Record Series Identifier Record Series Name 6.0 University Police Record Identifier Record Title Custodian of Records Record Value: O - Operational F - Fiscal L - Legal H - Historical V - Vital Retention Source Authority Retention Period O F L H V 6.1 Daily Activity Records 911 Calls CSU Practice 30days active/2years inacactive All incoming calls not classified ARMS Police X CSU Practice 120 days CSU Practice CLETS/CORI Logs Peace Officers Standards and Destroyed after annual CLETS audit. Dispatch Telephone Recordings RIMS - Felony RIMS - Misdemeanor Video Camera Media CSU Practice 120 Days CSU Practice CSU Practice 3 years CSU Practice 120 Days Final 12-12-2007 1
Daily Activity Logs Daily Crime Log Crime Awareness & Campus Security Report (Jeanne Clery Act) 90 days Dispatch Logs Evidence Room Log Traffic Citation Book Log 6.2 Sealed Records Adult found factually innocent Adult, Completion of Program Police X PC 851.8 Police X PC 1203.45 Mandatory destruction upon and pursuant to Court Order Mandatory destruction upon and pursuant to Court Order Juvenile Police X WIC 826(a) 7 (b) WIC 781(A) Mandatory destruction upon and pursuant to Court Order 6.3 Arrest Reports Arrest/conviction H&S Sections 11357 (b), (c), (d), (e) or H&S Section 11360(b) violations Arrest/conviction H&S section 11357(e) by a juvenile H&S 11361.5 H&S 11361.5 after date of conviction or arrest if not convicted Record is destroyed when the juvenile attains the age of 18 years old Final 12-12-2007 2
Arrests - 647(f) Drunk Arrests - later termed "detention only" under 849(b) PC Arrests - violation of local ordinances Felony Arrest Reports - no disposition, no conviction Felony Arrest Reports reduced to misdemeanors Misdemeanor Arrests - no disposition, no conviction Misdemeanor Arrests sex and narcotics violations Misdemeanor arrests w/conviction Citations X X Citation Transmittals, Adult and Juvenile CSU Practice Parking Citations Traffic Citations CSU Practice CSU Practice (Listing of citations forwarded to court, filed for reference) (Originals are forwarded to court, includes citations electronically created.) 6.4 Crime/Case/Supplemental Incident Reports & Records Final 12-12-2007 3
Alarm Received Records CSU Practice 6 months Child abuse & Neglect Reports PC 11170(a)(3) 10 years from date of last incident Citizen Complaint Report Criminal History Inquiry Log PC 832.5(b) CSU Practice 3 years Detective Case Files Detectives X X Evidence Disposal Records Evidence / Property Evidence - Body Fluids CSU Practice CSU Practice Case Active CSU Practice Active/Minimum 10 Years Evidence - Audio/Video Same Retention as Associated Crime Report Field Interview Records Felony Crime report w/out an arrest - PC Sections 799, 800, 801, 801.5 CSU Practice PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and Retention per Statue of 802(c) Limitation Felony Crime reports Felony Crime reports - murder, embezzlement of public monies; kidnapping for ransom, etc., falsification of public records PC 799 Permanent Final 12-12-2007 4
Misdemeanor Crime reports 3 years Misdemeanor Crime reports w/out arrest - section PC 799 800, 801, 801.5 PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and 802(c) Retention per Statue of Limitation Incident Reports (Non-Criminal) Incident reports; found property; lost or missing property reports Miscellaneous Complaint Reports CSU Practice CSU Practice CSU Practice Non-criminal Occurrences Offenses where there are no statute of limitations Permanent Fingerprint Applications Key Issue Log Lost/Stolen Key Reports NCIC Validation CSU Practice CSU Practice Permanent CSU Practice CSU Practice Officer Involved Shooting Report Permanent Prisoner Detention Logs CSU Practice 1 year Final 12-12-2007 5
Property Records CSU Practice 3 years Restraining Orders Until Expired State Property Injury Reports Stored/Impounded Vehicle Reports (not associated with arrests) Supplemental Reports CSU Practice Same as parent report Traffic accident - fatal CSU Police Departments Systemwide Operational Guidelines, Chapter 5 Permanent Traffic accident report involving felony arrest Traffic accident reports - all others UCR CHP Recommendation CSU Practice 3 years 6.5 Metrics, Reports, Summaries Crime Stats Monthly Crime Reports Police X CSU Practice Police X CSU Practice Final 12-12-2007 6
SWITRS Reports Weekly Media Logs Alarm History Files Administrative Reviews CSU Practice 3 years Police X CSU Practice CSU Practice CSU Practice Crime Awareness & Campus Security Report (Jeanne Clery Act) Dept. of Education CSU Chancellor's Office Statistical Report Uniform Crime Reporting Chancellor's Office Permanent Dept. of Justice Permanent 6.6 Office and Maintenance Records Citizen Academy Classes Evidence Records Live Scan Misc Events / Presentations Property Records Police X 3 Years CSU Practice Active CSU Practice 1 year Police X CSU Practice 3 Years CSU Practice 5 Years RAD Police X CSU Practice 3 Years Final 12-12-2007 7
Radar Calibration Range Records Ride-Alongs Vehicle Maintenance Weapons Records Work Order Requests/Fiscal/Payroll Record CSU Practice 1 Year CSU Practice Police X CSU Practice 1 Year Police X DGS Recommendation Life of the vehicle CSU Practice Police X CSU Practice 3 Years 6.7 Personnel Records Background Files - Current Employees Background Files - Former Employees Background Files - Non-hires after termination of employment 2 Years Community Service Assistant Interview Files CSU Practice 1 year plus current year CSA Personnel Files CSU Practice Internal Affairs Files PC 832.5 Personnel Files - Current Employees Final 12-12-2007 8
Personnel files - Former Employees after termination of employment Psych Suitability for Appointment Letter - Current Employees Psych Exams - Current Employees Greater of or on completetion of probation Psych Recommendation - Former Employees Psych Recommendation - Non-hires Recruitment Process Records Rape & Aggression Defense Course Records CSU Practice files - current employees (including training) files - former employees (including training) after termination of employment Lesson Plans Until superseded by revision or revoked - Range Records Final 12-12-2007 9