2013-014 - Retention Schedule - Laserfiche WebLink

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City of Santa Ana Records Retention Schedule POLICE DEPARTMENT Exhibit J RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE RETENTION PERIOD REMARKS CUSTODIAN EVIDENCE Negatives by Case Number Negatives of photos taken from crime scenes Date Obtained 5 Years GC 34090 ID Lab (Cont'd.) FIELD INTERVIEW CARDS By Name Documentation of a field contact by an officer Date Written 2 Years GC 34090 Records Division FINANCE Petty Cash Receipts -by Expense vouchers and reimbursement requests Date of 2 Years GC 34090 Special Fiscal Year Reimbursement Investigations FINANCIAL DISCLOSURE By Name Confidential financial disclosure form completed Separation date from 2 Years GC 34090 FORM by employees working designated assignments designated assi nment GRAFFITI TASK FORCE Correspondence, records of interdepartmental Date of incident 3 Years GC 34090 District actions concerning Task Force issues Investigations JAIL ADMINISTRATIVE Inmate Grievances Inmate complaints and dispositions Date of Completion 10 Years Agendy Policy Jail Facility REPORTS JAIL ADMINISTRATIVE Inspections Results of other governmental agencies Date of Inspection 2 Years GC 34090 Jail Facility REPORTS inspections Inmate Mail Log Inmate mail summary Date of Log 2 Years GC 34090 Jail Facility Intake Statistics Daily summary of intakes Date of Summary 2 Years GC 34090 Jail Facility Population Roster Daily population roster Date of Log 2 Years GC 34090 Jail Facility JAIL INMATE RECORDS By Inmate Name Booking, release and custody files Date of Arrest 10 Years Agency Policy Jail Facility JAIL OPERATIONS Activity Summary Synopsis of population demography Date of Log 2 Years GC 34090 Jail Facility REPORTS Incident Report Detailed occurrence documentation Date of Report 2 Years GC 34090 Jail Facility Shift Activity Log Significant events, welfare checks, etc. Date of Log 2 Years GC 34090 Jail Facility MINUTES Uniform Committee Meeting minutes Date of Meeting 2 Years GC 34090 Field Operations PERSONNEL By Name City employment requests for record checks of Date of Request 2 Years GC 34090 Records Division new employees and supporting documents By Name Explorer Post applications and performance Date of Termination 2 Years GC 34090 Training Division records of explorers PETITIONS Petition and Orders under Court Orders requiring the sealing of records Date of Order 2 Years GC 34090 Records Division PC 1034 (no case numbers) POLICE REPORTS Crime Reports Traffic Incidents wherein a case number is issued Date of Report Permanent Records Division Reports Information Reports 2of4