Law Enforcement Agencies - Farmington Hills, Michigan · Item Number Intro: General Retention Schedule #11 Local Law Enforcement Agencies Series Title and Description Total Retention

ItemNumberIntro:

General Retention Schedule #11Local Law Enforcement Agencies

Series Title and DescriptionTotal

Retention

The Michigan Freedom of Infoffimtion Act (FOIA) (Public Act 442 of 1976, as amended) defines public records asrecorded infoffimtion "prepared, owned, used, in the possession of, or retained by a public body in the performance ofan official function, from the time it is created.

Michigan law (MeL 399.5 and 750.491) requires that all public records be listed on an approved Retention andDisposal Schedule that identifies how long the records must be kept to satisfy administrative, legal, fiscal andhistorical needs. Records call1lot be destroyed unless they're listed on an approved Retention and Disposal Schedule.Retention and Disposal Schedules are not authorized until the Records Management Services, the State Archives ofMichigan and the State Administrative Board approve them. There are two types of schedules that local governmentagencies may use alone or in conjunction with each other: .

A "general schedule" will cover records that are conU11on to a particular type of govenunent agency. Generalschedules may not address every single record that a particular agency may have in its possession. General schedulesdo not mandate that any of the records listed on the schedule be created. However, if they are created in the non11alcourse of business, the schedule establishes a minimum retention period for them.

Any record that is not covered by a general schedule must be listed on an "agency specific schedule" that willaddress records that are unique to a particular govemment agency. Items listed on agency-specific schedules alwayssupersede items listed on general schedules. Agency-specific schedules only address the specific records of theagency named on the schedule, and may not be used by another agency.

A scenario of where a govenunent agency may want to use a combination of schedules would be to adopt GeneralSchedule # II for Law Enforcement Agencies while also adopting General Schedule # I - Non Record Material.Then if the govenunent agency still has a specific record series that is not covered on these schedules they wouldsubmit an agency specific schedule for that particular record series. Once the agency specific schedule wasauthorized by the state, the local government agency could utilize all three schedules in conjunction with each other tomeet their destruction needs. Tllis would allow a local government agency to have a comprehensive retention anddisposal schedule in place with minimal effort on their part.

Records can exist in a wide variety of formats, including paper, maps, photographs, digital images, e-mail messages,databases, etc. The retention periods listed on this general schedule mayor may not specify the format that the recordmay exist in because each government agency that adopts this schedule may choose to retain its records usingdifferent fonnals.

GovenU11ent agencies are responsible for ensuring that their records are properly retained and remain accessibleduring this entire retention period. Various laws identify acceptable fornlats for retaining public records; agencies areresponsible for understanding and complying with these laws. Select records series that are listed on this schedulemay be exempt from public disclosure, in accordance with the provisions of the Freedom of Information Act. Pleaseconsult with your attorney or Records Management Services if you need additional information.

PERM = PCml<Illent

SUP ~ Superseded EVT ~ EventACT ~ Active

CR = CreationEXP = Expiration

FY = Fiscal Year

DeptCode

/GSII/

State of MichiganDepartment of History, Arts and Libraries - Records Management

Records Retention and Disposal ScheduleDeptName

Law Enforcement Agencies

Item Number Series Title

O.rNTRO -

Records Division Item II 11.001 thm 11.058

Administration Division Item II I l.l00 thm 1l.l41

County Jail Division Item II 11.200 thm 11.224

TotalRetention

StateAdministrative Board

Approval Date

11.001 -

11.002 -

Abandoned Vehicle Notice

These records document vehicles that are abandoned/impounded. Theymay include photographs, data describing the vehicle, TR-52 "Notice ofAbandoned Vehicle" forms, and requests from wrecker companies.These are required to be maintained for a period of no less than 2 years(MCL 257.252b).

Accident Reports

These records document accidents reported to the Michigan StatePolice on the UD- I0 "Uniform Traffic Crash Report" form. Pursuant toMCL 257.622, a copy must be retained for at least 3 years.

CR+2

CR+3

08/0212005

08/02/2005

ACT= Active

SUP - Superseded

08/0412005 9:00:51 AM

CR;: Creation

EVT = [,'cnt

EXP = Expiration FY == FisClll Year

DISP = Immediate Disposal

Page J

DeptCode

/GSll/DeptName



11.003 - Animal Control

These records document activity associated with animal control. Theymay include tTansactions, receipts, complaints, desk logs, euthanasialogs, research animal logs, road logs, stray animal logs, tranquilizerlogs, warning notices, waivers, wildlife logs, and ledgers from moneycollected through licenses and fines.

TotalRetention

CR+7


Approval Date

08/02/2005

11.004 -

11.005 -

11.006 -

Animal Control - Citations

These records document the issuance of animal control citations. [fthecitation is not paid, these records are passed on to the district court so awan"ant or fine can be issued.

Animal Control - Dog License Database

This database tracks dog licenses. [nformation may include moneypaid, license number, dog name, dog history, owner name and contactinfomlation.

Animal Control - Return to Owner Cards

These records document the return ofanimals to owners. They areused to validate the amount ofa fine, based on the number ofpid:ups.They include the name, date and address ofanimal owner.

CR+3

CR+7

CR+1

08/02/2005

08/02/2005

08/02/1005

ACT = Active CR = Creation

SUP = Superseded EVT = Evcnt

08/04/2005 9:00:51 AM

EXP = Expiration FY = Fisclll Year


Page 2

DeptCode

/GSll/DeptName



11.007 - Arrest Cards

These cards assist with the tracking ofcrimioals. They mayor may notinclude a physical description, charge, disposition, photographs and/orfingerprints.

TotalRetention

CR+75


Approval Date

08/0212005

11.008 -

11.009 -

11.010 -

Arrest Files - CitvlTownship

These records identitY people who were arresled, and the charges thaIwere filed againslthem. They mayor may not contain copies offingerprints, booking sheets, witness statements, subpoenas, photos,negatives, mug shots, incident reports, tickets, narratives,con'cspondence, statements, line up documentation, elimination prints,warrants, etc.

ArrestlDetention Lo!!s

These logs identitY people who were arrested. They mayor may notinclude the name, date, charge and disposition.

Blood Alcohol Content (BAC) Lo!!s

These records document the evidenliary breath tesl thaI is administeredto a suspect.

CR+75

CR+75

CR+3

08/0212005

08/0212005

08/0212005

,.j

ACT =: Active CR =: Creation

SUP =Superseded EVT =: Evcnt

0810411005 9:00:51 AM

EXP =: Expiration FY =: Fiscal Year

DISP =: Immediate Disposal

Page 3

DeptCode

/GSII/DeptName



11.011 - Back2round Checks

These records document background checks that are used to determineifan individual has committed any previous crimes.

TotalRetention

CR+1


Approval Date

08/0212005

J1.012 -

11.013 -

11.014 -

Bicvcle Registrations

These records are used to recover stolen bicycles. They may includethe owner name, contact infonnation, bicycle description, serial numberand registration tag number.

Cab Cards

These licenses are issued to oversized vehicles and grant permission tomove throughout the community for a maximum of I year.

Complaint Logs

These logs are used to track the incident numbers, date, time, names,location and nature of crime. They may be replaced by automatedsystems.

CR+5

CR+2

CR+2

08/02/2005

08/02/2005

08/02/2005


SUP = Superseded EVT = Event

08/0411005 9:00:5 t AM

EXP = Expiration FY = Fiscal Yc:tr


Page 4

DeptCode

/GSll/DeptName



11.015 - Computer Aided Dispatch (CAD) Log

These computer log reports are printed from the CAD system by theCentral Dispatch Department. They document anylall calls that anofficer was sent or dispatched on. The report summarizes the type ofcall, who responded, incident number generated, date and time. Theyare used to support incident reports and various activities.

TotalRetention

CR+2

StateAdministrntive Board

Approvnl Date

08/0212005

11.016 -

11.017 -

11.018 -

Contact Index Cards

"These cards are used to document individuals who are involved insuspicious activities. They may contain names, date and activity orcharge. There are used by the officers and detectives duringinvestigations. They may be replaced by automated systems. ACT =Until individual is no longer considered suspicious.

Discoverv Orders

These are copies of discovery orders submitted by attorneys forinfornlation related to cases.

Evidence ProperlY Records

These records document what has come into, and left, the evidencestorage area. They identify the receipt number, case number, complaintnumber, and mayor may not include individual fomls, logs,spreadsheets or databases.

ACT

CR+l

CR+75

08/0212005

08/0212005

08/0212005

ACT = Active CR =Creation

SUP =Superseded EVT:::: Event

08/04/2005 9:00:5 J AM

EXP = Expiration FY = fiscnl Year

DlSP = Immediate Disposal

Page 5

DeptCode

/GSII/DeptName

Lay!' Enforcement Agencies


11.019 - Expunged Records Information

These records documenl whal records have been expunged. They maycontain the name, charge, date and related correspondence.

TotalRetention

CR+3


Approval Date

08/02/2005

11.020 -

11.021 -

11.022 -

11.023 -

Extradition Packets

These records document the extradition of a suspect or prisoner and aregeneraled fTom information provided by dispatch.

Federal Firearms License (FFL) Applications

These records are a "snap out" of the registration fonn (ATF-Fonn 8part II) completed by licensed fireann dealers and forwarded to thefederal government. ACT = While dealer license is in force.

Fingerprint Cards

The RI-07 "ArrestIFingerprint Cards" are used (0 submit fingerprints tothe Michigan Stale Police pursuant to P.A. 289 of 1925, there arenumerous other laws that also require the submission of fingerprints.

Freedom of Information Act (F0IA) Reqnests

This file will document any requests for infonnation or public records.They may include requests for inf0l111ation, correspondence, a copy ofthe infonnation released, and billing infonnation.

CR+I0

ACT

CR+75

CR+1

08/02/2005

08/02/2005

08/0212005

08/0212005

ACT =Active CR = Creation


08/04/2005 9:00:5 J AM

EX]) = Expiration l'Y = Fiscal Year


Page 6

DeptCode

/GSll/DeptName



11.024 - Gem Dealer Information

P.A. 95 of 1981 requires dealers of precious metal or gems to registerwith local law enforcement and to supply transaction inf0l111ationregarding sales to police agencies. MCL 445.484 authorizesdestruction of the tTansaction records after 1 year, ifthere is 110investigation on the precious items involved in the transaction.

TotalRetention

CR+l


Approval Date

08/0212005

11.025 -

11.026A -

Identification Database/Image Svstem

This is an automated system used for capturing the fingelllrints ofindividuals. Some systems may also have the ability to capture a digitalphotograph of the individual and link the photo to the prints. Thesystem may be capable of submitting this infonnation electronically tothe Michigan State Police. The systems are also used as a visual aid intl'acking the movement of inmates. Pictures lTIay be produced from thesystem and affixed to folders or various paper work as needed.Retention rellects the need to migrate data from one system to the next.

Incident Reports - Non-Criminal

These reports document non-climinal incidents. These records aretypically filed according to the nWllber assigned by the central dispatch.These records may include copies ofUD-IO's "Vnifonll Traffic CrashReport," computer plintouts, written reports, statements, photos,negatives, crime lab reports, copies of warrants, affidavit of warrant,DI-I77 "Breath, Blood, Urine Test Report," DI-93 "Refusal to beTested," LEIN breath entry, Blood Alcohol Content report, BloodAlcohol Content Data Master, supplemental reports, court disposition,receipts, GUlL cost recovery, case logs, discovery request, attorneyrequest, affidavit for search warrants, homicide reports, liquorinspection reports, driver fe-exam request and diagrams.

CR+75

CR+3

08/0212005

08/02/2005

ACT= Active

SUP = Supersedcd

08/04/2005 9:00:51 AM

CR = Crc:ltion

EVT= Evcnt

EXP = Expiration FY = Fiscal Year


Page 7

DeptCode

IGSlllDeptName



11.0268 - Incident Reports - Misdemeanor

These reports document misdemeanor incidents. These records aretypically filed according to the number assigned by the central dispatch.These records may include copies ofOO-IO's "Uniform Traffic CrashReport," computer printouts, written reports, statements, photos,negatives, crime lab reports, copies of warrants, affidavit ofwurranl,or-In "Breath, Blood, Urine Test Report," DI-93 "Refusal to beTested," LErN breath entry, Blood Alcohol Conlent report, BloodAlcohol Content Data Masler, supplemental reports, court disposition,receipls, OUIL cost recovery, case logs, discovery request, attorneyrequest, affidavit for search warranls, homicide reports, liquorinspection reports, driver fe-exam request and diagrams.

TotalRetention

CR+7


Approval Date

08/02/2005

11.026C - Incident Reports - Felonv

These reports document felony incidents. These records are lypicallyfiled according to the number assigned by the central dispatch. Theserecords may include copies of 00-1 O's "Unifonn Traffic CrashReport,1! computer printouts, written reports, slatements, photos,negatives, crime lab reports, copies of walTants, affidavit of WatTant,or-In "Breath, Blood, Urine Test Report," 01-93 "Refusal to beTested," LErN breath entry, Blood Alcohol Content report, BloodAlcohol Canlent Data Master, supplemental reports, court disposition,receipts, OUlL cost recovery, case logs, discovery request, atlorneyrequest, affidavit for search warrants, homicide reports, liquorinspection reports, driver fe-exam request and diagrams.

CR+20 08/0212005


SUP =Superseded EVT = Event

0810412005 9:00:51 AM



Page 8

DeptCode

/GSJI/DepIName



11.026D - Incident Reports - Homicide

These repOlis document homicide incidents. These records aretypically filed according to the number assigned by the central dispatch.These records may include copies ofUD-IO's "Uniform Traffic CrashReport," computer printouts, written reports, statements, photos,negatives, crime lab reports, copies of warrants, 3ffidavit of warrant,Dl-I77 "Brealh, Blood, Urine Test Report," DI-93 "Refusal to beTested," LEfN breath entry, Blood Alcohol Content report, BloodAlcohol Content Data Master, supplemental reports, court disposition,receipts, CUlL cost recovery I case logs, discovery request, attorneyrequest, affidavit for search warrants, homicide reports, liquorinspection reports, driver fe-exam request and diagrams.

TotalRetention

PERM


Approval Date

08/02/2005

11.027 -

11.028 -

Intake/Release Propertv CardlForm - Citvn'ownship

These records identifY which personal property items were removedfrom an individual who is held by a city/township/village police agencyprior to transfer to a county facility or release. They may includepersonal history information.

Juvenile Arrest Records & Fingerprint Cards

These records are used to aid tracking ofjuveniles. They may include aphysieal description of the youth, name, date of birth, dale ofemancipation, charge, disposition, photographs, fingerprints, courtrecords, witness reports, incident reports, etc. ACT = Until thejuvenile's 17th bilthday.

CR+1

ACT

08/0212005

08/02/2005

.,

ACT =Acth'c CR =Creation

SUP = Superseded EVT = E\'cnt

08/04/2005 9:00:51 AM



Page 9

DeptCode

/GS11/DeptName



11.029 - Letters of Clearance

Letters are issued by an agency to a private citizen to show no criminalactivity within the community.

TotalRetention

CR+l


Approval Date

08/02/2005

11.030 -

11.031 -

11.032 -

Liquor Inspection Records

These records document establishments that sell or serve liquor. Theycontain quarterly inspection reports completed by officers pertaining tothe named establishment.

Liquor License Establishment Records

These files are used to monitor licenses issued to liquor establishment.They may include a copy of the actual liquor license that is issued bythe Michigan Liquor Control COllunission, drawings, backgroundinfonnation, tax infonnation, bank statements, birth certificates, LEINprintouts, [Chat responses, Auto-Track reports. ACT = While theestablishment is in business.

Miscellaneous Business Licenses

These records document businesses within a community that may berequired by local ordinances to register with the agency. Examplesinclude arcades, auction finns. massage facilities, spas, pawnshops, carshops, etc. ACT = While the establislullent is in business.

CR+3

ACT

ACT+l

08/0212005

08/0212005

08/0212005

ACT=Activc

SUP == Superseded

08/04/2005 9:00:5 J AM

ell. == Creation

EVT= Event

EXP == Expiration FY == Fiscnl Yenr

DISP == Immcdialc Disposal

Page 10

DeptCodc

/GSll/DepIName



11.033 - Officer Dailies

These arc daily activity logs of road patrol and animal control officers.

TotalRetention

CR+3


Approval Date

08/02/2005

11.034 -

11.035 -

11.036 -

11.037 -

Officer's Monthlv Activity Evaluation

This is a summary of activity for the month, by officer, completed frominfonnation gathered from the dailies completed by patrol officers.

Pawn Shop Slips

These reports are completed by pawnshops and are submitted to thedepartment pursuant to P.A. 231 of 1945. They are used to aid inrecovering slolen material.

Peddlers License

These records document citizens who seU door-to-door, and are used tovelify an individual's legitimacy. They may include backgroundchecks, computer printouts, etc.

Personal Protection Orders (PPO)

These records are copies of personal protection orders issued by thecourt. EXP. = Until the expiration dale on the PPO.

CR+2

CR+3

CR+1

EXP

08/0212005

08/02/2005

08/02/2005

08/02/2005

.,..

iII.,.,

ACT = Acti\'c

SUP =Superseded

08/0412005 9:00:51 AM

CR = Creation

EVT= Event

EXP = Expiration FY = Fiscal Ycar

DISP = Immcdialc Disposal

Page 11

i

jI

DeptCode

/GSll/DeptName

Law Eriforcement Agencies


11.038A - Photographs - Non-Criminal

These are photographs of incidents, including crime scenes, accidents,evidence, mug shots, etc.

TotalRetention

CR+3


Approval Date

08/02/2005

11.038B -

11.038C -

11.038D -

Photographs - Misdemeanor


Photographs - Felonv


Photographs - Homicide


CR+7

CR+20

PERM

08/0212005

08/0212005

08/02/2005

ACT =Acti\'c CR =Creation


08/04/2005 9:00:5 t AM

EXP = Expirntion FY = Fiscal Year

DISP = InUllcdiatc Disposal

Page 12

DeptCode

/GSll/DeptName



11.039 - Pistol Purchase Permits/Registrations

These records document individuals who apply for a Pistol PurchasePermit and individuals who have applied/passed and purchased a pistol.The records would include copies of the RI-IO "Purchase Permit" andthe RI-ll "Safety Inspection Forms" that are forwarded onto MichiganState Police (MSP) for registration and permanent retention. MCL28.429 states that the RI-ll that is forwarded to the MSP is thepelmanent official record, and that the local agency shall retain a copy.MCL 28.422 requires that the RI- lObe kept for a period of 6 years bythe local agency as the official record. These records may also includethe RI-9 "Dealer Application & License to Purchase." These are notC.C.W. "Can'ying Concealed Weapons" records. c.C.W. records aremaintained by the County Cleric The pistol test fon11 should not beretained. Local agencies should never have any RI-60 "Pistol SalesRecord" on file.

TotalRetention

CR+6


Approval Date

08/0212005

\

11.040 - Radio Logs

These logs document calls that officers were dispatched on. These maybe replaced by an automated central dispatch system that producessimilar reports.

CR+2 08/02/2005

ACT = Active eR =Creation

SUP = Superseded EVT = Evcnt

08/04/2005 9:00:51 AM

EXP = Expiration FY = Fiscal Yeur


Poge 13

DeptCode

/GSll/DeptName



11.041 - Records Management Database System

These systems are oflen used to track information associated with caseprocessing, accident processing, dispatch, gun permits, gun registration,wants/warrants, jacket processing, public safety inquiry, jail inquiry,incident repOlis, booking reports, jail reports, general orders, districtcourt inquiries, subpoenas, tickets/citations, prisoner locations,non-inmate cash receipts, financial systems, case reporting, accidentreporting, outstanding receipts, incident numbers, offense, officer, date,case disposition, location, property records, receipts, vehicle records,evidence logs, abandoned vehicles, administrative records,miscellaneous registrations and pennits. These systems may be linkedto other systems, such as the L.E.I.N. or M.I.C.R. systems. Retentionreflects the need to migrate data from one system to the next.

TotalRetention

CR+25


Approval Date

08/02/2005

11.042 -

1l.043 -

Records Management Imaging Svstcm

These imaging systems are used to track images associated with caseprocessing, accident processing, dispatch, gun permits, gun registration,wants/warrants, jacket processing, public safety inquiry, jail inquilY,incident reports, booking reports, jail reports, general orders, districtcourt inquiries, subpoenas, tickets/citations, prisoner locations,non-inmate cash receipts, financial systems, case reporting, accidentreporting, outstanding receipts, incident numbers, offense, officer, date,case disposition, location, property records, receipts, vehicle records,evidence logs, abandoned vehicles, miscellaneous registrations,background checks and pennits. These systems Illay be linked to othersystems, such as the L.E.LN. or M.I.C.R. systems. Retention reflectsthe need to migrate images from one system to the next.

Roll Call Log Book

These records document who is on duty each day when roll call istaken.

CR+25

CR+5

08/02/2005

08/0212005

Acr:= Active CR:= Creation

SUP =Superscded EVT =Evcnt

0810411005 9:00:51 AM

EXP = Expinttion FY = FiscDI Ycar

DISP = hnmcdiulc Disposal

Pago 14

OeptCode

/GSII/DeptName



11.044 - Roll Call Board

These documents contain miscellaneous information that is distributedto officers at the beginning of each shift.

TotalRetention

CR+2


Approval Date

08/02/2005

11.045 -

11.046 -

11.047 -

Salvaged Vehicle Report

These records are generated by citizens who have applied for aSalvaged Vehicle Title.

Sex Offender Address Verification

These arc copies of the DD-4 "Michigan Sex Offender Registration"form that is required by P.A. 295 of 1994 to register sex offenders.[nformation is entered into tile L.E.LN. "Law Enforcement InformationNetwork," and used to track the location of these offenders. SUP =Most recent Registration.

Skate Park Registrations

These records document equipment like skateboards, roller blades,helmets, pads, etc. They may include the owner's name, contactinformation, description of equipment, serial number and registrationtag number, etc.

CR+2

SUI>

CR+5

08/0212005

08/02/2005

08/0212005

ACT = Active CR = Crc~lfion

SUP =Superseded EVT = Evcnt

08/0411005 9:00:5 J AM



Page I;

DeptCode

/GSll/DeptName



11.048 - Special Transportation Permit

These pennits are issued to allow a one-time movement of an oversizedload/object. They expire after the date of the move. They contain adescription ofwhat is being moved, equipment, route, date, companyname and fees associated with it. EXP. ~ Expiration date of pennit.

TotalRetention

EXP


Approval Date

08/0212005

11.049 -

11.050 -

11.051 -

11.052 -

Subpoenas

These are copies of subpoenas received to appear in court or requestingfor infonnation.

Taxicab Permits

These are applications for taxicab driver pennits. They identify thepennits approved. Files may include the application, computerprintouts, background checks, etc. ACT. = While active

Temporarv License Plate Books

These books contain carbon copies oftemporaty license plates issuedby the department.

Tickets/Citations

These are the officer's copy of traffic citations that are issued. They arefiled by issuing officer and by year. They are used by the officer whenreporting to court to respond to the citation that was issued.

CR+l

ACT

CR+2

CR+2

08/0212005

08/0212005

08/0212005

08/0212005


SUP =Superseded EVT = El'ent

08/04/2005 9:00:51 AM

EXP =: Expiration FY = Fiscal Year

DISP = Immediate Disposnl

Page 16

OeptCode

/GSll/OeptName



11.053 - TicketlCitation Book Receipts

This record contains the ticket/citation numbers for the book and theofficer that it was assigned lo.

TotalRetention

CR+2


Approval Date

08/0212005

11.054 -

11.055 -

11.056 -

11.057 -

Ticket/Citation Logs

This is a registration log of tickets issued. A copy is forwarded to thecourts.

Vehicle Lockout Waiver

These records are waivers signed by citizens that ask officers to unlocktheir vehicle, and releases the department from liability associated withany damage that may occur.

Vehicle ImpoundlRelease Form

These forms are used to release vehicles that have been impounded.They document the complaint number, vehicle, wrecker agent, andrelease information.

Video Tapes

These videotapes are used in patrol cars and document stops orincidents. The tapes are cleared and reused on a regular basis. Tapesthat involve incidents that may go to court are not erased until theaction is resolved.

CR+2

CR+l

CR+2

CR+O/l

08/0212005

08/02/2005

08/02/2005

08/02/2005

•

ACT= Active

SUP = Superseded

08/04/2005 9:00:5 J AM

eR =Creation

EVT=Evcnt

EXP = Expiration FY = Fiscnl Yellr

DISP = ImJUediate Disposal

Page 17

DeptCode

/GSIl/DeptName



11.058 - Warrants

Warrants are issued by the court/prosecutor. They may include ordersfor release, protective conditions, case sheets, L.E.I.N. printouts, andWarrant/Vehicle Worksheets. They are active until the suspect isarrested or recalled by a court. They are used to verify LElN entrieswhen audited. After the individual is arrested they are forwarded to thearresting authority or prosecutor. ACT = While warrant is active andstill in L.E.I.N.

TotalRetention

ACT


Approval Date

08/0212005

11.100 -

1I.lOI -

11.102 -

Accounts Receivable Records

These records document money received for restiMion payments andmay include transactions and daily balances.

Administrative Training Schedule

This record documents in-house and external tmining. It lists the date,course title, and training hours the officer received.

Alarm Billings

These records document the billing for aIan1lS and false alanns thatofficers respond to. They may include billings, statements, andlorreceipts.

CR+6

CR+5

CR+2

08/0212005

08/0212005

08/02/2005

ACT = Active en = Crcnlion

SUP =:: Superseded EVT = Event

08/04/2005 9:00:51 AM

EXP = Expinltion FY = Fiscnl Ycar


Page 18

DeptCode

/GSll/DeptName



11.103 - American Disability Act (A.D.A.) Files

These files document compliance with the American Disability Act.They may contain employee medical records, criminal history checks,background checks, driving record, workers compensation infonnation,disability information, credit report, etc. ACT = While employed.

TotalRetention

ACT+3


Approval Date

08/0212005

11.104 -

11.105 -

11.106 -

Annual Reports

This is the Agencies copy of the aImual report that is submitted eachyear to document what activities and events have taken place.

Bank Statements

These statements are used to document money that is received and thendeposited for preliminaty breath tests, vehicle fines, bonds, etc.

Bond Receipts

These receipts document the payment of bail bonds. The form is a3-patt document. I copy is issued to the bonder, I copy is forwarded tothe courts, and tile agency retains I copy. The fonTI identifies theperson's name, case number, charges, date, appearance infonnation andthe amount of bail.

PERM

CR+6

CR+1

08/02/2005

08/02/2005

08/02/2005

ACT = Active CR =Creation EXJ) = Expiration FY = Fiscal Year

SUI' = Superseded EVT = Event DISP = Immediate Disposal

08/04/2005 9:00:51 AM Page 19

DeptCode

/GSll/DeptName



11.107 - Budget Information

These records are used to develop annual budgets. They identify ti,eamount that was requested and eventually approved. The documentsmay include proposals, salary inf01111ation, projected overtime reports,vehicle and equipment needs/assessments.

TotalRetention

CR+6


Approval Date

08/02/2005

11.108 -

11.109 -

11.110 -

Building Plans

These documents are used to construct and maintain buildings andother infrastructure. They may include blue prints, building plans,drawing plans and diagrams of the office/jail.

Committee Records

These documents are from the vanous internal committees associatedwith the of-tice, such as the Awards Committee. They may includemembership lisls, agendas. supporting documentation, minutes, reports,etc.

Complaints. Citizens

These records document any complaints filed by citizens against anofficer. They document what action, if any, was taken.

PERM

CR+2

CR+2

08/02/2005

08/0212005

08/02/2005

ACT = Aclivc CR = Creation

SUP = Superseded EVT = E"cnt

08/04/2005 9:00:51 AM

EXP = Expiration FY = Fiscnl Yenr


Page 20

DeptCode

/GSll/DeptName


Hem Number Series Title

11.11 1 - Complaints - Internal

These records document any internal incidents lhat involve officers.They document what action, if any, was taken.

TotalRetention

CR+2


Approval Date

08/02/2005

11.112 -

11.113 -

11.114 -

Contracts

These contracts document an agreement between the agency andanyone else. They may be used for services such as jail housing,medical examiners, jail doctors, medical personnel, police services,students, union labor, training and vendors. EXP = Date contractexpires

Correspondence - Departmental

This is general correspondence from various staff members within thedepartment. This correspondence is arranged chronologically or bycorrespondent name.

Correspondence - Various Groups/Or!!anizations

These records consist of various correspondence received from, andassociated with, outside groups andlor organizations.

EXP+6

CR+2

CR+2

08/0212005

08/02/2005

08/0212005

J

ACT =Active

SUP = Superseded

08/04/2005 9:00:5 J AM

CR = Creation

EVT= Event



Page 21

DeptCode

/GSII/DeptName



11.115 - General Orders and Policies

These records document internal policies, general orders anddepartment orders issued by the Sheriff/Chief. They may containofficial bulletins that are used to convey information to theadministrative staff, deputies, officers and jail staff.

TotalRetention

PERM

StateAdministrative Bnard

Approval Date

08/0212005

11.116 •

11.117 -

11.118 -

Disposition of Department Propert1'/Egnipment

These documents detail equipment/property donated or disposed ofwith a value over 5500.00. ACT = Until item is disposed.

Drug Forfeiture Records

These records document the seizure of property related to drugtraFfic/offenses, pursuant to MCL 333.7524. The records may containdescriptions of what was seized, titles, deeds, etc. and the disposition ofthe item(s).

Grant Records

These records may contain the application, financial reports, progressreports and final reports for grants received. The grants may include,but are not limited to UHP-COPS, SE GRANT, DARE Program,MAIUNE, Training grants, equipment grants, federal Grants, matchinggrants, etc. ACT = Until grant is closed by the grantor.

ACT+5

CR+7

ACT+7

08/02/2005

08/02/2005

08/0212005

ACT = Active CR =Creation EXP = Expiration F'Y = Fiscal Year

SUP = Superseded EVT = [,'cnt DISP = Immediate Disposal

0810412005 9:00:51 AM Page 22

DeptCode

/GSll/DeptName



11.119 - Grievance Files

These are copies of grievances filed against union contracts.

TotalRetention

CR+7


Approval Date

08/0212005

11.120 -

11.121 -

11.122 -

11.123 -

Job Applications-Not InterviewedlNot Hired

These files, from individual applicants who were not interviewed, mayinclude resumes, applications, and supporting do·cuments.

Job Applications-Interviewed/Not Hired

These files, from individual applicants who were interviewed, but nothired, may include resumes, applications, and supporting documents.

Invoices - Original

These records document invoices that are generated by the departmentfor false alamls, irunate meals, police contract services, overtime andlicenses.

Job Descriptions

These records document job classification systems and positions. Theymay include research, sUlveys. or reviews done to create jobdescriptions, as well as job classifications and selection criteria. Jobdescriptions may include a summary of responsibilities, functions,applicant requirements, and salary and benefit classifications. SUP =

Until job description is superseded

CR+1

CR+2

CR+6

SUP

08/02/2005

08/0212005

08/02/2005

08/0212005



08/04/2005 9:00:5 t AM


DISP = Inllllcdintc Disposal

Page 23

DeptCode

/GSII/DeptName



11.124 - Litigation Files

These files document any litigation to which the department or anofficer is a party. They may include depositions, transcripts. decisions,correspondence, data, exhibits, research materials, reports, pressreleases, media clippings, etc. ACT = unti! case is closed.

TotalRetention

ACT+lO


Approval Date

08/02/2005

II.I25 -

11.126 -

11.127 -

Mutual Aid Agreements

These are agreements executed between the department and otheragencies to provide mutual support as needed during a crisis oremergency. ACT = While the agreement is in place.

Officer Field Training Observations (FTO)

These records are completed during a new officer's training period.They document their perfomlance, and areas needing improvementduring their probation period after being hired. They may includecopies of dailies, daily observations, weekly summaries, road logs,tickets, UD-l D's, case reports, warrants, property receipts, etc. EVT =When the probation period ends.

Official Bulletins

These are inlemal bulletins that are used to distribute infol111ation.Departments receiving the bulletins must sign to acknowledge receipt.These are reviewed annually to determine if they should become aDepartment Order or Policy.

ACT+IO

EVT+2

CR+2

08/0212005

08/02/2005

08/02/2005

ACT = Acli"c CR = Creation


08/0412005 9:00:51 AM

EXP = Expiration FY = Fiscal Yeal'


Page 14

DeptCode

/GSll/DeptName



11.128 - Outside Employment Form

This is a form completed by employees who have a second job. It isauthorized by the agency and used to identify any conllicts of interest.ACT = While employed by the department.

TotalRetention

ACT


Approval Date

08/02/2005

11.129 -

11.130 -

11.131 -

Overtime Equalization Records

These records document overtime usedlsubmitted by officers. It is usedto resolve any immediate issues with pay.

Pavroll Timesheets

These are copies of timesheets that are completed and forwarded to thepayroll office.

Personnel Information Records

These records are used as a reference tool for identifying employeebadge number, FOIA number, MITN number, phone number, address,seniority, hire date, termination date, birthdays, etc. ACT = Whileemployed by the department.

CR+2

CR+5

ACT

08/0212005

08/02/2005

08/02/2005

ACT =Active CR =Creation


08/04/2005 9:00:5t AM

EXP = Expir:ttion FY = Fisenl Ycar

DISP = Imnlcdintc Disposnl

Page 15

DeptCode

IGSlllDeptName



11.132 - Personnel Files

These files are maintained for each employee and contain records thatdocument all human resource related transactions that occluTed duringthe employee's period ofactive employment. They are used to recordemployee perfonnance and remuneration, maintain current contactinfonnation, and keep track of employee benefits (includingretirement). They may include applications, awards, evaluations,training certificates, personal change fomls, second job notifications,grievances, fingerprint cards, photo, [D cards, etc. ACT = Whileemployed by the department.

TotalRetention

ACT+7


Approval Date

08/02/2005

11.133 -

11.134 -

11.135 -

Position Interview Questions

These documents contain a list of questions associated with the jobdescriptions. They are updated as the job descriptions are updated.The questions arc used in the interview process to assure the samequestions are asked to all candidates. SUP = Until questions aresuperseded.

Promotional Results

These records contain infonnation associated with lest scores, testsheets, order of ranking, results of offsite testing, etc. ACT = Whiletest are active

Receipt Books

These books are used to document money received for preliminaJYbreath tests, vehicle fines, bonds, etc.

SUP

ACT

CR+6

08/0212005

08/0212005

08/0212005


SUP =Superseded EVf = Event

08/04/2005 9:00:51 AM

EXp:::: Expiratiull FY = Fiscal Year


Page 26

DeptCode

/GSll/DeptName


[tern Number Series Title

11.136 - Ride Along Waiver

This is a waiver ofliability signed by a citizen who rides with thedeputies. It is used to document tlle date and the name of the personwho participated.

TotalRetention

CR+1


Approval Date

08/02/2005

11.137 -

11.138 -

11.139 -

11.140 -

Training Bulletius

These are inlernal bulletins that are used to notify a deparonent orofficers that they are scheduled for upcoming training.

Training Files

These records are lIsed to document what training officers havereceived. They may contain training schedules, certificates, coursedescriptions and receipts. ACT = While employed by the department.

Training Fund

These records document money available and spent from the trainingnmd.

Unclaimed Monies

These records document unclaimed money that is transferred to thetTeasury. It is deposited into tlle general fund.

CR+2

ACT+7

CR+5

CR+6

08/02/2005

08/02/2005

08/0212005

08/02/2005

ACT == Acti"c CR= Creation

SUP = Superseded EVT = Eycnt

08/04/2005 9:00:51 AM



Page 27

,Ii

DeptCode

/0811/DeptName



11.141 - Unifo,"m Crime Reports

These are rep0rls generated from lhe Michigan Stale Police that containcrime statistics and other infonnation.

TotalRetention

CR+6


Approval Date

08/0212005

11.200 -

11.201 -

11.202 -

11.203 -

Jail- Booking Center Log

These records documenl jail inmate counts.

Jail- Check Lngs

These logs document the hourly checks perfonned by correctionofficers to can finn inmate counts and location.

Jail - Dailv Count Summarv

This log is compiled daily and summarizes the hourly check log thatverifies inmate counts.

Jail - Dailv Work Schedules

These records documenl the actual time worked by jail deputies.

CR+7

CR+4

CR+1

CR+3

08/0212005

08/0212005

08/02/2005

08/0212005

ACT = Active CR = Crcnlion EXP = Expiration FY = Fiscal Year

SUP = Superseded EVT = Event DISP = Immediate Disposal

0810412005 9:00:51 AM Page 28

DeptCode

/GSll/DeptName



11.204A - Jail- Facili1\' Management Software - Data

This system is used by correction officers to monitor and maintain ti,esecurity ofthe jail. It may have the ability to monitor door activity,inmate activity, inmate movement throughout the facility, video/audiomonitoring of inmates/facility, etc. Retention reflects the need tomigrate data from one system to the next.

TotalRetention

CR+25


Approval Date

08/02/2005

l1.204B -

11.205 -

11.206 -

Jail- Facili1\' Management Software - Video

This system is lIsed by correction officers to monitor and maintain thesecurity of the jail. It may have the ability to monitor door activity,inmate activity, inmate movement throughout the facility, video/audiomonitoring ofinmates/facility, etc. Tapes are typically rotated every 30days unless an incident occurs that would require the tape to be pulledfrom rotation during the investigation.

Jail- Housing Report

These records are llsed to count the number of inmates being housed.

Jail-Incidents

These records are produced from the jail management infol11lationsystem. Each incident is assigned a number. The records documentwhat happened, when, and what disciplinary action was taken.

CR+O/l

CR+1

CR+lO

08/02/2005

08/0212005

08/02/2005



08/04/2005 9:00:51 AM



Page 29

DeptCode

/GSll/DeptName



11.207 - Jail- Inmate Bank Reconciliation Statements

These records contain bank statements for inmates. They are used toreconcile accounts for charges associated with housing costs.

TotalRetention

CR+6


Approval Date

08/0212005

11.208 -

11.209 -

11.210 -

Jail- Inmale Claim for Reimbursemenl of Bnoking Fcc

These records are used to document the process of returning moneycollected for the booking fee, iflhe accused was found to be innocent.

Jail- Inmate Hvgiene Kit Log

This log documents that the inmate received his/her personal hygienekit.

Jail - Inmate Jackets

These files may contain the following inmate records: intake record,booking card, medical review infomlation, mug shot, classificationdocuments, classification review documents, defendant's sentencingrecord, orientation check sheet, fingerprint card, medical and financialrelease fonns, primary classification, inmate property release fonn,transfer to prison, official court documents, inmate release fonn, arrestcard, writ papers, visitation authorizations, weekend work agreements,time cards, commitments, library requests, correspondence, incidents,disciplinary action, bonds, mental health fomls, kites, warrants, haircutrequests, extradition paperwork, Blood Alcohol Conlent reports, etc.The records are filed by inmate number. If an irunate retums, they arere-issued the original number. Some folders may contain informationabout multiple arrests for the same individual. EVT. = Date releasedfrom facility

CR+6

CR+l

EVT+10

08/02/2005

08/02/2005

08/02/2005

ACT"" ActiveSUP =- Superseded

08/0412005 9:00:51 AM

CR = Creation

EVT= Event

EXP == Expiration FY = Fiscnl Year


Page 30

DeptCode

/GSll/DeptName



11.211 - Jail- Inmate Medical Records

These records are created and maintained by ti,e jail doctor. They maycontain the following documents: inmate release records, medicalnotes, health appraisal, medical questionnaire, medical sheets, medicalrequest, x-rays, test results, and prescriptions issued. The files arcclosed when an inmate is released. All imnates arc (re)evaluated whenimprisoned.

TotalRetention

CR+5


Approval Date

08/02/2005

11.212 -

11.213 -

11.214 -

Jail- Inmate Property IntakelRelease Card/Form

These records document personal property removed from an individualbeing held in a county facility or released and may include personalhistory infonnation.

Jail- Inmate Receipts

These are receipts for money received from inmates associated withbond fees, work release and weekender passes.

Jail- Inmate Regnest Forms ("Kites")

These forms document requests from inmates to the jail staff, and theresponse fTom the department.

CR+1

CR+1

CR+2

08/0212005

08/02/2005

08/02/2005

ACT=Activc

SUP = Superseded

0810412005 9:00:51 AM

CR = Creation

EVT= Event

EXI) =Expiration FY = Fiscal YC:lf


Page 31

DeptCode

/GSll/DeptName


Item Number Series Tille

11.215 - Jail-Inmate Social Security Information

These repOlis document any money that is received from social securityfor inmates. It is reported back to the fedeml government. EVT. =Date released

TolalRelention

EVT+I0


Approval Date

08/0212005

11.216 -

11.217 -

11.218 -

Jail- Inmate Trust Fund

These records document any/alimonies spenl/deposited by inmates intotheir own trust fund. They may include: commissary records, bookingfees, invoices, daily balances, invoices indigent, haircut lists, checkstatements, voided checks, bond fees, weekly transaction statements,credit bureau housing fees, restitution payments, deposit books andcleared checks.

Jail- Inspections

The Michigan Department of Corrections conducts annual inspectionsofeach jail.

Jail - Jail Population Information Svstem (JPIS)Reports

The Jail Population [nfornlation System is maintained by the MichiganDepartment of Corrections. [t is used to tabulate data from all countieson inmate counts, types ofcrimes, release information, and sentencinginfonnation. These reports are monthly summaries produced from thesystem.

CR+6

CR+1

CR+2

08/0212005

08/0212005

08/0212005

ACT= Active

SUP = Superseded

08/04/2005 9:00:51 AM

CR = Creation

EVT= Event



Page 32

DeptCode

/GSll/DeptName



11.219 - .fail- Midnight Counts

These records are submitted to the State of Michigan to document thenumber of inmates admitted, released, males, females, and status ofsent/unsen!. These records may include both daily and monthlysummaries.

TotalRetention

CR+2


Approval Date

08/02/2005

11.220 -

11.221 -

11.222 -

.fail- Ministrv Volunteer Applications

These signed waivers are for people who volunteer their time tocounsel inmates. Examples may include AA counselors, clergy, etc.

.fail - Overtime Sign up Sheet

Corrections officers may sign up for available overtime. These sheetsidentify the officer's name, date available, etc.

.fail- Pass on Books

These records document the hourly inmate counts and log each inmate'smovement within the facility.

CR+1

CR+2

CR+2

08/02/2005

08/02/2005

08/02/2005



08/04/2005 9:00:51 AM


DISP = Immcdi:J.tc Disposal

Page 33

DeptCode

/0811/DeptName



11.223 - Jail- Transmittal of Booking Fees

P.A. 12401'2003 requires that 52.00 of the $12.00 fee that is collectedfor booking be submitted to the State of Michigan, and he deposited ina training fund. The Michigan Department of Treasury Fonn 4147(2-04) "Local COITections Officers Training Fund" is used to submit themoney collected each quarter, and documents the number of bookingsthat took place during that quarter.

TotalRetention

CR+6


Approval Date

08/0212005

11.224 - Jail- Visitor Log

This log documents individuals who enter the jail to visit an inmate orto perfoll11 a professional service, such as clergy, lawyers, maintenanceworkers, etc.

CR+2 08/0212005



08/04/20059:00:51 AM



Page 34

Photo of Lansing Fire Station #4, Choate Collection, courtesy of

the Archives of Michigan, Lansing.

Mld:l~ [kp.!JUl~ut orHistory,

Artsand

Libraries===ll

Records Management Services3405 N. Martin Luther King Blvd.Lansing, Michigan 48909(517) 335-9132

http://www.michigan.gov/recordsmanagemen t/

Law Enforcement Agencies - Farmington Hills, Michigan · Item Number Intro: General Retention Schedule #11 Local Law Enforcement Agencies Series Title and Description Total Retention

Documents