Page of OHIO Ohio Historical Society HISTORY state Archives of Ohio W Local Govermet Records Program 800 E. 1701 Aveue RECORS RETENTION SCHEULE (RC-2) See istructios before completig this form. 772- Sectio A: Local Govermet Uit (To complete this form olie, use "tab" key to Jump from box to box.) (local govermet etity) Police epartmet (uit) 2^ ^/ >«^Oe- (sigature of resposible official) Tom Miller (ame) Police Chief (title) 5-7-12 (date) Sectio B: Records Commissio Records Commissio (440) 775-7203 (telephoe umber) 85 S. Mai Street Oberli (address) (city) OH (zip code) Lorai (couty) To have this form retured to the Records Commissio electroically, iclude a email address: baderso@clty ofoberli.com 1 hereby certify that our records commissio met I a ope meetig, as required by Sectio 121.22 ORC, ad approved the schedules listed o this form ad ay cotiuatio sheets. I further certify that our commissio will make every effort to prevet these records series from beig destroyed, trasferred, or otherwise disposed of i violatio of these schedules ad that o record will be kowigly disposed of which pertais to ay pedig legal case, claim, actio or request. This actio is reflected i the miutes kept by this jojwissio. &J..J!/Ufi\} "Records'Commissio Chair Sigature &MLate Sectio C: Ohio Historical Society - State Archives Sigature), Title ate Sectio State Sigature < /2- ate Please Note: The State Archives retais RC-2 forms permaetly. It is stroalv recommeded that the Records Commissio retai a oermaet coov of mis form SAO/-RC2-(lst.) Revised September 2011
' a?"?t Ohio Historical Society State Archives of Ohio Local Govermet Records Program This retetio schedule supersedes all previous retetio schedules approved by the Oberli City Records Commissio prior to May 10,2012. Page 800 E. 17* Aveue Sectio E: Records Retetio CITY OF OBERLIN (local govermet etity} POLICE EPARTMENT (uit) 201 2-01 -P 911 Notificatios Record Title ad escriptio Retetio Period 5 years provided o actio pedig. P 201 2-02- P Accidet / Crash Reports & Cards Traffic - No-Fatal. 3 years. 2012-03-P Accidet / Crash Reports & Cards Traffic - Fatal. Permaet. 2012-04-P 2012-05-P Alarm Reports Reports of activities of officers o each shift or special detail worked. Icludes lists of iformatio o occurrece of all crimial activity, complaits ad arrests, traffic violatios ad accidets. Alcohol Breath Testig Forms (Test, Calibratio, Proficiecy, Etc.) 2 years. 3 years. Electroic" 2012-06-P 2012-07-P Aual et Budaet Worksheets / ocumets Icludes budget requests, cost estimates, expeditures, program requests, salary ad wage lists, correspodece ad related records. Aual epartmet Report 5 years after budget year. Permaet, f of~ 2012-08-P Applicats Withdraw From Cosideratio For Employmet Backaroud Ivestigatio 1 year.
OHIO Ohio Historical Society HISTORY Stale Archives of Ohio Local Govermet Records Program 800 E. 17* Aveue Page 3 of/f 2012-09-P Record Title ad escriptio Arrest Book Arrestee - Charge Iformatio. Permaet. Retetio Period <4), - o - 2012-10-P 2012-11-P 2012-12-P 2012-1 3-P 2012-14-P Arrest Cards/ Reports Reports cocerig arrests made by officers. Way iclude complete ame, alias or ickame of perso arrested, residece, sex, age, date of birth, physical descriptio, offese committed, car-make, licese umber, occupatio, telephoe umbers, ames of witesses, ame of arrestig officer(s), ad other related iformatio. Attedace Reports / Records / ifferetial Time Sheets Auctio/Surplus Sales Records Records cocerig abadoed ad uclaimed articles ad foud property sold at public auctio. May iclude auctio receipts of moies received for items sold. Audit Records Results Law Eforcemet Automated ata System, Natioal Crime Iformatio Ceter, Ohio Law Eforcemet Network. Bicvcle Licese Reaistratios Permaet. 6 years. 5 years. 2 audit cycles. estructio of the bicycle or documeted chage of owership or 25 years, whichever comes first.. ' - ", '.. P : 2012-15-P Bicvcle/Proertv Cards (Stole ad Abadoed) 2 years. d 2012-16-P Blak Forms (Admiistrative) Util revised, obsolete or superseded, ad the destroy.. / SAO/-RC2-(!st.) Revised September 2011
OHIO Ohio Historical Society a i a T o R x state Archives of Ohio Local Govermet Records Program Page // 600 E. 17* Aveue 2012-1 7-P Record Title ad escriptio Citatios File Files iclude violatios related to traffic, parkig, equipmet, bicycle, garbage ad uisace. Retetio Period 3 years provided o actio pedig., : 2012-1B-P Computer Geerated Reports (N o-specific) Admiistrative & Fiacial Reports. Util o loger of admiistrative value or fiscal value, the destroy. : '. 2012-19-P Copies (Readig, Iformatioal & Referece) Util o loger of admiistrative value., 2012-20-P Correspodece ad Iauires Retai for 6 moths. File with related records if cotet requires loger retetio. ' - 201 2-21 -P Correspodece (email) Retai for 6 moths. File with related records if cotet requires loger retetio. - -- 2012-22-PL Correspodece (Usolicited) Retai util o loger of admiistrative value. ; P 2012-23-P Crimial Case Files Icidet Reports (Capital Crimes) Icludes ivestigative reports, complait reports, figerprit cards, origial arrest reports, copies of warrats, special expediture reports, statemets of seized ad retured property, iterview sheets, case status reports, photographs, court orders, correspodece officer's otes, laboratory tests, court dispositios, ad other related records. Permaet. / SAO/-RC2-{lst.) Revised September 2011
OHIO Ohio Historical Society E i s T o i Y state Archives of Ohio Local Govermet Records Program 800 E. 17* Aveue Page of 2012-24-P 2012-25-P 2012-26-P Record Title ad escriptio Crimial Case Files - Icidet Reports (Misdemeaor) Icludes ivestigative reports, complait reports, figerprit cards, origial arrest reports, copies of warrats, special expediture reports, statemets of seized ad retured property, iterview sheets, case status reports, photographs, court orders, correspodece, officer's otes, laboratory tests, court dispositios, ad other related records. Crimial Case Files- Icidet Reports (Felov) Icludes reports related to ivestigatios, complaits, ad arrest. Copies of warrats, special expediture reports, statemets of seized ad retured property, iterview sheets, case status reports, photographs, court orders, correspodece, officer's otes, laboratory tests, court dispositios, ad other related records. Cruiser Repair Work Orders Requests for vehicle repair or maiteace. Retetio Period 6 years provided o actio pedig. 6 years provided o actio pedig. 7 years per vehicle. - byohs-. ; Vfl:'v ' 2012-27-P ailv Loos {Electroic Computer Logs) 5 years. q 2012-28-P aiiv Loas (Prited Computer Logs) 1 year. 2012-29-P omestic Violece-Case & Mothlv Reports Cases ad reports o omestic violece icludig restraiig orders ad related records. 3 years after submitted to the Bureau of Crimial Ivestigatio (BCI) i Ohio. ' SAO/-RC2-(ist.) Revised September 2011
Page, of OH IO H 13 T o s x Ohio Historical Society state Archives of Ohio Local Govermet Records Program 800 17* Aveue 2012-30-P 2012-31-P 2012-32-P Record Title ad escriptio rafts ad Iformal Notes (Icludig but ot limited to: appoitmet books, caledars, schedules, orgaizers, plaers, ad electroic files (Microsoft Outlook & Blackberry devices). Equipmet Ivetory Ivetories of equipmet issued to all law eforcemet persoel. Equipmet Operatiq & Maiteace Mauals Retetio Period Util revised, obsolete or superseded, ad the destroy. 3 years. Life of equipmet. byohs-.. d 2012-33-P Evidece / Property Receipts ' 5 years after destructio of property.. a. 2012-34-P Evet Plaig ocumetatio Icludes but ot limited to commuity evets such as Family Fu Fair, Safety Tow, ad Bike Rodeo. 3 years.. a * 2012-35-P Field Traiiq Mauals Employee retais util retiremet or termiatio. - a 2012-36-P Field Traiiq Proqram (aily Observatio ad Evaluatio Reports) Reports.cocerig field observatios of suspicious persos or vehicles. May iclude subject's ame, address, ad physical descriptio; date, time, ad locatio of occurrece, reaso for stop, ame of officer coductig iterview, ad other related iformatio. 2 years after completio of Field Traiig Officer program. SAO/-RC2-(lst.) Revised September 2011
OHIO Ohio Historical Society H ' s r o R Y state Archives of Ohio Local Govermet Records Program 2012-37-P 2012-38-P 800 E. 17* Aveue Record Title ad escriptio Fiaer Prit Cards Numerically idex or similar record used to verify a subject's idetity. May iclude figerprits ad all ecessary iformatio required to idetify a idividual. Figerprit cards are ofte part of a case or crimial history file. Geeral Orders. irectives. Policies. Rules. Reaulatios Or Procedures Retetio Period 80 years (or util deceased). ti't'tttf. ~# rs: ftft yssjs, '! m Siste ad the aa report to beefl re^a^r- o«rsaiji«ro cr7l7.260.s-c. Util superseded, retai oe copy permaetly for admiistrative value. Page ^ of : / ' 2012-39-P Grat Files Applicatios / Records Federal / State. 5 years provided audited ad disputes resolved.. 2012-40-P Had Writte isoatch Notes estroyed after electroic etry. 201 2-41 -P 201 2-42- P Icidet/ Accidet Report (Copies) Reports completed by officers respodig to icidets. May iclude victim, suspect ad witess iformatio, damaged ad stole property reports, statemet sheets, Mirada waiver forms, ad other related records. Jail Loq Register 1 0 years after termiatio or retiremet of employee. Permaet. o" 2012-43-P >012-44-P Jail Records Icludig but ot limited to commissary, itake/discharge, medical, persoal property documets, ad daily log book. Juk Vehicle Records 3 Years. 2 years provided o actio pedig.
Page of // OHIO Ohio Historical Society HISTO^I state Archives of Ohio crslb Local Govermet Records Program \Y/ 800 2012-45-P E. 17* Aveue Record Title ad escriptio Juk Vehicle Reports / Lists Retetio Period 3 years provided o actio pedig. 2012-46-P 2012-47-P K-9 Records (Medical, Traiia, Statistical ata) Lists Various 10 years after retiremet (or death) of K-9. Cotiually updated or revised. Electroic4 2012-48-P Media Releases 1 year. 2012-49-P Missia Persos Report 20 years if ot foud, otherwise, retai for 6 years provided o actio pedig. 2012-50-P 2012-51 -P Mothly & Aual Statistical Reports (Icludia but Not Limited To Citv Stats ad Uiform Crime Reports (UCR) Copies of reports submitted to the State Bureau of Ivestigatio summarizig statistics o crimial activity ad agecy operatios. Mua Shots 5 Years. 25 Years. 0 2012-52-P PC/Computer System Backup Files Erase ad reuse tapes, disks or cartridges. 2012-53-P 2012-54-P Professioal Maaazies & Publicatios Property Room Loas Util o loger of admiistrative value. 25 Years.. /
Page of OHIO Ohio w yvsj Historical Society State Archives of Ohio Local Govermet Records Program 800 E. 17* Aveue 2012-55-P 2012-56-P 2012-57-P Record Title ad escriptio Prooertv Room Records ocumetatio pertaiig to property released or cotrabad destroyed by order of the Court. Purchase Orders Requests, forms, packig slips, ad attached documets cocerig purchased supplies, equipmet, ad services. Racial Profilia Statistics 25 Years. 3 Years. 2 Years. Retetio Period 2012-58-P 2012-59-P Radio / Telephoe Recordias This record series also icludes calls received by dispatch. Receipt Books Retai for 30 days provided o kow litigatio or crimial charges pedig the erase ad reuse tapes, disks or cartridges. 2 Years. P 2012-60-P Records Retetio Compliace File RC1, RC2, RC3, ad Ivetory Forms. 25 years after superseded. Permaet copy kept o file i Clerk's office. 201 2-61 -P Records (Backaroud) Check Requests. Util completed ad o loger of admiistrative value. 2012-62-P 2012-63-P Ride-Aloa-Reauest Forms Records cocerig a law eforcemet agecy's ride-alog program. May iclude citizes' applicatios to participate, waivers of liability, ad other related records. Security Video Icludig but ot limited to bookig, lobby, ad the detective's office. 1 year. Retai for 30 days provided o kow litigatio pedig, the erase ad reuse tapes, disks or cartridges.
OHIO Ohio Historical Society a 13 T o H t state Archives ot Ohio Local Govermet Records Program Page lo. of // 900 E, 17* Aveue ( Record Title ad escriptio Retetio Period 2012-64-P Service Letters Jti! termiatio of employee. (Commuity Satisfactio Survey). byohs-, - 2012-65-P Sexual Offeder Records Records cocerig sexual offeders livig withi jurisdictio. estroy i office records of persos registered i the Sex Offeder ad Public Protectio Program" after court petitio ad review by the State, or whe 'dividual is kow dead or moves from jurisdictio. estroy i office records of persos registered i the "Sexually Violet Predator Program" whe idividual is kow dead or moves from jurisdictio. 2012-66-P Solicitor Permits 1 year after date of expiratio. 2012-67-P Subpoeas. Summos or Warrats Order for records or persoel to atted court proceedig. Retai 1 year from court date. 2012-68-P Tow Records 3 years provided o actio pedig. Records cocerig vehicles towed as a result of traffic or crimial offeses (release records housed by Oberii Muicipal Court). 2012-69-P Trasiet ocumets Util o loger of admiistrative value. Icludes telephoe messages, appoitmet books, caledars, drafts ad other limited documets which serve to covey Iformatio of temporary importace I lieu of oral commuicatio. 2012-70-P Trespass Letters Notificatios Util recalled, superseded or subject deceased. Authorizatios by property owers, lessees, or maagers for muicipal law eforcemet officers to take whatever actios they deem appropriate to remove uauthorized persos ad issue trespass warigs ^ SAO/-RC2-(!st.) Revised September 2011
w 800 OHIO Ohio Historical Society State Archives of Ohio Local Govermet Records Program E. 17* Aveue Page of, 201 2-71 -P Uio Cotract File Record Title ad escriptio Permaet. Retetio Period 2012-72-P Vacatio House Check Record Cards Citize's otificatio they will be away, additioal patrol requested. 2012-73-P Warrats Warrats issued by a court directig a perso to be take ito custody to aswer charge. 'Retai electroic copy as log as itact ad fully accessible. 30 days after ower retur. Util recalled or served, the destroy.. _ ' - SAO/-RC2-(lst.) Revised September 2011