2013-014 - Retention Schedule - Laserfiche WebLink

Home Browse Search

City of Santa Ana Records Retention Schedule POLICE DEPARTMENT Exhibit J RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION RECORD START DATE RETENTION PERIOD REMARKS CUSTODIAN POLICE REPORTS Homicide Reports Incidents wherein a murder is committed Date of Report Permanent PC 799 Records Division (Cont'd.) Marijuana Report under 1 Incidents involving less than 1 oz. Of marijuana Date Occurred 2 Years H&S Code 113615 Records Division oz. POLYGRAPH FILES By Calendar Year Pre -employment polygraph examinations Date of Creation 3 Years GC 34090 Personnel Division COP PROJECTS By Project Community Oriented Policing (COP) problem Date Project 3 Years GC 34090 Field Operations solving intervention reports Completed PSYCHOLOGICAL FILES By Calendar Year Pre -employment psychological examinations Date of Creation 5 Years GC 34090 Personnel Division results ROLL CALL BRIEFING Information disseminated at Roll Call Briefings Date of Briefing 2 Years GC 34090 Field Operations FILES ' SEXUAL HARASSMENT By Calendar Year Investigations of sexual harassment complaints Investigation 5 Years GC 34090 Personnel Division INVESTIGATION Completion Date STATISTICAL REPORTS UCR (Uniform Crime State reports of statistics on crimes and Date of Report 10 Years GC 34090 Records Division Report) supporting documents Crime Tally Sheets Forms use to collect crime data Date of Crime 2 Years GC 34090 Records Division SUPERVISOR LOGS By Supervisor Name Daily logs written by supervisors documenting Date Written 2 Years GC 34090 Individual shift activities. supervisor TRAINING RECORDS Departmental Orders Self-explanatory Permanent Permanent GC 34090 Training Division Employee Training Records Schools and classes attended by police Termination Date 5 Years GC 34090 Training Division by Employee Name employees Jail Training Records - By Jail employee training records Termination Date 5 Years GC 34090 Jail Facility Employee Name K-9 Training Records Training records of K-9 officers Termination Date 5 Years GC 34090 K-9 Unit Law Summary Summaries issued by City Attorney and Legal Date of Issue 5 Years GC 34090 Training Division Advisor TRAINING RECORDS Range Records Employees' scores and documentation Date Created 5 Years GC 34090 Training Division STC Reports (Standards Mandated quarterly and annual report submitted Date of Report 2 Years GC 34090 Jail Facility and Training for Corrections) to STC Training Bulletins Self-explanatory Permanent Permanent GC 34090 Training Division TRESPASS FORMS Permission form signed by property owner Date of initial Report 2 Years GC 34090 Field Operations 3of4