary of
findings-E.A.R.S.
Committee, annual review
form
4 years
provided no
civil or
criminal
action is
pending
4 years
provided no
civil or
criminal
action is
pending
4 years
provided no
civil or
criminal
action is
pending
4 years,
provided no
criminal or
civil action
pending
APP.
DATE
Paper
Notice to Employee of
semi-annual review and
E.A.R.S. Worksheet.
Notice to Chain of
Command, Summary of
findings-E.A.R.S.
Committee, annual review
form
RETENTION
PERIOD
94185b
10/15/09
(Specify
media
type)
X
Electronic
4 Years
94191a
Paper
94191b
Electronic
3 years
provided no
civil or
criminal
action is
pending
7/28/1994
10/15/09
(Specify
media
type)
Page 37
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Use of Firearm
Investigations
Use of Force investigation
letters
SCH. MEDIA
#
TYPE
94194a
Paper
94194b
Electronic
94188a
Paper
94188b
Electronic
RETENTION
PERIOD
6 years,
provided no
civil or
criminal
action is
pending
4 years
provided no
civil or
criminal
action is
pending
APP.
DATE
AMEND. NO RC-3
DATE
REQ.
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
Return to Index
XIV. TRAINING BUREAU
RECORD TITLE AND
DESCRIPTION
City owned gun cards
Driver training records
(recruit and remedial)
SCH.
#
94307a
94307b
94289a
94289b
MEDIA
TYPE
Paper
Electronic
Field Training Officer
(F.T.O.) application
packages
Firearms Qualifications
form
Individual Recruit records,
F.T.O. files, C.T.O. files
Until sold or
traded
7/28/199
4
5 years
7/28/199
4
Until
retirement,
provided no
civil or
criminal action
pending
7/28/199
4
10/15/09
(Specify
media
type)
6 years
7/28/199
4
10/15/09
(Specify
media
type)
5/12/200
3
10/15/09
(Specify
media
type)
7/28/199
4
10/15/09
(Specify
media
type)
7/28/199
4
10/15/09
(Specify
media
type)
Electronic
94305a
Paper
94305b
Electronic
94285
94285
0309a
Electronic
0309b
Electronic
94304a
Paper
94304b
Electronic
94286a
94287b
APP.
DATE
Paper
F.A.T.S. training form
Field training board
reports
RETENTION
PERIOD
Paper
Paper
Paper
Electronic
2 years after
separation
from the
F.T.O.
program
Until
retirement,
provided no
civil or
criminal action
is pending
8 years after
date of hire
AMEND.
DATE
NO RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Page 38
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
In-service firearms
training card
In-service training records
Instructor certificate
records
Instructor Development
courses
Issued Equipment-sold or
destroyed
MAPS records
New Supervisor’s training
Ohio Peace Officer
training report-Annual
Ordnance Property
Inventory Card
Ordnance Property
Inventory form for Sworn
personnel use
Ordnance Requisition
form
Recruit class records
Reserve files/Active
SCH.
#
MEDIA
TYPE
94308a
Paper
94308b
Electronic
94294a
94294b
94288a
94288b
94290a
94290b
94297a
94297b
94292a
94292b
94291a
94291b
94298a
94298b
94306a
94306b
94302a
94302b
94303a
94303b
94287a
94287b
94282a
RETENTION
PERIOD
APP.
DATE
Until
retirement,
provided no
civil or
criminal action
pending
7/28/199
4
6 years
7/28/199
4
Until
retirement or
expiration of
certification
7/28/199
4
5 years
7/28/199
4
6 years
7/28/199
4
1 year
7/28/199
4
5 years
7/28/199
4
6 years
7/28/199
4
Until
retirement
7/28/199
4
Until
retirement
7/28/199
4
5 years
7/28/199
4
Indefinite
7/28/199
4
Until
retirement
7/28/199
4
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
AMEND.
DATE
NO RC-3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
Page 39
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Reserve files/Inactive
S.W.A.T. weapons file
Service Ammunition
Issued Lists
Special Supervisor
Training
Taser Maintenance
Records
Taser, Data port Records
Teddy Bear program.
Community education
records
Training recordsmiscellaneous
Use of Firearms reports
Vehicular Pursuit records
Weapons purchased by
retired sworn personnel
SCH.
#
94282b
94283a
94283b
94300a
94300b
94299a
94299b
94293a
94293b
0507a
0507b
05-06
94309a
94309b
94284a
94284b
94296a
94296b
94295a
94295b
94301a
94301b
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Electronic
Paper
5 years
7/28/199
4
5 years
7/28/199
4
5 years
7/28/199
4
5 years.
Individuals file
7/28/199
4
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Electronic
7 years after
equipment is
removed from
service
Dataport
downloaded to
disk annually.
Dataport
automatically
overwritten
when full.
Disk – 20
years
Paper
1 year
5 years
7/28/199
4
6 years,
provided no
pending action
7/28/199
4
6 years,
provided no
pending action
7/28/199
4
1 year from
retirement date
7/28/199
4
Paper
Electronic
Electronic
Paper
Electronic
Paper
Electronic
DATE
NO RC-3
REQ.
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
X
Disk – 20
years.
10/20/20
05
7/28/199
4
Electronic
Paper
10/20/20
05
AMEND.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Page 40
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
Return to Index
XV. TECHNICAL SERVICES BUREAU
RECORD TITLE AND
DESCRIPTION
Adult Parole Letters
AFIS log
Annual Reports, Master
Copies
Burroughs printouts
Unisys printouts
Copies of T.P.O. and
C.P.O.
Daily Bulletin: Letters of
information for posting
SCH.
#
0316a
0316b
94363a
94363b
94174a
94174b
0317a
0917b
0310a
0310b
94326a
94326b
0206a
MEDIA
TYPE
Paper
Electronic
RETENTION
PERIOD
Until no further
administrative
or legal value
9/29/2003
10 years
7/28/1994
Permanent
7/28/1994
Until no further
administrative
value
9/29/2003
1 year after
cancellation or
expiration
5/12/2003
Until no further
administrative
value. No RC3 needed
7/28/1994
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
94160a
Electronic
Paper
Field Interview Cards
94160b
Forms database stored on
computer
94352
Electronic
AMEND.
DATE
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
30 days after
scanned
Domestic Violence Report
0206b
APP.
DATE
NO RC3
REQ.
X
X
X
X
9/30/2002
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
Media
Type)
Indefinate
Until no further
administrative
value
Indefinite
Indefinite
X
7/28/1994
Page 41
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
ID, Audit Log ID folders
ID, sealed and expunged
book
Voluntary submission
identification record
SCH.
#
94355a
94355b
94354a
94354b
0315a
0315b
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Paper
1 year
7/28/1994
Indefinite
7/28/1994
Until no further
administrative
or legal value
9/29/2003
Electronic
Paper
Electronic
Paper
Electronic
AMEND.
DATE
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
NO RC3
REQ.
X
X
Adult –
Indefinite
0312a
Paper
Identification file
• L.E.A.D.S. newsletter
• Newsletter Sign-off
record
• Acknowledgement of
Distribution roster
L.E.A.D.S. Print-outs
Latent case file
0312b
Electronic
94128a
Paper
Juvenile-Until
age 18 and
then:
If adjudicated
delinquent for a
felony or
violent
misdemeanor
the file is
transferred to
adult status and
is indefinite,
otherwise the
file is turned
over to the
Juvenile court
for destruction
in accordance
with section
2151 of the
O.R.C. No RC3 needed
3 years
94128b
0306a
0306b
94361a
94361b
X
10/15/09
(Specify
media
type)
7/28/1994
Electronic
Paper
Electronic
Until no further
administrative
value
5/12/2003
Indefinite
7/28/1994
Paper
Electronic
For juvenile
adjudicated
delinquent for
anything
other than a
felony or
violent
misdemeanor
only. See
“Retention
Period”
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
X
Page 42
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Latent Log
Latent Unit
Communication log
Latent Unit comparisons
Offense Report, master
copy
Offset Printing
Requisitions
SCH.
#
94360a
94360b
94364a
94364b
94362a
94362b
94337a
94337b
94346a
94346b
94314a
MEDIA
TYPE
RETENTION
PERIOD
Paper
Indefinite
7/28/1994
Indefinite
7/28/1994
6 years, then
indefinite
7/28/1994
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
30 days after
scanned
Photo negatives- Accident
Scene
Photo negatives- Crime
Scene
Photo negatives-Criminal
ID
Photo negatives-Division
related
Form stored with negative
files
Log book for photo
negatives
Police Daily Bulletin,
master copy
94367
94366
94365
94368
94369a
94369b
94370a
94370b
94322a
7/28/1994
7/28/1994
10/15/09
(Specify
media
type)
30 Days after
scanned
Electronic
Indefinite
Electronic
Indefinite
7/28/1994
Electronic
Indefinite
7/28/1994
Electronic
Indefinite
7/28/1994
Electronic
Indefinite
7/28/1994
Paper
Indefinite
7/28/1994
Indefinite
7/28/1994
Until no further
administrative
value
7/28/1994
Electronic
Paper
Electronic
Paper
NO RC3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Electronic
Paper
DATE
7/28/1994
Paper
3 years
AMEND.
10/15/09
(Specify
media
type)
Indefinite
Ohio Traffic Crash form
94314b
APP.
DATE
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
X
X
X
Page 43
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Print shop duplicating
request record
Print shop duplicating
requests
Print shop form cards
Print shop job
specifications card
SCH.
#
MEDIA
TYPE
94322b
Electronic
94349a
94349b
94348a
94348b
94350a
94350b
94347a
94347b
Print shop name plate
request file
94351a
94351b
Printing Requisition
Database on computer
94353
Record of arrest (slate
card)
94335a
94335b
Records Wanted Person
Form
Records of Direct Indict
Records, Alias card
Records, cash register
receipts
94341a
94341b
94334a
94334b
94318a
94318b
94324a
94324b
RETENTION
PERIOD
APP.
DATE
AMEND.
DATE
Permanent
Paper
1 year
7/28/1994
1 year
7/28/1994
5 years
7/28/1994
Electronic
Paper
Electronic
Paper
Electronic
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
1 year
7/28/1994
10/15/09
(Specify
media
type)
Electronic
2 years
7/28/1994
Paper
Until no further
Administrative
value
Paper
5 years
Electronic
Paper
Electronic
Electronic
Paper
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
30 days after
scanned
Electronic
Indefinite
Paper
Until no further
Administrative
value
7/28/1994
6 years
7/28/1994
Until audited
7/28/1994
Electronic
NO RC3
REQ.
Paper
Electronic
Paper
Electronic
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
X
X
X
Page 44
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Records, CCH/FBI/III log
Records, Daily teletype
log
Records, Emergency
Business card
Records, gun card
SCH.
#
94316a
94316b
94317a
94317b
94319a
94319b
94321a
94321b
MEDIA
TYPE
RETENTION
PERIOD
APP.
DATE
Paper
2 years
7/28/1994
Electronic
Paper
6 years
7/28/1994
Electronic
Paper
Electronic
Paper
Electronic
As long as
information is
active
7/28/1994
As long as
active
7/28/1994
Records, Gun postcard
94329
Paper
While active
7/28/1994
Records, License Plate
postcard
94327
Paper
5 years, or until
removed from
L.E.A.D.S.
7/28/1994
94342a
Paper
30 days after
scanned
Records, Missing person
form
Records, Teletype
Communication form
Records, Trainee
Evaluation
Records, Validations form
letter (guns)
Records, Validations form
letter (securities)
Records, Validations form
letter (tags)
7/28/1994
94342b
94315a
94315b
94325a
94325b
94332a
94332b
94331a
94331b
94330a
94330b
Electronic
Indefinite
Paper
6 years
7/28/1994
Until 1 year
service
anniversary
date
7/28/1994
While active
7/28/1994
While active
7/28/1994
4 years
7/28/1994
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
Paper
Electronic
AMEND.
DATE
NO RC3
REQ.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
X
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
Page 45
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
SCH.
#
Records, Vehicle postcard
94328
Records, vehicle/boat card
94320a
94320b
94340a
MEDIA
TYPE
Paper
Paper
Electronic
Paper
RETENTION
PERIOD
APP.
DATE
5 years, or until
removed from
L.E.A.D.S.
7/28/1994
As long as
active
Report Reclassification
form
Security Camera
Recordings
Summons record card
Teletypes-Records Unit
Traffic Data
Collection Form
94340b
Electronic
Indefinite
94338a
Paper
30 days after
scanned
94338b
Electronic
Indefinite
94339a
Paper
30 days after
scanned
94339b
Electronic
Indefinite
0319a
Computer
14 days
0319b
Other
Electronic
94336a
94336b
0402a
0402b
0207a
0207b
Traffic Ticket copy
94323a
Paper
Electronic
Paper
Electronic
Paper
DATE
X
7/28/1994
9/30/2002
7/28/1994
10/15/09
(Specify
media
type)
7/28/1994
9/30/2002
9/29/2003
10/15/09
(Specify
media
type)
Until no further
administrative
value
7/28/1994
2 years after
inactive
5/10/2004
Electronic
Indefinite
Paper
Until no further
administrative
value
X
X
60 days
Until
transferred to
computer
database
NO RC3
REQ.
10/15/09
(Specify
media
type)
30 days after
scanned
Report Addition form
Report narrative/Vehicle
recovery, master copy
7/28/1994
AMEND.
10/15/09
(Specify
media
type)
10/15/09
(Specify
media
type)
2/03/2003
10/15/09
(Specify
media
type)
7/28/1994
10/15/09
(Specify
media
type)
X
X
X
X
Page 46
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions
RECORD TITLE AND
DESCRIPTION
Copies – Warrant and
Warrant Recall Notices,
Traffic or Criminal
Vehicle Acquisitions FA80
Vehicle Dispositions FA82
Vehicle mileage reports
SCH.
#
MEDIA
TYPE
94323b
Electronic
10 years
Paper
Until no further
administrative
value
9/30/2002
6 years
7/28/1994
3 years
7/28/1994
6 years
7/28/1994
0208a
0208b
94344a
94344b
94345a
94345b
94343a
94343b
Electronic
RETENTION
PERIOD
APP.
DATE
Paper
Electronic
Paper
Electronic
Paper
Electronic
AMEND.
DATE
0/15/09
(Specify
media
type)
0/15/09
(Specify
media
type)
0/15/09
(Specify
media
type)
0/15/09
(Specify
media
type)
NO RC3
REQ.
X
Return to Index
XVI. STRATEGIC RESPONSE BUREAU
RECORD TITLE AND
DESCRIPTION
SCH. # RETENTION
PERIOD
MEDIA
TYPE
APP.
DATE
94-157a
Crime Pattern Advisory
Crime Analysis reports
94-157b
1 year
7/28/1994
AMEND. NO
RCDATE
3
REQ.
0/15/09
(Specify
media
type)
RETURN TO INDEX
Page 47
Revised 4/7/2010
Contact the Inspections Admin. Section Lieutenant of the Professional Standards Bureau for any corrections or additions