Retention Schedules
Police Clerks Records Retention Schedule
See also the General Records Retention Schedule.
Using this Records Retention Schedule
Everyday local government offices throughout Missouri produce records that document the rights of citizens, the actions of the government that serves them and the history of the community in which they live. It is the responsibility of local government to effectively maintain and manage these records and to ensure the continued preservation of those records of essential evidence that have enduring and permanent value.
The introduction to this retention schedule provides local government officials with basic information on records and the application of retention schedules.
What is a Record?
A " record " is defined as any "document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics, made or received
pursuant to law or in connection with the transaction of official business" (109.210(5) RSMo). This definition includes those records created, used and maintained in electronic form.
Non-Records
Even though records include a broad spectrum of recorded information, not all recorded information is a record. According to Section 109.210(5) RSMo, the following are not records: "...Library and museum
material made or acquired and preserved solely for reference or exhibition purposes, extra copies of documents preserved only for convenience of reference, and stocks of publications and of processed documents are not
included within the definition of records..."
Other examples of non-records include the following materials:
- Identical copies of documents maintained in the same file.
- Extra copies of printed or processed materials (official copies of which are retained by the office of record).
- Superseded manuals and other directives (maintained outside the office of record).
- Materials documenting employee fringe activities (blood donors, charitable funds, social and professional meetings, etc.)
- Work papers and drafts of reports or correspondence. Transcribed stenographic materials.
- Blank forms.
- Materials received from other activities that require no action (official copies of which are retained by the office of record).
- Catalogs, trade journals and other publications or papers received from government agencies, commercial firms or private institutions that require no action and are not part of an action case record.
Non-records do not require retention scheduling or destruction authorization or reporting. To control excessive accumulation, it is necessary to keep only current, useful materials and to destroy non-records immediately after needs have been satisfied. Avoid filing non-record material with records.
The Value of Local Government Records
Some records, because of their enduring administrative, fiscal, legal or historical value, should be permanently retained. These records require that special care and consideration be given to their storage
conditions and the feasibility of preservation microfilming. Examples of permanent records include year-end reports; minutes; property records such as deeds; and birth, death and marriage records.
Most records do not have values that warrant their permanent preservation. Those records with short-term value should, upon reaching end of the retention period, be destroyed.
Statutory Authority for Establishing Records Retention Requirements
In 1965, the Missouri General Assembly established a State Records Commission to approve retentions for records produced by state agencies. In 1972, Missouri's Business and Public Records Law (Chapter
109) was expanded to include local government. Thus, the Missouri Local Records Board was established to set retention times for local government records. The 16-member board, chaired by the Secretary of State,
consists of local government officials from all classes of counties and cities, elementary and secondary education, higher education and a person active in historical society groups.
Supplemental to the Local Records Board, the Records Management and Archives Service of the Secretary of State's office provides assistance to local governments and implements board policy.
Application of the Records Retention Schedule
This schedule establishes minimum retention periods and authorizes dispositions for many of the administrative, fiscal and legal records common to most local governments. Retention periods are based upon
federal and state mandates, record surveys, business needs, and general knowledge as to how long records should be kept. Using the schedule as a guide and without seeking further approval from the Local Records Board,
any local government may regularly dispose of any of its records that appear on this schedule. The schedule is subject to the following exceptions and limitations:
- Local government offices may retain any of their records beyond the retention periods set by the schedule, as they deem necessary. The schedule establishes only a minimum period of retention. Before retaining a record longer than the minimum time required, however, the office should be certain that it has good reason to do so. Unnecessary retention of records can be expensive in space and filing equipment and may expose the office to costly litigation and discovery requirements.
- This schedule does not relieve local governments of retention requirements mandated by other state and federal statutes and regulations. When such an obligation does exist, then the longer retention period takes precedence.
- This schedule generally reflects audit requirements in its prescribed retention periods, but audits are not always completed in a timely fashion. Therefore, any record required for an audit must be retained until completion of that audit, regardless of its stated retention period in the schedule.
- This schedule does not authorize destruction of records that could be deemed relevant to current or pending litigation.
Retention and disposition of records that are common to many offices are included in the General Schedule. Records unique to particular offices are addressed in individual office schedules. All schedules are available on the Secretary of State's website at http://www.sos.mo.gov/archives/localrecs/schedules .
Destruction of Records
The records classification and retention periods in this manual constitute legal authority for retention and disposal of official records. No records can be destroyed until they meet the minimum retention
period listed in this manual. In cases where there is no schedule for a particular record series, the Local Records Board must grant permission for the destruction.
The disposition of records should be recorded in a document such as the minutes of the city council or other legally constituted authority that has permanent record status. The record should include the description and quantity of each record series disposed of, manner of destruction, inclusive dates covered and the date on which destruction was accomplished.
The retention schedule does not prescribe the method of destruction (shredding, burning, landfills, etc.), however, record series with a disposition of Destroy securely contain confidential data. These records should be destroyed under the supervision of a competent person(s) designated (or appointed) to ensure that no records fall into unauthorized hands and that the data cannot be reconstructed.
Preservation of Permanent Records
A fundamental, yet often neglected obligation of local government is to care for its permanent records-in this case, some of the records that it generates and receives. The records that have been identified
as permanent require special handling and storage if they are to be preserved. The continuous interaction between a record's medium-paper, magnetic tape, film, etc. -and the quality of the environment in which it
is kept-temperature, humidity, light, and air-determines the severity and rate of its deterioration.
By microfilming older, deteriorating, but permanently valuable records, local governments can generate durable copies for research and prevent further damage or deterioration of the original. When filmed, processed, and maintained to archival specifications, the master negative will ensure that permanently valuable records are preserved for generations to come.
The Missouri Local Records Grant program can provide financial assistance in the form of grants-in-aid to supplement local funds for preservation initiatives, such as archival supplies, shelving and preservation microfilming.
A Note about Electronic Records
Permanent records existing solely in electronic form are in danger of becoming inaccessible through media decay and hardware/software obsolescence. Periodic migration and transfer of permanent records to stable preservation media, such as microfilm, should be considered as a best practice for local government to fulfill its statutory responsibility to maintain permanent records.
Modifications and Additions
Because records reflect activities that are constantly changing, the retention requirements for them sometimes require revision as well. Consequently, records retention and disposition schedules often need
modification or additions in order to be realistic and effective. Furthermore, because local governments are so large, it is impractical to consult with every office regarding specific schedule entries. There may be
some retention periods and disposition requirements within this schedule that fail to account for all relevant factors and there may be some important record series not addressed here which need to be added. The Local
Records Program welcomes all comments and suggestions concerned with improvement of record retention schedules through modifications and additions.
For further information on any records management or preservation issue, please contact:
Missouri Secretary of State
Local Records Preservation Program
PO Box 1747, Jefferson City, MO 65101-1747
Telephone: (573) 751-9047
Fax: (573) 526-3867
Police Clerks Records Retention Schedule
See also the General Records Retention Schedule.
Preface
This retention schedule supersedes all previous schedules for Missouri police clerks as of August 15, 2001. Not all offices will have all records series listed. Police clerks should submit copies of records that are not listed, including a recommended retention, to the Local Records Program, Missouri State Archives, 600 W. Main, Jefferson City, Mo. 65101
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COA = Completion of Audit . All retentions are minimum. After retentions are met the local jurisdiction may destroy or maintain the records. Note that COA is coupled with a lot of 5-year entries to help encourage regular audits.
1a) Not all police clerks and associated municipalities are required to have audits by statute. Audits for some municipalities are governed by the level of federal financing for bonds and public improvements, and thus are governed by federal retentions. Most municipalities are governed by their local authority (alderman, council, mayor, etc.) for auditing policy and most police departments do not handle money except for tickets and warrants. Local jurisdictions may consult RSMo 29 to review the State Auditor's chapter for petition audits (see RSMo 250 for large capitol projects such as bonds fo water and sewer). For general auditing explanations and advice we recommend that clerks contact the State Auditor's office at 573.751.4213.
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Be sure to consult Rule 8 (Court Administrator's Office); there are retentions that may relate directly to Rule 8, but your office will have to determine the workflow; if Rule 8 is the best referral, local managers will have to interpret Rule 8 for the proper retention. For example, on "financial records" Rule 8 is "5 years or COA, whichever is sooner." Thus, "COA or 5 years" is good guideline for all financial records in any department. Juvenile case files, for example, are governed by Rule 8. There are various "case files" and "police reports" that may or may not move into the judiciary and become part of the judicial case file (again, your office will determine the workflow). Your police "case files" should actually be "investigative case files" like prosecutors' case files are. If so, then the retention should be much shorter than the official judicial case file.
2a. Dockets are a record of the municipal court and are under Rule 8.
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The Local Records Board does not have any authority over non-government documents/records, e.g., recreation schedules and reference materials, thus, local offices may manage those as they see fit.
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Some of the entries listed here are repetitive from a records manager's point of view (e.g., those relating to personnel and fiscal records), but the main goal now is to implement a Police Clerks' Association schedule, receive input from the Association, and do editorial revisions in upcoming Local Records Board meetings.
Incident Report
Also Called: Offense Report, Police Report, Investigative Report, Supplemental Report
Function: Documents an alleged violation of law or ordinance.
Content: Time, date, location, description of incident; who, what, when, where and how of an incident.
Minimum Retention: If inactive—DCA
If the original case is filed upon, retain until final disposition of the case.
If charges are not filed, the record must be retained for the statute of limitations of the crime (RSMo 556):
Class A felony: Permanent
Other felony: 3 years
Misdemeanor: 1 year
Infraction: 6 months
Disposition: Destroy securely
Note:
Approval Date: August 20, 2008
Non-Criminal Incident Report
Also Called: Lost Property, Found Property, False Alarm, Private Property Accident, Civil Situation
Function: Documents an incident that is not criminal in nature, but may be a requirement of insurance or other industry
Content: Time, date, location, description of incident; who, what, when, where and how of an incident.
Minimum Retention: 1 year.
Disposition: Destroy securely
Note:
Approval Date: August 20, 2008
Accident Report
Also Called: Crash Report
Function: Documents accident on public property or highway.
Content: Time, date, location, description of incident; who, what, when, where and how of an accident.
Minimum Retention: 5 years
7 years (felony case)
Disposition: Destroy
Approval Date: August 20, 2008
| Record Series Title | Retention | |
|---|---|---|
|
Division: Auto Theft |
||
|
Annual Photo File/Vehicle |
10 years and evaluate felonies |
|
|
Auction Files |
2 years after sale or disposition |
|
|
Computer Quarterly By NAM |
Until superseded |
|
|
Computer Quarterly By VIN |
Until superseded |
|
|
Computer Yearly LST Purge |
10 years |
|
|
Confiscated Location File |
2 years after sale or disposition |
|
|
Crime Analysis |
3 years |
|
|
Daily Arrest File |
5 years |
|
|
Dealer Applications |
3 years |
|
|
District Assists |
1 year |
|
|
DLR-SLVG- OP LIC-Name-Number |
current list |
|
|
Suspect File |
25 years |
|
|
Division: Bombing and Arson |
||
|
Administrative Files (daily, short term use) |
Completion of audit |
|
|
Desk Books |
Completion of audit |
|
|
Recreation Schedules |
Completion of audit |
|
|
Want Ads |
until case cleared |
|
|
Division: Buildings |
||
|
Blue Prints |
Permanent on existing property; Evaluate for historical purposes. |
|
|
Craftsman Job Books |
Completion of audit |
|
|
External Requisitions |
Completion of audit |
|
|
Job Tickets |
Completion of audit |
|
|
Location Job Books |
Completion of audit |
|
|
Division: Communications |
||
|
911 Print-out |
5 years |
|
|
Chronological Car Log |
life of car plus 1 year |
|
|
Complaint Analysis |
1 year |
|
|
Division: Criminal Investigations Staff Office |
||
|
Spec Investigation Fund |
5 years |
|
|
Division: Department-wide |
||
|
Articles, memos, etc |
Completion of audit |
|
|
Directives |
keep the updated list |
|
|
Duty Rosters |
1 year |
|
|
Operational Procedures |
Until superseded |
|
|
Division: Dists/Gen Office Records |
||
|
Balance Sheets |
Completion of audit or 5 years |
|
|
Business File Cards |
until termination of |
|
|
Car Key Inventory |
keep updated list |
|
|
Charge Code Listing |
keep updated list |
|
|
Derelict Auto Log |
1 year |
|
|
Dist. Emerg. Equip. Book |
Until superseded |
|
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District Inventory |
Until superseded |
|
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District Key Log |
Until superseded |
|
|
Master Business Log |
Until superseded |
|
|
P.M. Appointments |
1 year |
|
|
Personnel Listing |
Until superseded |
|
|
Photocopying Usage Sheet |
Completion of audit or 5 years |
|
|
Shotgun Log |
Life of equipment |
|
|
Street Code |
Until superseded |
|
|
Teletype Messages |
5 years |
|
|
Vehicle Purges-Printout |
Completion of audit |
|
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Want Ads Purges-Printout |
Completion of audit |
|
|
Watchmen File-Printout |
Until superseded |
|
|
Division: Dists/Management Records |
||
|
Bond Report-Printout |
Completion of audit or 5 years |
|
|
Budget Report-Printout |
Completion of audit or 5 years |
|
|
Chronological Car Activity |
1 year |
|
|
Commander Book |
1 year |
|
|
Daily Recap-Printout |
1 year |
|
|
District Car Activity |
1 year |
|
|
District Safe Log |
1 year |
|
|
Holdover Inspection |
1 year |
|
|
Limited Duty Report |
1 year |
|
|
Officer Activity-Printout |
1 year |
|
|
Qualified Bondsmen |
keep updated list |
|
|
Traffic Comparison |
1 year |
|
|
Vice Arrests-Printout |
1 year |
|
|
Division: Dists/Operational Records |
||
|
Arrest Register |
50 years |
|
|
Circuit Court Dispositions |
1 year |
|
|
City Ct. Equalization Docket |
Until superseded |
|
|
Complaint Numbers |
5 years |
|
|
Complaint Numbers Log |
5 years |
|
|
Curfew Notices |
1 year |
|
|
Daily Crime-Printout |
1 year |
|
|
Daily Worksheets |
Completion of audit or 5 years |
|
|
Desk Book |
2 years |
|
|
Evidence Receipts |
Completion of audit or 5 years |
|
|
Excise Report-Printout |
Completion of audit or 5 years |
|
|
Insecure Building Report |
Until superseded |
|
|
Mult. Bench Warrant Log |
court appearance plus 5 years; Purge after 50 years |
|
|
Pris. Proc. Forward Slip |
1 year |
|
|
Prisoner Detail Folder |
refer to arrest record |
|
|
Property Vouchers |
refer to arrest record |
|
|
Property/Evidence Book |
refer to arrest record |
|
|
Standby Book |
1 year |
|
|
Standby List-Printout |
1 year |
|
|
Subpoena Book |
until disposition of cases |
|
|
Tow List-Printout |
Completion of audit or 5 years |
|
|
Tow Slip Book |
Completion of audit or 5 years |
|
|
Traf. Transmittal Enve. |
refer to Rule 8 |
|
|
Truancy Notices |
1 year |
|
|
Void Book |
Completion of audit |
|
|
Division: Dists/Personnel Records |
||
|
Duty Roster Data-Printout |
1 year |
|
|
Overtime Files |
Completion of audit or 5 years |
|
|
Personnel Overtime Report |
Completion of audit or 5 years |
|
|
Secondary Employ-Printout |
keep updated list |
|
|
Division: Fleet Services |
||
|
Activity Sheets |
Completion of audit |
|
|
Gas Cards |
Completion of audit or 5 years |
|
|
Gas Envelopes |
Completion of audit or 5 years |
|
|
Gas Sheets |
Completion of audit or 5 years |
|
|
Master Vehicle File: |
Until superseded |
|
|
1. Copy of vehicle purchase invoice |
||
|
Monthly Journals: |
Completion of audit or 5 years |
|
|
1. Computer listing of parts received & issued |
||
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Analytical Comptr List of Maint & Oper Summary Total Fleet |
||
|
Division: Homicide |
||
|
Desk Books |
2 years |
|
|
Overtime Slips |
Completion of audit or 5 years |
|
|
Want Ads |
until case cleared |
|
|
Division: Human Resources |
||
|
Application Card File |
Hired - place in personnel file; |
|
|
Disqualified File |
Hired - place in personnel file; |
|
|
Formal Application (Com) |
Hired - place in personnel file; |
|
|
Formal Application (Civ) |
Hired - place in personnel file; |
|
|
Division: Identification |
||
|
Fingerprints |
50 years |
|
|
I.D. Files |
50 years |
|
|
Photographs |
50 years |
|
|
Division: Intelligence |
||
|
Confidential Files |
until no longer required |
|
|
Division: Internal Affairs |
||
|
Complaint Investigation Reports: |
1 year |
|
|
Complaint Investigation Reports: |
until termination |
|
|
Complaint Investigation Reports: |
5 years |
|
|
Complaint Investigation Reports: |
until termination |
|
|
Complaint Investigation Reports: Unfounded, exonerated, Complaint withdrawn |
until settlement |
|
|
Division: Laboratory |
||
|
Specimen Control Report |
COA plus 1 year* |
|
|
Controlled Substance Test Report |
COA plus 1 year* |
|
|
*Confidential records - destroy appropriately |
||
|
Division: Patrol Division Detectives |
||
|
Computer Generated Reports |
Completion of audit or 5 years |
|
|
Court Dispositions |
1 year |
|
|
Daily Worksheet |
1 year |
|
|
Desk Book |
Completion of audit |
|
|
Equipment File |
Until superseded |
|
|
FIR File |
2 years |
|
|
Intelligence Files |
2 years |
|
|
Master Assign. Register |
3 years |
|
|
Officers Gun Check File |
1 year |
|
|
Robbery Photo File |
50 years |
|
|
Standby Notifications |
1 year |
|
|
Subpoenas |
Completion of audit |
|
|
Vehicle Log Book |
Completion of audit |
|
|
Vice Funds Ledger |
Completion of audit or 5 years |
|
|
Division: Paymaster |
||
|
Duty Roster Worksheets |
5 years |
|
|
Duty Rosters |
5 years |
|
|
Employee Status Sheets |
5 years and evaluate for historical purposes |
|
|
Overtime Sheets |
5 years |
|
|
Personnel Action Orders |
Active - keep current; |
|
|
Signature Register |
5 years |
|
|
Workman's Compensation |
until claim concluded plus 5 years |
|
|
Division: Planning and Development |
||
|
Project Files |
5 years and microfilm |
|
|
Special Orders |
50 years and evaluate for historical purposes |
|
|
Division: Public Affairs |
||
|
Award Recommendations |
place in personnel file |
|
|
Awards |
place in personnel file |
|
|
Program Files |
10 years and evaluate for historical purposes |
|
|
Division: Public Information |
||
|
Photo File |
evaluate for historical purposes |
|
|
Police Journals |
Permanent |
|
|
Press Passes |
keep updated list |
|
|
Division: Records |
||
|
Arrest Registers (ID copy) |
50 years |
|
|
Video Tapes, booking room |
1 year and evaluate prior to re-recording |
|
| 911 Recording Tapes and video systems in police cars - Managers should extract significant information that may impact criminal or major case investigation prior to re-using the tape | 30 days and evaluate | |
|
Counter Slips |
Completion of audit |
|
|
Division: Sex Crimes |
||
|
Administrative Files |
Policy and program development, 5 years; |
|
|
Computer M.O. File |
50 years |
|
|
Desk Books |
2 years |
|
|
Victim/Sup. Cross Index |
50 years and evaluate for historical purposes |
|
|
Want Ads |
until case cleared |
|
|
Division: Supply |
||
|
External Requisitions |
Completion of audit or 5 years |
|
|
Print Master |
Until superseded |
|
|
Print Shop Work Orders |
Completion of audit or 5 years |
|
|
Division: Traffic Safety |
||
|
Racial profiling statistics |
1 year plus annual report to state attorney general's |
|
|
Division: Vice/Narcotics |
||
|
Administrative Files |
Policy and program development, 5 years; |
|
|
Arrest Book |
50 years |
|
|
Arrest Files |
50 years |
|
|
Budget Files |
5 years |
|
|
Case Assignment Book |
5 years |
|
|
Daily Worksheet |
1 year |
|
|
Desk Book |
2 years |
|
|
Evid. Receipts-Gamb/Narco |
5 years |
|
|
Evid. Receipts-Liq/Mora |
5 years |
|
|
Expense Reports |
Completion of audit or 5 years |
|
|
Front Money-Gamb/Liq/Mora |
Completion of audit or 5 years |
|
|
Holiday/Rec Days Owed Log |
Completion of audit or 5 years |
|
|
Mast. Purch.# Book-Narco |
50 years |
|
|
Monthly Work/Rec Schedule |
1 year |
|
|
Overtime Slips |
Completion of audit or 5 years |
|
|
Spec. Invest. Fund-Narco |
5 years |
|
|
Division: Warrant/Fugitive |
||
|
Bench Warrants |
until court appearance plus 5 years; |
|
|
Demand Orders |
until served |
|
|
Exparte |
until term by court |
|
|
Fugitive Files |
50 years |
|
|
Inactive Capius |
1 year |
|
|
Miscellaneous Arrest File |
refer to Rule 8 |
|
|
Missing Persons |
75 years |
|
|
Non-Support |
court appearance plus 5 years |
|
|
Division: Watchman |
||
|
Active Card File |
keep current |
|
|
Applications Card File |
5 years |
|
|
Badge Cards |
place in personnel file |
|
|
Denied Applications |
5 years |
|
|
Gun Cards |
place in personnel file |
|
|
Inactive Card File |
until age 75 |
|
|
Renewal Cards |
place in personnel file |
|
|
Revocation and Resign |
place in personnel file |
|
|
Test Reports |
place in personnel file |
|