RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-1
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
ADMINISTRATION and/or CHIEF OF POLICE
PD-001
Police /
Admin. /
Chief
Correspondence Annual Summary of Use of Force 2 years 2 years GC §34090 PD-002
Police /
Admin. /
Chief
Inspections Carry Concealed Weapon Permits (CCW) - Approved Expiration + 10 years
Expiration +
10 years Department preference; GC §34090
PD-003
Police /
Admin. /
Chief
Correspondence Carry Concealed Weapon Permits (CCW) - Denied 2 years 2 years Department preference; GC §34090 PD-004
Police /
Admin. /
Chief
Correspondence DMV Pull Notices (Police Employees On ly) Superseded + 2 years
Superseded
+ 2 years
Department preference (Transitory or source records
not retained in the ordinary course of business);
CHP audits every 2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
PD-005
Police /
Admin. /
Chief
Subject Internal Affairs Investigations / Complaints: Except Officer Involved Shootings 5 years 5 years
State requires for at least 5 years for Citizen's
complaints; other State & Federal laws require
retention until final disposition of formal complai nt; State requires 2 years after action is taken; Statute
of Limitations is 4 years for misconduct; IA and
Statewide guidelines recommend 25 years for officer-
involved shootings; EVC §1045(b)(1), GC §§12946,
34090, PC §§801.5, 803(c), 832.5, VC §2547
PD-006
Police /
Admin. /
Chief
Regulatory
Filings
Internal Affairs Investigations / Complaints: Officer
Involved Shootings 25 years 25 years
State requires for at least 5 years for Citizen's
complaints; other State & Federal laws require
retention until final disposition of formal complai nt; State requires 2 years after action is taken; Statute
of Limitations is 4 years for misconduct; IA and
Statewide guidelines recommend 25 years for officer-
involved shootings; EVC §1045(b)(1), GC §§12946,
34090, PC §§801.5, 803(c), 832.5, VC §2547
PD-007 Police /
Lead Div. Timekeeping Overtime Slips 4 years 4 years GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-2
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
PD-008
Police /
Admin. /
Chief
Subject Personnel Background Packet - POLICE
Unsuccessful (not hired) 5 years 5 years
Department preference; EEOC / FLSA / ADEA (Age)
requires 1-3 years for selection records; State Law
requires 2 - 3 years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR 7287.0(c)(2), 8 CCR
§11040(7.( c)), GC §§12946, 34090
PD-009
Police /
Admin. /
Chief
Temporary
Holding
Personnel Files - Police Department Employees
Includes Evaluations, Training Certificates, Evaluations, Medical Records, etc.
Upon
Separation,
Send to
Human
Resources
Upon
Separation,
Send to
Human
Resources
Department preference; Statewide guidelines
propose 7 years; Calif. Labor Division is required to
keep their records 7 years; OSHA requires safety
training 5 years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 29 CFR
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC
§§12946, 34090
PD-010
Police /
Admin. /
Chief
Correspondence Policies & Procedures / Operation Directives / General Orders (Department Policies and Procedures)
Superseded
+ 2 years
Superseded
+ 2 years Department Preference; GC § 34090 et seq.
PD-011
Police /
Admin. /
Chief
Routine Public Relations / Citizens Police Academy 4 years 4 years Department preference; GC §34090 PD-012
Police /
Admin. /
Chief
Non-Record Time Off Requests / Sick Slips None None Department Preference; preliminary drafts; GC §34090 et seq.
PD-013
Police /
Admin. /
Chief
Reference
Training - Department Training Records - COURSE
RECORDS (Attendance Rosters, Outlines and
Materials; includes Use of Force training, safety
training, etc.)
5 years P P
Department preference; Rosters are sent to POST;
Statewide guidelines propose 7 years; Calif. Labor
Division is required to keep their records 7 years;
OSHA requires safety training 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years for
promotion, demotion, transfer, selection, or
discharge; State Law requires 2 -3 years; 29 CFR
1627.3(b)(ii), 8 CCR §3204(d)(1) et seq., GC
§§12946, 34090
PD-014
Police /
Admin. /
Chief
Source Weapons Database / Department Weapons /
Qualifications (Employees) Indefinite Indefinite Data Fields / Records are int errelated; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-3
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / PERMITS & ALARMS
PD-015 Police /
Records Correspondence Alarm Billing 2 years 2 years GC §34090 PD-016
Police /
Admin.
Services /
Permits &
Alarms
Correspondence Business Permits (Regulatory) - BUSINESS OWNER:
Massage, Taxi, etc. (Includes Digital Images)
Expiration +
2 years
Expiration +
2 years GC §34090
PD-017
Police /
Admin.
Services /
Permits &
Alarms
Correspondence
Business Permits (Regulatory) - TECHNICIAN /
DRIVERS : Massage Technician, Taxi Driver, etc.
(Including Digital Images)
Expiration +
2 years
Expiration +
2 years GC §34090
PD-018
Police /
Admin.
Services /
Permits &
Alarms
Correspondence Guns: Dealers Record of Sale (DROS) 2 years 2 years GC §34090 PD-019
Police /
Admin.
Services /
Permits &
Alarms
Correspondence Secondhand Dealer Permits / Pawn Broker Permits & Licenses
Close of
Business +
2 years
Close of
Business +
2 years
Department Preference; GC §34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-4
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / PROPERTY & EVIDENCE
PD-020 Finance Correspondence Auction Record Sales
copies 2 years 2 years GC §34090.7
PD-021
Police /
Admin.
Services /
Property &
Evidence
Subject Audits - Drug, Weapons & Money 5 years 5 years Department Preference; GC §34090 PD-022 Police /
Records Crime Reports Crime Report Photos (Evidence) / Crime Scene Photos 2 years 2 years Department Preference; GC §34090; except for PC
187, 273.5, 243(e)(i), fatal accident investigations
and oustanding missing persons reports.
PD-023 Police /
Records Reference Detectives Investigation Files and Arrest Files (Notes) -
Homicides Close Case P P Department preference (preliminary drafts) GC §34090 et seq.
PD-024
Police /
Admin.
Services /
Property &
Evidence
Collections Empty Envelopes / Backup for Money Sent to Finance 7 years 7 years Department Preference; GC § 34090 PD-025
Police /
Admin.
Services /
Property &
Evidence
Source Evidence Register Database Indefinite Indefinite Department Preference (data is interrelated); GC §34090
PD-026
Police /
Admin.
Services /
Property &
Evidence
Logs Gun and Narcotics Destruction Log (Documents related to) 3 years 3 years Department Preference; GC §34090
PD-027
Police /
Admin.
Services /
Property &
Evidence
Historical
Documents/
Artifacts
Negative Photo File (older analog photos)
Unrelated to crime reports and evidence P P Department Preference; GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-5
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
RECORDS
PD-028 Police /
Records Correspondence Bail / Bond Transmittals (If not associated with a City Crime Report) 2 years 2 years GC §34090
PD-029 Police /
Records Correspondence Bicycle Licenses
After Entry
into RMS +
2 years
After Entry
into RMS +
2 years
Preliminary drafts; GC §34090
PD-030 Police /
Records Correspondence CAD Daily Logs 2 years 2 years GC §34090 PD-031 Police /
Records Muni
Citations - Parking, Traffic, Moving Violations
Includes corrections
2 years 2 years GC §34090 et seq.; PC 19.7, 802
PD-032 Police /
Records Muni
CRIME REPORTS:
Misdemeanor - Adult Marijuana - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with procedure
in H&S §11361.5)
2 years 2 years ("Shall" Destroy); GC §68152(e)(8)
PD-033 Police /
Records Crime Reports
CRIME REPORTS / ARREST JACKETS:
ALL, Except Those Specifically Mentioned in the
Schedule
e.g., 5150, Detention Reports, etc.
25 years 25 years
Department Preference; Provided there are no
outstanding warrants, unrecovered identifiable items,
criminal deaths, they are not historically significant, and it is not classified under PC §800 & 290 and
H&S §11850; Stat. of Limit. is 2 yrs; Destroy juvenile marijuana after age18; H&S §11361.5, GC §34090,
PC §802, PC §§187, 800 et seq.
PD-034 Police /
Records Reference
CRIME REPORTS:
Homicide, Manslaughter (including vehicle),
Outstanding Missing Persons
P P
Department Preference; No limitations on
commencement of action; Courts keep permanently
PC §§ 261, 286, 288, 288a, 288.5, 289, 289.5, 290,
and 799
PD-035 Police /
Records
CRIME REPORTS:
Factually Innocent Petition Accepted Records Sealed
Pending Destruction - Except those with outstanding
stolen property, including firearms, or lost firearms
Date of
Arrest + 3
years
Date of
Arrest + 3
years
Individual petitions District Attorney; Sheriff concurs that person is factually innocent, then seals record
("Shall" Destroy); GC §34090; PC §851.8(a)
PD-036 Police /
Records
CRIME REPORTS:
Misdemeanor - Juvenile Marijuana - H&S §11357(E) -
Except those with outstanding stolen property,
including firearms, or lost firearms
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
(Courts and other Agencies "Shall" destroy); H&S§
11361.5 et seq., GC§68152(e)(8)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-6
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
PD-037 Police /
Records
CRIME REPORTS:
Misdemeanor Marijuana §11357(e) - Juvenile on
School Grounds during School Hours (with procedure
in H&S §11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
(Courts and other Agencies "Shall" destroy); H&S§
11361.5 et seq., 11357(e)
PD-038 Police /
Records
CRIME REPORTS:
Outstanding Missing Persons
Until
Located
Until
Located Department Preference; GC §34090
PD-039 Police /
Records Subject
CRIME REPORTS:
Sealed Juvenile and Ward Cases - Except those with
outstanding stolen property, including firearms, or lost firearms
Sealing
Date + 5
years (Or
Court
Order)
Sealing
Date + 5
years (or
Court
Order)
Statute of Limitations runs up to age of majority + 8
years; sealed records for juveniles and wards of the
Court must be destroyed 5 years after sealing date;
CCP §§340.1, GC §34090; W&I §§389(a), 781(d)
PD-040 Police /
Records Reference Crime Statistics / Uniform Crime Reports (UCR) - Summaries (BCS) P P Department preference; GC §34090
PD-041 Police /
Records Logs Field Investigation Cards (FIs) 3 years 3 years P reliminary documents; GC §34090 et seq.
PD-042 Police /
Records Correspondence NCIC Validation 2 years 2 years GC §34090 PD-043 Police /
Records Non-Record Officer Recordings: Mobile Audio/Video Recordings that are not evidence ("hip recorders", etc.) None None Department preference; Recordings that become
evidence are stored with evidence - these are
preliminary documents / transitory recordings not
retained in the ordinary course of business; GC
§34090.6(a)
PD-044 Police /
Lead Div. Timekeeping Overtime Slips 4 years 4 years GC §34090 PD-045 Police /
Lead Div. Timekeeping Overtime Slips & Special / Extra Duties / Paid Time (Copy of Data Input Records) 4 years 4 years GC §34090 PD-046 Police /
Records Correspondence Parking Permits / Preferential Parkin g Licenses 2 years 2 years GC §34090 PD-047 Police /
Records Correspondence Patrol Ride-A-Long Waiver Form 2 years 2 years GC §34090 et seq.
PD-048 Police /
Records Logs Pawn Slips 3 years 3 years
Department Preference to provide information to
other agencies; Non-records used for investigations;
Originals entered into the State Automated Property
System; most agencies retain for 2 years; GC
§34090
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-7
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
PD-049 Police /
Records Correspondence Public Information Requests 2 years 2 y ears GC §34090 PD-050 Police /
Records Reference Registrants: Arson - Adults 5 years P P Department preference; Pursuant to PC §457.1 et
seq.; required to register for life; If released from
CYA, records are destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
PD-051 Police /
Records Registrants Registrants: Arson - Juveniles released from California Youth Authority
Age 25 or
Sealing
Date + 5
years
Age 25 or
Sealing
Date + 5
years
Pursuant to PC §457.1 et seq.; If released from
CYA, records are destroyed after age 25 or sealing
pursuant to W&I §781; GC §34090.7
PD-052 Police /
Records Registrants Registrants: Narcotic 5 years 5 years Department Preference; Registration is required for
5 years; GC §34090, H&S §11590 et seq., H&S
§11594(a)
PD-053 Police /
Records Reference Registrants: Sex Offenders - Adults P P Department Preference; Pursuant to PC §290 et seq.
PD-054 Police /
Records Registrants Registrants: Sex Offenders - Juveniles P
or Sealing
Date + 5
years (or
Court
Order)
P
or Sealing
Date + 5
years (or
Court
Order)
Pursuant to PC §290 et seq.; W&I §781;
PD-055 Police /
Records Source RMS Database 25 years 25 years Data Fields / Records are interrelated; GC §34090; except records marked permanent
PD-056 Police /
Records Correspondence Subpoenas (Duces Tecum) 2 years 2 year s GC §34090 PD-057 Police /
Records Crime Reports Video Recordings - Interview Rooms 50 y ears 50 years Department preference; Recordings that become
evidence are stored with evidence; the system is not
designed to and does not record regular and
ongoing operations; GC §34090.6(a)
PD-058 Police /
Records Recording Media Video Recordings - Public Facing 3 mo nths 3 months Department preference; Recordings that become
evidence are stored with evidence - these are
preliminary documents / transitory recordings not
retained in the ordinary course of business; the
system is not designed to and does not record
regular and ongoing operations; GC §34090.6(a)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-8
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
PD-059 Police /
Records Recording Media Video Recordings - Temporary Holding Facility 3 months 3 months Department preference; Recordings that become
evidence are stored with evidence - these are
preliminary documents / transitory recordings not
retained in the ordinary course of business and the
system is not designed to and does not record
regular and ongoing operations; GC §34090.6(a)
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-9
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES - OPERATIONS / DISPATCH (COMMUNICATIONS / CAD / DISPATCH) PD-060
Police /
Admin.
Services /
Operations
/ Dispatch
Correspondence Assignments Sheets 2 years 2 years GC §34090 et seq.
PD-061
Police /
Admin.
Services /
Operations
/ Dispatch
Recording Logs
Audio Recordings or Tapes - (CAD/RMS) Recordings
of Telephone & Radio Communications Dispatch Tapes
(CAD)
1 year 1 year
Department Preference; Statewide guidelines
propose 180 days (legally mandated for 100 days);
(may be discoverable or made public in some
circumstances), GC §§34090, 34090.6
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-10
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES - TEMPORARY HOLDING FACILITY
PD-062
Police /
Admin.
Services /
Temp.
Holding
Facility
Logs Logs: Temporary Holding Facility / Booking 3 ye ars 3 years GC§ 34090 et seq.
PD-063
Police /
Admin.
Services /
Temp.
Holding
Facility
Correspondence LiveScan Applications / Fingerprint Applications (public) 2 years 2 years GC§ 34090 et seq.
PD-064
Police /
Field
Operations
Muni PAS Device Calibration Logs 2 years 2 years GC §34 090 et seq.
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-11
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
FIELD OPERATIONS
PD-065
Police /
Field
Operations
Correspondence Canine (Police Dogs) Program Files : Action Reports, Monthly Reports 2 years 2 years GC §34090
PD-066
Police /
Field
Operations
Logs Canine (Police Dogs) Program Files: Animal Files Separation + 3 years
Separation
+ 3 years
3 years is required for animal care / treatment
records; FA §32003(e), PC §597.1(d); GC §34090 et
seq.
PD-067
Police /
Field
Operations
Muni Citation Log Books (#s / ranges) - Parking, Tra ffic 2 years 2 years GC §34090 et seq.
PD-068 Police /
Lead Div. Timekeeping Overtime Slips 4 years 4 years GC §34090 PD-069
Police /
Field
Operations
Timekeeping Payroll Daily Shift Rosters / Master Deployment Schedule / Vehicle Assignments, etc. 4 years 4 years Department preference (preliminary drafts); GC §34090 et seq.
PD-070
Police /
Field
Operations
Subject Pursuit Critiques 5 years 5 years
Department Preference; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -3
years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(ii), 8 CCR §3204(d)(1)
et seq., GC §§12946, 34090; 29 USC 1113
PD-071
Police /
Field
Operations
Non-Record Range Schedules None None Preliminary documents not retained in the ordinary course of business; GC §34090 et seq.
PD-072
Police /
Field
Operations
Correspondence Special Events / Ops Plan 2 years 2 yea rs Department preference; GC §34090 et seq.
PD-073
Police /
Field
Operations
Correspondence Traffic Control: Radar Calibration R ecords Life of the
Equipment
+ 2 years
Life of the
Equipment
+ 2 years
Department preference; GC §34090 et seq.
PD-074
Police /
Field
Operations
Correspondence Traffic Control: Radar Trailer Surve ys, etc. 2 years 2 years Department preference; GC §34 090 et seq.
PD-075
Police /
Field
Operations
Correspondence Vehicle Log/Daily Safety Checks/Daily Work Reports/Vehicle Inspections/Daily Equipment Checks 2 years 2 years Department preference; GC §34090 et s eq.
This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12 RECORDS RETENTION SCHEDULE: POLICE
SANTA CLARA, CA.
Page PD-12
PD No. Office of
Record Record Type Records Description Retention / Disposit ion Comments / Reference (OFR) Active
(in office)
Inactive
(Records
Center)
Total
Retention
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
Litigation, complaints, claims, public records act requests, audits and/or investigations suspend norm al retention periods (retention resumes after settlement or completion).
INVESTIGATIONS BUREAU
PD-076
Police /
Investigat.
Bureau
Non-Record Detectives Investigation Files and Arrest Files (Notes) - Except Homicides None None Department preference (preliminary drafts) GC §34090 et seq.
PD-077
Police /
Investigat.
Bureau
Temporary
Holding
Detectives Investigation Files and Arrest Files (Official Reports)
Transferred
into
Record's
Files
Transferred
into
Record's
Files
Transfer all Official Reports to Records to be placed
in the Master Case Files.
PD-078
Police /
Investigat.
Bureau
Correspondence Financial Forms - Asset Seizure: Payment requests and deposit forms
Completion
+ 2 years
Completion
+ 2 years Department Preference; GC § 34090 et seq.
PD-079
Police /
Investigat.
Bureau
Correspondence Financial Forms - Undercover buy money: receipts and reports
Completion
+ 2 years
Completion
+ 2 years Department Preference; GC § 34090 et seq.
PD-080
Police /
Investigat.
Bureau
Correspondence Informant Files 2 years 2 years Department Preference; GC §34090 et s eq.
PD-081
Police /
Investigat.
Bureau
Subject Intelligence Files 5 years 5 years
Misleading, obsolete or unreliable information is
required to be destroyed; remaining records must
not be retained longer than 5 years; 28 CFR
23.20(h); GC §34090
PD-082
Police /
Investigat.
Bureau
Timekeeping Overtime Slips 4 years 4 years GC §34090
PD-083
Police /
Investigat.
Bureau
Correspondence Subpoenas (Personal Appearance) 2 year s 2 years GC §34090 This material is protected by a copyright held by Gladwell Governmental Services Inc., but is also a public record, and will be duplicated and distributed upon a valid request for public records pursuant to state law. Adopted: 08/28/12