University Police
| Record Identifier | Record Title | Custodian of Records | Retention Source Authority | Retention Period |
|---|---|---|---|---|
|
6.1 |
Daily Activity Records |
|
CSU Practice |
|
|
6.1.1 |
911 Calls |
CSU Practice |
30 days active/2 years inactive |
|
|
6.1.2 |
All incoming calls not classified |
Chief of Police |
CSU Practice |
120 Days |
|
6.1.3 |
ARMS (per campus police 3/13/14, does not maintain these records) |
Chief of Police |
CSU Practice |
Indefinitely |
|
6.1.4 |
CLETS/CORI Logs |
Chief of Police |
Peace Officers Standards and Training |
Destroyed after annual CLETS audit. |
|
6.1.5 |
Dispatch Telephone Recordings |
Chief of Police |
CSU Practice |
120 Days |
|
6.1.6 |
RIMS - Felony (per campus police 3/13/14, does not maintain these records) |
Chief of Police |
CSU Practice |
7 Years |
|
6.1.7 |
RIMS - Misdemeanor (per campus police 3/13/14, does not maintain these records) |
Chief of Police |
CSU Practice |
3 Years |
|
6.1.8 |
Video Camera Media |
Chief of Police |
CSU Practice |
120 Days |
|
6.1.9 |
Daily Activity Logs. |
Chief of Police |
Peace Officer Standards & Training |
2 years - Per Campus Police 3-13-14, keeps these 7 years for Clery Act reporting |
|
6.1.10 |
Daily Crime Log (Per campus police 3/30/2017, to ensure compliance with the Clery Act, UPD made a procedural change in January 2017 and no longer has a “Daily Crime Log” |
Chief of Police |
Crime Awareness & Campus Security Report (Jeanne Clery Act) |
90 days |
|
6.1.11 |
Dispatch Logs (per campus police 3/13/14, does not maintain these records) |
Chief of Police |
Peace Officer Standards & Training |
2 years |
|
6.1.12 |
Evidence Room Log |
Chief of Police |
Peace Officer Standards & Training |
Indefinitely |
|
6.1.13 |
Traffic Citation Book Log |
Chief of Police |
Peace Officer Standards & Training |
2 years |
|
6.2 |
Sealed Records |
|
|
|
|
6.2.1 |
Adult found factually innocent |
Chief of Police |
PC 851.8 |
Mandatory destruction upon and pursuant to Court Order |
|
6.2.2 |
Adult, Completion of Program |
Chief of Police |
PC 1203.45 |
Mandatory destruction upon and pursuant to Court Order |
|
6.2.3 |
Juvenile |
Chief of Police |
WIC 826(a) 7 (b) WIC 781(A) |
Mandatory destruction upon and pursuant to Court Order |
|
6.3 |
Arrest Reports |
|
|
|
|
6.3.1 |
Arrest/conviction H&S Sections 11357 (b), (c), (d), (e) or H&S Section 11360(b) violations |
Chief of Police |
H&S 11361.5 |
2 years after date of conviction or arrest if not convicted |
|
6.3.2 |
Arrest/conviction H&S section 11357(e) by a juvenile |
Chief of Police |
H&S 11361.5 |
Record is destroyed when the juvenile attains the age of 18 years old |
|
6.3.3 |
Arrests - 647(f) Drunk |
Chief of Police |
Peace Officer Standards & Training |
2 Years |
|
6.3.4 |
Arrests - later termed "detention only" under 849(b) PC |
Chief of Police |
Peace Officer Standards & Training |
5 Years |
|
6.3.5 |
Arrests - violation of local ordinances |
Chief of Police |
Peace Officer Standards & Training |
2 Years |
|
6.3.6 |
Felony Arrest Reports - no disposition, no conviction |
Chief of Police |
Peace Officer Standards & Training |
7 Years |
|
6.3.7 |
Felony Arrest Reports reduced to misdemeanors |
Chief of Police |
Peace Officer Standards & Training |
7 Years |
|
6.3.8 |
Misdemeanor Arrests - no disposition, no conviction |
Chief of Police |
Peace Officer Standards & Training |
5 Years |
|
6.3.9 |
Misdemeanor Arrests sex and narcotics violations |
Chief of Police |
Peace Officer Standards & Training |
7 Years |
|
6.3.10 |
Misdemeanor arrests w/conviction |
Chief of Police |
Peace Officer Standards & Training |
7 Years |
|
6.3.11 |
Citations |
Chief of Police |
|
|
|
6.3.12 |
Citation Transmittals, Adult and Juvenile |
Chief of Police |
CSU Practice |
2 Years |
|
6.3.13 |
Parking Citations |
Chief of Police |
CSU Practice |
5 years (Listing of citations forwarded to court, filed for reference) |
|
6.3.14 |
Traffic Citations |
Chief of Police |
CSU Practice |
2 years (Originals are forwarded to court, includes citations electronically created.) |
|
6.4 |
Crime/Case/Supplemental Incident Reports & Records |
|
|
|
|
6.4.1 |
Alarm Received Records |
Chief of Police |
CSU Practice |
6 months |
|
6.4.2 |
Child abuse & Neglect Reports |
Chief of Police |
PC 11170(a)(3) |
10 years from date of last incident |
|
6.4.3 |
Citizen Complaint Report |
Chief of Police |
PC 832.5(b) |
5 Years |
|
6.4.4 |
Criminal History Inquiry Log |
Chief of Police |
CSU Practice |
3 Years |
|
6.4.5 |
Detective Case Files |
Chief of Police |
Peace Officer Standards & Training |
5 Years |
|
6.4.6 |
Evidence Disposal Records |
Chief of Police |
CSU Practice |
Indefinitely |
|
6.4.7 |
Evidence / Property |
Chief of Police |
CSU Practice |
Case Active |
|
6.4.8 |
Evidence - Body Fluids |
Chief of Police |
CSU Practice |
Active/Minimum 10 Years |
|
6.4.9 |
Evidence - Audio/Video |
Chief of Police |
Peace Officer Standards & Training |
Same Retention as Associated Crime Report |
|
6.4.10 |
Field Interview Records |
Chief of Police |
CSU Practice |
2 Years |
|
6.4.11 |
Felony Crime report w/out an arrest - PC Sections 799, 800, 801, 801.5 |
Chief of Police |
PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and 802(c) |
Retention per Statue of Limitation |
|
6.4.12 |
Felony Crime reports |
Chief of Police |
Peace Officer Standards & Training |
7 Years |
|
6.4.13 |
Felony Crime reports - murder, embezzlement of public monies; kidnapping for ransom, etc., falsification of public records |
Chief of Police |
PC 799 |
Permanent |
|
6.4.14 |
Misdemeanor Crime reports |
Chief of Police |
Peace Officer Standards & Training |
3 Years |
|
6.4.15 |
Misdemeanor Crime reports w/out arrest - section PC 799 800, 801, 801.5 |
Chief of Police |
PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and 802(c) |
Retention per Statue of Limitation |
|
6.4.16 |
Incident Reports (Non-Criminal) |
Chief of Police |
CSU Practice |
2 Years |
|
6.4.17 |
Incident reports; found property; lost or missing property reports |
Chief of Police |
CSU Practice |
2 Years |
|
6.4.18 |
Miscellaneous Complaint Reports |
Chief of Police |
CSU Practice |
2 Years |
|
6.4.19 |
Non-criminal Occurrences* |
Chief of Police |
Peace Officer Standards & Training |
2 Years |
|
6.4.20 |
Offenses where there are no statute of limitations |
Chief of Police |
Peace Officer Standards & Training |
Permanent |
|
6.4.21 |
Fingerprint Applications/Live Scan |
Chief of Police |
CSU Practice |
2 Years |
|
6.4.22 |
Key Issue Log (per campus police 3/13/14, does not maintain these records) |
CSU Practice |
Permanent |
|
|
6.4.23 |
Lost/Stolen Key Reports |
Chief of Police |
CSU Practice |
Indefinitely |
|
6.4.24 |
NCIC Validation |
Chief of Police |
CSU Practice |
2 Years |
|
6.4.25. |
Officer Involved Shooting Report |
Chief of Police |
Peace Officer Standards & Training |
Permanent |
|
6.4.26 |
Prisoner Detention Logs |
Chief of Police |
CSU Practice |
1 Year |
|
6.4.27 |
Property Records - Case Files/Non-Evidence |
Chief of Police |
CSU Practice System wide Chief Law Enforcement Officer Email 6-29-12 |
3 years |
|
6.4.28 |
Restraining Orders |
Chief of Police |
Peace Officer Standards & Training |
Until Expired |
|
6.4.29 |
State Property Injury Reports (Trip and fall reports) |
Chief of Police |
Peace Officer Standards & Training |
5 years |
|
6.4.30 |
Stored/Impounded Vehicle Reports (not associated with arrests) |
Chief of Police |
Peace Officer Standards & Training |
2 years |
|
6.4.31 |
Supplemental Reports |
Chief of Police |
CSU Practice |
Same as parent report |
|
6.4.32 |
Traffic accident - fatal |
Chief of Police |
CSU Police Departments System wide Operational Guidelines, Chapter 5 |
Permanent |
|
6.4.33 |
Traffic accident report involving felony arrest |
Chief of Police |
Peace Officer Standards & Training |
7 years |
|
6.4.34 |
Traffic accident reports - all others |
Chief of Police |
CHP Recommendation |
2 years |
|
6.4.35 |
UCR |
Chief of Police |
CSU Practice |
3 years |
|
6.5 |
Metrics, Reports, Summaries |
|
|
|
|
6.5.1 |
Crime Stats |
Chief of Police |
CSU Practice |
7 years |
|
6.5.2 |
Monthly Crime Reports |
Chief of Police |
CSU Practice |
7 years |
|
6.5.3 |
SWITRS Reports (Per campus police 3/13/14, does not maintain these records) |
Chief of Police |
CSU Practice |
3 years |
|
6.5.4 |
Weekly Media Logs (Per campus police 3/13/14, does not maintain these records) |
Chief of Police |
CSU Practice |
|
|
6.5.5 |
Alarm History Files |
Chief of Police |
CSU Practice |
2 years |
|
6.5.6 |
Administrative Reviews |
Chief of Police |
CSU Practice |
2 years |
|
6.5.7 |
Crime Awareness & Campus Security Report (Jeanne Clery Act) |
Chief of Police |
Dept. of Education |
7 years |
|
6.5.8 |
CSU Chancellor's Office Statistical Report |
Chief of Police |
Chancellor's Office |
Permanent |
|
6.5.9 |
Uniform Crime Reporting |
Chief of Police |
Dept. of Justice |
Permanent |
|
6.6 |
Office and Maintenance Records |
|
|
|
|
6.6.1 |
Citizen Academy Classes (Per campus police 3/13/14, does not maintain these records) |
Chief of Police |
|
3 years |
|
6.6.2 |
Evidence Records |
Chief of Police |
CSU Practice |
Active |
|
6.6.3 |
Live Scan |
Chief of Police |
CSU Practice |
1 Year |
|
6.6.4 |
Misc. Events / Presentations ( Public Police Presentations) |
Chief of Police |
CSU Practice |
3 Years |
|
6.6.5 |
Property Records Equipment |
Chief of Police |
CSU Practice |
5 Years |
|
6.6.6 |
RAD |
Chief of Police |
CSU Practice |
3 Years |
|
6.6.7 |
Radar Calibration |
Chief of Police |
CSU Practice |
1 Year |
|
6.6.8 |
Range Records |
Chief of Police |
CSU Practice |
Indefinitely |
|
6.6.9 |
Ride-Along |
Chief of Police |
CSU Practice |
1 Year |
|
6.6.10 |
Vehicle Maintenance |
Chief of Police |
DGS Recommendation |
Life of the vehicle |
|
6.6.11 |
Weapons Records |
Chief of Police |
CSU Practice |
Indefinitely |
|
6.6.12 |
Work Order Requests/Fiscal/Payroll Record |
Chief of Police |
CSU Practice |
3 Years |
|
6.7 |
Personnel Records |
|
|
|
|
6.7.1 |
Background Files - Current Employees |
Chief of Police |
Peace Officer Standards & Training |
Indefinitely |
|
6.7.2 |
Background Files - Former Employees |
Chief of Police |
Peace Officer Standards & Training |
5 years after termination of employment |
|
6.7.3 |
Background Files - Non-hires |
Chief of Police |
Peace Officer Standards & Training |
2 Years |
|
6.7.4 |
Community Service Assistant Interview Files |
Chief of Police |
CSU Practice |
1 year plus current year |
|
6.7.5 |
CSA Personnel Files (per campus police 3/13/14, does not maintain these records) |
Chief of Police |
CSU Practice |
2 Years |
|
6.7.6 |
Internal Affairs Files |
Chief of Police |
PC 832.5 |
5 Years |
|
6.7.7 |
Personnel Files - Current Employees |
Chief of Police |
Peace Officer Standards & Training |
Indefinitely |
|
6.7.8 |
Personnel files - Former Employees |
Chief of Police |
Peace Officer Standards & Training |
5 years after termination of employment |
|
6.7.9 |
Psych Suitability for Appointment Letter - Current Employees |
Chief of Police |
Peace Officer Standards & Training |
Indefinitely |
|
6.7.10 |
Psych Exams - Current Employees |
Chief of Police |
Peace Officer Standards & Training |
Greater of 2 years or on completion of probation |
|
6.7.11 |
Psych Recommendation - Former Employees |
Chief of Police |
Peace Officer Standards & Training |
5 Years |
|
6.7.12 |
Psych Recommendation - Non-hires |
Chief of Police |
Peace Officer Standards & Training |
2 Years |
|
6.7.13 |
Recruitment Process Records |
Chief of Police |
Peace Officer Standards & Training |
2 Years |
|
6.7.14 |
Rape & Aggression Defense Course Records (Refer 6.6.6) |
Chief of Police |
CSU Practice |
2 Years |
|
6.7.15 |
Training files - current employees (including Peace Officer Standards & Training training) |
Chief of Police |
Peace Officer Standards & Training |
Indefinitely |
|
6.7.16 |
Training files - former employees (including Peace Officer Standards & Training training) |
Chief of Police |
Peace Officer Standards & Training |
5 years after termination of employment |
|
6.7.17 |
Training Lesson Plans |
Chief of Police |
Peace Officer Standards & Training |
Until superseded by revision or revoked |
|
6.7.18 |
Training - Range Records |
Chief of Police |
Peace Officer Standards & Training |
Indefinitely |
|
6.8 |
PAS Device Calibration Logs |
Chief of Police |
CSU |
2 years |
Notes:
Italic text Indicates CSU Long Beach campus specific modifications to this schedule.
* Typical documents may include a variation of standard State forms.
1Please refer to Coded Memorandum HR 2007-11 () for further information regarding the "Internet Applicant Rule." CSU's Record Retention policy of 3 or 5 years, depending upon the type of separation, exceeds the 2-year period required by the Office of Federal Contract Compliance Programs (OFCCP) regulations. Accordingly, these records should be retained pursuant to CSU's Record Retention policy.
