Department of Court and Detention Services Records Retention Schedules

Transcription

1 ~ Department of Court and Detention Services Ordinances, Orders, Resolutions - Departmental copies Photographs, Recordings, and other Audio or Visual Media Publications Insurance Policies Postal and Delivery Service Records Accident Reports - Injury to Adult Ordinances, Orders, Resolutions approved by City Council Note: Official record copy filed in City Secretary's (permanent retention) Photographic, photographic scrapbooks, slides, sound recordings, videotapes, posters, and other non-textual media that document the history and activities of the City or any of its departments, programs, or projects, except such records as noted elsewhere in the state schedules. Pamphlets, reports, studies, proposals, and similar material printed by or for the City or any of its departments, subdivisions, or programs and distributed to or intended for distribution to the public on request and departmental or program newsletters designed for internal distribution. Any publication which receives a PIO number. Liability, theft, frre, health, life, automobile, and other policies for local government property and personnel, including supporting documentation relevant to the implementation, modification, renewal, or replacement of the policies. Registered, certified, insured, and special delivery mail receipts and similar records of transmittal by express or delivery companies Reports of accidents to adult persons on local government property or in any other situation in which a local government could be party to a law suit. State Retenti,on Number File with and follow retention for appropriate case or project Transfer to the Archives Collection in the City Secretary's r when no longer needed in department. (permanent retention) Transfer 3 copies to the Archives Collection in the City Secretary's as soon as published (permanent retention) File with and follow retention for appropriate case or project File with and follow retention for appropriate case or project to prove delivery GR A 3 years from date of report if no claim is filed; 3 years after settlement or denial of the claim if a claim is filed, whichever applicable I i AC =After Closed, terminated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 1

2 Accident Reports - Injury to Minor Complaints (Service Requests) Contracts, Leases, and Agreements - Contract Administration Department of Court and Detention Services.- Reports of accidents to minor persons on local government property or in any other situation in which a local government could be party to a law suit. Complaints received from the public by a governing body or any officer or employee of a local government relating to government policy. This includes City of Dallas Service Requests. Includes complaints received via Contracts, leases, and agreements, including reports, correspondence, performance bonds, and similar records related to their negotiation, administration, renewal, or termination. Includes Interlocal Agreements with other government agencies. Include bid specifications and proposal received from winning vendor. GR B 21 years, if no claim filed; 3 years after settlement or denial of claim if a claim is filed, whichever applicable GR Resolution or Dismissal of complaint+ 2 years GR AC + 4years Note: Send an official record copy of the contract to the City Secretary's Open Record Requests Open Record Requests ' Non-exempted records. Includes correspondence and other documentation related to the request. Including requests received via Exempted records. Includes legal opinion, correspondence and other documentation related to the request. Including requests received via GR A 1 year after fmal decision on request Exempt GR B 2 year after notification that records are exempt from disclosure.. AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE =Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page2

3 ~ Department of Court and Detention Services Correspondence, Internal Memoranda, and Subject Files - Administrative Correspondence, Internal Memoranda, and Subject Files - General Administrative - Correspondence and internal memoranda pertaining to the formulation, planning, implementation, modification, or redefmition of the policies, programs, services, or projects of a local government including Council Resolutions and Internal Controls. Includes incoming and copies of outgoing correspondence and internal correspondence and memoranda. For the actual Policy or Procedure; use GR Note: Includes general subject files not covered under another retention and departmental copies of records for which the official record copy is in the City Secretary's General - Correspondence, internal memoranda pertaining to or arising from routine administrative or operation of the policies, programs, services, or projects of a local government following existing policy and programs. GR A GR B 1 year ---- AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 3

4 Correspondence and Internal Memoranda - Transitory Information Legal Opinions Records of temporary usefulness that are not an integral part of a records series of the office, that are not regularly filed within a recordkeeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the City. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of City functions. Some examples of transitory information, which can be in any medium (voice mail, fax, , hard copy, etc.) are routine messages; telephone message notifications; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific City transactions. Includes unsolicited messages about issues related to City business which are not covered by another record series. Formal legal opinions rendered by counsel or the Attorney General for a local government, including any written requests for opinions, concerning the governance and administration of a local government.. For retention of opinions rendered for a Public Information Act Request see GRl For retention of informal legal opinions and other correspondence provided by counsel see GRl a GR C Until the purpose of record has been fulfilled Exempt GR Permanent I I I AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page4.,.

5 Litigation Case Files - Departmental copies Minutes (Staff) Organizational Charts Policy and Procedures Documentation Including all cases to which a local government is a party unless the case file is of a type noted elsewhere in the schedules. Minutes and agendas of internal staff meetings. All organizational charts, lists of employees, contact or call lists, rosters, etc. Orders, directives, manuals, and similar documents that establish and defme the policies, procedures, rules, and regulations governing operations or activities of a local government as a whole or any of its departments, programs, services, or projects. Review before disposal; some documentation of this type may merit permanent or long-term retention for historical or legal reasons. GR A V after decision of a local government not to file a lawsuit or decision that a lawsuit will not be filed against it; dismissal of a lawsuit for want of prosecution or on motion of the plaintiff; or final decision of a court (or of a court on appeal, if applicable) in a lawsuit GR AV GR us GR US, expired, or discontinued + 5 years AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 5

6 Reports and Planning Studies- if requested by City Council or submitted to state agency Reports and Studies (non-fiscal) - compiled on less than annual bases Work papers used to create Reports and Planning Studies - if requested by City Council or submitted to state agency Reports or Studies (Non-Fiscal) submitted to a state agency as may be required by law or regulation, on the non-fiscal performance of a department, program, or project or for planning purposes, including those prepared by consultants under contract with a local government, except documents of similar types noted in this or other commission schedules. Note: For reports ordered by City Manager, use A (5 years) Note: If report is submitted to or considered by Council, as reflected in the minutes, the official record copy is in the City Secretary's. Reports and studies (non-fiscal), monthly, bi-monthly, quarterly, or semi-annual, sub-annual, or irregularly prepared reports, performance audits, or planning studies submitted to the government body required by law or regulation, on the non-fiscal performance of a department. Working papers used to create any report for reports and studies (non-fiscal), monthly, bi-monthly, quarterly, or semi-annual, subannual, or irregularly prepared reports, performance audits, or planning studies submitted to the government body required by law or regulation, on the non-fiscal performance of a department. GR Al Permanent GR A4 3 years GR A5 3 years AC = After Closed, tenninated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page6

7 Departm'ent of Court and Detention Services Work papers used to create Reports and Studies (non-fiscal)- compiled on less than annual bases Working papers used to create any report for activity reports complied on a daily or other periodic basis pertaining to workload measures, time studies, number of public contacts, etc. except reports of similar types noted in other commission scheduled. Includes tracking logs. GR A6 1 year Reports and Studies (non-fiscal) - Activity reports Calendars Customer Service Survey Audit Records - Departmental copies and work papers Activity reports complied on a daily or other periodic basis pertaining to workload measures, time studies, number of public contacts, etc. except reports of similar types noted in other commission scheduled. Includes tracking logs. Chronological logs or registers of activities, usually kept at station, company, or unit level, of daily activities such as roll calls, briefmgs, visitors, drills, inspections, except for records of similar types noted elsewhere in this schedule. Calendars used to document appointments or activities of government officials and employees. Customer Service Survey Cards Annual or biennial or other periodic audits of a department, program, fund. Working papers, summaries, and similar records created for the purposes of conducting an audit. Both Internal and External Auditors. Includes Internal Control Reports. Note: Official record copy of Audit Reports filed in City Secretary's (permanent retention) GR B 1 year Exempt GR CE+ 1 year GR Issuance of report on results of the survey + 3 years GR years after all questions have been resolved AC =After Closed, terminated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page7

8 Accounting Budget Documentation - Departmental copies and work papers Capital Asset Records - Equipment or property inventories Financial Reports - Departmental copies Grant Development and Administrative Records Department of Court and Detention Services Working papers created exclusively for the preparation of budgets, including budget requests, justification statements and similar documents. Budget change documentation, including line item or contingency/reserve fund transfers and supplemental budget requests. Encumbrance and expenditure reports. Note: Official record copy of Annual Budget fded in City Secretary's (permanent retention) Equipment or property inventories (including sequential number property logs). Information on cost and disposal authorization. Monthly, bi-monthly, quarterly or semi-annual financial reports or statement on the accounts, funds, or projects of a local government create either for internal use or for submission to state agencies as may be required by law or regulation, except reports of similar types noted in this or other commission schedules. Including cost allocation and distribution records, annual transaction summaries, and depreciations schedules. Successful grant applications and proposals and any documentation that modified the terms of a grant. Financial, performance, and compliance reports submitted to granting agencies or subgrantor agencies, or documentation supporting these reports. GR F 2 years GR C US+ 3 years GR A FE+ 3 years GR FE+ 5 years AC =After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 8

9 Accounting Accounts Payable and Disbursement Records - Departmental copies Accounting Accounting Fee Books and Accounts Receivable Records Accounts Receivable Records - Accounts deemed un-collectable- Departmental copies Accounting Banking Records - division Departmental copies Accounting Cost Allocation and Distribution Records Claims, invoices, statements, copies of checks and purchase orders, expenditure authorizations, and similar records that serve to document disbursements, including those documenting claims for and reimbursements to employees for travel or other employment- related expenses. Includes employee expense reports, P-Card documentation, and petty cash records. Requests and authorizations for travel; participation in educational programs, workshops or college classes Records documenting the receipt of any monies by a local government that are remittable to the State Comptroller of Public Accounts. Including cash receipts, cash reports, and deposits. Records of accounts deemed un-collectable, including write-off authorizations. Bank statements, canceled checks, check registers, deposit slips, debit and credit notices, reconciliation, notices of interest earned, etc. Records created to document the allocation of costs among accounts and funds of a local government, including records relating to chargebacks and other interdepartmental or interfund accounting transactions Note: if any of the records in this group are used as ledger and journal entry documentation, they must be retained for FE + 5 years. GR FE+ 3 years GR B FE of remittance due date + 5 years GR E FE of write off+ 3 years GR FE+ 5 years GR FE+ 3 years I AC =After Closed, terminated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page9

10 Accounting Ledgers, Journals, and Entry Documentation - Departmental copies Collections Unclaimed Property Documentation Disciplinary and Adverse Action Records Employee Security Records Employee Selection Records Department of Court and Detention Services General ledger showing receipts and expenditures from all accounts and funds of a local government, subsidiary ledgers, receipts, disbursements, general, or subsidiary journals, journal vouchers and entries or similar posting control forms including supporting documents, amendments correspondence, journal entries, and auditor adjustments. Any form of records sufficient to verify information on unclaimed property previously reported to the State Treasurer showing the name and last known address of the apparent owner of reportable to unclaimed property, a brief description of the property and the balance of each unclaimed account, if appropriate. Records created by personnel or supervisory officers in considering or reconsidering on appeal, an adverse action (e.g., demotion, probation, termination, suspension, leave without pay against an employee, including, as applicable, witness and employee statements, interview reports, exhibits, reports of fmdings and decisions and judgments. Records created to control and monitor the issuance of keys, identification cards, passes or similar instruments of identification and access. Interviews, interview questions, upgrades, description, job advertisements, written score, employment applications, transcripts, and letters of reference and similar documents whose submission by candidates for vacant positions or for promotion, transfer, or training opportunity (both hires and not hired). GR FE+ 5 yrs GR Date on which property is reportable + 10 years GR years after case closed or action taken GR US+ 2 years GR 1050-llC 2 years I AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 10

11 Personnel Files - Employee Service Records (Department Personnel File) Grievance Records Job Evaluations Medical and Exposure Records Work Schedules Workers Compensation Claim Files - Department Copy Payroll Records - Departmental copies Bid and Bid Documentation - Successful Bids Records about an employee. Applications, resume, awards, commendations, certifications, licenses, conflict of interest forms, P-2 forms, training records including training on hazardous materials, etc. Records relating to the review of employee grievances against personnel policies, working conditions, etc. Job evaluations of employees. Note: File by date of review, not in individual employee files. Health or physical examination reports or certificates for all applicants and employees if required for position. Includes random drug or alcohol tests. Work, duty, shift, crew, or case schedule, rosters, or assignments. RM1A claims, TWCC reports, salary continuation, doctors reports, Order for Medical Treatment (OMTs), all notes from meetings or phone conversations. Note: Human Resource copy retained 50 years. Payroll register, payroll adjustment records. Successful bids and request for proposals, including invitations to bid, bid bonds and affidavits, bid sheets, and similar supporting documentation. Note: If successful bid or proposal results in a contract, use GR (AC + 4 years) GR D Date of Separation + years GR years GR B US + 2 years; or date of separation + 2 years, whichever is applicable GR A 2 years GR year GR CE of closure of claim + 5 years GR FE+ 3 years GR A FE+ 3 years AC =After Closed, terminated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 11

12 Bid and Bid Documentation - Unsuccessful Bids Unsucces.sful Bids GR lB 2 years Purchase Order and Receipt Records - Departmental copies Accident and Damage Reports (Property) - Departmental copies Lost and Stolen Property reports Purchase Orders, requisitions, and receiving reports. Purchasing log, register or similar record providing a chronological record of purchase orders issued, orders received and similar data on procurement status Reports of accidents or damage to facilities, vehicles, or equipment if no personal injury is involved. Note: For accidents that result in injury to persons, use GR A orb ( 5 or 20 years) Lost and Stolen Property reports GR A FE+ 3 years GR years GR FE+ 3 years Maintenance, Repair and Inspection Records of Vehicles, Equipment, and Facilities - Routine Maintenance, Repair and Inspection Records of Vehicles and Equipment -Maintenance and repair records Records documenting routine inspection of facilities, vehicles and equipment. Routine cleaning, janitorial and inspection work GR A1 1 year Records documenting the maintenance and repair to generalpurpose vehicles, office equipment, and office facilities. Retention Note If a vehicle is salvaged as the result of an accident, the maintenance and repair records for the vehicle must be retained for date of salvage + 1 year GR A2 LA Usage Reports - If reports used for allocating costs Any type of usage report (e.g., mileage, fuel consumption, copies run) if such reports are the basis for allocating costs, for determining payment under rental or lease agreements, etc. Reports of usage of facilities, vehicles, and equipment GR A FE+ 3 years AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE =Fiscal-year End LA= Life of Asset US =Until Superseded Date June 18, 2012 Page 12

13 Usage Reports - Reservation logs, Vehicle Assignment Records Visitor Control Registers Warranties Telephone Logs or Activity Reports - If used for internal control purposes Appeal or Transfer Record Bail Bond Records Civil Case Papers - Administrative Hearing Case Civil Case Papers Reservation logs or similar records relating to the use of facilities such as meeting rooms, auditoriums, etc. by the public or other governmental agencies. Assignment logs, authorizations, and similar records relating to the assignment and use of governmentowned vehicles by employees. Logs, registers, or similar records documenting visitors to limited access or restricted areas. Warranty for vehicles and equipment. Registers or logs of telephone calls made and similar telephone activity reports if the log, report, or similar record is used for internal control purposes other than cost allocation. Record or register of cases appealed from a court and/or records of case transfers as a result of an examining trial. Ledgers or. books recording the setting or taking by the court of bail or recognizance bonds. Administrative hearing case papers Civil case papers (including small claims and scire facias) in cases that were adjudicated which result in a monetary award. Retention Note: Civil cases with a judgment in favor ofthe state or to a state agency must be retained until the judgment is satisfied. GR B 2 years GR years GR Expiration of warranty + 1 year GR B 2 years LC AV LC years LC year after judgment rendered or proceedings terminated. LC years after case closed or issuance of last abstract of judgment or execution. : I I : AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 13

14 Civil Case Papers Civil case papers from cases or actions that did not involve a monetary reward (e.g. forcible detainer). LC years Civil Case Papers Criminal Case Papers Criminal Case Papers Civil case papers of cases dismissed for want of prosecution, on motion of the plaintiff, or for other reasons within the power of the court Criminal case papers (including traffic offenses and violations of municipal ordinances) Note: Retention increased from date of offense + 5 years. Papers in cases dismissed for want of prosecution or for other reasons within power of the court. LC D 4 years from date the case was originally filed or upon dismissal, whichever later LC A 5 years from date of fmal disposition of the case LC B 2 years from date of dismissal : I Note: Retention reduced from date of offense + 5 years. Case Papers -Unserved Arrest Warrants Criminal Case Papers Criminal case papers; Unserved arrest warrants for misdemeanors within jurisdiction of the court. Note: Prior to the purging and disposal of any unserved arrest warrants under this item number, the warrants must be dismissed by the judge in a manner permitted by law. If a judge dismisses unserved warrants at any time prior to 4 years after issuance, they still must be retained until the expiration of the retention period. Criminal case papers; Examining trial case papers. Note: If copies of statutory warnings are maintained only as carbons in bound volumes, the volumes must be retained for 5 years after last entry. LC C 4 years after issuance LC D AV AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 14

15 Parking or Pedestrian Violations Dockets and Docket Sheets Parking or pedestrian violation tickets that have been cleared by payment, dismissal, or other action. Civil docket (including small claims and scire facias). Note: By rule of court- Rules of Civil Procedure, Rule 26 LC months LC A Permanent Dockets and Docket Sheets Dockets and Docket Sheets Criminal docket (including traffic offenses and violations of municipal ordinances). Civil and criminal docket (recording cases of both types in one volume). LC B 5 years LC C Permanent Dockets and Docket Sheets Dockets and Docket Sheets Dockets and Docket Sheets Dockets and Docket Sheets Fee Books Note: By rule of court- Rules of Civil Procedure, Rule 26 Administrative hearing docket. Note: By rule of court - Rules of Civil Procedure, Rule 26 Execution docket. Note: By rule of court - Rules of Civil Procedure, Rule 26 Examining trial dockets. Call dockets or docket sheets or any other working copy or preliminary version of a docket or docket sheet for the use of clerks, bailiffs, or judges before entry of the information into any of the dockets noted under (a)-(t). Books or ledgers detailing fees or costs accrued in the cases heard by the court and status of payment or waiver of costs or fees, if maintained separately fro dockets. LC D Permanent LC E Permanent LC F 5 years LC G AV LC FE+5 years AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 15

16 Jury Records Jury Records Jury Records Process Logs/Process Registers Reports to State Agencies - Texas Judicial Council Reports to State Agencies Reports to State Agencies Video Recordings [Juvenile Detention Hearings] Jury venire lists Jury information and reply forms Returned, undeliverable jury summones. Stub books, carbon books, logs, or registers listing warrants, subpoenas, summonses, or citations issued by or under the authority of the court. Statistical reports to the Texas Judicial Council Reports of motor carrier convictions. (State Comptroller Form or equivalent). Traffic conviction abstracts and reports of death arising from traffic accidents submitted to the Texas Department of Public Safety. Video recordings of detention hearings involving juveniles. Note: By law- Family Code, Section (c). LC A 1 year LC B 1 year LC C 1 year LC years LC A 3 years LC AV LC C AV LC The earlier of ( 1) the 91 st day after the date on which the recording is made if the child is alleged to have engaged in conduct constituting a misdemeanor; (2) the 120th day after the date on which the recording is made if the child is alleged to have engaged in conduct constituting a felony; or (3) the date on which the adjudication hearing ends. I AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA= Life of Asset US = Until Superseded Exempt = Exempt from Destruction Request Requirement Date June 18, 2012 Page 16

17 Departm.ent of Court and Detention Services Juvenile Delinquency Records [Informal Disposition Cases], Report On Annual statistical reports from a law enforcement agency to an office of official designated by the juvenile board of a county on the number and kind of dispositions made with regard to juveniles without referral to a juvenile court or a first offender program. LC years Video Recordings Of Requests For Breath Specimen Tests Juvenile Delinquency Records [Statutory Warnings] Video recordings of children who are requested to take a breath specimen test. Note: By law- Family Code, Section (d). Copies of statutory warnings issued to a child and the child's parent, guardian, or custodian in those instances in which a child is not taken into custody, including copies of the notice filed with the law enforcement agency that employs the officer and the office or official designated by the juvenile board. LC Until the disposition of any proceeding against a child relating to the arrest is fmal. LC years Juvenile Case Papers Cases papers for offenses committed on or before 31 August 1987: 1. If the person has not been convicted of a felony as an adult. LC Al Until the individual is 23! Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court's own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in LC (a)(2). AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE= Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 17

18 Juvenile Case Papers - Convicted As Adult Department of Court and Detention Services Cases papers for offenses committed on or before 31 August 1987: 2. If the person has been convicted of a felony as an adult. LC A2 Until the individual is 33. Juvenile Case Papers Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court's own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in LC (a)(2). Case papers for offenses committed between 1 September 1987 and 31 December 1995: 1. If the person has not been convicted of a felony as an adult. LC B 1 Until the individual is 23 Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court's own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed: Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in LC (b )(2). AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 18

19 Juvenile Case Papers - Convicted As Adult Case papers for offenses committed between 1 September 1987 and 31 December 1995: 2. If the person has been convicted of a felony as an adult. LC B2 Until the individual is 33 Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court's own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in LC (b )(2). Juvenile Case Papers Case papers for offenses committed on or after 1 January 1996: 1. The most serious allegation adjudicated was conduct indicating a need for supervision; or the referral or information did not relate to conduct indicating a need for supervision or delinquent conduct and the juvenile court or the court's staff did not take action of the referral or information for that reason. LC C1 Until the individual is at least 18 years of age By law- Family Code, Section (d)(1). AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 19

20 Juvenile Case Papers Case papers for offenses committed on or after 1 January 1996: 2. The most serious allegation adjudicated was delinquent conduct that violated a penal law of the grade of misdemeanor; or the most serious allegation was delinquent conduct that violated a penal law of the grade of misdemeanor or felony and there was not an adjudication. LC C2 Until the individual is at least 21 years of age Juvenile Case Papers By law- Family Code, Section (d)(2). Case papers for offenses committed on or after 1 January 1996: 3. The most serious allegation adjudicated was delinquent conduct that violated a penal law of the grade of felony. LC C3 Until the individual is at least 31 years of age. By law- Family Code, Section (d)(3). AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 20

21 Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed on or before 31 August 1987: 1. If a petition alleging that the juvenile engaged in delinquent conduct or conduct indicating a need for supervision is not filed, the proceedings are dismissed, the juvenile is found not to have engaged in the alleged conduct, or the juvenile is found to have engaged in the conduct but has reached the age of 18 and there is no record that he or she committed a criminal offense after reaching the age of 17. LC A1 Must be destroyed immediately upon fulfillment of any of the conditions listed. Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court's own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for ap order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in (2)(B). AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 21

22 Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed on or before 31 August 1987: 2. If the juvenile is found to have engaged in the conduct, has reached the age of 18, but there is a record that he or she committed an offense after reaching the age of 17: A) Ifthe person has not been convicted of a felony as an adult. LC A2A Until the individual is 23 Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court's own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in (2)(B). AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page22

23 Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed on or before 31 August 1987: 2. If the juvenile is found to have engaged in the conduct, has reached the age of 18, but there is a record that he or she committed an offense after reaching the age of 17: B) Ifthe person has been convicted of a felony as an adult. LC A2B Until the individual is Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court's own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in (2)(B). AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 23

24 Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed between 1 September 1987 and 31 December 1995: 1. If a petition alleging that the juvenile engaged in delinquent conduct or conduct indicating a need for supervision is not filed, the proceedings are dismissed, or the juvenile is found not to have engaged in the alleged conduct; or the juvenile is found to have engaged in the conduct but has reached the age of 18, is not subject to commitment to the Texas Youth Commission or to transfer under a determinate sentence to the Texas Department of Corrections and there is no record that he or she committed a criminal offense after reaching the age of 17; or person is older than 18 years, at least three years have elapsed after the person's release from commitment, and there is no evidence that he or she committed a criminal offense after the release. LC B1 Must be destroyed immediately upon fulfillment of any of the conditions listed. Fingerprints and Photographs of Juveniles Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed between 1 September 1987 and 31 December 1995: 2. If the juvenile is found to have engaged in conduct involving a violation of the penal code of a grade other than felony, has reached the age of 18, but there is a record that he or she committed an offense after the age of 17: A) If the person has not been convicted of a felony as an adult. Fingerprints and photographs for offenses committed between 1 September 1987 and 31 December 1995: 2. If the juvenile is found to have engaged in conduct involving a violation of the penal code of a grade other than felony, has reached the age of 18, but there is a record that he or she committed an offense after the age of 17: B) If the person has been convicted of a felony as an adult. LC B2A Until the individual is 23 LC B2B Until the individual is 33 AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA= Life of Asset US = Until Superseded GR = General Recqrds Schedule LC = Local Courts records Schedule PS = Public Safety Records Schedule Date June 18, 2012 Page 24

25 Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed on or after 1 January 1996: 1. Fingerprints and photographs of juveniles not taken into custody, but with the consent of a parent or guardian to aid future identification if needed. LC C1 Until the juvenile is 18 Fingerprints and. Photographs of Juveniles Fingerprints and photographs for offenses committed on or after 1 January 1996: 2. Fingerprints and photographs of juveniles not referred to a juvenile court within 10 days after the date the juvenile is taken into custody unless the juvenile is placed in a frrst offender program or is on informal disposition LC C2 Must be destroyed immediately. I Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed on or after 1 January 1996: 3. Fingerprints and photographs of juveniles undergoing informal disposition. LC C Must be destroyed upon completion of the informal disposition. Fingerprints and Photographs of Juveniles Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed on or after 1 January 1996: 4. Fingerprints and photographs of juveniles placed in first offender programs Fingerprints and photographs for offenses committed on or after 1 January 1996: 5. Fingerprints or photographs taken for comparison in the investigation of an offense that do not result in a positive comparison or identification. -- LC C Must be destroyed after the 90th day after the day the juvenile successfully completes a first offender program. LC C Must be destroyed immediately. AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 25

26 Fingerprints and Photographs of Juveniles Fingerprints and photographs for offenses committed on or after 1 January 1996: 6. Fingerprints or photographs of juveniles, whose identities are not known, who are taken into custody with probable cause to believe that the juvenile has engaged in conduct indicating a need for supervision. LC C Destroy immediately upon identification of the juvenile or upon determination that the juvenile cannot be identified by the fmgerprints or photograph. Juvenile Court Docket Juvenile Record (Juvenile Court Minutes) Juvenile Detention Register Daily Bulletins General And Emergency Orders And Related Documentation Register or roster of juveniles temporarily confmed to jail or equivalent detention centers pending disposition. Daily bulletins created by a public safety agency providing data on officers or personnel on duty, tasks and vehicles assigned, information concerning special procedures or information (e.g., missing persons, be-on-the-look out for, hazardous fire conditions), and other information customary to the operations of a public safety agency. Orders issued by the head of a public safety agency, or deputies possessing requisite authority, establishing policy or standard operating procedures. Note: Prior to disposal, orders under (a) and (b) shall be appraised by the records management officer for historical value and those determined by the records management officer to merit retention for historical reasons must be retained permanendy. LC years LC Permanent LC years PS year PS A US+ 5 years AC =After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 26

27 Code Of Conduct Vehicle Assignment Records Vehicle Assignment Records- Home Storage Weapons Records - Issuance Weapons Records - Inspection And Repair Weapons Records - Removal For Service Weapons Records - Inventories Surveillance Videos Gps Tracking Records Internal Affairs Investigation Records - Shooting Department of Court and Detention Services Codes of conduct. Logs, registers or similar records documenting the sign-out and use of public safety vehicles by personnel. Authorizations for the home storage of public safety vehicles. Records of issuance of weapons to public safety personnel. Records of inspection and repair of weapons. Records documenting the sale, gift, loss, or destruction of public safety weaponry. Inventories of weapons. Video surveillance for, but not limited to, security of property and persons Global Positioning System (GPS) data used to track locations of police vehicles. Retention Note: If the GPS data are used to establish the location of a police vehicle as part of an investigation they should be retained with the investigation case file. Records of investigation of law enforcement shooting incidents which result in death or injury to any person, including a police officer. PS C Permanent PS A 1 year PS B Expiration of authorization + 1 year PS A Until return of weapon+ 3 years PS B LA PS C 3 years PS D US+ 3 years PS AV PS days PS A Permanent AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Date June 18, 2012 Page 27

28 Internal Affairs Investigation Records - Formal Discipline Internal Affairs Investigation Records - Informal Discipline Internal Affairs Investigation Records - Unfounded Internal Affairs Investigation Records - Complaints Off-Duty Assignment Records Offense Investigation Records Department of Court and Detention Services Records of investigations that result in sustained formal discipline. Records of investigations that result in sustained informal discipline or of investigations whose fmdings are inconclusive. Records of investigations whose fmdings are not sustained, unfounded, or exonerated. Written complaints and records of oral complaints received from the public concerning the conduct of law enforcement officers, fire department personnel, and emergency medical personnel that do not lead to an internal affairs investigation. Records concerning off-duty assignments of public safety personnel, including applications for such assignments. Class C misdemeanors and unclassified violations of state law or local ordinance punishable by fme only (including arrest reports and citations). PS B 15 years PS C 5 years provided a 1 year infraction free period precedes the date of destruction PS lD 3 years PS IE Determination not to initiate an internal affairs investigation + 2 years. PS years PS B1 6 months Death In Custody Reports Incident Reports Copies of reports submitted by a sheriff or the director of a law enforcement agency to the Attorney General concerning the deaths of persons while in the custody of a peace officer or while confmed in jail. Reports concerning incidents or complaints that, after investigation, did not appear to have involved the commission of acnme PS years PS years AC =After Closed, terminated, completed, expired, settled CE =Calendar-year End FE= Fiscal-year End LA= Life of Asset US= Until Superseded Date June 18, 2012 Page 28

29 ' Department of Court and Detention Services Law Enforcement Information Dissemination, Inquiry, and Receipt Records Law Enforcement Information Dissemination, Inquiry, and Receipt Records Wanted Persons Files Jail Headcount Reports Jail Incident Report Video Tapes of Prisoners Reports, logs, and other records pertinent to documenting the dissemination of criminal histories and other information to law enforcement or other agencies through crime information networks (e.g., TCIC, NCIC) or by other methods and similar records documenting inquiries for and the receipt of information. Records of the dissemination of criminal histories. Records of the dissemination of information other than criminal histories (e.g., missing persons, stolen property). Records of inquiries for and the receipt of information, including criminal histories. Administrative messages received through TCIC/NCIC or other networks. Records received on persons wanted by other law enforcement agencies. Periodic watch reports or checklists of all prisoners incarcerated. Reports of incidents that result in physical harm, or a serious threat of physical harm, to an employee or inmate of a jail or other person, and reports of investigations of such incidents, showing names of persons involved, description of incident, actions taken, and date and time of the occurrence. Video tapes of prisoners in cells or other areas of a jail or holding facility. PS A 3 years PS B AV PS AV PS year PS years PS days! I I I AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA= Life of Asset US = Until Superseded Date June 18, 2012 Page 29

30 Process Logs or Dockets Logs, dockets, or lists of civil and criminal process received and served by a law enforcement agency. PS years Weapons Proficiency Tests Reports of Resignation or Termination Reports of weapons proficiency tests administered to peace officers. Copies of reports from a law enforcement agency to the Texas Commission on Law Enforcement Standards and Education on the resignation or termination of persons from the agency who are licensed by the commission. PS US + 3 years; or date of separation + 1 year, whichever sooner PS Date of separation + 5 years. Prepared by: ~t /v:'>:-: A/ /, 7 p- es!"loyd Harris ~,.ecords Liaison r Court and Detention Services Reviewedby: ~~ j);lf'~ 8-7- ) <; Lois A. Dillard, CRM Records Management r City Secretary's Date Approvedby ~~~ P7-M-/1 Gloria Lopez-. Date Director Court and Detention Services Revisions 7/21 /14 to reflect changes in Texas State Library schedules with revised descriptions, retention numbers, retention periods and new record series. AC = After Closed, terminated, completed, expired, settled CE = Calendar-year End FE = Fiscal-year End LA = Life of Asset US = Until Superseded Exempt = Exempt from Destruction Request Requirement Date June 18, 2012 Page 30