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DALLAS POLICE DEPARTMENT RECORDS RETENTION SCHEDULE

Division Record Series Records Retention Number Retention Period

All Divisions Ordinances, Orders, Ordinances, Orders, Resolutions approved by City Council File with and follow Resolutions - Departmental Note: Official record copy filed in City Secretary's Office retention for appropriate copies (permanent retention) case or project

All Divisions Photographs, Recordings, Photographic, photographic scrapbooks, slides, sound recordings, Transfer to the Archives and other Audio or Visual videotapes, posters, and other non-textual media that document the Collection in the City Media history and activities of the City or any of its departments, programs, Secretary's Officer when

or projects, except such records as noted elsewhere in the state no longer needed in schedules. department (permanent Police Officer's Memorial information, Matrix of Officers Killed retention)

All Divisions Publications Pamphlets, reports, studies, proposals, and similar material printed by Transfer 3 copies to the or for the City or any of its departments, subdivisions, or programs Archives Collection in and distributed to or intended for distribution to the public on request the City Secretary's and departmental or program newsletters designed for internal Office as soon as distribution. Crime Stoppers Crime of the Week and Wanted Ads, published (permanent Posters retention) Any publication which receives a PIO number.

All Divisions Postal and Delivery Service Registered, certified, insured, and special delivery mail receipts and File with and follow Records similar records of transmittal by express or delivery companies retention for appropriate

case or project to prove delivery

Legal Expungement Orders All criminal records and files, expunged pursuant to court order, DC 2125-10 Records transmitted by other agencies to the district clerk or already in his 1 year

possession, including petitions for expunction, copies of court orders, Exempt and return receipts.

AC= After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE= Fiscal-year End LA = Life of the Asset US = Until Superseded

City of Dallas

DC = District Clerks Records Schedule GR= General Records Schedule JC = Junior College Records Schedule PS= Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule

Exempt = May be destroyed without destruction authorization and documentation

1 Revised March 14, 2016



Boards & Minutes - Notes Notes or audiovisual records taken during meeting from which written GR 1000-03B Commissions minutes are prepared 90 days after approval (Red Light Minutes are filed with the City Secretary's Office after approval of minutes Enforcement) (permanent retention). Minutes should describe each matter Exempt

considered by the governing body.

All Divisions Accident Reports (involving Reports of accidents to adult persons on local government property or GR 1000-20A City vehicle or Property) in any other situation in which a local government could be party to a 3 years Injury to Adult law suit. If a claim is filed, use GR 1025-26.

All Divisions Accident Reports (involving Reports of accidents to minor persons on local government property GR 1000-20B City vehicle or Property) - or in any other situation in which a local government could be party to 20 years Injury to Minor a law suit. If a claim is filed, use GR 1025-26.

All Divisions Service Requests Complaints received from the public by a governing body or any GR 1000-24 officer or employee of a local government relating to government Resolution + 2 years policy. This includes City of Dallas Service Requests. Includes complaints received via e-mail Note: For open record requests, use GR 1000-34

Financial Services Contracts and Interlocal Contracts, leases, and agreements, including reports, correspondence, GR 1000-25 Legal Agreements performance bonds, certificates of liability, and similar records related AC+ 4 years

to their negotiation, administration, renewal, or termination. Includes Note: Send an official Interlocal Agreements with other government agencies. Include bid record copy of the specifications and proposal received from winning vendor. contract to the City Except construction contracts, use GR 1075-16A or B Secretary's Office

AC = After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE = Calendar-year End FE = Fiscal-year End LA = Life of the Asset US = Until Superseded

City of Dallas






Boards & Board/Commission Meeting Open meeting agendas, closed sessions meeting agendas, written GR 1000-26A Commissions Agenda and Minutes - minutes, open meeting notices, audio recordings of open meetings 4 years (Red Light Board Coordinator Copy Note: Official record copy filed in City Secretary's Office Enforcement) (permanent retention)

All Divisions Correspondence and Internal Correspondence and internal memoranda pertaining to the GR 1000-26A Memoranda and Subject formulation, planning, implementation, modification, or redefinition 4 years Files - Policy and Program of the policies, programs, services, or projects of a local government Development including Council Resolutions and Internal Controls. Includes

incoming and copies of outgoing correspondence and internal Citizen Police Review Board correspondence and memoranda. May also include subject files,

which are collections of correspondence, memos and printed materials Chier s Advisory Committee on various individuals, activities and topics.

Community Programs For the actual Policy or Procedure; use GR 1000-38 Note: Includes general subject files not covered under another

Logs - Written retention and departmental copies of records for which the official Communications record copy is in the City Secretary's Office

All Divisions Correspondence and Internal Correspondence, internal memoranda pertaining to or arising from GR 1000-26B Memoranda - Administrative routine administrative or operation of the policies, programs, services, 2 years

or projects of a local government following existing policy and programs.

AC = After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE = Fiscal-year End LA = Life of the Asset US = Until Superseded

City of Dallas






All Divisions Correspondence and Internal Records of temporary usefulness that are not an integral part of a GR 1000-26C Memoranda - Transitory records series of the office, that are not regularly filed within a Until the purpose of Information recordkeeping system, and that are required only for a limited period record has been fulfilled

of time for the completion of an action by an official or employee of Exempt the City. Transitory records are not essential to the fulfillment of statutory obligations or to the documentation of City functions. Some examples of transitory information, which can be in any medium (voice mail, fax, email, hard copy, etc.) are routine messages; telephone message notifications; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific City transactions. Includes unsolicited messages about issues related to City business which are not covered by another record series.

All Divisions Legal Opinions Formal legal opinions rendered by counsel or the Attorney General GR 1000-30 for a local government, including any written requests for opinions, Permanent concerning the governance and administration of a local government. For retention of informal legal opinions and other correspondence provided by counsel see GRJ000-26A. Note: For retention of opinions rendered for a Public Information Act Request use GRJ 000-34A or B.

Community Public Information Releases Public Information Releases, Notification of shooting GR 1000-33 Affairs Police Shootings AV

Exempt


City of Dallas

DC= District Clerks Records Schedule GR= General Records Schedule JC = Junior College Records Schedule PS= Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule





All Divisions Open Records Requests Non-exempted records and withdrawn requests. Includes GR 1000-34A Service Requests for correspondence and other documentation related to the request. 1 year after final Records Including requests received via e-mail decision on request

Exempt

All Divisions Open Record Requests Exempted records. Includes legal opinion, correspondence and other GR 1000-34B documentation related to the request. 2 year after notification Including requests received via e-mail that records are exempt

from disclosure

All Divisions Call Lists & Rosters All organizational charts, lists of employees, contact or call lists, GR 1000-35 rosters, etc. Officer Involved in Shooting, Radio Call Numbers, US, expired, or Notary List discontinued.

Exempt

General Permits and Licenses Records documenting the application for and the issuance of permits GR 1000-36 Investigation and licenses (including certificates of liability) by a local government Expiration, Special Regulated Business Dealers for sales, solicitation, facility usage, and similar activities. cancellation, revocation, Operations Special Event Permits Except Permits and Licenses listed elsewhere in the schedules. or denial + 2 years Vice Licensing Files

All Divisions Policy and Procedures Orders, directives, manuals, and similar documents that establish and GR 1000-38 Documentation define the policies, procedures, rules, and regulations governing US, expired, or

operations or activities of a local government as a whole or any of its discontinued + 5 years. departments, programs, services, or projects. Review before disposal; some documentation of this type may merit permanent or long-term retention for historical or legal reasons.


City of Dallas

DC = District Clerks Records Schedule GR= General Records Schedule JC = Junior College Records Schedule PS = Public Safety Records Schedule PW = Public Works Records Schedule UT = Utilities Records Schedule





All Divisions Reports and Planning Reports or Studies (Non-Fiscal) submitted to a state agency as may be GR 1000-41Al Studies - if requested by required by law or regulation, on the non-fiscal performance of a Permanent City Council or submitted to department, program, or project or for planning purposes, including state agency those prepared by consultants under contract with a local government,

except documents of similar types noted in this or other commission schedules. Note: If report is submitted to or considered by Council, as reflected in the minutes, the official record copy is in the City Secretary's Office.

All Divisions Planning Studies and Plans, studies, and analyses relating to public safety strategies, GR 1000-4183 Reports personnel needs assessments, station boundary and manpower 5 years

distribution studies, contingency plans, and similar planning reports Environmental Management pertinent to fulfilling the duties and responsibilities of a public safety System Records agency.

Briefings, Issue Papers, and Presentations, Staff Studies, Strategic Plan, Working Special Orders, Pursuit Analysis, Annual Reports

(Includes Environmental Records - Storm water checklists, Environmental Management System (EMS) records, Stage II Inspection Reports) Review before disposal; some documentation of this type may merit permanent or long-term retention for historical reasons.

All Divisions Reports and Studies (non- Reports and studies (non-fiscal), monthly, bi-monthly, quarterly, or GR 1000-41A4 Fiscal) - compiled on less semi-annual, sub-annual, or irregularly prepared reports, performance 3 years than annual bases audits, or planning studies submitted to the government body required

by law or regulation, on the non-fiscal performance of a department.


City of Dallas

DC = District Clerks Records Schedule GR = General Records Schedule JC = Junior College Records Schedule PS = Public Safety Records Schedule PW = Public Works Records Schedule UT = Utilities Records Schedule





All Divisions Work papers used to create Working papers and raw data used to create any report for reports and GR 1000-41A5 Reports and Plaiming studies (non-fiscal), monthly, bi-monthly, quarterly, or semi-annual, 3 years Studies - if requested by sub-annual, or irregularly prepared reports, performance audits, or City Council or submitted to plaiming studies submitted to the government body required by law or state agency regulation, on the non-fiscal performance of a department.

All Divisions Work papers used to create Working papers and raw data used to create any report for activity GR 1000-41A6 Reports and Studies (non- reports complied on a daily or other periodic basis pertaining to 1 year Fiscal) - compiled on less workload measures, time studies, number of public contacts, etc. than aimual bases except reports of similar types noted in other commission scheduled.

Includes tracking logs.

All Divisions Waivers of Liability Includes statements signed by volunteers acknowledging non- GR 1000-42 entitlement to benefits, agreeing to abide by local government 3 years from date of policies, etc.) cessation of activity for Note: If an accident occurs to any person covered by a signed which the waiver was waiver of liability, it must be retained for the same period as signed. accident reports. Use retention number GR 1000-20A or B

All Divisions Calendars Calendars used to document appointments or activities of government GR 1000-45 officials and employees. CE+ 1 year

Exempt

All Divisions Customer Service Survey Customer Service Survey Cards GR 1000-47 3 years

AC= After Closed, tem1inated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE= Fiscal-year End LA = Life of the Asset US = Until Superseded

City of Dallas

DC= District Clerks Records Schedule GR= General Records Schedule JC = Junior College Records Schedule PS= Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule

Exempt = May be destroyed without destruction auiliorization and documentation




All Divisions Audit Records- Annual or biennial or other periodic audits of a department, program, GR 1025-0lE Departmental copies and fund. Working papers, summaries, and similar records created for the 3 years after all work papers purposes of conducting an audit. Both Internal and External questions have been

Auditors. resolved Includes Internal Control Reports. Note: Official record copy of Audit Reports filed in City Secretary's Office (permanent retention)

All Divisions Budget Documentation - Working papers created exclusively for the preparation of budgets, GR 1025-04F Departmental copies and including budget requests, justification statements and similar 3 years work papers documents. Budget change documentation, including line item or

contingency/reserve fund transfers and supplemental budget requests. Encumbrance and expenditure reports. Staffing Analysis and

Projections

Note: Official record copy of Annual Budget filed in City Secretary's Office (permanent retention)

All Divisions Financial Reports Monthly, bi-monthly, quarterly or semi-annual financial reports or GR 1025-0?A Departmental copies statement on the accounts, funds, or projects of a local government FE+ 3 years

create either for internal use or for submission to state agencies as may be required by law or regulation, except reports of similar types noted in this or other commission schedules. Including cost allocation and distribution records, annual transaction summaries, and depreciations schedules.

AC= After Closed, tem1inated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE= Fiscal-year End LA = Life of the Asset US = Until Superseded

City of Dallas

DC = District Clerks Records Schedule GR= General Records Schedule JC= Junior College Records Schedule PS = Public Safety Records Schedule PW = Public Works Records Schedule UT = Utilities Records Schedule





All Divisions Grant Development and Successful grant applications and proposals and any documentation GR 1025-08 Administrative Records that modified the terms of a grant. Financial, performance, and FE+ 5 years

compliance reports submitted to granting agencies or subgrantor agencies, or documentation supporting these reports.

All Divisions Charge Schedules/Price Lists Schedules of prices charged by a local government for services to the GR1025-10 public or other governments, including any documentation used to US+ 3 years. determine the charges.

All Divisions Accounts Payable and Claims, invoices, statements, copies of checks and purchase orders, GR 1025-26 Disbursement Records expenditure authorizations, and similar records that serve to document FE+ 3 years Departmental copies disbursements, including those documenting claims for and

reimbursements to employees for travel or other employment- related expenses. Includes employee expense reports, P-Card documentation, and petty cash records. Requests and authorizations for travel; participation in educational programs, workshops or college classes. Parking Reimbursements, Petty Cash, Travel Expenditures, Vendor Payments, Price Agreements

All Divisions Accounts Receivable Records documenting the receipt of any monies by a local government GR 1025-27A Records Departmental that are remittable to the State Comptroller of Public Accounts. FE+ 5 years copies Including cash receipts, cash reports, and deposits.

All Divisions Accounts Receivable Records documenting the receipt of any monies by a local government GR 1025-278 Records - Departmental that are remittable to the State Comptroller of Public Accounts. FE+ 5 years copies Including cash receipts, cash reports, and deposits.

AC= After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE= Fiscal-year End LA= Life of the Asset US= Until Superseded

City of Dallas






All Divisions Accounts Receivable Records of accounts deemed un-collectable, including write-off GR 1025-27E Records - Accounts deemed authorizations. FE of write off+ 3 un-collectable - years Departmental copies

Banking Records Bank statements, canceled checks, check registers, deposit slips, debit GR 1025-28 Departmental copies and credit notices, reconciliation, notices of interest earned, monetary FE+ 5 years

transport records (including armored car pickup logs) etc.

Persom1el Psychologist Tests Test Papers and Evaluations for Applicants Sworn GR 1050-02C 2 years

All Divisions Disciplinary and Adverse Records created by personnel or supervisory officers in considering or GR 1050-07 Action Records reconsidering on appeal, an adverse action ( e.g., demotion, probation, 2 years after case closed

termination, suspension, leave without pay against an employee, or action taken including, as applicable, witness and employee statements, interview reports, exhibits, reports of findings and decisions and judgments.

All Divisions Disciplinary and Adverse Records created by personnel or supervisory officers in considering or GR 1050-078 Action Records Police and reconsidering on appeal, an adverse action (e.g., demotion, probation, Permanent Fire Sworn Personnel termination, suspension, leave without pay against an employee,

including, as applicable, witness and employee statements, interview reports, exhibits, reports of findings and decisions and judgments

Disciplinary and Adverse Records created by personnel or supervisory officers in considering or GR 1050-07C Action Records - Civilian reconsidering on appeal, an adverse action (e.g., demotion, probation, 2 years after case closed Employees termination, suspension, leave without pay against an employee, or action taken

including, as applicable, witness and employee statements, interview reports, exhibits, reports of findings and decisions and judgments.

AC = After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE= Fiscal-year End LA = Life of the Asset US = Until Superseded

City of Dallas






Employee Recognition Award committee reports, selection criteria, nominations, and similar GR 1050-09 Records administrative records of employee award or incentive programs. For 2 years

records of awards/commendations given to an employee use GR 1050-12D, 1050-12E or 1050-12F.

All Divisions Employee Security Records Records created to control and monitor the issuance of keys, GR 1050-10 identification cards, passes or similar instruments of identification and US+ 2 years access. 9-1-1 Dispatch Area Access Cards

All Divisions Employee Selection Records Interviews, interview questions, upgrades, description, job GR 1050-llC advertisements, written score, employment applications, transcripts, 2 years and letters of reference and similar documents whose submission by candidates for vacant positions or for promotion, transfer, or training opportunity (both hires and not hired).

All Divisions Personnel Files - Records about an employee. Applications, resume, awards, GR 1050-12D Employee Service Records commendations, certifications, licenses, conflict of interest forms, P-2 Date of Separation (Department Personnel File) forms, training records including training on hazardous materials, etc. from the city+ 5 years

Note: If employee transfers to another city department send file to the new department.

Police or Fire Personnel Files Sworn Records about an employee. Applications, resume, awards, GR 1050-12E Personnel Service Records commendations, certifications, licenses, conflict of interest forms, P-2 Date of Separation + 10 (Department Personnel File) forms, training records including training on hazardous materials, etc. years

Officers Equipment Files, Personnel Management System, Finger Print Cards


City of Dallas






All Divisions Grievance Records Records relating to the review of employee grievances against GR 1050-20 personnel policies, working conditions, etc. Final decision + 2

years

All Divisions Job Evaluations Job evaluations of employees. GR 1050-21B Note: File by date of review, not in individual employee files. US + 2 years; or date of

separation + 2 years, whichever is sooner

All Divisions Medical and Exposure Health or physical examination reports or certificates for all applicants GR 1050-22A Records and employees if required for position. Includes random drug or 2 years

alcohol tests.

All Divisions Work Schedules Work, duty, shift, crew, or case schedule, rosters, or assignments. GR 1050-31 Assignment/Workload Tracking, Employee Case Load, City Court 1 year Off-Duty Stand-by Log, Work Release Program, Case Exempt number/ assignment

Workers Compensation RMlA claims, TWCC reports, salary continuation, doctor's reports, GR 1050-32A Claim Files - Department Order for Medical Treatment (OMTs), all notes from meetings or CE of closure of claim Copy phone conversations. + 5 years

Note: Risk Management copy retained CE of closure of claim + 50 years.

Personnel Criminal History Checks Used for condition of or in conjunction with employment application. GR1050-36 End of employee's

probationary period or after immediate purpose has been fulfilled, as applicable.


City of Dallas

DC= District Clerks Records Schedule GR= General Records Schedule JC= Junior College Records Schedule PS= Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule





All Divisions Volunteer Service Files Information about individual volunteers and duties they perform. GR1050-39 US or date of separation

+ 3 years.

All Divisions Payroll Records - Payroll register, payroll adjustment records, leave records including GR 1050-52 Departmental copies requests and authorization to use leave. Timesheets. Payroll FE+ 3 years

Modifications, Short Term Disability, Daily Detail (if time worked by employee is shown), Comp Time/Over Time Cards

Personnel Employment Opportunity Advertisements or postings relating to job openings, promotions, GR 1050-13 Announcements training programs, or overtime opportunities, including jobs orders 2 years

submitted to employment agencies.

Personnel Rejected Applicants Sworn Applications, transcripts, letters of reference, and similar documents GR 1050-14 whose submission by candidates for vacant positions (both hired and 2 years not hired) or for promotion, transfer, or training opportunity (both selected and not selected) is required on the application form, by application procedures, or in the employment advertisement. Application, Background Investigation, Finger Print Cards, Transfer Requests

IAD Random Drug Testing Health or physical examination reports or certificates of employees for GR 1050-22B2 Safety whom periodic monitoring of health or fitness is required. 2 years

Personnel Oaths of Office Oaths of Office GR 1050-23 US + 5 years or Date of separation + 5 years


City of Dallas

DC = District Clerks Records Schedule GR= General Records Schedule JC= Junior College Records Schedule PS= Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule





All Divisions Training Records Certificates of completion, transcripts, test scores, or similar records GR 1050-28A documenting the training, testing, or continuing education Date of separation + 5

Basic Training Records achievements of an employee if such training or testing is required for years FTO Training the position held or if the educational or skill attainment or Drug Recognition Program enhancement affects or could affect career advancement in the local or if filed by class: Flight Training Records government or, in the case of licensed or certified personnel ( e.g., GR 1050-28Al Environmental Training school professionals, firefighters, police officers, health care 55 years

Records professionals), in other governments or the private sector.

Including training on hazardous materials, evacuation drills etc. Daily Observation Reports

Note: FTO Coordinator in Bureau Command Office collects records and prepares them for storage by Class

Training Training Programs Records documenting the planning, development, implementation, GR 1050-28B Administration administration and evaluation of in-house training programs. 3 years

In-Service Training, Public Safety Education, Instructor Evaluation

Training Training Materials Training manuals, syllabuses, course outlines, and similar training GR 1050-28C aids used in in-house training programs. Satellite Downlinks, Media us Production Exempt

All Divisions Bid and Bid Documentation Successful bids and request for proposals, including invitations to bid, GR 1075-0lA - Successful Bids bid bonds and affidavits, bid sheets, and similar supporting FE+ 3 years

documentation. Vehicle Equipment Specification, Price Agreements Note: If successful bid or proposal results in a contract, use GR 1000-25 (AC+ 4 years)


City of Dallas






All Divisions Bid and Bid Documentation Unsuccessful Bids GR 1075-0lB - Unsuccessful Bids 2 years

All Divisions Inventory Records Inventory parts records for parts and supplies GR 1075-02 1 year

Exempt

All Divisions Purchase Order and Receipt Purchase Orders, requisitions, and receiving reports. Purchasing log, GR 1075-03A Records Departmental register or similar record providing a chronological record of purchase FE+ 3 years copies orders issued, orders received and similar data on procurement status.

Photographic Work Orders, Citation Register

Personnel Accident and Damage Reports of accidents or damage to facilities, vehicles, or equipment if GR 1075-15 Reports (Property)- no personal injury is involved. 3 years Departmental copies

Note: For accidents that result in injury to persons, use GR 1000-20 A or B ( 5 or 20 years)

All Divisions Lost and Stolen Property Lost and Stolen Property reports GR 1075-17 reports FE+ 3 years

All Divisions Maintenance, Repair and Records documenting routine inspection of facilities, vehicles and GR 1075-18Al Inspection Records of equipment. Routine cleaning, janitorial and inspection work 1 year Vehicles, Equipment, and Exempt Facilities - Routine For routine inspections of marked police vehicles and radar

equipment use GR 1075-18B2 (3 years)


City of Dallas






All Divisions Maintenance, Repair and Records documenting the maintenance and repair to general-purpose GR 1075-18A2 Inspection Records of vehicles, office equipment, and office facilities. Helicopter LA Vehicles and Equipment - Maintenance Maintenance and repair records Note: If a vehicle is junked as the result of an accident, retained

maintenance & repair records for LA+ 1 year. For marked vehicles use PS 4050-04Al

All Divisions Facilities -Non-routine Non-routine facility maintenance, repair and inspection records. GR 1075-18B2 maintenance, repair and Including those relating to plumbing, electrical, fire suppression, and 3 years inspection other infrastructure systems. Routine inspections of marked police Inspections - Marked police vehicles and testing or calibration records of radar equipment. vehicles and radar equipment Note: Records of the types described relating to government-owned

structures or places eligible for or already listed as historic by national, state, or local organizations or authorities must be retained PERMANENTLY

Communications Equipment Repairs Work orders (for repairs and maintenance to facilities, vehicles, or GR 1075-19 equipment). Documentation of 9-1-1 equipment problems and repairs 2 years

Equipment Usage Reports - If reports Any type of usage report ( e.g., mileage, fuel consumption, copies run) GR 1075-20A Services used for allocating costs if such reports are the basis for allocating costs, for determining FE+ 3 years

payment under rental or lease agreements, etc. Reports of usage of facilities, vehicles, and equipment. Monthly fuel use summary, · Compressed Natural Gas (CNG) logs

AC= After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE= Fiscal-year End LA= Life of the Asset US = Until Superseded

City of Dallas


Exempt= May be destroyed without destruction authorization and documentation




All Divisions Usage Reports - Reservation Reservation logs or similar records relating to the use of facilities such GR 1075-20B logs, Vehicle Assignment as meeting rooms, auditoriums, etc. by the public or other After return or Records governmental agencies. Assignment logs, authorizations, and similar reassignment + 2 years.

records relating to the assignment and use of government-owned vehicles or equipment by employees.

All Divisions Logs - Visitors to restricted Logs, registers, or similar records documenting visitors to limited GR 1075-22 areas access or restricted areas. Visitors Log - Restricted Areas 3 years

All Divisions Logs - Telephone Usage Registers or logs of telephone calls made and similar telephone GR 1075-41B activity reports if the log, report, or similar record is used for internal 2 years control purposes other than cost allocation. Long Distance Telephone Calls

Facility Chemical Lists Copies of tier two forms containing information of hazardous GR5750-02 chemicals present in local government facilities submitted to the fire 30 years. chief of the fire department having jurisdiction over the facilities and to the Texas Department of State Health Services as required by Health and Safety Code, Section 506.006.

All Divisions Logs - Door Entry Electronic report of entry into doors at Headquarters building GR 5800-01 AV after audit requirements met Exempt

All Divisions Data Entry Documents Copies of records or forms designed and used solely for GR 5825-09 Legal data input and control. AV after verification of Records data entry

Exempt


City of Dallas






All Divisions Activity and Statistical Narrative and/or statistical activity reports prepared by shift PS 4025-0lA Reports - Daily or Weel<ly supervisors, unit heads, or other public safety personnel on daily or 1 year Reports and Logs of other periodic activities, except reports of the types described Exempt Activities included in other records groups in this schedule. Daily and weekly

reports. 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.

All Divisions Activity and Statistical Narrative and/or statistical activity reports prepared by shift PS 4025-0lB Reports - Monthly Reports supervisors, unit heads, or other public safety personnel on daily or 3 years

other periodic activities, except reports of the types described included in other records groups in this schedule. Monthly, bimonthly, quarterly, or semi-annual reports.

All Divisions Logs or registers of activities Chronological logs or registers of activities, usually kept at station, PS 4025-0lD Document Control company, or unit level, of daily activities such as roll calls, briefings, 1 year

visitors, drills, inspections, except for records of similar types noted Exempt elsewhere in this schedule. Document Control, Activity Tracking, Incident Tracking, Daily Bulletins Property/Equipment Assignment & Usage. For assignment or issuance of weapons use PS 4050-0SA (Return of weapon + 3 years)

Planning General Orders Orders issued by the head of a public safety agency, or deputies PS 4025-03A Special Orders (signed) possessing requisite authority, establishing policy or standard US+ 5 years Standard Operating operating procedures. Procedures (SOP) Review before disposal; some documentation of this type may merit

permanent or long-term retention for historical or legal reasons.


City of Dallas






Special Special Orders Special orders issued by the head of a public safety agency, or PS 4025-03B Operations deputies possessing requisite authority, declaring emergencies, 3 years

ordering evacuations, and similar extraordinary directives. V.I.P. Assignment Files, Emergency Procedures

Planning Code of Conduct Code of Conduct PS 4025-03C Permanent

Special Operational Permits and Permits and certifications from federal or state agencies as required by PS 4025-04A Operations Certifications law or regulation for public safety activities and equipment and any Expiration + 3 years

reports, correspondence, or other documentation bearing on the application for the issuance of or renewal of a permit or certification. Radiation Control Permit Renewals, Billing notices from State of

Texas and payment documentation

Special Canine and Horse Records concerning horses, dogs, or other animals owned by public PS 4050-02 Operations History/Medical records safety agencies, including records of the acquisition of the animal, its Date of separation + 2

registration and pedigree papers (if applicable), records of training, years and its veterinary history. Canine In-Service Training, Canine Squad Dog Bite Report

Equipment Home storage of Vehicles - Authorizations for the home storage of public safety vehicles. PS 4050-03B Services Authorization US+ 1 year

Exempt

All Divisions Weapons Records - Issuance Records of issuance of weapons to public safety personnel. Shotgun PS 4050-05A Quartermaster Records Log Return of weapon + 3

Shotgun Log years


City of Dallas






Equipment Weapons Records - Records of inspection and repair of weapons. PS 4050-0SB Services Inspection and Repair LA

Equipment Weapons Records - Records documenting the sale, gift, loss, or destruction of public PS 4050-0SC Services Disposal safety weaponry. 3 years

Equipment Weapons Records - Inventories of weapons. PS 4050-0SD Services Inventories US+ 3 years

All Divisions Surveillance Videos Video surveillance for, but not limited to, security of property and PS4050-06 persons. AV

Exempt

All Divisions GPS Tracking Records Global Positioning System (GPS) data used to track locations of PS4050-07 police vehicles. 30 days Note: If the GPS data are used to establish the location of a police vehicle as part of an investigation they should be retained with the investigation case file.

IAD Internal Affairs Investigation Records documenting the initiation, investigation, and disposition of PS 4075-0lA Records - Death or Injury internal affairs investigations of law enforcement shooting incidents Permanent

which result in death or injury to any person, including a police officer.

IAD Internal Affairs Investigation Records documenting the initiation, investigation, and disposition of PS 4075-0lB Records - Formal Discipline internal affairs investigations of alleged misconduct by law 15 years

enforcement officers that result in sustained formal discipline.


City of Dallas

DC = District Clerks Records Schedule GR= General Records Schedule JC= Junior College Records Schedule PS= Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule





IAD Internal Affairs Investigation Records documenting the initiation, investigation, and disposition of PS 4075-0lC Records - Informal internal affairs investigations of alleged misconduct by law 5 years, provided a 1 Discipline enforcement officers that result in sustained informal discipline or of year infraction free

investigations whose findings are inconclusive. period precedes the date of destruction

IAD Internal Affairs Investigation Records documenting the initiation, investigation, and disposition of PS 4075-0lD Records - Not Sustained internal affairs investigations of alleged misconduct by law 3 years

enforcement officers whose findings are not sustained, unfounded, or exonerated.

IAD Internal Affairs Investigation Written complaints and records of oral complaints received from the PS 4075-0lE Records Unfounded public concerning the conduct of law enforcement officers that do not Determination not to Complaints lead to an internal affairs investigation. initiate an IAD

investigation+ 2 years

All Divisions Off Duty Assignment Records concerning off-duty assignments PS 4075-02 Records of public safety personnel, including applications for such 2 years

assignments

9-1-1 Master Files Master file on residents in a 9-1-1 service area containing name, PS 4100-01 address, 9-1-1 address, telephone number, and other information us needed to provide service. Exempt

Communications Communication Tapes and Tapes and printouts of incoming and outgoing telephone and radio PS 4100-04 Printouts communications. Radio Dispatch Logging tapes and MDT Logs 30 days

Communications Dispatch Reports Record created by dispatcher on each call for service showing date PS 4100-05 and time call received, nature of call, and details of action taken in 2 years. response to call.


City of Dallas






Communications Radio And Paging Logs Listing of each radio call or pages from or to a dispatcher showing PS 4100-06 date, time, and location of call. 1 year.

All Divisions Arrest and Offense Logs or Logs or equivalent records, usually arranged chronologically or by PS 4125-01 Dockets case, court, or citation number, providing summary data on 2 years

complaints investigated by law enforcement officers, arrests made, citations issued, accidents investigated, court arraignments, court appearances by officers, and similar activities relating to the arrest or citation of persons or the investigation of offenses.

Detention Arrest Reports (DEARS) Arrest report and fingerprints on each person arrested by the law PS 4125-02 Prosecution Report enforcement agency and charged with a felony or a misdemeanor not 75 years

punishable by fine. Note: For arrest reports of Class C misdemeanors use 4125-05BI (6 months)

All Divisions Video and Audio Video or audio recordings of persons on whom charges are not filed. PS 4125-04A Recordings from Police 90 days after the date of Vehicles and Body Cameras the stop.

All Divisions Video and Audio Video or audio recordings of persons on whom charges are filed. Becomes part of the Recordings from Police Offense Investigation Vehicles and Body Cameras Records (4125-05) -- Charges Filed follow appropriate

retention based on class of offense.

All Divisions Offense Investigation Civil Cases Not Cleared - Misdemeanors PS 4125-05Al Records - Civil Cases Not 2 years Cleared


City of Dallas






All Divisions Offense Investigation Civil Cases Not Cleared- Second and Third Degree Felonies PS 4125-05A2 Records - Civil Cases Not 3 years Cleared

All Divisions Offense Investigation Civil Cases Not Cleared - First Degree and Capital Felonies PS 4125-05A3 Records__:___ Civil Cases Not 75 years Cleared

All Divisions Offense Investigation Civil Cases Not Cleared - Civil Cases Not Cleared PS 4125-05A4 Records- Civil Cases Not 2 years Cleared

All Divisions Offense Investigation Offense and supplemental offense reports; investigation reports and PS 4125-05Bl Records - Class C notes; witness statements; latent fingerprints; results of chemical 6 months Misdemeanors analysis and polygraph tests; crime scene, mug shot, and other Exempt

photographs; laboratory reports; citations, affidavits; criminal process; victim impact statements; and other records relating and customary to the investigation of criminal offenses or other violations of state law or local ordinance. Cases in which an arrest is made or a citation issued and a law enforcement agency has certain knowledge of the pretrial or adjudicated disposition of an arrested or cited person and considers the case to have been cleared. Class C misdemeanors and unclassified violations of state law or local ordinance arrest reports (Class C misdemeanors only); punishable by fine only (including arrest reports and citations).


City of Dallas

DC = District Clerks Records Schedule GR= General Records Schedule JC = Junior College Records Schedule PS = Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule





All Divisions Offense Investigation Offense and supplemental offense reports; investigation reports and PS 4125-05B2 Records - Class A or B notes; witness statements; latent fingerprints; results of chemical 2 years Misdemeanors analysis and polygraph tests; crime scene, mug shot, and other

photographs; laboratory reports; citations, affidavits; criminal process; victim impact statements; and other records relating and customary to the investigation of criminal offenses or other violations of state law or local ordinance. Cases in which an arrest is made or a citation issued and a law enforcement agency has certain knowledge of the pretrial or adjudicated disposition of an arrested or cited person and considers the case to have been cleared. Class A and B misdemeanors and state jail felonies.

All Divisions Offense Investigation Offense and supplemental offense reports; investigation reports and PS 4125-05B3 Records - Second or Third- notes; witness statements; latent fingerprints; results of chemical 10 years Degree Felonies analysis and polygraph tests; crime scene, mug shot, and other

photographs; laboratory reports; citations, affidavits; criminal process; Includes Juvenile Cases victim impact statements; and other records relating and customary to

the investigation of criminal offenses or other violations of state law or local ordinance. Cases in which an arrest is made or a citation issued and a law enforcement agency has certain knowledge of the pretrial or adjudicated disposition of an arrested or cited person and considers the case to have been cleared. Second and third-degree felonies.

AC = After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE = Calendar-year End FE= Fiscal-year End LA = Life of the Asset US = Until Superseded

City of Dallas






All Divisions Offense Investigation Offense and supplemental offense reports; investigation reports and PS 4125-0584 Records-First-Degree or notes; witness statements; latent fingerprints; results of chemical 50 years Capital Felonies analysis and polygraph tests; crime scene, mug shot, and other


the investigation of criminal offenses or other violations of state law or local ordinance. Cases in which an arrest is made or a citation issued and a law enforcement agency has certain knowledge of the pretrial or adjudicated disposition of an arrested or cited person and considers the case to have been cleared. First-degree and capital felonies.

All Divisions Offense Investigation Offense and supplemental offense reports; investigation reports and PS 4125-0585 Records - Driving While notes; witness statements; latent fingerprints; results of chemical 10 years Intoxicated Offenses analysis and polygraph tests; crime scene, mug shot, and other


the investigation of criminal offenses or other violations of state law or local ordinance. Driving while intoxicated offenses.


City of Dallas






Traffic Accident Reports Records relating to traffic accidents, including accident reports, PS 4150-lB Records supplemental accident reports, photographs, correspondence, and 2 years

related documentation. Note: Original report

Note: lf as the result of an accident, a person is arrested and charged sent to TXDOT. with driving while intoxicated or with at least a second degree felony, the accident report shall be considered an offense investigation record and must be retained for the appropriate retention period under item number 4125-05Bl - 5.

Note: Accident reports involving City vehicles or property use GRJ 000-20A or 1000-20B.

Youth Family Violence Reports - Family violence reports that do not become a part of arrest or offense PS 4150-04 No Charges investigation records 3 years

Youth Field futerrogation Reports Reports on persons stopped and interrogated in the field because of PS 4150-05 suspicious behavior. AV

Exempt

All Divisions fucident Reports Reports concerning incidents or complaints that, after investigation, PS 4150-07 did not appear to have involved the commission of a crime. 3 years


City of Dallas






All Divisions Missing and Unidentified Reports on missing children and adults, requests for investigation, PS 4150-08 Persons Files photographs, fingerprints, dental records, x-rays, notifications of Date person is located or

possible match, and similar documents relating to the location of body identified + 3 years missing children and adults, including similar records relating to unidentified bodies found in the county and reported to the sheriff.

Detention DWI Test Records Logs, test records, operational check lists, and similar records relating PS 4175-01 to the administration of chemical breath tests. Includes Chain of 2 years Custody Records.

Investigative Criminal Intelligence Records created and maintained to anticipate, prevent, or monitor PS 4175-02 Divisions possible criminal activity, including crime pattern, crime analysis, and AV Public Integrity modus operandi reports; forecasts; evaluation reports; investigation Exempt Unit recommendations; reports on movements of known off enders; Youth information on confidential informants; and messages and alerts from

other agencies.

Crime Scene Finger Print Cards Fingerprint records maintained in paper or on automated systems of PS 4175-03 Response missing persons, suspects, known offenders, incarcerated persons, etc. AV

Exempt Note: For those arrested for more than class C keep for 75 years under PS4125-02.

Communications NCIC/TCIC Records - Reports, logs, and other records pertinent to documenting the PS 4175-05A Dissemination of Criminal dissemination of criminal histories and other information to law 3 years Histories enforcement or other agencies through crime information networks

( e.g., TCIC, NCIC) or by other methods and similar records documenting inquiries for and the receipt of information. Records of the dissemination of criminal histories.


City of Dallas






Communications NCIC/TCIC Records - Reports, logs, and other records pertinent to documenting the PS 4175-058 Records Other information and dissemination of criminal histories and other information to law AV

Inquires enforcement or other agencies through crime information networks Exempt ( e.g., TCIC, NCIC) or by other methods and similar records documenting inquiries for and the receipt of information. Records of the dissemination of information other than criminal histories ( e.g., missing persons, stolen property). Records of inquiries for and the receipt of information, including criminal histories. Administrative messages received through TCIC/NCIC or other networks.

General Regulated Business Copies of pawn shop tickets provided to a law enforcement agency. PS 4175-07 Investigation Transactions AV

Exempt

All Divisions Property Records Reports, logs, property cards, receipts, notices, and similar records PS 4175-09 documenting the receipt, processing, chain of custody, and disposition FE of return or disposal by return, destruction, or sale of evidential, stolen, abandoned, of property + 3 years unclaimed, impounded, or recovered property, including motor vehicles, by a law enforcement agency. Unclaimed Monies, Logs -Evidentiary Property, Property Intake, Weapons Destroyed

CAPers Sex Off ender Registration All documentation relating to the registration of sex offenders for PS 4175-10 File reportable convictions or adjudication with a municipal police 7 5 years or until sex

department or a sheriff pursuant to Civil Statutes, art. 6252-13c. l. off ender's death, but see Retention Note: When a person is no longer required to register as a retention note sex offender, all information about the person must be removed from the sex offender registry.


City of Dallas






Public Integrity Stolen Property Recovery Cards, lists, or logs providing an abstract record of stolen property, PS 4175-12 Unit including stolen vehicles, usually including description of item or 1 year after close

vehicle, place and date stolen, serial numbers, and similar Exempt information.

Communications NCIC/TCIC Activity Forms Teletype messages received from other law enforcement agencies or PS 4175-13 through crime information networks that are not made part of offense 6 months investigation. Exempt

Youth Emergency Protective Emergency protective orders issued by magistrates pursuant to Article PS 4175-16A Orders 1 7.292, Code of Criminal Procedure. 31, 61 or 91 days per

term of order Exempt

Youth Protective Orders Protective orders ( original and modified) issued pursuant to Sections PS 4175-16B 3.581, 71.11, 71.12 and 71.15, Family Code, including notices of 1 year vacation of orders. Exempt

Interactive Help End Auto Theft Records of persons enrolling in the Help End Auto Theft (HEAT) PS4175-19 Community (HEAT) Program program, including registration forms and written notices of 4 years or upon Policing cancellation from participants that title to a registered vehicle has cancellation

been transferred or that they no longer wish to participate in the program.

All Divisions DNA Collection Records DNA records of a person released on bail and those charged with, PS 4175-20 placed on community supervision for, or convicted of certain Date of collection + three offenses. years, unless a court

orders differently

AC = After Closed, terminated, completed, expired, settled AV= Administratively Valuable CE= Calendar-year End FE= Fiscal-year End LA= Life of the Asset US = Until Superseded

City of Dallas






Youth Juvenile Delinquency Offense reports, disposition reports, fingerprints, photographs, and PS4225-06 Records [Informal other records relating to the investigation of an offense or alleged Must be destroyed upon Disposition Cases] offense committed by a juvenile and the taking of the juvenile into completion of informal

custody in those instances in which the juvenile is made subject to disposition informal discipline, rather than being referred to a juvenile court or placed in a first offender program.

Youth Juvenile Delinquency Annual statistical reports from a law enforcement agency to an office PS4225-07 Records [Informal of official designated by the juvenile board of a county on the number 2 years Disposition Cases], Report and kind of dispositions made with regard to juveniles without referral On to a juvenile court or a first off ender program offender program.

Youth Juvenile Delinquency Reports, photographs, fingerprints, and copies of notices to parents by PS4225-08 Records [First Offender a law enforcement officer referring a child to a first off ender program Must be destroyed after Program] without referral to a juvenile court. the 90th day after the

date the juvenile Note: If the child does not successfully complete the program, by his or successfully completes her own volition, or is withdrawn from the program prior to its the first off ender completion by the parent, guardian, or other custodian; or if the child is program taken into custody before the 90th day after the date the child completes the program for conduct other than the conduct for which the child was referred to the first offender program, the case shall be referred to the juvenile court.

Youth Juvenile Delinquency Annual reports from a law enforcement agency to the juvenile board PS4225-09 Records [First Offender containing the names and addresses of children taken into custody by 2 years. Program] Report On the agency, including the gender and ethnicity of each child and the

offense committed.


City of Dallas






Youth Juvenile Delinquency Cases Offense reports, disposition reports, fingerprints, photographs, and PS4225-10 (Non-Referred Cases) other records relating to the investigation of an offense or alleged Destroy immediately

offense committed by a juvenile and the taking of the juvenile into custody in those instances in which the juvenile is not referred to a juvenile court, placed in a first offender program, or is made subject to informal disposition within 10 days of being taken into custody.

Youth Juvenile Information Locally maintained juvenile information databases containing the PS4225-16 Systems (Local) information required by Family Code, §58.304. Permanent

Retention Note: Data concerning an individual contained in the database may be deleted according to retention periods established for juvenile offenders in records series listed elsewhere in this schedule.

All Divisions Arrest Warrants Original and copies of criminal process to be executed or used by a PS 4250-02 peace officer. Arrest warrants, capiases of all types, and witness Return to issuing court attachments. Search warrants and inventories of property. All other criminal process.

All Divisions Logs - Warrants Logs, dockets, or lists of civil and criminal process received and PS 4250-04 served by a law enforcement agency. 2 years

Special Alarm Permit Revocations Logs or reports of false alarms. Citation(s). PS 4275-01 Operations Expiration, Revocation +

2 years

Pound Wrecker Companies Applications for wrecker permits, copies of permits or other PS 4275-04Al Wrecker Drivers - Permits documentation evidencing issuance, and any inspection or evaluation Expiration, Revocation +

reports prepared during a permit period. 3 years


City of Dallas






Pound Wrecker Companies Applications for wrecker permits, copies of pemlits or other PS 4275-04A2 Wrecker Drivers - Denied documentation evidencing issuance, and any inspection or evaluation Date of denial + 1 year Permits reports prepared during a permit period.

Investigative Contraband Forfeiture Fund Record of receipts and disbursements to or from funds involving PS 4300-01 Divisions proceeds or property seized and forfeited under Chapter 59, Code of FE+ 5 years Narcotics Crinlinal Procedure. Confidential Funds, Confidential Fund Audits Financial Services

Training Police Training Advisory Minutes of meetings of academy advisory boards. PS 4325-0lC ICP Board 5 years Management Police Officers Advisory

Research Comnlittee

Training Fire Arms Training or Reports of weapons proficiency tests adnlinistered PS 4325-02 Annual Proficiency Testing to peace officers. US+ 3 years


City of Dallas






Special Storage Tank System Documentation of compliance with regulations for underground tank PW 5450-0SA Operations Records systems storing hazardous substances and petroleum substances, and Operational life of the

immovable aboveground tanks storing petroleum products. storage tank system a) Tank registration documents, original and amended certifications for storage tank system installations and financial responsibility, and notifications to storage tank purchaser. Records for upgrading of existing storage tank systems. b) Records ofrequests for approval of variances or alternative procedures, and documentation of approval of such requests. c) Installation records including general information relating to the installation of new or used storage tank systems and as built drawings or plans depicting the sizes, dimensions, and locations of site features, system components, etc. d) Records for upgrading existing storage tank systems including general information related to the tank integrity assessment and cathodic protection requirements and as-built drawings or plans depicting the sizes, dimensions, and locations of any system components or equipment added. e) Records for repairs and relining. Records of the installation of a used tank including inspection and tank tightness tests required for the reuse of used tanks.


City of Dallas






Special Storage Tank System Documentation of compliance with regulations for underground tank PW 5450-0SC Operations Records - Installation and systems storing hazardous substances and petroleum substances, and 5 years

testing of the system immovable aboveground tanks storing petroleum products. a)Equipment tests including the air tests and the tightness tests conducted on the tanks and piping:

1) at the time of installation, or 2) at the time of upgrading existing storage system,

b) Operation and maintenance records of storage tank systems including records related to inspection, servicing, testing, and inventory control. c) Tests and inspections of corrosion protection systems and components. d) Results of sampling, testing, or monitoring of releases (including tank tightness tests); records and calculations related to inventory control reconciliation; and documentation of service, calibration, maintenance, and repair of release detection equipment. e) Records of servicing, calibration, maintenance, and repair of spill and overfill equipment. f) Transfer or inventory records documenting the basis for claiming an exemption from the spill and overfill equipment requirements, if applicable. g) Results of inspections, tests, and maintenance activities for repairs and relining. h) Documentation of compliance with requirements for the temporary removal from service of a storage tank.


City of Dallas






Special Storage Tank System Documentation of compliance with regulations for underground tank PW 5450-0SF Operations Records - Corrosion systems storing hazardous substances and petroleum substances, and As long as the

protection, release and leak immovable aboveground tanks storing petroleum products. Including equipment or system is detection components and information on the system designer, drawings or plans depicting the used. systems locations of all system components, operating instructions and

warranty information, maintenance schedules, and testing procedures. a) Installation records relating to the:

1) corrosion protection system, 2) release detection system, 3) spill and overfill prevention equipment.

Special Storage Tank System Documentation of compliance with requirements for the permanent PW 5450-0SL Operations Records -Removal of removal from service of a storage tank. As long as any

System underground storage tank remains in service at the facility or 5 years after the storage tank system is permanently removed from service, whichever longer

Waste Generators, Hazardous waste - Operation records of generators of hazardous waste PW 5450-07B2 Records of - Manifests and regarding the quantities generated and shipped off-site for storage. For 3 years shipping papers retention requirements of records for local government-owned

facilities that store, process, or dispose of hazardous waste, see Part 3 of Local Schedule UT (Records of Utility Services). Manifests and shipping papers, such as monthly shipment summaries and exception reports, retained by generators of hazardous waste.


City of Dallas

DC = District Clerks Records Schedule GR = General Records Schedule JC = Junior College Records Schedule PS= Public Safety Records Schedule PW= Public Works Records Schedule UT= Utilities Records Schedule





Auto Pound Environmental fucident Spill prevention and control. Records of all discharges or spills and PW 5450-07Cl Special Reports historical contamination, not subject to notification requirements, 3 years Operations maintained by facilities registered with the Texas Natural Resource

Conservation Commission.

Auto Pound Chemical Analysis Records Records of chemical analyses of water and wastewater systems. UT 5025-02 Special Public Water Supply 10 years Operations Records

Water Testing Records

Auto Pound Texas Commission on Permits and approvals from the Texas Commission on Environmental UT 5025-06A Special Environmental Quality Quality or other county, state, and federal agencies as required AC+ 5 years Operations (TCEQ) Permits by law or regulation concerning wastewater treatment and disposal,

water use, water districts, environmental protection; and any reports, correspondence, or other documentation bearing directly on the application for, the issuance of, or the renewal of the permit or approval.

Auto Pound Violation Reports Reports, correspondence, and similar records relating to actions taken UT 5025-11 Special to correct violations of federal, state, or local primary drinking water 3 years after last action Operations regulations; or of other water or wastewater-related laws, ordinances, taken with respect to the

or regulations. particular violation.

Auto Pound Manifest for hazardous Documents maintained to provide a record of hazardous waste UT 5050-05G Special wastes shipments, including manifests, trip tickets, shipping papers, bills of 3 years Operations lading, daily logs, and other similar approved documentation.


City of Dallas





Pr~fil~by~~ [aj 5-17-/~ Reviewed by: 3-L1-J{Q Shannon Cook, Interim Manager Records Liaison Officer Dallas Police Department

Date Assistant Records Liai Dallas Police Department

Date

Reviewed by: ~ ~ j) :LfJ evJ) Lf -,;/ I - / ~ 1Lois A. Dillard, CRM Date

Approved by: I>/o-:1~ 7'-/S--/£

Records Management Officer City Secretary's Office

David 0. Brown Chief Dallas Police Department

Date

Revisions 2/11/15 to reflect changes in Texas State Library schedules with revised descriptions, retention numbers, retention periods and new record sen es.

Revisions 6/15/12 to reflect changes in Texas State Library schedules with revised descriptions, retention numbers, retention periods and new record series. Also, addition of records series transferred to department with reorganization of functions.


City of Dallas


