HomeMy WebLinkAbout1988-1738 - Ordinance - 01/28/1988ORDINANCE NO. 1738
AN ORDINANCE AUTHORIZING THE DESTRUCTION OF PAPER RECORDS AND
TAPES AFTER THE MICROFILMING AND RETENTION OF THE RECORDS FOR
SPECIFIED TIME PERIODS.
WHEREAS, the City of College Station Police Department is the
custodian of records created in the course of the Police Depart-
ment activities and duties;
WHEREAS, the City of College Station Police Department has the
ability and does regularly microfilm its Police Department re-
cords for permanent storage and maintenance; and
WHEREAS, the City of College Station Police Department does not
have the storage room nor accessibility thereto to utilize all of
its paper records and tapes;
NOW, THEREFORE, BE IT ORDAINED by the City Council of the City of
College Station, Texas, that paper records will be kept as
follows:
RECORD DESCRIPTION
ARREST/CRIMINAL HISTORY FILES
(ADULT) - Informational file on
each adult arrested by municipal
police. In addition to a summary
card or sheet, may also contain ar-
rest reports, copies of offense re-
ports, fingerprint cards, rap
sheets, correspondence, court or-
ders, copies of booking sheets or
commitment cards, photographs, and
other information pertinent to the
arrest, incarceration, and disposi-
tion of each adult arrested.
RECOMMENDED RETENTION
PERIOD
a) Files on individuals
arrested for Class B or
C misdemeanors - 10 years
after last contact with
the department.
b) Files on individuals
arrested for Class A mis-
demeanors and all felo-
nies except murder - 30
years after last contact
with the department.
c) Files on individuals
arrested for murder - 75
years after last contact
with the department.
d) or, for any category
of offense, at the death
of the individual, if
known.
005210
ARREST/CRIMINAL HISTORY FILES (JU-
VENILE) - Same as ARREST/CRIMINAL
HISTORY FILES (ADULT) except with
reference to juvenile offenders.
BOOKING RECORDS (ADULT) - Jail
logs, booking sheets, or similar
records documenting the incarcera-
tion and transfer or release of
adult prisoners.
BOOKING RECORDS (JUVENILE) - Deten-
tion logs, booking sheets, or simi-
lar records documenting the deten-
tion and transfer or release of ju-
venile offenders.
OFFENSE RECORDS - Record of crimi-
nal offenses investigated, consist-
ing of the offense report and those
parts of a subsequent case file,
such as supplementary offense re-
ports, witness statements, latents,
interview sheets, tape recordings,
results of chemical analyses and
polygraph tests, and similar re-
ports and documents, which are not
made a part of a subsequent AR-
REST/CRIMINAL HISTORY FILE.
Until court ordered ex-
punction or the 25th
birthday of the indivi-
dual.
a) If information is du-
plicated in ARREST/CRIMI-
NAL HISTORY FILES (ADULT)
- 2 years.
b) If information is not
duplicated in ARREST/CRI-
MINAL HISTORY FILES
(ADULT) - use retention
periods for ASSEST/CRIMI-
NAL HISTORY FILES (ADULT)
a) If information is du-
plicated in ARREST/CRIMI-
NAL HISTORY FILES (JUVE-
NILE) - 2 years.
b) If information is not
duplicated in ARREST/CRI-
MINAL HISTORY FILES (JU-
VENILE) - until court or-
dered expunction or the
25the birthday of the in-
dividual.
a) Solved cases - 10
years after final dispo-
sition of the case.
b) Unsolved cases - until
the statute of limita-
tions has run.
-2-
005211
INCIDENT REPORTS - Reports concern- 5 years.
ing incidents or complaints which,
on investigation, were of a non-
criminal nature.
FIELD INTERROGATION CARDS - Reports 1 year.
or cards on persons or vehicles
stopped and interrogated by offi-
cers in the field because of sus-
picious behavior.
ACCIDENT RECORDS - Reports and sup- 3 years.
porting documentation concerning
traffic accidents investigated, in-
cluding accident reports, supple-
mental accident reports, photo-
graphs, correspondence, and related
information, that is not made part
of a subsequent OFFENSE RECORD.
COMMUNICATION LOGS OR TAPES - Logs
or recording tapes of incoming and/ 30 days.
or outgoing communications, includ-
ing radio, telephone, 911 emergency
calls, and CAD systems.
COMPLAINT CARDS (CALL SHEETS, CALL
CARDS, DISPATCH TICKETS) - Records 1 year.
that document calls or alarms for
service for each crime, distur-
bance, or complaint received by the
department, and the actions taken
by the department in response.
COMPLAINT LOGS - Chronological logs 1 year.
or printouts derived from complaint
cards of all calls for service to
which the department has responded.
005212
-3-
CRIMINAL HISTORY DISSEMINATION RE-
CORDS - Records that document the
dissemination of criminal histories
and other law enforcement informa-
tion to other agencies or criminal
information systems. [NOTE.: The
retention period is that recom-
mended by the Governor's Office of
General Counsel and Criminal Jus-
tice and the Texas Department of
Public Safety.]
INQUIRY RECORDS - Logs or similar
hard copy records which detail in-
quiries entered into TCIC, NCIC, or
other law enforcement information
networks; or requests made to other
agencies involving missing persons,
wanted persons, stolen vehicles and
other property, etc.
TELETYPE FILES - Teletype messages
from other agencies or information
networks that are not placed in
case, criminal analysis, or other
scheduled department files.
CRIME ANALYSIS FILES - Records cre-
ated to anticipate, prevent, or
monitor possible criminal activity,
including crime patterns, crime
analysis, and modus operandi re-
ports; information on potential
problems; forecasts; movement of
known offenders; alerts from other
agencies; etc.
JAIL RECORDS - Records on each pri-
soner confined in municipal jail,
maintained on a single card or
form, or on separate cards, forms,
or logs; which may include informa-
tion on prisoner conduct, medical
history, property, visitors, phone
calls, and similar information, if
not placed in ARREST/CRIMINAL HIS-
TORY FILES.
3 years.
As long as administra-
tively valuable.
14 days or after the
annual audit, whichever
comes later.
As long as administra-
tively valuable.
2 years.
005213
-4-
OFFICER CALL ACTIVITY REPORTS -
Reports or logs detailing the daily
call response activities of indi-
vidual officers.
WORK SCHEDULES - Work, shift, or
case assignment schedules or ros-
ters that show activities, cases,
or duties assigned to each offi-
cer. [NOTE: Do not confuse this
record with TIME AND ATTENDANCE RE-
PORTS).
1 year.
As long as administra-
tively valuable.
INTERNAL AFFAIRS CASE FILES - a) Summary record or in -
Records relating to internal af- dex card with name of of -
fairs investigations of alleged of- facer, charge, and dispo-
ficer misconduct, including all sition of the case - PER -
records relating to the initiation, MANENT.
investigation, and disposition of
each case.
TRAINING RECORDS (CLASS) - Records
and reports relating to group
training classes, including group
evaluation reports, drill reports,
rosters, grade sheets, schedules,
and course outlines. [NOTE: Do
not confuse with TRAINING RECORDS
(INDIVIDUAL).
b) Case files - 36
months.
1 year.
GENERAL AND OPERATIONAL ORDERS - One copy of each order,
Official orders, policy statements, statement, or directive -
and directives governing the organ- PERMANENT.
ization and operation of the de-
partment or the procedures and
standards of behavior of its offi-
cers.
STATISTICAL REPORTS FILES - Statis-
tical reports and summaries of
crime incidents, accidents, or
other law enforcement related ac-
tivities, including copies of Uni-
form Crime Reports submitted to the
Texas Department of Public Safety.
-5-
a) Monthly reports - as
long as administratively
valuable.
b) Annual reports - PER-
MANENT.
005214
IMPOUNDED AND ABANDONED VEHICLE
RECORDS - Records relating to the
impoundment of motor vehicles or
abandonment of motor vehicles as
reported by garagekeepers, includ-
ing impoundment reports, tow -in
slips, notifications by garagekeep-
ers, and copies of notifications of
impoundment and abandonment sent to
owners and lienholders.
PROPERTY RECORDS - Reports, cards,
logs, or similar records that docu-
ment evidential, stolen, or recov-
ered property held by the depart-
ment, including records relating to
the release of returned or re-
claimed property.
3 years.
3 years after return or
disposal of property.
PROPERTY SALE RECORDS - Lists, no-
tices, letters of inquiry, property 3 years after sale of
tags, receipts, and similar records property.
concerninng the sale or auction of
unclaimed or impounded property.
PAWN SHOP TICKETS - Duplicates of
pawn shop tickets prepared by pawn
shop personnel.
ALARM PERMIT RECORDS - Copies of
permits, inspection reports, false
alarm reports, and similar records
relating to burglary and robbery
alarm systems.
TAXICAB INSPECTION FILES - Records
relating to the inspection and li-
censing of taxicabs.
WRECKER PERMITS - Copies of per-
mits, inspection reports, evalua-
tion reports, and similar records
pertaining to wrecker services
regulated by or contracted for by
a municipality.
As long as administra-
tively valuable.
2 years after expiration,
cancellation, revocation,
or denial of the permit.
2 years after expiration,
cancellation, revocation,
or denial of the permit
or license.
C-M
n05215
WRECKER SERVICE RECORDS - Logbooks
or similar records which document 1 year.
the dispatch and/or towing -in of
vehicles by wrecker services as the
result of accident or impoundment.
However, no paper records of offenses, incidents and arrests will be
destroyed under this ordinance prior to the record having been micro-
filmed for permanent storage and maintenance.
PASSED and APPROVED this 28th day of January 1 1988.
ATTEST:
Dian Done , City Secretary
APPROVED:
6
- 7 - 005216