Transcript
SCHEDULE OF RECORDS RETENTION AND DISPOSITION SHERIFF’S OFFICE – 2016
Schedule Number
Record Title and Description
Retention Period
Media Type
RECORDS COMMON TO MORE THAN ONE DIVISION 16-01
Daily Activity Reports
Retain for two years.
Paper
16-02
Daily Activity Reports
Reports created after 2015, retain for two years.
Electronic
16-03
Expungements Orders from the courts to seal case files.
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.
Paper, Electronic, Microfilm, etc.
16-04
Financial Records Including bank statements, deposit slips, canceled checks, cashbooks, pay-ins, and receipts.
Retain for three fiscal years, provided audited.
Paper
16-05
Financial Records Online financial information.
Delete information after three years.
Electronic
16-06
Global Records Master index record of all subjects, guns, and vehicles.
Retain permanently.
Electronic; Information will need to be migrated as electronic systems change.
16-07
Grants Records
Retain for three years after the end of the program, or according to the specific requirements of the grant, whichever is greater.
Paper
16-08
Requests for Bids
Retain for three years after the letting of the contract.
Paper
16-09
Staff Meeting Notes
Retain for one year, or until of no further administrative use.
Paper
ADMINISTRATION 16-10
Accreditation File Papers 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.
16-11
Applications Applications and preapplication material for employment. To comply with Federal/EEO guidelines.
Retain for three years.
Paper
16-12
Audit Report Copy of the State Examiner’s Report for the Sheriff’s Office.
Retain for five years.
Paper
16-13
Inventories Annual inventories of agency property, including armory and main property logs.
Retain for three years.
Paper
16-14
Job Descriptions
Retain until superseded, or classification is abolished.
Paper
16-15
Monthly Reports to Staff
Retain for two years.
Paper
16-16
Payroll Records Office copies. Original records are held in the Auditor’s office. (Prior to 2013)
Retain for three years.
Paper
16-17
Payroll Records Office copies. Original records are held in the Auditor’s office. (From 2013)
Retain for three years.
. Electronic
16-18
Personnel Records Complete official file.
Retain for seventy-five years.
Paper
16-19
Personnel Records Selected information, including training records, etc., held in the New World online database.
Retain for seventy-five years.
Electronic
16-20
Professional Conduct
Retain for six years after settlement of the investigation.
Paper
Retain for three years.
Paper
16-21
Public Safety Information Sharing Network (PSISN) 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.
Electronic; Information will need to be migrated as electronic systems change.
Board Minutes
Retain permanently.
System logs; Field Reporting SQL data.
Retain until of no further administrative use.
Message Switch Daily Logs, which include, but not limited to, LEADS transactions.
Retain for seven years.
Mobile SQL car to car messaging data.
Retain until further instructions for deletion from SQL database.
16-22
Publications Agency manuals, rules and regulations.
Transfer one copy of each hard copy publication to Archives when of no further administrative use.
Paper
16-23
Publications Manuals, etc., placed on county Intranet system.
Review and update periodically.
Electronic
16-24
Request to Ride Forms Civilian waivers.
Retain for two years.
Paper
CIVIL 16-25
Civil Case Docket Online computer record of civil orders received by the Sheriff’s Office from various courts— subdivided by court. Original forms are returned to the Clerk of Courts Office.
Delete information after five years.
Electronic
16-26
Civil Papers 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, then delete.
Electronic
16-27
Executions and Attachments Including instructions to levy.
Retain for five years.
Paper
16-28
Executions and Attachments Basic information held online.
Delete information after five years.
Electronic
16-29
Fees and Fines Report Sent annually to the Commissioners.
Retain for three years.
Paper
16-30
Foreign Execution Docket Contains a record of executions and attachments ordered by courts outside the county against county residents.
Retain for five years.
Paper
16-31
Foreign Execution Docket Basic information held online.
Delete information after five years.
Electronic
16-32
Foreign Fees Record Record of fees received for serving subpoenas for other counties.
Retain for three years.
Paper
16-33
Foreign Fees Record Basic information held online.
Delete information after three years.
Electronic
16-34
Sheriff’s 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.)
Retain for five years.
Paper
16-35
Sheriff’s 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.
Delete information after five years.
Electronic
16-36
Warrants Online computer record, including indictment list. The original records are returned to the Clerk of Courts office after the warrant is served.
Delete information after three years.
Electronic
CRIMINAL INVESTIGATIONS 16-37
Accident Reports Copies are sent to the State.
Retain for three years.
Paper
16-38
Accident Reports (From 2011)
Retain for three years.
Electronic
16-39
Field Interview Cards Online database
Retain for three years.
Electronic
16-40
F.O.J Funds Furtherance of Justice financial records.
Retain for four years.
Paper
16-41
Drug Law Enforcement Fund (DLEF) Records Fiscal and administrative records of the Drug Law Enforcement Fund.
Retain for four years.
Paper
16-42
Federal Law Enforcement Trust Fund (FLETF) Records Fiscal and administrative records of the Federal Law Enforcement Trust Fund.
Retain for four years.
Paper
16-43
Law Enforcement Trust Fund (LETF) 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.
Retain for four years.
Paper
16-44
Incident Reports Investigative Case Files. National Incident Based Reporting System (NIBRS) reports.
Retain paper for three years for accreditation purposes. The paper records can then be destroyed provided they have been scanned and the images verified.
Paper/Electronic
16-45
Incident Reports (Prior to 2011)
Retain permanently.
Microfilm
16-46
Incident Reports (After 2011)
Retain permanently. Migrate all information as electronic systems change.
Electronic; Information will need to be migrated as electronic systems change.
16-47
Juvenile Records Includes arrest records and offense reports.
Retain paper for three years for accreditation purposes. The paper records can then be destroyed provided they have been scanned and the images verified.
Paper
16-48
Juvenile Records (Prior to 2011)
Retain until the juvenile reaches the age of majority, plus two years.
Microfilm
16-49
Juvenile Records (After 2011)
Retain until the juvenile reaches the age of majority, plus two years. Migrate all information as electronic systems change.
Electronic
16-50
Photographs Taken for evidence, investigations, and case files.
Retain for five years after case is closed.
Paper
16-51
Photographs/Video - Digital (After July 2011). Photographs/videos taken with digital cameras of all incidents, and placed on CDs.
Retain until transferred to the online computer file.
Electronic — CDs
16-52
Photographs/Video - Digital Online computer record
Retain for three years.
Electronic – Online
16-53
Property / Chain of Evidence Cards Cards completed for all property received. Chain of evidence cards are attached to original property cards.
Retain until disposition of property.
Paper
16-54
Property Room Record Books Ledger includes all book-ins.
Retain permanently
Paper
16-55
Property Room Records Online records
Retain permanently
Electronic; Information will need to be migrated as electronic systems change.
JAIL 16-56
Adult Detention Center — Digital Recordings
Retain one system cycle provided no action pending. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records.
Electronic
16-57
Billings For prisoners. Includes incounty and foreign, cities, townships, and villages.
Retain for three years, provided audited.
Paper
16-58
Commissary Accounts Online records.
Delete information after five years.
Electronic
16-59
Billing Sheets
The paper records can be destroyed provided they have been microfilmed according to ANSI standards and the film has been verified.
Paper
16-60
Billing Sheets
Retain permanently
Microfilm
16-61
County Jail — Digital Recordings
Retain one system cycle provided no action pending. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records.
Electronic
16-62
Daily Log Reports Include floor log sheets, key control log, security log, and supervisor’s daily log. (Prior to 2009)
Retain for three years, and then destroy, provided no legal action is pending.
Paper
16-63
Daily Log Reports Include floor log sheets, key control log, security log, and supervisor’s daily log. (After 2009)
Retain for three years, and then destroy, provided no legal action is pending.
Electronic
16-64
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.
Paper
16-65
Inmate Records
Retain permanently.
Microfilm
16-66
Inmate Records CD duplicates for ease of access.
Retain while of administrative use.
Electronic; Information will need to be migrated as electronic systems change.
16-67
Inmate Records Online record.
Retain for twenty-five years.
Electronic; Information will need to be migrated as electronic systems change.
16-68
Jail Register Online record.
Retain for twenty-five years.
Electronic; Information will need to be migrated as electronic systems change.
16-69
Meal Reports
Retain for three years.
Paper
16-70
Medical Records
Retain for three years, and then scan to CDs.
Paper
16-71
Medical Records
Retain CDs for a further four years (a total of seven years retention for medical records).
Electronic
16-72
Operations Forms Various forms used in the County Jail and Adult Detention Center.
Retain for three years.
Paper
16-73
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.
Paper
16-74
Visitation Log Book
Retain for two years.
Electronic
PATROL 16-75
Traffic Ticket Log (Prior to July 2011)
Retain for three years.
Paper
16-76
Traffic Ticket Log (After July 2011)
Retain for three years.
Electronic
16-77
Citations Agency copies of minor misdemeanor and traffic citations. Originals are sent to the court. (Prior to July 2011)
Retain for three years.
Paper
16-78
Citations Online record. (After July 2001).
Delete information after twenty-five years.
Electronic
16-79
Concealed Carry Weapons Records Applications for licenses. Licenses are renewed every five years, but the first application contains much more information than later applications.
Retain original application for twenty years and each further renewal for ten years.
Paper
16-80
Concealed Carry Weapons Records Online records.
Retain original application for twenty years and each further renewal for ten years.
Electronic
16-81
Patrol Car Audio/Video Recordings-Serious Incident: DVR recordings obtained via in-car system. Deleted automatically.
365 days. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records.
Electronic
16-82
Patrol Car Audio/Video Recordings-Traffic Citations: DVR recordings obtained via in-car system. Deleted automatically.
180 days. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records.
Electronic
16-83
Patrol Car Audio/Video Recordings DVR recordings obtained via in-car system.
30 days. Note: Records Disposal Procedure (form RC-3) is not required for the destruction of these records.
Electronic
16-84
DVDs from in-car camera
1 year or until no longer administratively useful and there is no pending litigation.
Electronic
16-85
Photographs—Junked Vehicles
Retain for one year.
Paper
