RECORDS RETENTION SCHEDULE (RC-2) - Part 1

Transcription

1 OHIO H I» T 0 K Y W Ohio Historical Society State Archives of Ohio Local Government Records Program 1982 Velma Avenue Columbus, Ohio DEC I Page 1 of For State Archives - LGRP Use Only Date deceived: Date Reviewed: (term requested for transfer: YES NO If YES, attach copy of transfer form STATE AND LOCAL 1 RECORDS RETENTION SCHEDULE (RC-2) - Part 1 Section A: Local Government Unit Greene GCunt^ Sheriff's i Office See instmctions before completing this form. Must be submitted with PART 2 ".' :'!"! Gene Fischer Greene County Sheriff November 29, 2018 (name) (title) (date) Section B: Records Commission GREENE COUNTY Records Commission (telephone number) C/O GREENE COUNTY ARCHIVES, 535 LEDBETTER ROAD, XENIA, OHiO GREENE (address) (city) (zip code) (county) To have this form returned to the Records Commission electronically, include an address: rhei»e#co.qreene.oh-us I hereby certify that our records commission met in an open meeting, as required by Section ORC, and approved the schedules listed on this form and any continuation sheets. I further certify that our commission will make every effort to prevent these records series from being destroyed, transferred, or otherwise disposed of in violation of these schedules and that no record will be knowingly disposed of which pertains to any pending legal case, claim, action or request. This action is reflected in the minutes kept by thus corgmi^sion, ^ Records Commission nature Date 2&Z6. tlon C: Ohig Historical Society - State Archives Signaturi /^wl Archival- J^/v/jf } Title { ' Date ptlfttld: Auditor of State f. IHjJ, /2-Z 7-fS Date - Please Note: The State Archives retains RC-2 forms permanently. ~~ It is strongly recommended that the Records Commission retain a permanent copy of this form. Revised January 2013

2 SCHEDULE OF RECORDS RETENTION AND DISPOSITION SHERIFF'S OFFICE-2018 Audited means: the years encompassed by the records have been audited by the Auditor of State and the audit report has been released pursuant to Sec O.R.C. Schedule Record Title and Description Retention Period Media Type Number *Uniess otherwise noted, an Approved Certificate of Records Disposal (RC3) is needed in order to dispose of records once they have met their retention period. RECORDS COMMON TO MORE THAN ONE DIVISION Dally Activity Reports Expungements Orders from the courts to seal case files. Retain for two years. The case file, with a special separate index is sealed and retained. Every other record or reference to the case MUST be destroyed. On fulfillment of the order, the order form itself should be destroyed, or returned to the court. and Microfilm, etc Financial Records Retain for three fiscal years, Including bank statements, deposit provided audited, slips, canceled checks, cashbooks, pay-ins, and receipts Financial Records Retain for three years Online financial information Global Records Master index record of all subjects, guns, and vehicles. Retain permanently. ; Information will need to be migrated as electronic Grants Records Retain for three years after the end of the program, or according to the specific requirements of the grant, whichever is greater Requests for Bids Retain for three years after the letting of the contract Staff Meeting Notes Retain for one year, or until of no further administrative use.

3 ADMINISTRATION Accreditation File s documenting the activities of the agency, including such records as Annual Citizen Satisfaction surveys, Response to Resistance reports, and notes of monthly intelligence meetings, etc. ' Applications Applications and pre-application material for employment. To comply with Federal/EEO guidelines Audit Report Copy of the State Examiner's Report for the Sheriff's Office Course Training Materials Includes course content, list of attendees, and performance measures Inventories Annual inventories of agency property, including armory and property logs Job Descriptions Monthly Reports to Staff Payroll Records Office copies. Original records are held in the Auditor's office Personnel Records Complete official file Personnel Records Selected information, including training records, etc., held In the New World online database. Retain until superseded, or classification is abolished. Retain for two years. Retain for seventy-five years. Retain for seventy-five years Professional Conduct Retain for six years after settlement of the investigation.

4 18-20 Public Safety Information Sharing Network (PS1SN) Board Shared system records of the Greene County law enforcement and safety agencies maintained in the New World software system. Note: individual member agencies of PSiSN hold their own agency specific records. Board Minutes Retain permanently. ; Information will neeftc-3 Requireo to be migrated as electronic systems chahge. System logs; Field Reporting SQL data. Message Switch Daily Logs, which include, but not limited to, LEADS transactions. Mobile SQL car to car messaging data Publications Agency manuals, rules and regulations Publications Manuals, etc., placed on county Intranet system Request to Ride Forms Civilian waivers. CIVIL Retain until of no further administrative use, Retain for seven years. Retain until further instructions for deletion from SQL database. Transfer one copy of each hard copy publication to Archives when of no further administrative use. Review and update periodically. Retain for two years Civil Case Docket Online computer record of civil orders received by the Sheriffs Office from various courtssubdivided by court. Original forms are returned to the Clerk of Courts Office.

5 18-25 Civil s Served Online record includes summonses, subpoenas, indictments, motions, notices, orders of protection, evictions, etc. Original forms are returned to the court after the papers are served. Retain for three years after the case is closed Executions and Attachments Including instructions to levy Executions and Attachments Basic information held online Fees and Fines Report Sent annually to the Commissioners Foreign Execution Docket Contains a record of executions and attachments ordered by courts outside the county against county residents Foreign Execution Docket Basic information held online Foreign Fees Record Record of fees received for serving subpoenas for other counties Foreign Fees Record Basic information held online Sheriffs Sale Files For foreclosures. A file is created when the order of sale is received. It includes the typed advertisement sent to the newspaper for publication, a clipped copy of the ad from the newspaper, the notice to the attorneys, the GIS record, and a copy of the confirmation. (The Clerk of Courts office holds the original confirmation.) Sheriffs Sale Order of Sale Docket For foreclosures. The original order form is returned to the Clerk of Courts office. The basic information is held online.

6 18-35 Warrants Online computer record, including indictment list. The original records are returned to the Clerk of Courts office after the warrant is served. CRIMINAL INVESTIGATIONS Accident Reports Field Interview Cards Online database F.O.J Funds Furtherance of Justice financial records Drug Law Enforcement Fund (DLEF) Records Fiscal and administrative records of the Drug Law Enforcement Fund. Retain for four years. Retain for four years Federal Law Enforcement Trust Retain for four years. Fund (FLETF) Records Fiscal and administrative records of the Federal Law Enforcement Trust Fund Law Enforcement Trust Fund (LETF) Retain for four years. Records Fiscal and administrative records of the Law Enforcement Trust Fund pertaining to proceeds from the sale of forfeited property and contraband seized during state law enforcement activities Incident Reports Investigative Case Files. National Incident Based Reporting System (NIBRS) reports Incident Reports {Prior to 2011) Incident Reports (After 2011) Retain paper for three years for accreditation purposes. The paper records can then be destroyed provided they have been scanned and the images verified. Retain permanently. Retain permanently. Migrate all information as electronic systems change. / Microfilm ; Information will need to be migrated as electronic

7 18-45 Juvenile Records Includes arrest records and offense reports Juvenile Records (Prior to 2011) Juvenile Records (After 2011) Photographs Taken for evidence, investigations, and case files Photographs/Video - Digital (After July 2011). Photographs/videos taken with digital cameras of all incidents, and placed on CDs Photographs/Video - Digital Online computer record Property / Chain of Evidence Cards Cards completed for all property received. Chain of evidence cards are attached to original property cards. Retain paper for three years for accreditation purposes. The paper records can then be destroyed provided they have been scanned and the images verified. Retain until the Juvenile reaches the age of majority, plus two years. Retain until the juvenile reaches the age of majority, plus two years. Migrate all information as electronic Retain for five years after case is closed. Retain until transferred to the online computer file. Retain until disposition of property. Microfilm CDs - Online Property Room Record Books Ledger includes all book-ins. Retain permanently JAIL Property Room Records Online records Retain permanently ; Information will need to be migrated as electronic Adult Detention Center Recordings -Digital Retain one system cycle provided no action pending. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records Body Scanner Images-A/o contraband results. Includes intake, inmate images with no contraband results. Retain while of administrative value, provided no action pending. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records.

8 18-56 Body Scanner Images-Positive Permanent Results. Includes intake, Inmate images with positive contraband results. Images will be migrated to the inmate record (see 18-63) Billings For prisoners. Includes in-county and foreign, cities, townships, and villages Commissary Accounts Online records. Retain for three years, provided audited Billing Sheets Retain until microfilmed according to ANSI standards and the film has been verified Billing Sheets County Jail Digital Recordings Retain permanently Retain one system cycle provided no action pending. Note: Records Disposal Procedure (form RC-3) Is not required for the destruction of these records. Microfilm Daily Log Reports Include floor log sheets, key Retain for three years, provided no control log, security log, and legal action is pending, supervisor's daily log inmate Records Include booking records, fingerprint files, mug shots, and commitments and releases. Retain paper records for three years for accreditation purposes. The paper records can then be destroyed provided they have been microfilmed according to ANSI standards and the film verified. RC-3 Required Inmate Records Inmate Records CD duplicates for ease of access Inmate Records Online record. Retain permanently. Retain while of administrative use. Retain for twenty-five years. Microfilm ; Information will need to be migrated as electronic ; Information will need to be migrated as electronic Audited means: the years encompassed by the records have been audited by the Auditor of State and the audit report has been released pursuant to Sec O.R.C.

9 18-67 Jail Register Online record. Retain for twenty-five years. ; Information will need to be migrated as electronic Meal Reports Medical Records Retain for three years, and then scan to CDs Medical Records Retain CDs for a further four years (a total of seven years retention for medical records) Operations Forms Various forms used in the County Jail and Adult Detention Center Visitation Log Book Retain the paper records for two years. The paper records can be destroyed once they have been scanned and the images verified Visitation Log Book Retain for two years. PATROL Traffic Ticket Log Citations Agency copies of minor misdemeanor and traffic citations. Originals are sent to the court Citations Online record. (After July 2001) Concealed Carry Weapons Records Applications for licenses. Licenses are renewed every five years, but the first application contains much more information than later applications Concealed Carry Weapons Records Online records. Retain for twenty-five years. Retain original application for twenty years and each further renewal for ten years. Retain original application for twenty years and each further renewal for ten years.

10 18-79 Patrol Car Audio/Video Recordings-Serious Incident; DVR recordings obtained via in-car system. Deleted automatically Patrol Car Audlo/Vtdeo Recordings-Traffic Citations: DVR recordings obtained via in-car system. Deleted automatically Patrol Car Audio/Video Recordings DVR recordings obtained via in-car system. 365 days. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records. 180 days. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records. 30 days. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records Body Camera Video Footage Footage documenting daily actions of law enforcement personnel for performance and evidentiary purposes; includes video footage with accompanying audio recordings. Routine Business: Retain for 6 months, provided no Including, but not limited to, civil pending legal action. paper service, alarms, cancelled calls, assists, house or business checks, and unfounded calls. Parking,and Traffic Citations and Retain for 1 year, provided no Warnings: pending legal action Including, but not limited to, incident reports, field interviews, SORN verifications and abandoned vehicle tows. Criminal incidents, arrests, case reports, crash reports, supplemental reports, and warrants. Homicides and Deaths Videos pertaining to homicides or other death-related incidents. Retain for 7 years, provided no pending legal action. Permanent Video will need to be migrated as electronic