RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
INVESTIGATIONS & REPORTS (Investigations is a separate section from Records in the new schedule) 1 Accident Reports
Traffic Collision Fatalities Reports
CL+2
P
-
-
CL+2
P
Minimum 10
years
PD -044 (Crime Reports)
2 Actions - Disciplinary/Investigatory
Records Relating to Department
Personnel
CL+2 - CL+2 Depends
upon
Situation
PD-005 through PD-007 (new mandates)
3 Arrest/Conviction (Marijuana)
H&S Section 11357(b), (c), (d),
(e) or H&S Section 11360(b)
Violations Occurring after
January 1, 1976
CL+2 - CL+2
2 years Various depending upon situation
4 Arrest/Conviction (Marijuana)
H&S Section 11357(b), (c), (d),
(e) or H&S Section 11360(b)
Violations Occurring before
January 1, 1976
Mandatory
destruction upon
notice from DOJ
- Mandatory
destruction upon
notice from DOJ n/a
5 Asset Forfeiture
Investigation/Proceedings
Case File
CL+2 - CL+2 5 years
Per Federal DOJ requirements (Equitable
Sharing Guide);
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
6 Case Books, Investigative CL+2 - CL+2 All Final
Reports
Transferred
to Records
7 Case Files
Homicide; Investigator=s File
P - P All Final
Reports
Transferred
to Records
8 Claim Files
Relating to Citizen Complaint
Against Police Officer
Not relating to Citizen
Complaint
against Police Officer
CL+5
CL+2
-
-
CL+5
CL+2
Depends
upon
Situation
PD-005 through PD-007 (new mandates)
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
9 Crime Reports - Felony With or Without
Arrest
See Descriptor - * Depends
Upon
Felony
Permanent: ALL Capital Crimes, Homicide,
Juvenile, Child Abuse (substantiated), Elder
Abuse (substantiated), & Sexual Assault
(Rape), Arson (Suspected or Undetermined)
10 Crime Reports -
Misdemeanor/infractions
CL+2 - CL+2 Minimum
10 years Unless mandatory purge or retention
11 Destruction of Crime Property
Guns
Narcotics
P
P
-
-
P
P
Minimum 2
years
PD-039
12 Fingerprints
Suspect, Adult/Juvenile
Certain license applicants
Records Latent
CL
T+2
*
-
-
-
CL
T+2
*
n/a
13 Juvenile Mandatory
Destruction Upon
Mandatory
Destruction Upon
Sealing Date
+ 5 years (or
PD-053
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
and Pursuant to
Court Order
and Pursuant to
Court Order
Court Order)
14 Licenses
Bicycle
Bingo, Mace, etc.
Business License
Review Board
Administrative File
Duplicate (pink), Second Hand
Dealer, Pawn Brokers
CU+2
CU+2
T+2
CU+2
-
-
-
-
CU+2
CU+2
T+2
CU+2
Termination
of Business +
2 years
Or
Separation +
2 years
PD-023
Or
PD-024
15 Logs
Daily Activity (Jail)
Juvenile Detention
Investigative (Pre-arrest)
Property Control Logs
Rap Sheet Logs
Subpoena Logs
CU+2
CU+2
CU+2
CU+2
CL+2
CU+2
-
-
-
-
-
-
CU+2
CU+2
CU+2
CU+2
CL+2
CU+2
When No
Longer
Required
PD-030
16 Narcotics - No Arrest Case Files CL+2 - CL+2 10 years PD-044 17 Officer Involved Shootings - Case Files CL+25 - CL+25 Depends upon
PD-005 through PD-007 (new mandates)
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
Situation
18 Pawn Slips/Tickets CU+2 - CU+2 n/a On-line now
19 Permits
include ABC License
Concealed Weapons Permits
L+2 - L+2 Expiration +
2 years
PD-003
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
20 Photo Lab
Card -sign out
Chemical/Film Inventories
Operations Files
T+2
S+2
T+2
-
-
-
T+2
S+2
T+2
n/a
21 Property Files CU+2 - CU+2 n/a
22 Property - Original Until case is
adjudicated or
disposition
determined
- Until case is
adjudicated/or
disposition
determined
Follows the
Retention of
the
Evidence
23 Property, Pawn Brokers/Secondhand CU+2 - CU+2 n/a On-line 24 Registration Files, Arson, Sex and
Narcotics
Life of Registrant
Within Jurisdiction
- Life of Registrant
Within Jurisdiction
Varies PD-055 through PD-059 (new mandates)
25 Restraining orders
Includes: Emergency
protective orders, temporary
retraining orders, legal
stipulations, orders after
hearing
* See descriptor - *
Part of Crime Report Case File
26 Sealed
Adult Found Factually Innocent
Mandatory
Destruction Upon
- Mandatory
Destruction Upon
Date of
Arrest + 3
PD-050
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
and Pursuant to
Court Order
and Pursuant to
Court Order
years
27 Statistical (CR), Uniform Crime Reports
Mandatory to DOJ (LEIC); FBI Include
Return A/Supplement; Supplementary
Homicide Report; Law Enforcement
Officers Killed or Assaulted; Monthly
Return of Arson Offenses Known to
Law Enforcement; Number of Violent
Crimes Committed Against Senior
Citizens; Monthly Report of Domestic
Violence Related Calls for Assistance;
Monthly Arrest and Citation Register;
Monthly Hate Crimes Incidents; Death
in Custody Reporting
CU+2 - CU+2 Varies
28 Statistical (Crime Analysis) CU+2 - CU+2 n/a
29 Supplemental, Felony Capital Crimes,
Crimes Punishable by Death, Life
Imprisonment
P - P Perm
30 Tapes
Audio, Telephone, and Radio
Communications Recordings
CU+180 days - CU+180 days Minimum
100 days PD-036
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
Surveillance/Security Routine
Video Monitoring (Includes
Videos of Jail)
Video Recording Media
(videotapes, films, and
recordings of Aroutine video
monitoring@ pursuant to GC
34090.6 - duplicates)
CU+13 mo.
90 days after
occurrence of event
-
-
CU+13 mo.
90 days after
occurrence of event
31 Warrants
Felony
Misdemeanor - Criminal
Recall after 10 yrs
except for
Murder/Escape
Recall after 5 yrs
-
-
Recall after 10 yrs
except for
Murder/Escape
Recall after 5 yrs
Filed with Crime Report
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
Served
Unserved
849(b) and Any Arrest
Resulting in Detention only
Parking
Traffic
CU
Until served, recalled
or purged
CU+2
Recall after 1 yr
Recall after 5 yrs
-
-
-
-
-
CU
Until served, recalled
or purged
CU+2
Recall after 1 yr
Recall after 5 yrs
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
PATROL
32 Citations
Cards - Dispatch & Field
Interview
Citations:
HS11357(e), Juvenile
HS11357(b),(c)(d); 11360(b)
violations
Cite & Release
CA Vehicle Code Infractions -
(Duplicates)
Parking/Traffic (Duplicates)
CU+2
Until offender = 18 yr
CL+2
CL+2
CU+90 days
CU+2
-
-
-
-
-
-
-
CU+2
Until offender = 18 yr
CL+2
CL+2
CU+90 days
CU+2
2 years PD-042
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
Transmittals CU+2 CU+2
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
33 Communication
Equipment - Radio Logs
(Communication)
Radar Calibration Reports
CU+2
T+2
-
-
CU+2
T+2
Life of the
Equipment
JAIL
34 Daily Activity Logs CU+6 - CU+6 No Jail
35 Inked/Palm Cards AC+20 - AC+20
36 Inmates - Negatives of Photographs CU+20 - CU+20
37 Inmate Records * - *
38 Jail-Surveys CL+2 - CL+2
LEGAL RECORDS
39 Appeals (Served Copies) CU+3 - CU+3 n/a
40 City Attorney memoranda and legal
opinions
S+2 - S+2 n/a
41 Citizen Complaints (See Investigations
under ADMINISTRATIVE Row 52)
See new mandates
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
42 Litigation Files (Copies) CL+2 - CL+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
43 Subpoenas (Duplicate) CU+2 - CU+2 n/a
ADMINISTRATIVE and MISCELLANEOUS
44 California State
Other State Agencies
CU+2 - CU+2 n/a
45 Electronic Mail 10 days - 10 days
(Depends
upon
Content of
e-mail)
If Content Substantive, Follows retention for the
records series (e.g. a Harassment compliant would
be sent to HR, and kept for the retention period of a
Harassment Complaint.
If Content NOT Substantive, When No Longer
Required
On City-Wide, Correspondence
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
46 Correspondence
Chron Files;
Printed (on paper) Electronic
Mail Messages and
Attachments;
General/Public;
Controlled;
Reports;
Subject Files
Reproduction/printing
requests; and
Correspondence not attached
to agreement or project file
CU+2 - CU+2
2 years Correspondence – On City-Wide
47 Department Manual S+2 - S+2 Min, 2
years
On City-Wide
48 Equipment Files
Owners Manuals;
Service/Maintenance;
Purchase Information; and
Correspondence/Back-up Data
T+2 - T+2
n/a
49 Federal Agencies CU+2 - CU+2 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
50 Fingerprint - Employment T+2 - T+2 n/a
51 Grievance Files (Copies) CL+2* - CL+2* n/a
52 Investigations - Employment
Background (Hired employees)
Internal investigations
pertaining to disciplinary
matters, citizen complaints
CU + 7
CL+5
-
-
CU + 7
CL+5
Separation
+ 5 years PD-001
53 Local Government Agencies including
Indian Tribes
CU+2 - CU+2 n/a Correspondence
54 Organization Files
Civic Organizations,
Homeowners Associations
Professional Organizations
CU+2 - CU+2
n/a
55 Photographs of personnel
Negative log
Negatives, Miscellaneous
CU+2*
CU+2*
-
-
CU+2*
CU+2*
n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
56 Policies and Procedures S+2 - S+2 Minimum 2
years
On City-wide
57 Projects, Programs, Events, Issues,
Activities
CU+5 - CU+5 n/a
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
58 Range Inventory S+2 - S+2 n/a
59 Riverside County CU+2 - CU+2 n/a
60 Training
Event files
Lesson plans, range
Personnel by name
Schedules, Range
CU+2
CU+2
T+7
CU+2
-
-
-
-
CU+2
CU+2
T+7
CU+2
Separation
+ 5 years
Minimum 5
years
PD-020
PD-021
RECORDS RETENTION SCHEDULE - CHANGES FROM 2015 TO 2022 PROPOSED
POLICE DEPARTMENT
RETENTIONItem
No. RECORD SERIES TITLE
AND CONTENTS OFFICE RECORDS
CENTER
DESTROY
2022
Proposed,
If Different
COMMENTS
RETENTION CODES:AR = Annual Review A = Audit CL = Closed/Completed E = Expiration P = Permanent S = Superseded T = Termination AC = Active A/F = Destroy after microfilming CU + = Current Date of
Record plus
years/months/day
s, as indicated
L = Life
*
- See Note for
description
VHC CODES: V = Vital H = Historical C = Confidential
61 Use of Force Supervisory Review Files CU+2 - CU+2
62 Volunteer Files T+2 - T+2
63 Watch assignment/timekeeping records CU+2 - CU+2
64 Weapons
Department-owned database,
personal weapons, alternate,
secondary, handguns,
inventory repairs, inactive
concealed
P - P
\\GDQ-FS01\CompanyShare\APPS\WPDATA\CATH\0001\RECORDS RETENTION SCHEDULES\2015 - Police Department Records Retention Schedule (06.17.15).doc