California State University, Long Beach RECORDS/INFORMATION RETENTION AND DISPOSITION SCHEDULE UNIVERSITY POLICE Record Identifier Record Title Custodian of Records Record Value Operations Records: Retention Source Authority 6.1 Daily Activity Records CSU Practice Retention Period 6.1.1 911 Calls Chief of Police O,L CSU Practice 30 days active/2 years inactive 6.1.2 All incoming calls not classified Chief of Police O CSU Practice 120 Days 6.1.3 ARMS (per campus police 3/13/14, CSULB does not maintain these records) Chief of Police O,L CSU Practice 6.1.4 CLETS/CORI Logs s Standards and Training 6.1.5 Dispatch Telephone Recordings Chief of Police O,L CSU Practice 120 Days 6.1.6 RIMS - Felony (per campus police 3/13/14, CSULB does not maintain these records) Chief of Police CSU Practice 7 Years Destroyed after annual CLETS audit 6.1.7 RIMS - Misdemeanor (per campus police 3/13/14, CSULB does not maintain these records) Chief of Police O,L CSU Practice 3 Years 6.1.8 Video Camera Media Chief of Police O,L CSU Practice Email 11-16-11 6.1.9 Daily Activity Logs 120 Days 30 Days 2 years - Per Campus Police 3-13-14, CSULB keeps these
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 6.1.11 Dispatch Logs (per campus police 3/13/14, CSULB does not maintain these records) Chief of Police O,L Crime Awareness & Campus Security Report (Jeanne Clery Act) 7 years for Clery Act reporting 90 days 2 years 6.1.12 Evidence Room Log 6.1.13 Traffic Citation Book Log 2 years 6.2 Sealed Records 6.2.1 Adult found factually innocent Chief of Police L PC 851.8 Mandatory destruction upon and pursuant to Court Order 6.2.2 Adult, Completion of Program Chief of Police L PC 1203.45 Mandatory destruction upon and pursuant to Court Order 6.2.3 Juvenile Chief of Police L WIC 826(a) 7 (b) WIC 781(A) 6.3 Arrest Reports 6.3.1 Arrest/conviction H&S Sections 11357 (b), (c), (d), (e) or H&S Section 11360(b) violations Mandatory destruction upon and pursuant to Court Order Chief of Police O,L 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 O,L H&S 11361.5 Record is destroyed when the juvenile attains the age of 18 years old 6.3.3 Arrests - 647(f) Drunk 6.3.4 Arrests - later termed "detention only" under 849(b) PC 6.3.5 Arrests - violation of local ordinances 6.3.6 Felony Arrest Reports - no disposition, no conviction 6.3.7 Felony Arrest Reports reduced to misdemeanors 6.3.8 Misdemeanor Arrests - no disposition, no conviction 6.3.9 Misdemeanor Arrests sex and narcotics violations 6.3.10 Misdemeanor arrests w/conviction 6.3.11 Citations Chief of Police O,L 6.3.12 Citation Transmittals, Adult and Juvenile 5 Years 7 Years 7 Years 5 Years 7 Years 7 Years Chief of Police O,L CSU Practice 6.3.13 Parking Citations Chief of Police O,L CSU Practice 5 years (Listing of citations forwarded to court, filed for reference) 6.3.14 Traffic Citations Chief of Police O,L 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 O,L CSU Practice 6 months 6.4.2 Child abuse & Neglect Reports Chief of Police O,L PC 11170(a)(3) 10 years from date of last incident 6.4.3 Citizen Complaint Report Chief of Police O,L PC 832.5(b) 5 Years 6.4.4 Criminal History Inquiry Log Chief of Police O,L CSU Practice 3 Years 6.4.5 Detective Case Files 5 Years 6.4.6 Evidence Disposal Records Chief of Police O,L CSU Practice 6.4.7 Evidence / Property Chief of Police O,L CSU Practice Case Active 6.4.8 Evidence - Body Fluids Chief of Police O,L CSU Practice Active/Minimum 10 Years 6.4.9 Evidence - Audio/Video 6.4.10 Field Interview Records Chief of Police O,L CSU Practice 6.4.11 Felony Crime report w/out an arrest - PC Sections 799, 800, 801, 801.5 Chief of Police O,L PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and 802(c) 6.4.12 Felony Crime reports 6.4.13 Felony Crime reports - murder, embezzlement of public monies; kidnapping for ransom, etc., falsification of public records Same Retention as Associated Crime Report Retention per Statue of Limitation 7 Years Chief of Police O,L PC 799 Permanent
6.4.14 Misdemeanor Crime reports 3 Years 6.4.15 Misdemeanor Crime reports w/out arrest - section PC 799 800, 801, 801.5 Chief of Police O,L PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and 802(c) 6.4.16 Incident Reports (Non-Criminal) Chief of Police O,L CSU Practice 6.4.17 Incident reports; found property; lost or missing property reports Chief of Police O,L CSU Practice 6.4.18 Miscellaneous Complaint Reports Chief of Police O,L CSU Practice 6.4.19 Non-criminal Occurrences* 6.4.20 Offenses where there are no statute of limitations 6.4.21 Fingerprint Applications/Live Scan Chief of Police O,L CSU Practice 6.4.22 Key Issue Log (per campus police 3/13/14, CSULB does not maintain these records) Retention per Statue of Limitation Permanent Chief of Police O,L CSU Practice Permanent 6.4.23 Lost/Stolen Key Reports Chief of Police O,L CSU Practice 6.4.24 NCIC Validation Chief of Police O,L CSU Practice 6.4.25. Officer Involved Shooting Report While case is active or 1 year, whichever is greater Permanent 6.4.26 Prisoner Detention Logs Chief of Police O,L CSU Practice 1 Year
6.4.27 Property Records - Case Files/Non- Evidence Chief of Police O,L CSU Practice 6.4.28 Restraining Orders 6.4.29 State Property Injury Reports (Trip and fall reports) 6.4.30 Stored/Impounded Vehicle Reports (not associated with arrests) 3 years 2 years Until Expired 5 years 2 years 6.4.31 Supplemental Reports Chief of Police O,L CSU Practice Same as parent report 6.4.32 Traffic accident - fatal Chief of Police O,L CSU Police Departments System wide Operational Guidelines, Chapter 5 6.4.33 Traffic accident report involving felony arrest Permanent 7 years 6.4.34 Traffic accident reports - all others Chief of Police O,L CHP Recommendation 2 years 6.4.35 UCR Chief of Police CSU Practice 6.5 Metrics, Reports, Summaries 3 years 6.5.1 Crime Stats Chief of Police O CSU Practice 7 years 6.5.2 Monthly Crime Reports Chief of Police O,L CSU Practice 7 years 6.5.3 SWITRS Reports (Per campus police 3/13/14, CSULB does not maintain these records) Chief of Police O,L CSU Practice 3 years
6.5.4 Weekly Media Logs (Per campus police 3/13/14, CSULB does not maintain these records) Chief of Police O CSU Practice 6.5.5 Alarm History Files Chief of Police O,L CSU Practice 2 years 6 months 6.5.6 Administrative Reviews Chief of Police O,L CSU Practice 2 years 5 years 6.5.7 Crime Awareness and Campus Security Report (Jeanne Clery Act) 6.5.8 CSU Chancellor's Office Statistical Report Chief of Police O,L Dept. of Education 7 years Chief of Police O,L Chancellor's Office Permanent 6.5.9 Uniform Crime Reporting Chief of Police O, L Dept. of Justice Permanent 6.6 Office and Maintenance Records 6.6.1 Citizen Academy Classes (Per campus police 3/13/14, CSULB does not maintain these records) Chief of Police O 3 years 6.6.2 Evidence Records Chief of Police O CSU Practice Active 6.6.3 Live Scan Chief of Police O, L CSU Practice 1 Year 6.6.4 Misc. Events / Presentations (CSULB Public Police Presentations) Chief of Police O CSU Practice 3 Years 6.6.5 Property Records Equipment Chief of Police O,L CSU Practice 5 Years
6.6.6 RAD Rape & Aggression Defense Course Records (RAD) Chief of Police O CSU Practice 3 Years 6.6.7 Radar Calibration Chief of Police O,L CSU Practice 1 Year 6.6.8 Range Records Chief of Police O CSU Practice 6.6.9 Ride-Along Chief of Police O CSU Practice 1 Year 6.6.10 Vehicle Maintenance Chief of Police O DGS Recommendation Life of the vehicle 6.6.11 Weapons Records Chief of Police O, L CSU Practice 6.6.12 Work Order Requests/Fiscal/Payroll Record Fiscal/Payroll Timesheet 6.7 Personnel Records Chief of Police O CSU Practice 3 Years 4 years 6.7.1 Background Files - Current Employees 6.7.2 Background Files - Former Employees 6.7.3 Background Files - Non-hires Chief of Police O, L Peace Officer 6.7.4 Community Service Assistant Interview Files Community Service Officers Interview Files 6.7.5 CSA Personnel Files (per campus police 3/13/14, CSULB does not maintain these records) 5 years after termination of employment Chief of Police O, L CSU Practice 1 year plus current year Chief of Police O,L CSU Practice 6.7.6 Internal Affairs Files Chief of Police O.L PC 832.5 5 Years
6.7.7 Personnel Files - Current Employees 6.7.8 Personnel files - Former Employees 6.7.9 Psych Suitability for Appointment Letter - Current Employees 6.7.10 Psych Exams - Current Employees 6.7.11 Psych Recommendation - Former Employees 6.7.12 Psych Recommendation - Non-hires 6.7.13 Recruitment Process Records 6.7.14 Rape & Aggression Defense Course Records (Refer 6.6.6) 6.7.15 Training files - current employees (including Peace Officer Standards & Training training) 6.7.16 Training files - former employees (including Peace Officer Standards & Training training) 5 years after termination of employment Greater of 2 years or on completion of probation 5 Years Chief of Police O,L CSU Practice Chief of Police O, L Peace Officer Chief of Police O, L Peace Officer 6.7.17 Training Lesson Plans Chief of Police O, L Peace Officer 6.7.18 Training - Range Records Chief of Police O, L Peace Officer Notes: * Typical documents may include a variation of standard State forms. 5 years after termination of employment Until superseded by revision or revoked
Record Values: O Operational, F Fiscal, L Legal, H Historical, V Vital 1 Please refer to Coded Memorandum HR 2007-11 (http://www.calstate.edu/hradm/pdf2007/hr2007-11.pdf) 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. Italic letters indicates CSU Long Beach, campus specific, modifications to this schedule.