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Orange CountySheriffs Department
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CONTENTS
• BOARD RESOLUTION• INTRODUCTION
• CAUTION
• ABBREVIATIONS & ACRONYMS GUIDE
RECORDS RETENTION AND DISPOSTION SCHEDULES:
ADMINSTRATIVE SERVICES COMMAND• COMMUNICATIONS & TECHNOLOGY DIVISION Section 1• FINANCIAL/ADMINISTRATIVE SERVICES DIVISION Section 2• RESEARCH & DEVELOPMENT DIVISION Section 3• SUPPORT SERVICES DIVISION Section 4
CUSTODY & COURT OPERATIONS COMMAND• CENTRALJAIL COMPLEX Section 5• COURT OPERTATIONS DIVISION Section 6• INMATE SERVICES DIVISION Section 7• MUSICK FACILITY Section 8• THEO LACY FACILITY Section 9
FIELD OPERATIONS & INVESTIGATIVE SERVICES COMMAND• AIRPORT OPERATIONS DIVISION Section 10• EMERGENCY MANAGEMENT DIVISION Section 11• HOMELAND SECURITY DIVISION Section 12• INVESTIGATIONS DIVISION Section 13• NORTH OPERATIONS DIVISION Section 14• SOUTH OPERATIONS DIVISION Section 15
PROFESSIONAL SERVICES COMMAND• CORONER DIVISION Section 16• OC CRIME LAB DIVISION Section 17• 5.A.F.E. DIVISION Section 1$• TRAINING DIVISION Section 19
DEPARTMENT-WIDE (OCSD) Section 20
COUNTY-WIDE (ALL COUNTY AGENCIES) Section 21
INDEX Section 22REVISION GUIDE Section 23
RESOLUTION OF THE BOARD OF SUPERVISORS OFORANGE COUNTY. CALIFORNIA
December 16. 2014
WHEREAS, the Board of Supervisors may authorize a Department head to destroyCounty records as permitted by law in accordance with approved Records Retention andDisposition Schedules; and
WHEREAS, the Sheriff-Coroner requests that the Board approve revised and newRecords Control Schedules for the Sheriff-Coroner Department, and approve the rescission ofcertain Records Control Schedules in accordance with the California Government Code.
NOW, THEREFORE, BE IT RESOLVED that this Board does hereby:
1. Find that the subject activity is not a project within the meaning of’ CaliforniaEnvironmentat Quality Act (CEQA) Guidelines Section 15378 and is therefore notsubject to review under CEQA.
2. Approve fourteen (14) revised Sheriff-Coroner’s Department Records Retention andDisposition Schedules: 56C, lO4B, 1138, 1 l4C, 123C, 124D, l25B, 163C, 1648,352A, 353A, 354A, 356A, and 357A to supersede existing schedules SA, 9A, 258,28A, 184A, 563, 104A, tl3A, t143, 1238, 124C, 125A, 1638, l64A, 352, 353, 354,356, and 357.
3. Approve seven (7) newly created Sheriff-Coroner’s Department Records Retentionand Disposition Schedules for the following divisions/bureaus: Communications &Technology Division (No. 366), Criminal Investigation Division (No. 367),Emergency Management Division (No. 369), Field Training Bureau (No. 370),1-[omeland Security Division (No 371), S.A.F.E Division (No. 372), and Department-wide (No. 36$).
4. Approve the rescission of three (3) Sheriff-Coroner’s Department Records Retentionand Disposition Schedules: $8B, 351A, and 355A.
5. Authorize continuing disposition of the records in accordance with the Schedules.
Resolution No. 14-113, [tern No. 15Records Retention and Disposition Schedules for Sheriff-Coroner Department Page 1 of 1
The foregoing tas passed and adopted by the following vote of the Orange County Board ofSupervisors, on December 16, 2014, to wit:
AYES: Supervisors: TODD SPITZER. LISA A. BARTLETT. JOHN MW. MOORLACHSHAWN NELSON.
NOES: Supervisor(s):EXCUSED: Supervisor(s):ABSTAINED: Supervisor(s):
1y
/ .-/ :;tz’
CHAIRMAN <
S fATE OF CALIFORNIA
(‘OUNTY OF ORANGE )
I, SUSAN NOVAK, Cterk of the Board of Orange County, California, hereby certify that acopy of this document has been delivered to the Chairman of the Board and that the above andforegoing Resolution was duly and regularly adopted by the Orange County Board of Supervisors
IN WITNESS WHEREOF, I have hereto set my hand and seal.
SUSAN NOVAKClerk of the BoardCounty of Orange. Suite of CaliIrnia
Resolution No: 14-113
Agenda Date: (2/1612014
Item No: 15
-. i)4 I certify that the foresoing is a true and correct cops it theResolution adopted by Llie Board of Supervasor , 0rane Counts.State olCalifornia
,o cii’
Susinrlst’cs -
INTRODUCTION
This document is intended for Orange County Sheriff’s Department fOCSD) personnel to usewhen managing the records in their offices. It can also serve as a helpful tool, providingboth OCSD personnel and legal counsel with a roadmap for finding information in case ofinternal investigations, audits, disaster recovery, or litigation.
The Records Retention and Disposition Schedules contained in this document apply torecords that are maintained by OCSD. They are the only Board-of-Supervisors-approvedRecords Retention and Disposition Schedules; no other schedules shall be adhered to.
If a record is not on a Board-approved Records Retention and Disposition Schedule (andarguably is not part of any category listed on other Board-approved OCSD schedules), thenOCSD is obligated to retain the record permanently because only the Board may authorizethe destruction of a government record.
Retention periods listed in the Records Retention and Disposition Schedules are requiredminimums. Retention periods can and shall be extended when necessary to comply withaudits, civil and criminal actions, and any other matter requiring the continued retention ofthe records, in accordance with OCSD’s Legal Hold Policy.
The following retention periods apply only to the “agency official record copy” asdesignated by each agency. Any duplicate copy of the same record retained by the agencymay be destroyed at any time without regard to the stated retention period if the agencydetermines there is no administrative need to retain the duplicate copy. Destruction ofduplicate copies is authorized pursuant to Government Code § 26201.
CA UTION- flu: _a-frun-ur
A record, in any format, whose retention period has expired, may not be destroyedif the record is relevant to pending or potential litigation, or other official action;its destruction shall not occur until the action is resolved.
A record, in any format, whose retention period expires during pending orpotential litigation, or other official action involving the record, may not bedestroyed until the completion of the action and the resolution of all issues thatarise from it.
failure to preserve or produce records that are considered evidence is generallyknown as “spoliation.” It is legally defined as “the destruction or significantalteration of evidence, or the failure to preserve property for another’s use asevidence in pending or reasonably foreseeable litigation.” This area is the mostcritical for the “legal hold” decision. See OCSD’s Legal Hold Policy, No. 215, locatedon the Intranet via Lexipol.
ABBREVIATIONS & ACRONYMS GUIDE— :-T: Urr v
ALEA — Airborne Law Enforcement Association
AV Station — Aliso Viejo Station
ADA—Americans with Disability Act
ACHS — Automated Criminal History System
AJS — Automated Jail System
ALPR—Automated License Plate Reader
AWSS — Automated Warrant Service System
BOLO — Be On the Look Out
BGB — Brad Gates Building
CLETS — California Law Enforcement Telecommunications System
CPRA — California Public Records Act
CCW — Carry Concealed Weapon
CJX — Central Jail Complex
CMJ — Central Men’s Jail
CWR—Central Warrant Repository
CFR — Code of Federal Regulations
CD — Compact Disk
CAD — Computer Aided Dispatch
CWP — Community Work Program
CPT — Correctional Program Technician
GuS — Criminal Justice Information Services
CIA — Criminal Intelligence & Analysis
CORI —Criminal Offender Record Information
CNT — Crisis Negotiation Team
CRM — Customer Relationship Management
DOB — Date of Birth
DOl — Department of Justice
DMV— Department of Motor Vehicles
DVD — Digital Video Disk
DAFN — Disability, Accessibility and Functional Needs
DA — District Attorney
DR — Division of Records
EMPG — Emergency Management Performance Grant
ESI — Electronically Stored Information
EOC— Emergency Operations Center
ELETE — Enhanced Law Enforcement Telecommunication Emulator
FBI — Federal Bureau of Investigation
FCC— Federal Communications Commission
FEDLA — Federal Court Los Angeles
FEDSA — Federal Court Santa Ana
FTB — Field Training Bureau
FCN — File Control Number
GED — General Educational Development
HCA — Health Care Agency
ID — Identification
ICE — Immigration & Customs Enforcement
ICED — Immigration & Customs Enforcement Detainee
IS — Information Systems
IT — Information Technology
ISD — Inmate Services Division
IRC—lntake Release Center
IU — Integrated Law & Justice
JAMF—James A. Musick Facility
JPU—Judicial Protection Unit
UMS — Laboratory Information Management System
LE — Law Enforcement
LARS — Local Arrest Record System
MART — Major Accident Reconstruction Team
MOU — Memorandum of Understanding
MS — Microsoft
MC
M—
Mobile
Content
Managem
ent
NTSB
—N
ationalT
ransportationS
afetyB
oard
OH
R—
Operational
Hazards
Reports
OC
CL—
Orange
County
Crim
eLab
OC
CA
TS—
Orange
County
Com
munications
andT
echnologyServices
OC
EM
O—
Orange
County
Em
ergencyM
anagement
Organization
PVS
—P
atrolV
ideoS
ystem
PC—
Personal
Com
puter
—P
ortableD
ocument
Form
at
P&
E—
Property
andE
videnceU
nit
PRA
—Public
Record
Act
RM
S—
Records
Managem
entS
ystem
SON
GS
-San
Onofre
Nuclear
Generating
Station
SWA
T—Special
Weapons
andT
actics
SVS
—S
tolenV
ehicleS
ystem
SQ
L—
Structured
Query
Language
Sub/A
dmin
—S
ubpoenasand
Adm
inistrativeServices
Unit
STC—
Supplem
entalT
ypeC
ertificates
U—
Teletype
TLVD
—T
heoLacy
Video
Court
TL
F—T
heoLacy
Facility
TC
—T
rafficC
ollision
UC
R—
Uniform
Crim
eR
eporting
UST
—U
ndergroundS
torageT
ank
VH
S—
Video
Hom
eS
ystem
RECORDS RETENTION AND DISPOSITION SCHEDULEEFFECTIVE DATE RISION DATES HEDULE NO.
- DEPARTMENT DIVISION SECTION UNIT 12/16/2014 366
APPROVAL PAGESHERIFF-CORONER COMMUNICATION & TECHNOLOGY Board Minute Order 1 of 1
tem TITLE AND DESCRIPTION OF RECORDS RETENTION TYPE OF RECORDC[TATIONNo.
OFFICE RECORDS CTR. DISPOSITION TYPE FORMAT LOCATION1 DRAWINGS AND SPECIFICATIONS FOR ALL CUSTOMER Retain until obsolete. N/A Destroy after administrative ESI and Paper PDF, Word, PCs, email, GoIt Code § 26205.1.
FACILITIES - value ends or record is Excel, CAD Office files,Technical Reference Library Blueprints and manuals for all facilities obsolete, drawings Division libraryand equipment.
2 FCC LICENSE - Retain permanently. N/A Permanent retention ESI and Paper PDF, Word, PCs, email,Various files related to frequency coordination and FCC licenses. Excel Office files
3 SERVICE CALLS, WORK REQUESTS - Retain 2 years. N/A Destroy after 2 years. 651 and Paper PDF, Word, PC5, email, Govt Code § 26202.Forms and correspondence relating to sereice requests throughout the Excel, MOM Office files,dMsion. MOM
NOTE: Records, in any format, that are evidence in a claim or pending litigation must be preserved ontil the claim or litigation is resolved.
.. RECORDS RETENTION AND DISPOSITION SCHEDULEk
1 EFFECTIVE DATE REVISION DATES SCHEDULE NO.
j - L DEPARTMENT DIViSION SECTION UNIT 07107/1987; Resolution 87-959 01/2912008; 12116/2014 1649
r FINANCLL]ADMINISTRAT6/E APPROVAL PAGESHERIFF-CORONER
DIVISIONCOSTIAUDTT Board Minute Order 1 of 2
Item TITLE AND DESCRIPTION OF RECORDSRETENTION TYPE OF RECORD CflATION
° OFFICE RECORDS CTR. DISPOSItiON TYPE FORMAT LOCATION1 COST APPLIED AND NON-CONTRACT COST STUDIES - Retain 1 year. Retain 4 years. Destroy after 5 years. ESI and Paper GoJt Code § 26202.
Record of cost studies, cost estimates, statistical data and supportingdocuments.
NOTE: Records, in any format, that are evidence in a claim or pending litigation must be preserved until the claim or litigtItt)Il is resolved.
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RECORDS RETENTION AND DISPOSITION SCHEDULEEFFECTIVE DATE REVISION DATES SCHEDULE NO. -—DEPARTMENT DIVISiON SECTION UNIT 0112912008 12/16/2014 356A
APPROVAL PAGESHERIFF-CORONER RESEARCH&DEVELOPMENT FACILFY PLANNING Board Minute Order 2of 3
ItemTITLE AND DESCRIPTION OF RECORDS RETENTION TYPE OF RECORD
CflATIONNo.OFFICE ECORDS CTR. DISPOSITION TYPE FORMAT LOCATION
PUBLIC WORKS RECORDS FOR OCSD CONSTRUCTION N/A ESI and Paper PDF, Word, Plans room, Govt Code § 26202.PROJECTS - Excel, digital Share drive,Records documenting entire construction project including, but not audio, digital PCs, email,limited to: EIR documents, bid advertisements, bids, proposals, and analog Office files,change orders, contracts, permits, submiftals, warranties, notices of video, Power ZIP drives,completion, test reports, transmiftals and all supporting documentation Point, MS, CD, DVD,for the project. Project, Visio VHS tapes
a. Above-referenced records of projects with a total cost of $75,000 Retain until expiration of Destroy 4 years after expirationor less contract + 4 years. of contract.
b. Above-referenced records of projects with a total cost of more Retain until expiration of Destroy 10 years afterthan $75,000 contract + 10 years. expiration of contract.
2 BUILDING DRAWINGS AND SPECIFICATIONS FOR ALL SHERIFF’S Retain until obsolete, but N/A Destroy after obsolete, but not ESI and Paper PDF, Word, Plans room, Gov’t Code § 26202.DEPARTMENT FACILITIES - not less than 2 years. less than 2 years. Excel Share drive,
PC5, email,Office files
3 RECORDS FOR OCSD STUDIES PERFORMED - Retain until obsolete, but N/A Destroy after obsolete, but not ESI and Paper PDF, Word, Plans room, Govt Code § 26202.Records documenting entire study including notes, reports, drawings, not less than 2 years. less than 2 years. Excel, Power Share drive,correspondence, and photos. Point, MS, PC5, email,
Project, Visio Office files,ZIP drives,
4 RECORDS OF WORK REQUESTED - Retain 3 years. N/A Destroy after 3 years. ESI and Paper PDF, Word, Go1t Code § 26202.Work requests Excel,
MicrosoftDynamicsCRM
5 SAMPLES OF APPROVED HARDWARE - Retain until obsolete, but N/A Destroy after obsolete, but not Hardware N/A Warehouse, GoIt Code § 26202.Samples of hardware with architect’s stamps showing approval or not less than 2 years. less than 2 years. officesacceptance.
6 PHYSICAL PLANT CONFIGURATION DATA - Retain until obsolete, but N/A Destroy after obsolete, but not ESI and Paper PDF, Word, Plans room, Go1t Code § 26202.Drawings, data, audits and assessments related to the configuration of not less than 2 years. less than 2 years. Excel, Power Share drive,facilities owned by the Sheriffs Department. Point, MS, PCs, email
Project, Visio Office files,ZIP drives,CD, DVD
NOTE: Records, in aity format, that are evidence in a claim or pending litigation must be preserved until the claim or litigation is resolved.
. RECORDS RETENTION AND DISPOSITION SCHEDULE
‘ EFFECTIVE DATE REVISION DATES SCHEDULE NO.
G DEPARTMENT DIVISION SECTION UNIT 01/2912008 12/16/2014 356A
c’ RESOURCE APPROVAL PAGESHERIFF-CORONER RESEARCH & DEVELOPMENT
MANAGEMENT Board Minute Order 3 of 3
BernTITLE AND DESCRIPTION OF RECORDS
RETENTION TYPE OF RECORDCITATION
OFFICE RECORDS CTR DISPOSItION TYPE FORMAT LOCATIONI RESEARCH AND DEVELOPMENT AUTHORED GRANTS AND Retain current FY + 5 N/A Deslroy after current FY +5 ESI and Paper PDF, Word, R&D Granls Govt Code § 26202.
GRANT REPORTING UPDATES - years. years. Excel Office, Officefiles, PCs,Share drive,email
2 ASSET PROCUREMENT RECORDS - Retain 2 years N/A Destroy after 2 years. ESI and Paper PDF. Word, Asset Govt Code § 26202.Records pertaining to the Federal 10-33 Excess Property Program, minimum. Excel, Access, Procurement
Intranet Offices, Officefiles, PC5,
Share drive,email
3 I’LEET MANAGEMENT RECORDS - Retain for 2 years after N/A Destroy 2 years after sale or ESI and Paper PDF, Word, Office files, Govt Code § 26202.Records documenting Fleet Management operations including, sale or disposition of disposition of vehicle. Excel, Access, PC5, Sharemileage reports, audits, repair records, vehicle inventory reports, vehicle. Remedy drive, email
NO’fE: Records, in any format, that arc evidence in a claim or pending litigation must be preserved until the claim or litigation is resolved.
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RECORDS RETENTION AND DISPOSITION SCHEDULEEFFECTIVE DATE REVISION DATES SCHEDULE NO.
DEPARTMENT DIVISION SECTION UNIT 01/29/2008 12116/2014 352A
. APPROVAL PAGESHERIFF-CORONER SUPPORT SERVICES PROPERTY& EVIDENCE Board Minute Order 1 of 2
ItemTITLE AND DESCRIPTION OF RECORDS RETENTION TYPE OF RECORD
CITATIONNo
OFFICE RECORDS CTR. DISPOSITION TYPE FORMAT LOCATION1 ALL AGENCY GENERATED PROPERTY DOCUMENTS - Retain ESI permanently. N/A Permanent retention of ESI ESI and Paper Systems
Covers all documents that record the case disposition Serverinformation from the DA Automated Case TrackingSystem and ELETE, disposition authorization from the Destroy paper copy within 2 GoJt Code § 26202.Property/Evidence supenAsor, and release information years from scan date.documenting who took possession of the properly at timeof release (owner, finder, officer, etc.),
2 AUCTIONED ITEMS - Retain 3 years from date N/A Destroy after 3 years from date Paper PDF, Excel P&E Govt Code § 26202.Lists of Items sent to auction, ledgers of items sale prices, records of of auction, of auction.revenue deposited to Financial
3 CONTROLLED SUBSTANCE BURN FILES - Retain 10 years. N/A Destroy after 10 years. Paper PDF, Word, P&E Govt Code § 26202.Forms, Court Orders and Case Items Reports related to the Exceldestruction of narcotics.
4 i9NANCLL RELEASE FILES - Retain permanently. N/A Permanent retention Paper PDF, Word, P&ELedgers and Case Items Reports related to unclaimed funds Exceltransferred to Financial for deposit to the General Fund
5 FIREARMS CONVERTED TO DEPARTMENT USE - Retain for 3 years after N/A Destroy 3 years from Paper PDF, Word P&E Govt Code § 26202.Forms related to firearms that have been retained for Department use, destruction date, destruction date.These weapons are required to be returned to Property & Esidence fordisposal when the Department deems them to be no longer needed.
6 FIREARMS DESTRUCTION FILES - Retain for 3 years after N/A Destroy 3 years from Paper PDF, Word, P&E Gos’t Code § 26202.Forms, Court Orders, case items reports and documentation related destruction date, destruction date. Excelto the destruction of firearms.
7 LAB REQUEST LEDGERS - Retain permanently. N/A Permanent retention Paper Hand Written P&EHand Written Ledgers documenting items that have been transferredto OCCL and when they are returned
8 MISCELLANEOUS DOCUMENTS - Retain permanently. N/A Permanent retention ESI and Paper Hand Written P&ECovers old file cards and log books.
9 ‘JON-OCSD DOCUMENTS - Retain ESI permanently. N/A Permanent retention of ESI ESI and Paper SystemsCovers any documents outside of OCSD documents, such Serveras court orders, appeals, certified letters, or outsideagency reports that can be filed with an OCSD DR in the Destroy paper copy within 2 Go’It Code § 26202.DR Records File. years from scan date.
10 NON-WEAPON ITEMS CONVERTED TO DEPARTMENT USE - Retain permanently. N/A Permanent retention Paper PDF, Word, P&EForms related to items retained for department use, Case Items ExcelReports
\OTE: Records, in any format, that are evidence in a claim or pending litigation must be preserved until time claim or litigation is resolved.
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RECORDS RETENTION AND DISPOSITION SCHEDULEEFFECTIVE DATE REVISION DATES SCHEDULE NO.
DEPARTMENT DIViSION SECTION UNIT 07/0711981; Resolution 81-1034 01/29/2008; 12116/2014 113B
RECORDS NO APPROVAL PAGE‘ SHERIFFCORONER SUPPORT SERVICES
INFORMATION SERViCES Board Minute Order 1 of 4
ItemTITLE AND DESCRIPTION OF RECORDS RETENTION TYPE OF RECORD
CtFATIONOFFICE RECORDS CTR. DISPOSfl9ON TYPE FORMAT LOCATION
1 828 JUVENILE PETITION - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy Sub/Admin Gost Code § 26202.Petition to Juvenile Court for juvenile records Unit
2 ACTIVE WARRANTS IN AUTOMATED WARRANT Retain original warrants N/A Warrants are removed from Paper Hard Copy 8GB, 5th Gout Code § 26205.1.SERVICE SYSTEM (AWSS) - until served, recalled, or AWSS when served, recalled or Floor, CWRActive warrants of arrest, bench and civil warrants, purged from AWSS. purged; original, hard copy,
warrants ate returned to courtof issue.
3 ACTIVE/SERVED OUT-OF-COUNTY WARRANT HOLD FILES - Retain until warrant files N/A Destroy file after 2 years from Paper Hard Copy 8GB, 5th Goult Code § 26202.CWR places out-of-county holds on active OCSD warrant subjects, are closed + 2 years last update. Floor, CWR
from last update.
4 ACTIVE/SERVED PRISON HOLD WARRANT FILES - Retain until warrant files N/A Destroy file after 2 years from Paper Hard Copy 8GB, 5th Gout Code § 26202.CWR places holds on OCSD warrant subjects that are in-custody are closed + 2 years last update. Floor, CWRat State Correctional Facilities, from last update.
5 ADMINISTRATIVE SERVICES TRACKING LOG - Retain 5 years. N/A Destroy after 5 years. ESI Server, BGB Gout Code § 26202.a. Clearance Letter requestsb. DA Discovery Requestsc. Local Arrest Record requestsd. Juvenile 828 Petitionse. Subpoena Ledger-log of all Federal, Criminal and Civil
Subpoena Duces Tecum and a log of all Pitchess Motions,Preservation of Evidence, and Summons,
6 ADULT SEALED RECORDS - Retain 3 years from date N/A Destroy 3 years from date of Paper Hard Copy Sub/Admin Penal Code § 851.8.Records sealed by petition or court order. Includes reports, fingerprint of arrest arrest. Unitcards andlor digitized fingerprints. Booking photographs, jail records,palm card, property card and petitions or court orders. Adult sealingscontain all Sheriff-Coroner records pertaining to the individual adultcase,
7 AUDIT TRAILS - Retain ESI permanently. NIA Retain ESI permanently. ESI and Paper Excel ImagingRecords that show the date, time, and who requested a copy of a spreadsheet Server, BGBreport and the employee that released it. Retain paper copy 2 PDF
years from scan date. Destroy paper copy 2 years Gout Code § 26202.from scan date.
8 AUDITS. DOJ AND FBI - Retain 5 years. N/A Destroy after 5 years. Paper Hard Copy 0GB Go/t Code § 26202.a. ACHS accessb. CORI accessc. CLEFSd. UCR
9 CALIFORNIA PUBLIC RECORDS ACT (CPRA) REQUESTS - Retain ESI 10 years. N/A Destroy ESI after 10 years. ESI and Paper PDF and Hard Imaging Go/t Code § 6250-6270,Original request. Sheriff-Coroner response, any related Copy Server, BGB Gout Code § 26202 andinterdepartmental memos, emails, copies of certified mail receipts and Retain paper copy 2 Destroy paper copy after 2 Gout Code § 26205.all responsive documents. years from scan date. years from scan date.
10 CLEARANCE LETTER REQUEST - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy Sub/Admin Go/t Code § 26202.Issued for: Mmdcan hunting licenses, VISAs, and Adoption Petitioners Unit
11 CLETS INQUIRY TRACKING LOG - Retain 3 years. N/A Destroy after 3 years. ESI Excel Shared Drive Section 707(c) of the CaliforniaLog of requests for CLETS inquiries and updates. BGB Code of Regulations and
CLETS Policies, Practices andProcedures 1.7,1 A.
O’fE: Records. in an format, that are esidence in a claim or pending litigation must be preserved until the claim or litigation is resolved.
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RECORDS RETENTION AND DISPOSITION SCHEDULEEFFECTIVE DATE REVISION DATES SCHEDULE NO.
C) DEPARTMENT DMS1ON SECTION UNIT 10/09/1979 Resolution 79-1493 1211612014 56C
APPROVAL PAGE
. SHERIFF-CORONER CUSTODY&COURTOPERATIONS Board Minute Order 1 of 9
ItemTITLE AND DESCRIPTION OF RECORDS
RETENTION TYPE OF RECORDCITATION
No. OFFICE RECORDS CTR. DISPOSITION TYPE FORMAT LOCATION1 24 HOUR LOG - Retain 3 years. N/A Destroy after 3 years. ESI CJX; TLF; Go/t Code § 26202.
Electronic log of reportable and notable incidents throughout the JAMFfacility.
2 ACTIVITY ROSTER/IN-CUSTODY LIST - Retain 2 years. N/A Destroy after 2 years. Inmate Govt Code § 26202.Ust of inmates scheduled to be released to another city, state, agency Recordsor institution. Also known as an ActMty Roster.
3 ADA LOG -Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy C]X; TLF - Govt Code § 26202.
Log of ADA inmate aetiaties within the facility, facility storageroom
4 ADA/PIERCE DEPARTMENTAL TRAINING - Retain for term of N/A Destroy 2 years after employee Training PIERCE VS. COUNTY OFAll custody personnel are required to attend training, employment + 2 years terminates/separates from Facility ORANGE.
after employee OCSD.terminates/separates Case No. SACV 01-981from OCSD. Govt Code 5 26202.
5 ADMINISTRATIVE SEGREGATION LOG - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy C]X; TLF Gosft Cede § 26202.Log of Administratise Segregation inmate actisities within the facility.
6 ATTORNEY/OFFICIAL AGENCY VISITATION LOG - Retain 3 years. N/A Destroy after 3 years. ESI CJX; TLF Go’it Code § 26202.Database of visiting attorneys and outside agencies, and theinmate/detainee they are visiting.
7 BOARD OF STATE AND COMMUNITY CORRECTIONS - Retain 5 years. N/A Destroy after 5 years. Paper Hard Copy CJX; TLF Go’t Code § 26202.Facility inspection report generated by the Board of State andCommunity Corrections.
8 BOOKING REGISTER - Retain 2 years. N/A Destroy after 2 years. ESI and Paper IRC Govt Code § 26202.Ledger maintained in the Receising Guard Station that tracks thearrestees name, booking number, time of arrest, expiration time andwhen the Probable Cause Declaration was signed.
9 BRIEFING LOGS - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy CJX; TLF Govt Code § 26202.Briefing items announced during the pre-shift briefings.
10 BUSINESS LICENSE - Retain permanently. N/A Permanent retention Paper Document InmateCalifornia State Board of Equalization issued Sellers Permit for the issued by Services,sale of Commissary items. State Board of North Office
Equalization
11 CHEMICAL CONTROL LOGS - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy ICE Govt Code § 26202.Monthly logs used to account for chemicals used in security areas.
12 CHOW HALL TIME LOG REGISTER - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy CMJ Gos’t Code § 26202.Ledger that tracks time allotted for inmates dining in theCentral Men’s Jail chow hall.
NOTE: Records, in any format, that arc evidence in a claim or pending litigation must be preserved until the claim or litigation k resolved.
. RECORDS RETENTION AND DISPOSITION SCHEDULE:-
- EFFECTIVE DATE REVISION DATES SCHEDULE NO.
. DEPARTMENT DIVISION SECTION UNIT 10/09/1979; Resolution 79-1493 12/1612014 56C
.-
APPROVAL PAGESHERIFFCORONER CUSTODY&COURTOPERATIONS Board Minute Order 2of9
itemTITLE AND DESCRIPTION OF RECORDS
RETENTION TYPE OF RECORDCICATION
No. OFFICE RECORDS CTR. DISPOSITION TYPE FORMAT LOCATION
13 CIVIL FIELD LOGS - Retain 2 years. N/A Destroy after 2 years. ESI and Paper COURTS Gout Code § 26202.
Tracks daily activity of civil field personnel.
14 CLASSIFICATION/HOUSING REVIEW BOOKING Retain for duration of N/A Destroy 2 years after CJX; TLF PIERCE VS. COUNTY OF
CHECKLIST FORM (J-1 12) (BOTTOM PORTION) - litigation + 2 years. termination of litigation. ORANGE.
Inmates with mobility or dexterity impairments must bephysically accommodated during the booking process. Case No. SACV 01-981
These accommodations are tracked on the J-112 form. Golt Code 5 26202.
15 COMMUNITY FEEDBACK REPORTS - Retain 1 year. N/A Destroy after 1 year. Paper Hard Copy CJX; TLF Gov’t Code § 26205.1.
Cards filled out by the public rating their experience of visiting thefacility.
16 COMMUNITY WORK PROGRAM ROSTERS - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy CJX; TLF - Gout Code § 26202.Daily list of inmates on the Community Work Program. stored in CWP
office
17 COMPOUND SAFETY CHECK LOGS - Retain 3 years. N/A Destroy after 3 years. ESI ]AMF Gout Code § 26202.
18 CONSERVATEE TRANSPORTATION LOG - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy COURTS Govt Code § 26202.Records transportation of conservatee inmates from the mentalinstitution to court and records the return trip.
19 COUNT SHEET (MASTER) - Retain 2 years. N/A Destroy after 2 years. Paper CJX; TLF Gout Code § 26202.Usting of facility population broken down by housing areas.
20 COURT ACTIVITY ROSTER/COURT LIST - Retain 2 years. N/A Destroy after 2 years. Inmate Govt Code § 26202.List of inmates scheduled for court appearances Monday - Friday. Records
21 COURT DRESS-OUT LIST - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy CJX; TLF GosH Code § 26202.List of inmates allowed to dress in civilian attire for court andsignatures of those inmates declining the clothing change.
22 COURT FACILITY LOG - Retain 2 years. N/A Destroy after 2 years. ESI LOURTS Gout Code § 26202.Electronic log of reportable and notable incidents throughout thefacility.
23 COURT ORDER LOGS - Retain 2 years. N/A Destroy after 2 years. Inmate Govt Code § 26202.Manual log maintained by Inmate Records to track the Court Orders Recordsrequiring the facilities Watch commanders signature.
24 CUSTODIAL STATISTICAL REPORT (DAILY) - Retain 2 years. N/A Destroy after 2 years. ESI CJX; TLF; Govt Code § 26202.(also known as STAR report) JAMF storedDaily breakdown of inmate numbers within the facility and inmates in facility roomentering and leaving the facility.
U I L: I{CCOrOS Ill ally format, tEat are evilleflec iii a claim or penuing litigation must ne preserved until the cIam or Iitgation is resolved.
.. RECORDS RETENTION AND DISPOSITION SCHEDULEEFFECTIVE DATE REVISIDN DATES SCHEDULE NO.
<) DEPARTMENT DIViSION SECTION UNIT 10109/1979 Resolution 79 1493 12/16/2014 56C
, APPRDVAL PAGE‘ SHERIFF-CORONER CUSTODY&COURTOPERATIONS Board Minute Order 3of9
ItemTITLE AND DESCRIPTION OF RECORDS RETENTION TYPE OF RECORD
CITATIONNo. OFFICE RECORDS CTR DISPOSITION TYPE FORMAT LOCATION25 DAILY DETENTION FILE - Retain 2 years. N/A Destroy after 2 years. Paper COURTS Govt Code § 26202.
Contains the following: Inmate Court List, Inmate Arrival Verificationcheck-off list, Booking Forms, Release Forms, Property Forms, CellCheck Logs, Attorney Visitation Log.
26 DETAINEE INCIDENT REPORTS - Retain 3 years. N/A Destroy after 3 years. ESI ICE Gov’t Code § 26202.Excel spreadsheets detailing incidents at the facility that involvedetainees.
27 DETAINEE MESSAGE SLIP REQUESTS - Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy ICE Govt Code § 26202.
Forms submitted by detainees to OCSD for various requests.
28 DETAINEE POPULATION SPREADSHEET - Retain permanently. N/A Permanent retention ESI ICEMonthly Excel spreadsheets used to track daily detainee system-widepopulation.
29 DETAINEE VOLUNTARY WORK AGREEMENT COMPENSATION Retain 3 years. N/A Destroy after 3 years. ESI ICE Govt Code § 26202.ROSTERS-Excel spreadsheets that are emailed to OCSD Financial Services dailyto report detainee workers who should be credited $1.00 for a day’swork.
30 DETAINEE VOLUNTARY WORK AGREEMENT FORMS - Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy ICE Govt Code § 26202.Forms signed by detainees to document receipt of training materialsand work program rules.
31 DISCIPLINARY ISOLATION AREA INSPECTION LOGS - Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy CJX; TLF Gout Code § 26202.
Log of Disciplinary Isolation checks by housing area, stored infacility room
32 DISCIPLINARY ISOLATION LOGS (BY INMATE) - Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy CJX; TLF Gov’t Code § 26202.Log of inmate/detainee activity in Disciplinary Isolation, stored in
facility room
33 ELECTRONIC MONITORING PROGRAM COUNT - Retain 5 years. N/A Destroy after 5 years. ESI CIX; TLF Govt Code § 26202.
Daily roster of inmates starting on and getting off Electronic Monitoringstatus.
34 LIECTRONIC MONITORING PROGRAM ROSTER - Retain 5 years. N/A Destroy after 5 years. ESI CIX; TLF Gout Code § 26202.Daily roster of inmates assigned to the Electronic Monitoring Program.
35 FINANCIAL RECORDS - Retain current FY + 5 N/A Destroy after 6 years. ESI and Paper Excel Inmate Govt Code § 26202.Budget reconciliation, utility reconciliation, hygiene costs, records years. Spreedsheets, Services,supporting budget submissions, Inmate Welfare fund audit records, Word, North Officespreadsheets on shared salaries, revenue reports, vending records, Scannedcost studies, audits, research projects, sales reports, inventories, Copiesreversal of orders.
.s I l: isecorus. in any lormar, mat are evidence in a claim or penuing iiugauon must ne preserveu tin/H the claim or litigation IS resolved.
RECORDS RETENTION AND DISPOSITION SCHEDULE- EFFECTIVE DATE RISION DATES SCHEDULE NO.
DEPARTMENT DIVISION SECTION UNIT 104)9/1979 Resolution 79-1493 12116/2074 56C
APPROVAL PAGESHERlFF-CORON CUSTODY & COURT OPERATIONS Board Minute Ordet 4 of 9
ItemTITLE AND DESCRIPTION OF RECORDS RETENTION TYPE OF RECORD
CITATIONNo
OFFICE RECORDS CTR. DISPQSrCION TYPE FORMAT ATIONFIRE DRILL EVALUATION FORMS
-
Retain 3 years. N/A Destroy after 3 years. ESI ICE Gout Code § 26202.Documentation used to record fire drills conducted throughout thefacility.
FIRE DRILL PARTICIPATION ROSTER-
Retain 3 years. —— N/A Destroy after 3 years. ESI ICE Go’t Code § 26202.
Rosters used to identify staff members who have participated in afacility fire drill during a fiscal year.
38 FIRE/LIFE SAFETY INSPECTION REPORTS-
Retain 7 years.— N/A Destroy after 7 years. ESI and Paper — CJ) TLF; Gout Code § 26202.
Scheduled safety equipment inspection reports. JAMF hardcopies storedin fire lifesafety office
FOOD SERVICES-
Retain 5 years. — N/A Destroy after 5 years. ESI Eel — Inmate Gout Code § 26202.Menus, inventories, invoices, and purchasing documents Spreedsheets, Services -
Word, Server at 0GB
_______________________________________________________
Scanned
____________
Copies
___________
40 GRAND JURY INSPECTION REPORT-
Retain 5 years. N/A Destroy after 5 years. Paper Hard Copy CJX; TLF; Gout Code § 26202.Grand Jury generated inspection report of the facility. JAMF
‘T” GRIEVANCE FILE-
Retain for 3 years afti’ — N/A— Destroy 3 years after ESI CJ),TLF Got/t Code § 26202.
Database of inmate/detainee grievances and their resolution, inmate/detainee is inmate/detainee is released.released.
- HANDHELD CAMERA FOOTAGE-
Retain 2 years. N/A Destroy after 2 years. ESI — CJX; TLF; Gout Code § 26202. andFootage captured by handheld cameras on miscellaneous Jail JAMF Gout Code § 26202.6.incidents or events such as:a. uncooperative bookings/arresteesb. cell searchesC. inmate interviewsd. inmate escortse. Emergency Response Teamsf. medical emergencies
T HEALTH CARE AGENCY INSPECTION REPORT-
Retain 5 years. N/A — Destroy after 5 years. Paper Hard Copy CJX, TLF Gout Code § 26202.
Health Care Agency generated inspection report of the facility medicalareas.
Z• HOSPITAL GUARD ROSTER-
Retain 3 years. N/A — Destroy after 3 years. ESI C]X; TLF G&t Code § 26202.Roster of Deputies on hospital duties, areas working, and ]AMFinmates/detainees being supervised.
HOUSING/FLOOR LOGS (GUARD STATION)-
Retain 3 years. N/A Destroy after 3 years. ESI CIX; TLF Gout Code § 26202.Log of actiutties and security checks in various housing and holdingareas.
ICE DETAINEE FILE-
Retain permanently. N/A Permanent retention ESI and Pai—
InmateDetainee files are green and filed by booking number. Contents Recordsinclude ICE booking packet, 1203,1213, Detainee Hand Book form,Pre-Booking, inmate History Card and other miscellaneous documentsrelated to the detainees period of custody.
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-
. I EFFECTIVE DATE REVISION DATES SCHEDULE NO.
-.Q I DEPARTMENT DIVISION SECTION UNIT 10/09/1979; Resolutjon7g-1493 12116/2014 56C
‘-& II.i F APPROVAL PAGE
SHERIFF-CORONER CUSTODY&COURTOPERATIONS BoardMinuteOrder 7of9
TITLE AND DESCRIPTION OF RECORDSRENTION TYPE OF RECORD
CITATIONNo.
OFFICE RECORDS CTR. DISPOSITION TYPE FORMAT LOCATION
72 PIERCE ADA INMATE LIST-
Retain 2 years. N/A Destroy after 2 years. C]X; TLF PIERCE VS COUNTY OFWeekly updated list of all Active ADA/Pierce class members. ORANGE.
Case No. SACV 01-981GoVt Code 5 26202.
73 PIERCE CLASS QUALIFICATION ACKNOWLEDGMENT Retain 2 years. N/A Destroy after 2 years. CJX; TLF PIERCE VS. COUNTY OFOF RIGHTS/PROGRAMS FORM
-
ORANGE.Pierce class members are offered specific programs and housing bytheir classification. The Inmate signs an acknowledgement form and is Case No. SACV 01-981
given a receipt. GoVt Code 5 26202.
74 PIERCE GRIEVANCES-
Retain 2 years. N/A Destroy after 2 years. CJX; TLF PIERCE VS. COUNTY OFMedical Grievances ORANGE.
Case No. SACV 01-981GoVt Code 5 26202.
75 PIERCE INMATE TRACKING LOG - Retain 2 years. NIA Destroy after 2 years. CJX; TLF PIERCE VS. COUNTY OFStaff are to track Pierce class member “activities” which include ORANGE.programs, visits, shower, dayroom and recreation. These logs are tobe submitted monthly. Case No SACV 01-981
GoVt Code 5 26202.
7 PIERCE INTERVIEW ACTIVITY LOG - Retain 2 years. N/A Destroy after 2 years. C]X; TLF PIERCE VS. COUNTY OFThe assigned ADA/Pierce Compliance Deputy will interview the Pierce ORANGEclass member upon notification by medical. The Deputy will alsoconduct bi-weekly interviews. Information is typed and saved. Case No SACV 01-981
GoVt Code 5 26202.
PIERCE TRANSPORTATION SLIPS - Retain 2 years. N/A Destroy after 2 years. CJX; TLF PIERCE VS. COUNTY OFTransportation is responsible for tracking the times Pierce Class ORANGE.Members leave and return from each facility.
Case No. SACVO1-981GoVt Code 5 26202.
78 PROBABLE CAUSE HEARING LOG - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy IRC GoVt Code § 26202.A receipt from court services documenting which Probable CauseDeclarations were received.
7 PRO-PER INMATE LOGS - Retain 2 years. N/A Destroy after 2 years. C]X GoVt Code § 26202.Log of Pro-Per inmate activities within the facility.
80 jROPERTY ROOMS INVENTORY LOGS-
Retain 3 years. N/A Destroy after 3 years. ESI ICE GoVt Code § 26202.Yearly log used to track the dates and results of monthly facilityproperty room inventories.
i PROTECTIVE CUSTODY LOG - Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy CJX; TLF GoVt Code § 26202.Log of Protective Custody inmate activities within the facility.
82 RECREATION/ROOF LOG-
Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy CJX; TLF GoVt Code § 26202.Log of housing areas sent to outdoor recreation and the number ofinmates/detainees participating.
NOTE: Records, in any format, that are evidence in a claim or pending litigation must he preserved until the claim or litigation is resolved.
RECORDS RETENTION AND DISPOSITION SCHEDULEEFFECTIVE DATE RISION DATES SCHEDULE NO.
C) DEPARTMENT DIVISION SECTION UNIT 10/09/1979; Resolution79-1493 12/16/2014 56C
APPROVAL PAGESHERIFFCORONER CUSTODY&COURTOPERATIONS BoardMinuteOrder 8of9
item TFtLE AND DESCRIPTION OF RECORDSRETENTION TYPE OF RECORD CITATION
No. OFFICE RECORDS CTR. DISPOSITiON TYPE FORMAT LOCATION83 SAFETY CELL LOGS - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy IRC Govt Code § 26202.
Log that documents completed welfare checks for inmates in SafetyCells.
84 SEARCH LOG - Retain 3 years. N/A Destroy after 3 years. ESI and Paper CJX; TLF; Gov’t Code § 26202.Report of housing areas searched, what contraband was found, and JAMFthe disposition of the contraband.
85 SECURITY CLEARANCE APPLICATION - Retain 3 years. N/A Destroy after 3 years. ESI and Paper CJX; TLF; Govt Code § 26202.Application generated by non-departmental people wishing to work in JAMFor enter the facility in various capacities.
86 SENTENCE ENDING ROSTER (StE ROSTER) - Retain 2 years. N/A Destroy after 2 years. Inmate Govt Code § 26202.List of inmates scheduled to be released from custody. Processed on Recordsa daily basis.
87 SERGEANTS ACTIVITY LOG - Retain 3 years. N/A Destroy after 3 years. ESI C]X; TLF Govt Code § 26202.Log of Sergeants activities and security checks throughout the facility.
88 SHELTERED LIVING LOG - Retain 2 years. N/A Destroy after 2 years. Paper Hard Copy CJX Govt Code § 26202.Log that documents completed welfare checks for inmates housed.
89 SHERIFF’S CIVIL ACTION FILES (REAL ESTATE CASES) - Retain 7 years after case N/A Destroy 7 years after case is ESI and Paper COURTS Govt Code § 26202.Forms, Correspondence and legal documents pertaining to Civil is closed, closed.actions turned over to the Sheriff for service. Includes instructions toSheriff, Writs, Register of Actions. Sheriff’s service log sheet andvarious civil generated forms such as Notice of Sale, Notice toJudgment Debtor, Certificate of Sale of Real Property.
90 SHERIFF’S CIVIL ACTION FILES (SINGLE PROCESS CASES) - Retain 5 years. N/A Destroy after 5 years. ESI and Paper COURTS Govt Code § 26202.Forms, Correspondence and legal documents pertaining to Civilactions turned over to the Sheriff for service. Includes instructions toSheriff, Writs, Register of Actions, Sheriff’s service log sheet andvarious civil generated forms such as Notice of Garnishments, Noticeto Judgment Debtor, Certificate of Sale of Personal Property.
91 SOBERING CELL LOG - Retain 1 year. N/A Destroy after 1 year. Paper Hard Copy IRC Govt Code § 26205.1.Log documenting completed welfare checks done every 15 minutes forinmates placed in Sobering Cells.
92 SOURCE OF INFORMATION - Retain 3 years. N/A Destroy after 3 years. Paper Hard Copy CJX; TLF; Gout Code § 26202.File documenting information received from an inmate. JAMF
93 SPECIAL HANDLING JACKET OR FILE - Retain 3 years. N/A Destroy after 3 years. ESI and Paper C]X; TLF; Govt Code § 26202.Classification file containing information about Administrative or JAMFProtective Custody inmates.
Nt) I L: Kecorvis. in any lormat, that are eviaence in a claim or peniing litigation must be preservea unto the claim oi’ litigation is resoivea.
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Des
troy
Sye
ars
afte
rG
ovt
Cod
e§
2620
2.em
ploy
men
t+
5ye
ars.
empl
oyee
’sse
para
tion
from
serv
ice.
5PO
LIC
YM
AN
UA
L-
Ret
ain
curr
ent
Pr’
+4
N/A
Des
troy
5ye
ars
from
last
ESI
and
Pap
erW
ord,
Intr
anet
,fil
eG
osH
Cod
e§
26202.
Lexi
pol
and
hist
oric
alpo
licie
sye
ars
from
last
revi
sion
revi
sion
date
,fo
lder
sda
te.
6TR
AFF
ICC
OLL
ISIO
NR
EVIE
WB
OA
RD
-R
etai
nfo
rdu
ratio
nof
N/A
Des
troy
afte
rem
ploy
ee’s
ESI
and
Pap
erW
ord,
Sec
ure
file
Gor
ltC
ode
§26
202.
Boa
rdde
term
inat
ion
empl
oym
ent
+5
year
s.se
para
tion
from
serv
ice
+5
room
,C
RM
year
s.
7U
SEO
FFO
RC
ER
EVIE
W-
Ret
ain
5ye
ars.
N/A
Des
troy
afte
r5
year
s.ES
Ian
dP
aper
Wor
d,PD
FC
RM
Gov
tC
ode
§26
2D2.
Supe
rvis
ory
anal
ysis
,m
anag
eria
lre
view
,se
cond
ary
revi
ewpa
cket
s,w
hich
incl
ude
use
offo
rce
docu
men
tsan
da
mem
ohi
ghlig
htin
gcr
iteri
afo
rse
cond
revi
ew.
NO
TE
:R
ecor
dsin
all
yfo
rmat
,th
atar
eev
iden
cein
acl
aim
or
pend
ing
liti
gat
ion
mus
tbe
pre
serv
edun
til
the
clai
mo
rli
tigati
on
isre
solv
ed.
C0V
Cz
2
I
2
Ct
2
VI..Ct
Ct
I
Ct
b
-‘
RE
CO
RD
SC
ON
TR
OL
SC
HE
DU
LE
DE
PA
RT
ME
NT
/D
IVIS
ION
IS
EC
TIO
NIO
RIG
INA
LA
PP
RO
VA
LR
EV
ISIO
ND
AT
ES
IS
CH
ED
UL
EN
O.
16B
AL
LD
EP
AR
TM
EN
TS
AD
MIN
IST
RA
TIO
NIM
ay2
4,
1977
9-14
-99
IA
ND
AG
EN
CIE
SI
Boa
rdR
esol
utio
nI
PA
GE
1O
F10
PA
GE
S
77-8
47
RE
TE
NT
ION
ITEM
TIT
LE
AN
DD
ES
CR
IPT
ION
OF
RE
CO
RD
SN
O.
OF
FIC
ER
EC
OR
DS
DIS
PO
SIT
ION
RE
MA
RK
S
CE
NT
ER
Not
es:
Thi
sR
ecor
dsC
ontr
olS
ched
ule
appl
ies
tost
anda
rdad
min
istr
ativ
ere
cord
sth
atar
em
aint
aine
dby
all
Cou
nty
agen
cies
.
The
follo
win
gre
tent
ion
peri
ods
appl
yon
lyto
the
agen
cyof
ficia
lre
cord
copy
”as
desi
gnat
edby
each
agen
cy.
Any
dupl
icat
eco
pyof
the
sam
ere
cord
reta
ined
byth
eag
ency
may
bede
stro
yed
atan
ytim
ew
ithou
tre
gard
toth
est
ated
rete
ntio
npe
riod
ifth
eag
ency
dete
rmin
esth
ere
isno
adm
inis
trat
ive
need
tore
tain
the
dupl
icat
eco
py.
Des
truc
tion
ofdu
plic
ate
copi
esis
auth
oriz
edpu
rsua
ntto
Gov
ernm
ent
Cod
eSe
ctio
n26
201.
References
toa
‘County
off
icia
lre
cord
copy”
refe
rsto
the
sin
gle
copy
that
iskept
tom
eet
rete
nti
on
requir
em
ents
pursuant
tola
w,
contr
act,
gran
t,C
ount
ypo
licy,
etc.
Ref
eren
ces
toth
isof
ficia
lco
pyar
em
ade
only
whe
na
sing
leag
ency
(suc
has
the
Aud
itor-
Con
trol
ler)
mai
ntai
nsth
eof
ficia
lco
pyfo
ral
lot
her
Cou
nty
offi
ces.
Ifa
law
,co
ntra
ct,
gran
t,C
ount
ypo
licy,
etc.
,re
quir
esth
ata
spec
ific
agen
cyfil
ean
dpr
eser
vea
reco
rdfo
ra
peri
odlo
nger
than
that
stat
edon
this
sche
dule
,th
elo
nger
rete
ntio
npe
riod
will
appl
y.
Ret
entio
npe
riod
ssh
all
beex
tend
edw
hen
nece
ssar
yto
com
ply
with
audi
ts,
civi
lan
dcr
imin
alac
tions
,an
dan
yot
her
mat
ter
requ
irin
gth
eco
ntin
ued
rete
ntio
nof
the
reco
rds.
“Aud
it”re
fers
toal
lre
quir
edau
dits
,in
clud
ing
audi
tsby
exte
rnal
regula
tory
/fundin
gaudit
ors
.
Ifan
yof
the
follo
win
gre
cord
sar
eal
soin
clud
edon
ase
para
teag
ency
Rec
ords
Con
trol
Sch
edul
e,th
ere
tent
ion
peri
odon
the
agen
cysc
hedu
lew
illap
ply.
“Age
ncy
Acc
ount
ing
Cop
y”re
fers
tore
cord
sm
aint
aine
dby
the
acco
untin
gun
itas
sign
edto
the
agen
cy,
whe
ther
orno
tth
eac
coun
ting
unit
repo
rts
dire
ctly
toth
eA
udito
r-C
ontr
olle
r.
The
term
“age
ncy”
refe
rsto
anag
ency
,de
part
men
t,or
sim
ilar
maj
orun
itof
Cou
nty
orga
niza
tion.
TR
AN
SIT
OR
YA
DM
INIS
TR
AT
IVE
RE
CO
RD
SC
onta
ins
reco
rds
whi
chm
aybe
dest
roye
dat
any
tim
edu
eto
thei
rte
mpo
rary
and
none
ssen
tial
natu
re.
Thi
sin
clud
es,
but
isno
tlim
ited
to,
the
follo
win
g:Pr
elim
inar
ydr
afts
ofco
rres
pond
ence
,re
port
san
dot
her
docu
men
ts;
note
s,w
orks
heet
san
dot
her
mat
eria
lsno
tke
ptin
the
regu
lar
cour
seof
busi
ness
;du
plic
ate
copi
esof
docu
men
tsus
edfo
rre
fere
nce
only
;tr
ansm
itta
lle
tter
san
dro
utin
gsl
ips;
noti
ces
ofm
eeti
ngs
and
othe
rev
ents
;br
ochu
res,
new
slet
ters
,an
dot
her
publ
icat
ions
.
2C
OR
RE
SP
ON
DE
NC
EFI
LER
outin
eco
rres
pond
ence
issu
edan
dre
ceiv
edby
the
depa
rtm
ent.
GE
NE
RA
LR
EF
ER
EN
CE
FILE
Var
ious
reco
rds
gene
rate
dor
rece
ived
byth
ede
part
men
t,in
clud
ing
repo
rts,
stud
ies,
stat
isti
cal
anal
yses
,po
licie
s,an
dco
rres
pond
ence
.
RE
FE
RE
NC
ELI
BR
AR
YC
onta
ins
publ
ishe
dan
dno
n-pu
blis
hed
mat
eria
ls,
incl
udin
gm
anua
ls,
code
san
dre
gula
tion
s,ca
talo
gs,j
ourn
als,
and
othe
rm
ater
ials
.
EM
PLO
YE
EP
ER
SO
NN
EL
RE
CO
RD
S,A
GE
NC
YPE
RSO
NN
EL
CO
PYF
orm
san
dco
rres
pond
ence
pert
aini
ngto
each
empl
oyee
’spe
rson
nel
hist
ory.
May
incl
ude
copi
esof
perf
orm
ance
eval
uati
ons,
corr
espo
nden
ce,
and
othe
rdo
cum
ents
.
Ret
ain
until
adm
inis
trat
ive
valu
een
ds.
Ret
ain
until
empl
oyee
term
inat
ion
from
agen
cy+
5ye
ars.
RE
CO
RD
SC
ON
TR
OL
SC
HE
DU
LE
1
DE
PAR
TM
EN
T/
DIV
ISIO
N/
SEC
TIO
NO
RIG
INA
LA
PPR
OV
AL
IR
EV
ISIO
ND
AT
ES
I SC
HE
DU
LE
NO
.16
BA
LLD
EPA
RT
ME
NT
SA
DM
INIS
TR
AT
ION
IMay
24,
1977
9-14
-99
IA
ND
AG
EN
CIE
SI
Boa
rdR
esol
utio
nI
II
PAG
E2
OF
10PA
GE
S77
-847
RE
TE
NT
ION
ITEM
TIT
LE
AN
DD
ESC
RIP
TIO
NO
FR
EC
OR
DS
NO
.O
FFIC
ER
EC
OR
DS
DIS
POSI
TIO
NR
EM
AR
KS
CE
NT
ER
3 4 5
Ret
ain
2ye
ars
min
imum
.
Ret
ain
2ye
ars
min
imum
.
Ret
ain
until
obso
lete
.
Des
troy
afte
rad
min
istr
ativ
eva
lue
ends
(no
min
imum
rete
ntio
npe
riod
).
May
dest
roy
afte
r2
year
s.
May
dest
roy
afte
r2
year
s.
May
dest
roy
afte
rob
sole
te.
Des
troy
afte
rem
ploy
eete
rmin
atio
nfr
omag
ency
+5
year
s.
CE
O/H
uman
Res
ourc
esre
tain
sC
ount
yof
ficia
lre
cord
copy
.
Ret
ain
until
date
elig
ible
list
abol
ishe
d+
2ye
ars.
Ret
ain
until
adm
inis
trat
ive
valu
een
ds.
Ret
ain
until
adm
inis
trat
ive
valu
een
ds.
Ret
ain
until
adm
inis
trat
ive
valu
een
ds.
Ret
ain
curr
ent
FY+
5ye
ars,
orun
tilaf
ter
audi
tpr
ovid
ing
2ye
ars
have
elap
sed.
Des
troy
afte
rad
min
istr
ativ
eva
lue
ends
.
Des
troy
afte
rad
min
istr
ativ
eva
lue
ends
.
Des
troy
afte
rad
min
istr
ativ
eva
lue
ends
.
Des
troy
afte
r5
year
s,or
afte
rau
dit
prov
idin
g2
year
sha
veel
apse
d.
At
end
ofre
tent
ion
peri
od,
all
reco
rds
rele
vant
toa
char
geor
actio
nag
ains
tC
ount
yun
der
EE
OC
regu
latio
n(T
itle
29,
CFR
,16
02.1
4)m
ust
bere
tain
edun
tilfi
nal
disp
osit
ion
ofch
arge
orac
tion.
Info
rmat
ion
isav
aila
ble
on-l
ine
thro
ugh
Intr
anet
Dat
aW
areh
ouse
.
CE
O/H
uman
Res
ourc
esre
tain
sC
ount
yof
fici
alre
cord
copy
.
Aud
itor-
Con
trol
ler
reta
ins
Cou
nty
offic
ial
reco
rdco
py.
Aud
itor-
Con
trol
ler
reta
ins
Cou
nty
offic
ial
reco
rdco
py.
DE
PA
RT
ME
NT
ID
IVIS
ION
IS
EC
TIO
N_R
EC
OR
DS
CO
NT
RO
LS
CH
ED
UL
E
IO
RIG
INA
LA
PP
RO
VA
LR
EV
ISIO
ND
AT
ES
SC
HE
DU
LE
NO
.
ALL
DE
PAR
TM
EN
TS
AD
MIN
IST
RA
TIO
NM
ay24
,19
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9I
16B
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IES
IB
oard
Res
olut
ion
IP
AG
E3
OF
10
PA
GE
S
77-8
47
RE
TE
NT
ION
ITEM
TIT
LE
AN
DD
ESC
RIP
TIO
NO
FR
EC
OR
DS
NO
.O
FFIC
ER
EC
OR
DS
DIS
POSI
TIO
NR
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AR
KS
CE
NT
ER
6 7 8 9 10
Des
troy
afte
rel
igib
lelis
tab
olis
hed
+2
year
s.
PER
SON
NE
LR
EC
RU
ITM
EN
TR
EC
OR
DS
,A
GE
NC
YPE
RSO
NN
EL
CO
PYIn
clud
espe
rson
nel
requ
isit
ions
,ce
rtif
icat
ion
lists
,in
terv
iew
ques
tion
san
din
terv
iew
note
sfo
rag
ency
spec
ific
recr
uitm
ents
.
EM
PLO
YE
ER
EV
IEW
NO
TIF
ICA
TIO
NR
EP
OR
T,
AG
EN
CY
PER
SON
NE
LC
OPY
Rep
ort
indi
cate
sda
tes
ofem
ploy
eere
view
s.
MA
STE
RPO
SIT
ION
CO
NT
RO
LR
EPO
RT
,A
GE
NC
YC
OPY
Rep
ort
incl
udes
all
auth
oriz
edpo
siti
ons.
LA
BO
RD
IST
RIB
UT
ION
RE
PO
RT
SIS
SUE
DB
YT
HE
AU
DIT
OR
-CO
NT
RO
LL
ER
,A
GE
NC
YA
CC
OU
NT
ING
CO
PYIn
clud
esva
riou
sla
bor
dist
ribu
tion
repo
rts.
Bl-
WE
EK
LY
AT
TE
ND
AN
CE
RE
PO
RT
S,
AG
EN
CY
CO
PYC
onta
ins
all
atte
ndan
cein
form
atio
nfo
rde
part
men
tem
ploy
ees.
Incl
udes
biw
eekl
yti
mes
heet
s,re
port
ofab
senc
esl
ips,
and
over
tim
esl
ips.
RE
CO
RD
SC
ON
TR
OL
SC
HE
DU
LE
0D
EP
AR
TM
EN
T/
DIV
ISIO
N/
SE
CT
ION
OR
IGIN
AL
AP
PR
OV
AL
RE
VIS
ION
DA
TE
SS
CH
ED
UL
EN
O.
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PAR
TM
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TS
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IST
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TIO
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AG
EN
CIE
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Res
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GE
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GE
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TE
NT
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SCR
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ION
OF
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CO
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FFIC
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OR
DS
DIS
POSI
TIO
NR
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AR
KS
CE
NT
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11E
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KL
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YR
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EG
IST
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AG
EN
CY
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PYR
etai
ncu
rren
tFY
Des
troy
afte
r5
Aud
itor-
Con
trol
ler
reta
ins
Payr
oll
info
rmat
ion
for
all
depa
rtm
ent
empl
oyee
s.+
5ye
ars,
orun
tilye
ars,
oraf
ter
Cou
nty
offic
ial
reco
rdaf
ter
audi
tau
dit
prov
idin
g2
copy
.pr
ovid
ing
2ye
ars
year
sha
veha
veel
apse
d.el
apse
d.
12IN
JUR
YA
ND
ILL
NE
SSPR
EV
EN
TIO
NPR
OG
RA
MR
etai
ncu
rren
tFY
Des
troy
afte
r5
RE
CO
RD
S,
AG
EN
CY
CO
PY+
5ye
ars.
year
s.V
ario
ussa
fety
prog
ram
file
sm
aint
aine
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rea
chag
ency
,in
clud
ing
the
Log
and
Sum
mar
yof
Occ
upat
iona
lIn
juri
esan
dIl
lnes
ses,
safe
tyin
spec
tion
shee
ts,
insp
ecti
onre
port
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dsa
fety
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ting
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ecor
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em
aint
aine
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nce
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avai
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ngC
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ecti
ons.
13W
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AG
EN
CY
Ret
ain
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Des
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inis
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inis
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Cou
nty
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Incl
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oyer
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port
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ous
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valu
een
ds.
reco
rdco
py.
inve
stig
ativ
ean
dle
gal
repo
rts.
Ret
aine
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tain
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fere
nce
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Des
troy
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r4
Aud
itor-
Con
trol
ler
and
Var
ious
docu
men
tsre
latin
gto
the
acqu
isit
ion
ofof
fice
+4
year
s.ye
ars.
CE
O/P
urch
asin
gre
tain
supp
lies
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rms,
equi
pmen
t,an
dse
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es,
corr
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nden
ce,
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rds.
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orti
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ribe
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Rec
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ION
DA
TE
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SC
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DU
LE
NO
.16
BA
LLD
EPA
RT
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NT
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DM
INIS
TR
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ION
May
24,
1977
9-14
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DA
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Res
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PA
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32 33 34 35 36 37 38 39
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INDEX OF RECORDS--
-:
24 HOUR LOG30-DAY BLOTTER RECORDS82$ JUVENILE PETITION911 AND SHERIFF BUSINESS LINE TELEPHONE AUDIO FILES
AACTIVATION AFTER ACTIONS INTERNAL MEMOS AND DESK REPORTSACTIVE WARRANTS IN AUTOMATED WARRANT SERVICE SYSTEM (AWSS)ACTIVE/SERVED OUT-OF-COUNTY WARRANT HOLD FILESACTIVE/SERVED PRISON HOLD WARRANT FILESACTIVITY ROSTER/IN-CUSTODY LISTADA/PIERCE DEPARTMENTAL TRAININGADA/PIERCE LOGADMINISTRATIVE SEGREGATION LOGADMINISTRATIVE SERVICES TRACKING LOGADULT SEALED RECORDSADVANCED OFFICER TRAINING FILESAFTER ACTION REPORTSAGENCY POLICIES AND PROCEDURES, 1GB, No. 41AIRCRAFT MAINTENANCE TIMEAJS DATA IN CRMAJS MAINFRAME DATAALARM BILLING RECORDSALERTOCALL AGENCY GENERATED PROPERTY DOCUMENTSALL SERIALIZED INVENTORY LOGSANTEMORTEM TOXICOLOGY ENVELOPES (11550 H&S)ANTEMORTEM TOXICOLOGY REPORTS (11550 H&S)ASSET FORFEITURE FILES (DAG form 71)ASSET PROCUREMENT RECORDSATTORNEY/OFFICIAL AGENCY VISITATION LOGAUCTIONED ITEMSAUDIO RECORDINGSAUDIT REPORTS ISSUED BY INTERNAL AUDIT DEPARTMENT, AGENCY COPY, 1GB, No. 3GAUDIT TRAILSAUDITS fDOJ AND FBI)AUTHORIZED SIGNATURE LIST FILE, AGENCY COPY, 16B, No. 44AVIATION SAFETY FILESAVIATION SAFETY TRAININGAVIATION TRAINING BINDERS
BBAIL BOND RECEIPTSBASIC ACADEMY RECRUIT CLASS TRAINING FILES, REGULAR AND RESERVEBASIC NEGOTIATOR TRAININGBI-WEEKLY ATTENDANCE REPORTS, AGENCY COPY, 1GB, No. 10BOAD OF SUPERVISORS MINUTES AND AGENDAS, AGENCY COPY, 1GB, No. 40BOARD OF STATE AND COMMUNITY CORRECTIONSBOAT ACCIDENT REPORTS (State form)BOAT AUCTION PAPERWORKBOLOSBOOKING REGISTERBRIEFING LOGSBRIEFING MATERIALBUDGET MONITORING ACCOUNTING REPORTS ISSUED BY THE AUDITOR-CONTROLLER, AGENCY COPY, 16B,Item No. 37BUDGET RECORDS, AGENCY COPY, 168, No. 3$BUILDING DRAWINGS AND SPECIFICATIONS FOR ALL SHERIFF’S DEPARTMENT FACILITIESBUSINESS LICENSEBUSINESS LICENSES AND PERMITS
CCALIFORNIA PUBLIC RECORDS ACT (CPRA) REQUESTSCANCELLED CHECKS, AGENCY ACCOUNTING COPY, 1GB, No. 28CANINE TRAINING RECORDSCASE MANAGEMENTCASH BAIL RECEIPTSCASH REGISTER TAPES AND RECEIPTS, AGENCY ACCOUNTING COPY, 1GB, No. 26CHEMICAL CONTROL LOGSCHOW HALL TIME LOG REGISTERCITATION INFORMATION FILECITATION LOGSCITATIONSCIVIL FIELD LOGSCIVIL LITIGATION UNITCLASSIFICATION/HOUSING REVIEW BOOKING CHECKLIST FORMCLEARANCE LETTER REQUESTCLETS INQUIRY TRACKING LOGCOMMUNICATIONS DIVISION RADIO AUDIO FILESCOMMUNICATIONS LOGCOMMUNITY FEEDBACK REPORTSCOMMUNITY WORK PROGRAM ROSTERSCOMPOUND SAFETY CHECK LOGSCOM PUTER-Al DED DISPATCH (CAD) SYSTEMCONCEALED WEAPON PERMIT FILECONFIDENTIAL INFORMANT FILESCONSERVATEE TRANSPORTATION LOGCONTRACTS AND AGREEMENTS RECORDS, AGENCY PURCHASING COPY, 1GB, No. 16
CONTROL CENTER LOGSCONTROLLED SUBSTANCE BURN FILESCOPIES OF JUVENILE MINUTE ORDERSCOPLINKCOPLOGICCORONER’S INVESTIGATIONSCORRESPONDENCE FILE, 168, No. 2COST APPLIED AND NON-CONTRACT COST STUDIESCOUNT SHEET (MASTER)COUNTY COUNSEL OPINIONS, AGENCY COPY, 1GB, No. 39COURT ACTIVITY ROSTER/COURT LISTCOURT DRESS-OUT LISTCOURT FACILITY LOGCOURT ORDERCOURT ORDER LOGSCOURT TRANSMITTAL SHEETCRIMEMAP DATABASECRITICAL INCIDENT RESPONSE TEAM LOGSCRITICAL INCIDENT REVIEW BOARDCURRENT MOORING PERMIHEE FILESCUSTODIAL STATISTICAL REPORT (DAILY)CUSTOMER SERVICE SURVEY CARDS
DDAILY DETENTION FILEDATA INPUT DOCUMENTS, 1GB, No. 46DATABASE REGISTRATION FORMSDEATH CASESDEPOSIT ORDERS AND DEPOSIT RECEIPTS, AGNECY ACCOUNTING COPY, 168, No. 23DEPUTY DAILY ACTIVITY LOGDESK/APPOINTMENT CALENDARS, 1GB, No. 42DETAINEE INCIDENT REPORTSDETAINEE MESSAGE SLIP REQUESTSDETAINEE POPULATION SPREADSHEETDETAINEE VOLUNTARY WORK AGREEMENT COMPENSATION ROSTERSDETAINEE VOLUNTARY WORK AGREEMENT FORMSDISASTER COUNCIL ACTIVITIESDISCIPLINARY ISOLATION AREA INSPECTION LOGSDISCIPLINARY ISOLATION LOGS (BY INMATE)DISCOVERY REQUESTSDIVE TEAM TRAINING LOGSDIVISION OF RECORDS (SHERIFF REPORTS CRIME/INCIDENT)DRAWINGS AND SPECIFICATIONS FOR ALL CUSTOMER FACILITIESDRUG TESTING RECORDS
EEARLY OUT ROSTER (E/O ROSTER)
ELECTRONIC MAIL (E-mail)ELECTRONIC MONITORING PROGRAM COUNTELECTRONIC MONITORING PROGRAM ROSTEREMERGENCY MANAGEMENT AND HOMELAND SECURITY GRANT FOLDERSEMERGENCY OPERATIONS CENTER (EOC) ACTIVATIONSEMERGENGY MANAGEMENT DIVISION AND EOC SIGN-IN SHEETSEMPLOYEE DROP FILEEMPLOYEE PERSONNEL RECORDS, AGENCY PERSONNEL COPY, 1GB, No. 4EMPLOYEE REVIEW NOTIFICATION REPORT, AGENCY PERSONNEL COPY, 1GB, No. 7EOC TRAINING RECORDSEQUIPMENT LISTEXPENSE ACCOUNT RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 30EXTRADITION, RENDITION, GOVERNORS WARRANTS
FFCC LICENSEFEDERAL TRAINING DOCUMENTATIONFICHE FILES FOR RECORD SEARCHFIELD INTERROGATION CARDSFILES FROM MAINFRAME TO SUPPORT AJS DATA LOADSFINANCIAL RECORDSFINANCIAL RELEASE FILESFINGERPRINT AND PALM CARDSFINGERPRINT BILLING RECORDSFINGERPRINT EVIDENCEFIRE DRILL EVALUATION FORMSFIRE DRILL PARTICIPATION ROSTERFIRE/LIFE SAFETY INSPECTION REPORTSFIREARMS CONVERTED TO DEPARTMENT USEFIREARMS DESTRUCTION FILESFIXED ASSET INVENTORY RECORDS, AGENCY COPY, 1GB, No. 19FIXED ASSET RECORDS, AGENCY COPY, 1GB, No. 20FLEET MANAGEMENT RECORDSFOOD SERVICESFORENSIC ALCOHOLFTB MENTORING PROGRAM WEEK BREAKDOWN
GGENERAL REFERENCE FILE, 1GB, No. 3GRAND JURY INSPECTION REPORTGRAND JURY RESPONSESGRANT AWARDS AND GRANT REPORTING UPDATESGRIEVANCE FILEGST AVL FOR UNITS
HHANDHELD CAMERA FOOTAGE
HEALTH CARE AGENCY INSPECTION REPORTHELP DESK/SERVICE REQUESTSHOSPITAL GUARD ROSTERHOUSING/FLOOR LOGS (GUARD STATION)
ICE DETAINEE FILEICE DETAINEE LOG FOR STATIONARY GUARD SERVICESICE ROSTERSIMAGESINCIDENT ACTION PLANSINCIDENT CARDSIN-CUSTODY DEATH LETTERSIN-CUSTODY DOCUMENTSINFORMAL DISCOVERY REQUESTSINJURY AND ILLNESS PREVENTION PROGRAM RECORDS, AGENCY COPY, 16B, No. 12INMATE FILES/US MARSHALSINMATE JAIL RULES ACKNOWLEDGEMENT FORMINMATE LABOR SUPERVISORS, KEEPER CUSTODIANS, GRAND JURY AND SECURITY CLEARANCE PERSONNEL FILEINMATE PROGRAMS -DOCUMENTED CPT CONTACTIN MATE TRACKING FORMINMATE TRANSFER ROSTERINSPECTION/MAINTENANCE RECORDS OF THE AIRCRAFTINTERNAL TRAINING MEMOSINVOICES PAID, AGENCY ACCOUNTING COPY, 16B, No. 22IS AUTHORIZATION REQUESTSITTRAINING SCHEDULING
j
JAIL INCIDENT REPORTSJOURNAL VOUCHERS, AGNECY ACCOUNTING COPY, 16B, No. 24JUDICIAL PROTECTION UNIT (JPU) CASE FILEJUDICIAL PROTECTION UNIT (JPU) LOGJUVENILE CITATIONS & CASE REPORTSJUVENILE SEALED RECORDS
KKEY CONTROL INVENTORY
LLAB REQUEST LEDGERSLABOR DISTRIBUTION REPORTS ISSUED BY THE AUDITOR-CONTROLLER, AGENCY ACCOUNTING COPY, 16B, No. 9LARS DATA IN CRMLARS MAINFRAME DATALAW LIBRARY LOGLEGAL MAIL LOGS
LEGAL VISIT DENIAL LOGSLIGHT TOWER PERMITSLI N EU P5/6-PACKSLINK CHARTSLI NXLOCAL ARREST RECORDLOCAL ARREST RECORDS REQUESTSLOST AND STOLEN LICENSE PLATE RECORDS
MMAINTENANCE SLIPSMAJOR ACCIDENT RECONSTRUCTION TEAM (MART)MANAGEMENT OF CHANGE FORMSMAPS/CELLULAR PHONE ANALYSISMAPS, DRAWINGS, EXHIBITS AND PHOTOSMARINE COASTAL WEATHER LOG, COASTAL STATIONMASK FIT TESTINGMASTER CONTROL LOGMASTER POSITION CONTROL REPORT, AGENCY COPY, 16B, No. 8MASTER NAME INDEX/ALPHA INDEX CARDSMEAL TRACKING LOGSMEMBERSHIP RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 33MEMORANDUM OF UNDERSTANDINGSMENTORING PROGRAM FINAL EXAMMENTORING PROGRAM PRE-TESTMILEAGE CLAIMS, AGENCY ACCOUNTING COPY, 16B, No.32MISCELLANEOUS PUBLIC COUNTER DOCUMENTSMISCELLANEOUS DOCUMENTSMOBILE DATA LOGSMONEY LOGMONTHLY CRIME ANALYSIS REPORTSMONTHLY REPORT OF ACTIVITYMONTHLY STATISTICAL INFORMATIONMOORING PERMIHEE CARDSMOORING PERMIHEE HISTORY FILESMUTUAL AID INCIDENT LOGSMUTUAL AID PLANS, STRATEGIC PLANS & STANDARD OPERATING PROCEDURES
NNO SHOW LEUER-CWPNO-SHOW LETTER-JAIL BOOKINGNON-DEATH CASESNON-OCSD DOCUMENTSNON-WEAPON ITEMS CONVERTED TO DEPARTMENT USENOTICE OF CHECKS RETURNED, AGENCY ACCOUNTING COPY, 1GB, No. 29NOTICE OF CORRECTION
0OCATS JOURNALSOFFICER INVOLVED CASESOFFICERS DAILY ACTIVITY REPORTONLINE TC REPORTSOPERATIONAL MEMOSORANGE COUNTY EMERGENCY MANAGEMENT ORGANIZATION (OCEMO)OTHER AGENCY GENERATED DOCUMENTSOUTDOOR RECREATION LOGSOUTSIDE AGENCY REPORTSOVERTIME LOGS AND STATISTICS
pPATROL “HOT SHEETS”PATROL SCHEDULESPATROL SERGEANTS ACTIVITY REPORTPAWN HEARING FILESPAWN SLIPSPERMITS, PERMIT RENEWALSPERSONNEL FILES, SHERIFF-CORONERPERSONNEL FOLDER, SHERIFF-CORONER NON SELECTSPERSONNEL HISTORY INDEXPERSONNEL INVESTIGATION, CITIZEN INITIATED COMPLAINTSPERSONNEL INVESTIGATIONS, DEPARTMENT INIATIATED COMPLAINTSPERSONNEL RECRUITMENT RECORDS, AGENCY PERSONNEL COPY, 16B, No. 6PERSONNEL WORK SCHEDULES/WATCH LISTSPEHY CASH RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 27PHOTOGRAPHS fEmerg. Mgmt./Not Case Related)PHYSICAL PLANT CONFIGUARTION DATAPHYSICAL PLANT MAINTENANCE DATAPIERCE ADA INMATE LISTPIERCE CLASS QUALIFICATION ACKNOWLEDGMENT OF RIGHTS/PROGRAMS FORMPIERCE GRIEVANCESPIERCE INMATE TRACKING LOGPIERCE INTERVIEW ACTIVITY LOGPIERCE TRANSPORTATION SLIPSPIN MAPSPITCH ESS MOTIONPOLICY MANUALPOSTAGE RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 34POSTMORTEM TOXICOLOGY REPORTS (Homicide)POSTMORTEM TOXICOLOGY REPORTS (Non-Homicide)PRESERVATION OF EVIDENCE REQUESTPRIVATE PARTY IMPOUND VEHICLE ENTRIESPROBABLE CAUSE HEARING LOGPRO-PER INMATE LOGSPROPERTY ROOMS INVENTORY LOGS
PROTECTIVE CUSTODY LOGPUBLIC WORKS RECORDS FOR OCSD CONSTRUCTION PROEJCTSPUBLIC EDUCATION MATERIALSPURCHASING RECORDS, AGENCY PURCHASING COPY, 16B, No. 14PURCHASING REQUISITIONS, AGENCY PURCHASING COPY, 16B, No. 15PVS VIDEO RECORDINGS
QQUALITY ASSUURANCE DOCUMENTSQUESTION OF IDENTITY LETTERQUESTIONNAIRE/SURVEY FILE, 1GB, No. 43
RRADIO CODE / STATION ACRONYM TESTRADIO LOGSRAMEY WARRANTS (Probable Cause Warrants)RECEIPT BOOKS, AGENCY ACCOUNTING COPY, 16B, No. 25RECORD DESTRUCTION DOCUMENTATION, Pg. 16B, No. 45RECORDINGS OF TELEPHONE CALLS TO AND FROM CORONER DIVISIONRECORDS FOR OCSD STUDIES PERFORMEDRECORDS MANAGEMENT SYSTEM fRMS)RECORDS OF WORK REQUESTEDRECOVERED STOLEN VEHICLES RECORDSRECREATION/ROOF LOGREFERENCE LIBRARY, 1GB, No. 4RELEASE (S/E) ROSTERSREMEDY ELECTRONIC DATABASEREPORT OF ABSENCE FORMSREPORTS 90 DAY FILEREQUESTS FOR CHECKS AND VOUCHERS, AGENCY ACCOUNTING COPY, 1GB, No. 21REQUESTS FROM OUTSIDE LEAs AND OCSD FOR THE PURPOSE OF PC 13300RESEARCH AND DEVELOPMENT AUTHORED GRANTS AND GRANT REPORTING UPDATESRESPONSE TO CRITICAL INCIDENTSRESTRAINING ORDERS (Teletype Unit)RETENTION SCHEDULES (Outdated)RIDE-ALONG FORMS
SSAFETY CELL LOGSSAMPLES OF APPROVED HARDWARESCORECARDSSEARCH LOGSECURITY CLEARANCE APPLICATIONSENTENCE ENDING ROSTER (S/E ROSTER)SERGEANTS ACTIVITY LOGSERVED FUGITIVE WARRANT FILES
SERVED INVESTIGATIVE WARRANT WORKSHEETSSERVED WARRANT FILESSERVICE CALLS, EMERGENCY REPAIRS AND MAINTENANCE REQUESTSERVICE CALLS, WORK REQUESTSSHELTERED LIVING LOGSHERIFF SPECIAL OFFICER ACADEMY CLASS TRAINING FILESSHERIFF’S CIVIL ACTION FILES (REAL ESTATE CASES)SHERIFF’S CIVIL ACTION FILES (SINGLE PROCESS CASES)SIGN IN/OUT PROGRAMSOBERING CELL LOGSPECIAL EVENTS BILLING RECORDSSPECIAL REPORTSSTANDARDS AND TRAINING FOR CORRECTIONS CLASS TRAINEE FILESSTATE PRISON LOGSTATISTICAL UNIFORM CRIME REPORTS fUCR)STAY LISTSUBPOENA LOGSUBPOENASSUMMONSSUPERVISOR/COMMITMENT SUPERVISOR LOGSUPPLEMENTAL TYPE CERTIFICATES (STCs)SWAT OPERATOR TRAINING FILES
TTASER DOWNLOAD LOGTELEPHONE BILLS, AGENCY ACCOUNTING COPY, 16B, No. 35TELEPHONE SERVICES RECORDS, 1GB, No. 18TEMPORARY CLASSIFICATION REQUESTSTIME LINESTOOL CONTROLTOOL CONTROL LOGSTRAFFIC CITATIONSTRAFFIC COLLISION REVIEW BOARDTRANSITORY ADMINISTRATIVE RECORDS, 1GB, No.1TRAVEL REQUESTS, AGENCY ACCOUNTING COPY, 1GB, No. 31TROUBLE LOG BOOK
UUSE OF FORCEUSE OF FORCE REVIEW
VVEHICLE ABATEMENT RECORDSVEHICLE LOGVIDEO RECORDINGSVIDEO SURVEILLANCE TAPESVISITOR LOG
VOLUNTEER RECORDSVOLUNTEER REGISTRATION FORMS
wWARRANT FILES AND RECORDSWATCH COMMANDER LOGWEAPONS RELEASED TO OUTSIDE AGENCIESWEBSERVER LOGS (Audit Trails)WORK REQUESTS, AGENCY COPY, 1GB, No. 17WORK ROSTERS (SCREENING)WORKERS’ COMPENSATION CLAIM FILES, AGENCY COPY, 1GB, No. 13
REVISION GUIDE - Summary ofChanges
Based on feedback solicited from OCSD division personnel and consultation with County Counsel, the followingrevisions have been made:
• Seven (7) new schedules were created for the following divisions/bureaus/units:o Communications & Technology Division (366)o Criminal Investigation (367)o Department-wide (368)o Emergency Management (369)o Field Training Bureau (370)o Homeland Security Division (371)
• Aviation Support• Bomb Squad• Crisis Negotiation• Mutual Aid/Grants• OCTA Transit Police
Special Weapons and Tactics (SWAT)• Tactical Apprehension Team
o S.A.F.E. Division (372)
• Three (3) existing schedules were rescinded:o Central Warrant Repository f351A), combined with Records & Information Services f113B)o Court Operations ($8B), combined with Jail Operations (56C)o West Operations f355A), exact duplicate of North Operations/N, Patrol (124D)
• Fourteen (14) existing schedules were revised:o Airport Operations Division (357A) —
• Changed retention period on the following record category:• Audio Recordings from 1 year to 2 years
• Removed the following record categories:• Briefing Material, moved to Department-Wide Schedule• Traffic Collision Reports, listed under Records and Information Services Bureau
o North Operations (Patrol Bureau) (124D) —
• Changed retention period on the following record category:• PVS Video Recordings from 1 year to 2 years
• Removed the following record category and moved it to Department-Wide Schedule:• Briefing Material
o Professional Standards Division (123C) —
• Removed the following records categories:• Employee Injury Files/Worker’s Comp. Files, listed on 16B, Nos. 12 and 13• Personnel Requisitions and Extra-help Requests, listed on 16B, No. 6• Position Authorization Control Report, listed on 16B, No. 8
• Recruitment Files, listed on 16B, No. 6o Financial/Administration Services Division (164B) —
• Removed the following records categories:• Receipt Books, listed on 16B, No. 25
• Added the following records categories:• Cost Applied and Non-Contract Cost Studies
o Emergency Communications Bureau (1258) —
• Removed the following records categories and moved them to Emergency Mgmt. Schedule:• Emergency Management Counsel/Operational Area Executive Board
Agendas/Minutes• Emergency Operations Center Activation Documentation• Emergency Operations Center Sign-In Sheets• Orange County Emergency Management Organization Sign-In Sheets
• Changed Retention Period on the following record category:• 911 and Sheriff Business Line Telephone Audio Files, from 1 year to 2 years
o South Operations Division (163C) —
• Removed the following records categories and moved them to Department-Wide Schedule:• Briefing Material• Discovery Requests
• Added the following records category:• Pawn Slips
• Changed retention period on the following record category:• PVS Video Recordings from 1 year to 2 years
o Coroner Division (1048) —
• Removed the following record category:• Investigator Sign-Out Log
o OC Crime Lab (354A) —
Moved record category to Department-Wide Schedule:• Information Technology (E-mail)
• Added record categories:• Antemortem Toxicology Envelopes• Antemortem Toxicology Reports• Fingerprint Evidence• Postmortem Toxicology Reports (Homicide)• Postmortem Toxicology Reports (Non-Homicide)
• Changed retention period on the following records:• Forensic Alcohol, changed to permanent retention• Non-Death Cases, changed to permanent retention
o Homeland Security/Harbor Patrol (114C) —
• Removed record categories:• Boat Accident Report (OCSD form)• BoatStopCards• Court Transmittal Sheet• Field Interrogation Cards• RadioRepairLogs
• Moved record category to Department-Wide Schedule:• Briefing Material
• Citations• Notice of Correction
o Research and Development (356A) —
• Removed record categories:• Correspondence File, listed on 16B, Item No. 2• Injury and Illness Prevention Program Records, Agency Copy, Listed on 16B,
Item No. 12• Record category name change:
• “Research and Development Authored Grants” to “Research andDevelopment Authored Grants and Grant Reporting Updates”
• “Work Requests, Agency Copy” to “Records of Work Requested”• Added record categories:
• Fleet Management Records• Physical Plant Configuration Data• Physical Plant Maintenance Data• Records for OCSD Studies Performed• Samples of Approved Hardware• TholControl
o Records and Information Services Bureau (113B) —
a Removed record category:• Active/Served Out-Of-County Warrants from CWR’s schedule
• Added record categories:• Audit Trails• Customer Service Survey Cards• Informal Discovery Requests• Monthly Statistical Information• Restraining Orders (Teletype Unit)• Retention Schedules• Scorecards
• Moved record categories to Department-Wide Schedule:• Electronic Mail• Employee In-House Drop Folder• Subpoena Duces Tecum
o Property & Evidence Bureau (352A) —
• Added record categories:• Auctioned Items• Controlled Substance Burn Files• Financial Release Files• Firearms Converted to Department Use• Firearms Destruction Files• Lab Request Ledgers• Non-Weapon Items Converted to Department Use• Pawn Hearing Files• Remedy Electronic Database• Weapons Released to Outside Agencies
o Information Systems Bureau (353A) —
• Added record categories:• AJS Data in CRM• AJS Mainframe Data• ALPR System• Coplink• Coplogic• Fiche Files for Record Search• Files From Mainframe to Support AJS Data Loads• GSTAVLfor Units• Help Desk/Service Requests• IS Authorization Requests• IT Training Schedules• LARS Data in CRM• LARS Mainframe Data• LinX• OCATS Journals• OnlineTCReports• Puma• Records Management System (RMS)• Sign In/Out Program• Webserver Logs (Audit Trails)
o Custody & Court Operations (56C) —
• Record category name change:• “Shakedown Logs” renamed “Search Logs”
• Moved record category to Department-Wide Schedule:• Use of Force Reports (Statistical Summary)
• Removed record categories:• Board of Corrections and CYA Inspection Reports• Budget Records, listed on 16B, No. 38• Correspondence Files, listed on 16B, No. 2• Juvenile Justice Commission Inspection Reports• Juvenile Logs• Served Investigative Warrant Worksheet from Court Operations’ Schedule• Summary of Occupational Injury/Illness, listed on 16B, No. 12• Warrant Files and Records from Court Operations’ Schedule
• Added record categories:• Activity Roster/In-Custody List• ADA/Pierce Log• ASA/Pierce Departmental Training• Attorney/Official Agency Visitation Log• Board of State and Community Corrections• Booking Register• Briefing Logs• Chemical Control Logs• Chow Hall Time Log Register
• Civil Field Logs• Classification/Housing Review Booking Checklist Form• Community Feedback Reports• Compound Safety Check Logs• Conservatee Transportation Log• Count Sheet (Master)• Court Activity Roster/Court List• Court Dress-Out Log• Court Facility Logs• CourtOrderLogs• Daily Detention File• Detainee Incident Reports• Detainee Message Slip Requests• Detainee Population Spreadsheet• Detainee Voluntary Work Agreement Compensation Rosters• Detainee Voluntary Work Agreement Forms• Early Out Roster• Electronic Monitoring Program Count• Electronic Monitoring Program Roster• Fire Drill Evaluation Forms• Fire Drill Participation Roster• Grievance File• Handheld Camera Footage• Hospital Guard Roster• Housing/Floor Logs (Guard Station• ICE Detainee File• ICE Detainee Log for Stationary Guard Services• ICE Rosters• In-Custody Death Letters• Inmate Jail Rules Acknowledgement Form• Inmate Programs-Documented CPT Contact• Inmate Tracking Form• Inmate Transfer Roster• Judicial Protection Unit Case File• Judicial Protection Unit Log• Key Control Inventory• Law Library Logs• Legal Mail Logs• Legal Visit Denial Logs• Light Tower Permits• Maintenance Slips• Meal Tracking Logs• Money Log• Outdoor Recreation Logs• Overtime Logs and Statistics• Pierce ADA Inmate Tracking Log
• Pierce Class Qualification Acknowledgement• Pierce Grievances• Pierce Interview Activity Log• Pierce Transportation Slips• Probable Cause Hearing Log• Property Rooms Inventory Logs• Protective Custody Log• Safety Cell Logs• Security Clearance Application• Sentence Ending Roster• Sergeants Activity Log• Sobering Cell Logs• State Prison Log• Stay List• Supervisor/Commitment Supervisor Log• Taser Download Log• Tool Control Logs• Trouble Log Book• Vehicle Log• Video Surveillance Tapes• Visitor Log• Watch Commander Logs• Work Rosters (Screening)
If changes were minor (defined below), they were not considered a revision and are not listed in this revisionguide.• spelling corrections;• removal of redundant or unnecessary words
