RETENTION NOTES: a) The term "public safety agency" also refers to persons commissioned as peace officers by the governing bodies of school districts.

b) For administrative, financial, personnel, and support service records not included in this part of the schedule, see Schedule GR. (Records Common To All Governments).

SECTION 1-1: GENERAL OPERATIONS RECORDS

4025-01 ACTIVITY AND STATISTICAL REPORTS - Narrative and/or statistical activity reports prepared by shift supervisors, unit heads, or other public safety personnel on daily, or other periodic activities except reports of the types described included in other record groups in this part.

a) Daily and weekly reports. RETENTION: 1 year (Exempt from destruction request requirement.)

c) Annual reports. RETENTION: Permanent

d) Chronological logs or registers of activities, usually kept at station, company, or unit level, of daily activities such as roll calls, briefings, visitors, drills, inspections, except for records of similar types noted elsewhere in this schedule. RETENTION: 1 year. (Exempt from destruction request requirement.)

4025-02 DAILY BULLETINS - Daily bulletins created by a public safety agency providing data on officers or personnel on duty, tasks and vehicles assigned, information concerning special procedures or information (e.g., missing persons, be-on-the-lookout-for, hazardous fire conditions), and other information customary to the operations of a public safety agency. RETENTION: 1 year. (Exempt from destruction request requirement.)

4025-03 GENERAL AND EMERGENCY ORDERS AND RELATED DOCUMENTATION.

*a) Orders issued by the head of a public safety agency, or deputies possessing requisite authority, establishing policy or standard operating procedures. RETENTION: US + 5 years

b) Special orders issued by the head of a public safety agency or deputies possessing requisite authority, declaring emergencies, ordering evacuation, and similar extraordinary directives. RETENTION: 3 years.

*RETENTION NOTE: Prior to disposal, orders under (a) and (b) shall be appraised by the records management officer for historical value and those determined by the records management officer to merit retention for historical reasons must be retained permanently.

c) Codes of conduct. RETENTION: Permanent

4025-04 OPERATIONAL PERMITS AND CERTIFICATIONS - Permits and certifications from the federal or state agencies as required by law or regulation for public safety activities and equipment and any reports, correspondence, or other documentation bearing on the application for the issuance of or renewal of a permit or certification.

a) Granted permits and certifications and associated documentation. RETENTION: Expiration or cancellation + 3 years

b) Documentation concerning denied permits. RETENTION: 1 year (Exempt from destruction request requirement.)

4025-05 PLANNING STUDIES AND REPORTS - Plans, studies, and analyses relating to public safety strategies, personnel needs assessments, station boundary and manpower distribution studies, contingency plans, and similar planning reports pertinent to fulfilling the duties and responsibilities of a public safety agency.

a) Special reports or studies prepared by order or request of the governing body or considered by the governing body (as reflected in its minutes) or ordered or requested by a state agency or a court. RETENTION: Permanent

b) All other planning reports or studies. RETENTION: 5 years

*RETENTION NOTE: Prior to disposal, planning reports and studies shall be appraised by the records management officer for historical value and those determined by the records management officer to merit retention for historical reasons must be retained permanently. See also item number 1000-39 in schedule GR (Records Common To All Governments).

4050-03 VEHICLE ASSIGNMENT RECORDS.

a) Logs, registers or similar records documenting the sign-out and use of public safety vehicles by personnel. RETENTION: 1 year (Exempt from destruction request requirement.)

4050-05 WEAPONS RECORDS.

b) Records of inspection and repair of weapons. RETENTION: LA

RETENTION NOTE: This part supplements and should be used in conjunction with Part 3 of schedule GR (Records Common To All Governments).

4075-01 INTERNAL AFFAIRS INVESTIGATION RECORDS - Records documenting the initiation, investigation, and disposition of internal affairs investigations of alleged misconduct by law enforcement officers.

RETENTION NOTES: a) As used in the records descriptions for this group, the term "formal discipline" is disciplinary action at or above the level of a written reprimand. The term "informal discipline" is disciplinary action below the level of a written reprimand.

b) Retention periods for this record group date from the completion of the investigation.

c) Documents that are removed or expunged from internal affairs investigation records or personnel files pursuant to procedures established in state law are exempt from the destruction request requirement.

a) Records of investigation of law enforcement shooting incidents which result in death or injury to any person, including a police officer. RETENTION: Permanent

b) Records of investigation that result in sustained formal discipline. RETENTION: 15 years

c) Records of investigation that result in sustained informal discipline or of investigations whose findings are inconclusive. RETENTION: 5 years, provided a 1 year infraction free period precedes the date of destruction

d) Records of investigations whose findings are not sustained, unfounded, or exonerated. RETENTION: 3 years

*e) Written complaints and records of oral complaints received from the public concerning the conduct of law enforcement officers that do not lead to an internal affairs investigation. RETENTION: Determination not to initiate an internal affairs investigation + 2 years

4075-02 OFF-DUTY ASSIGNMENT RECORDS - Records concerning off-duty assignments of public safety personnel, including applications for such assignments. RETENTION: 2 years

4100-05 DISPATCH REPORTS - Record created by dispatcher on each call for service showing date and time call received, nature of call, and details of action taken in response to call. RETENTION: 1 year. (Exempt from destruction request requirement.)

4100-06 RADIO AND PAGING LOGS - Listing of each radio call or pages from or to a dispatcher showing date, time, and location of call. RETENTION: 1 year. (Exempt from destruction request requirement.)