Felony Crimes Files
Felony Crimes Files consist of the cumulative files for each incident, including arrest records, photos, bond information, descriptions of offenses, and other associated documents for cases.
Examples of Felony Crimes Files include, but are not limited to: files for arson, murder, attempted murder, child pornography, forgery, manslaughter, sex crimes against a minor, breach of fiduciary duty against a minor or disabled victim, and treason.
Retain for 80 years after the date of the report, then obtain state approval to dispose:
- Felony files involving death, including attempted murder, concealment of a homicide, and solicitation for murder.
Retain for 100 years, then transfer to the University Archives:
- Felony files for first degree murder.
Retain for 80 years, then obtain state approval to dispose:
- Felony files for arson, child pornography, forgery, breach of fiduciary obligation of a disabled victim, sex crimes with DNA evidence where the defendant was a fiduciary, and treason.
Retain for 20 years past the victim’s 18th birthday, then obtain state approval to dispose:
- Felony files for crimes against a minor that don’t have DNA.
Retain for 10 years after the date of the report, then obtain state approval to dispose:
- Felony files for sex crimes that don’t have DNA and were reported within 3 years of the occurrence.
Retain for 7 years after the date of the report, then obtain state approval to dispose:
Misdemeanor Crimes Files
Misdemeanor Crimes Files consist of the cumulative files for each incident, including arrest records, photos, bond information, description of offenses, and other associated documents.
Examples of Misdemeanor Crimes Files include, but are not limited to: files for cases of aggravated assault, damage to property, disorderly conduct, DUI, endangering the life of a child, prostitution or solicitation, and simple assault.
Retain for 3 years after the date of the report,then obtain state approval to dispose:
- All misdemeanor crime files.
Protection of Minors Records
Protection of Minors Records consist of forms and documentation completed as required by the University Protection of Minors policy.
Examples of Protection of Minors Records include, but are not limited to: background checks for people who work in close contact with minors, and certification of education programs.
Retain for 38 years after date of creation, then obtain state approval to dispose:
- All protection of minors records.
Federal Disclosure of Campus Security Policy and Campus Crime Statistics (Clery Act)
Federal Disclosure of Campus Security Policy and Campus Crime Statistics (Clery Act) records consist of documentation for federally mandated crime reports and statistics.
Examples of Federal Disclosure of Campus Security Policy and Campus Crime Statistics include, but are not limited to: annual security reports, arrest records, referrals for disciplinary action, and timely warning reports.
Retain for 3 years after the date of publication, then transfer to the University Archives:
- The annual security report, and crime statistics logs.
Retain for 7 years after the date of the publication of the report to which they apply, then obtain state approval to dispose:
- Arrest records, emergency notification reports, referrals for disciplinary action, and timely warning reports.
Motor Vehicle Traffic Accident Incident Reports
Motor Vehicle Traffic accident Incident Reports include files that detail motor vehicle traffic accidents.
Examples of Motor Vehicle Traffic Accident Incident Reports include, but are not limited to: police accounts, diagrams, photographs, and witness testimony.
Retain for 7 years after the date of the report, then obtain state approval to dispose:
- Files of traffic accidents involving serious injury or death.
Retain for 2 years after the date of the report, then obtain state approval to dispose:
- Files of traffic accidents with no serious injury or death.
Property Incident Reports
Property Incident Reports consist of files that detail non-criminal events where police are involved including vehicle towing and abandoned, lost, stolen, and unclaimed property reports.
Retain for 2 years after disposal or release of property from custody, then obtain state approval to dispose:
- All property incident reports.
Informational Incident Reports
Informational Incident Reports consist of files that document events that are not violations of the law but involve law enforcement officers.
Retain for 20 years after the date of the report, then obtain state approval to dispose:
- Reports of death where foul play is not suspected.
Retain for 2 years after the date of the report, then obtain state approval to dispose:
- All other informational reports and written warnings.
Asset Forfeiture and Seizure Records
Asset Forfeiture and Seizure Records consist of files documenting the seizure of any instruments, articles, or items designed or intended for criminal use, which have (or may have) been used in the commission of an offense, or which may constitute evidence of an offense; or contraband, the fruits of crime, or things otherwise criminally possessed.
Retain for 7 years after closure of the case, then obtain state approval to dispose:
- All asset forfeiture and seizure records.
Non-sustained Complaint Reports Against Officers
Non-sustained Complaint Reports Against Officers consist of documentation of complaints against officers, which are ultimately determined to be unfounded, not sustained, or where the officer is exonerated. Sustained complaints are appended to an officer's personnel file.
Examples of Non-sustained Complaint Reports Against Officers include, but are not limited to: citizen complaint logs, complaint report correspondence, and complaint report forms.
Retain for 5 years after the closure of the case, then obtain state approval to dispose:
- All files relating to non-sustained complaints against officers.
Criminal History Records
Criminal History Records consist of files documenting an individual's arrest.
Examples of Criminal History Records include but are not limited to: arrest cards, criminal history record information files, fingerprint identification records, and mug shots.
Retain for 1 year after the 80th birthday or death of the subject, whichever is first, then obtain state approval to dispose:
- All criminal history records.
Operation Plans
Operation Plans consist of files documenting special events or special operations that are coordinated by police.
Examples of Operation Plans include, but are not limited to: organizational documents for sporting events, social events, VIP visits, or special operations to counter criminal activity.
Retain for 5 years after the operation or event then transfer to the University Archives:
Sworn Officer Training Files
Sworn Officer Training Files consist of certificates of completion of professional law enforcement training classes and programs including but not limited to basic law enforcement courses, continued professional development courses, specialized training courses, and supervision/instructor courses.
Examples of Sworn Officer Training Files include, but are not limited to: arrest and control tactics instructor course certificates, baton certification, detective training course certificates, field training records, law update course certificates, patrol rifle operator course certificates, policing in a multiracial society course certificates, and taser certification.
Retain for 40 years after separation from employment, then obtain state approval to dispose:
- All Sworn Officer Training Files.
Primary Audience
This schedule will specifically help those with federal and state compliance requirements and particularly individuals from the following areas:
- Crime victims
- Law enforcement
- State's attorneys
- Students, parents, guests, and visitors
- University Counsel