Records Retention and Disposotion Schedules, Orange Co Sheriff's Dept. 2014

• Jan. 1, 2014 • Locations: United States of America -> California United States of America • Topics: Disclosure of Records, Summary Disposition

Download original document:
Brief thumbnail

Document text

This text is machine-read, and may contain errors. Check the original document to verify accuracy.

‘V

Orange County
Sheriffs Department

h,tho,’a by: t(i)t)l 1;t,i
:1.vl.c11nt

iIU17’iS

/)1,’LrI! Suppit

t)i1ivern

Ity

----

CONTENTS
•
•
•
•

BOARD RESOLUTION
INTRODUCTION
CAUTION
ABBREVIATIONS & ACRONYMS GUIDE

RECORDS RETENTION AND DISPOSTION SCHEDULES:
ADMINSTRATIVE SERVICES COMMAND
• COMMUNICATIONS & TECHNOLOGY DIVISION
• FINANCIAL/ADMINISTRATIVE SERVICES DIVISION
• RESEARCH & DEVELOPMENT DIVISION
• SUPPORT SERVICES DIVISION

Section
Section
Section
Section

1
2
3
4

CUSTODY & COURT OPERATIONS COMMAND
• CENTRALJAIL COMPLEX
• COURT OPERTATIONS DIVISION
• INMATE SERVICES DIVISION
• MUSICK FACILITY
• THEO LACY FACILITY

Section
Section
Section
Section
Section

5
6
7
8
9

FIELD OPERATIONS & INVESTIGATIVE SERVICES COMMAND
• AIRPORT OPERATIONS DIVISION
• EMERGENCY MANAGEMENT DIVISION
• HOMELAND SECURITY DIVISION
• INVESTIGATIONS DIVISION
• NORTH OPERATIONS DIVISION
• SOUTH OPERATIONS DIVISION

Section
Section
Section
Section
Section
Section

10
11
12
13
14
15

PROFESSIONAL SERVICES COMMAND
• CORONER DIVISION
• OC CRIME LAB DIVISION
• 5.A.F.E. DIVISION
• TRAINING DIVISION

Section
Section
Section
Section

16
17
1$
19

DEPARTMENT-WIDE (OCSD)

Section 20

COUNTY-WIDE (ALL COUNTY AGENCIES)

Section 21

INDEX
REVISION GUIDE

Section 22
Section 23

RESOLUTION OF THE BOARD OF SUPERVISORS OF
ORANGE COUNTY. CALIFORNIA
December 16. 2014

WHEREAS, the Board of Supervisors may authorize a Department head to destroy
County records as permitted by law in accordance with approved Records Retention and
Disposition Schedules; and
WHEREAS, the Sheriff-Coroner requests that the Board approve revised and new
Records Control Schedules for the Sheriff-Coroner Department, and approve the rescission of
certain 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’ California
Environmentat Quality Act (CEQA) Guidelines Section 15378 and is therefore not
subject to review under CEQA.
2. Approve fourteen (14) revised Sheriff-Coroner’s Department Records Retention and
Disposition 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 Retention
and 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 Departmentwide (No. 36$).
4. Approve the rescission of three (3) Sheriff-Coroner’s Department Records Retention
and Disposition Schedules: $8B, 351A, and 355A.
5. Authorize continuing disposition of the records in accordance with the Schedules.

Resolution No. 14-113, [tern No. 15
Records 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 of
Supervisors, on December 16, 2014, to wit:
AYES:

Supervisors:

NOES:
EXCUSED:
ABSTAINED:

Supervisor(s):
Supervisor(s):
Supervisor(s):

TODD SPITZER. LISA A. BARTLETT. JOHN MW. MOORLACH
SHAWN NELSON.

/ .-/ :;tz’
CHAIRMAN

S fATE OF CALIFORNIA
(‘OUNTY OF ORANGE

)

I, SUSAN NOVAK, Cterk of the Board of Orange County, California, hereby certify that a
copy of this document has been delivered to the Chairman of the Board and that the above and
foregoing 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 NOVAK
Clerk of the Board
County of Orange. Suite of CaliIrnia

Resolution No:

14-113

Agenda Date:

(2/1612014

Item No:

i)4

I certify that the foresoing is a true and correct cops it the
Resolution 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 use
when managing the records in their offices. It can also serve as a helpful tool, providing
both OCSD personnel and legal counsel with a roadmap for finding information in case of
internal investigations, audits, disaster recovery, or litigation.
The Records Retention and Disposition Schedules contained in this document apply to
records that are maintained by OCSD. They are the only Board-of-Supervisors-approved
Records 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 (and
arguably is not part of any category listed on other Board-approved OCSD schedules), then
OCSD is obligated to retain the record permanently because only the Board may authorize
the destruction of a government record.
Retention periods listed in the Records Retention and Disposition Schedules are required
minimums. Retention periods can and shall be extended when necessary to comply with
audits, civil and criminal actions, and any other matter requiring the continued retention of
the records, in accordance with OCSD’s Legal Hold Policy.
The following retention periods apply only to the “agency official record copy” as
designated by each agency. Any duplicate copy of the same record retained by the agency
may be destroyed at any time without regard to the stated retention period if the agency
determines there is no administrative need to retain the duplicate copy. Destruction of
duplicate 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 destroyed
if 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 or
potential litigation, or other official action involving the record, may not be
destroyed until the completion of the action and the resolution of all issues that
arise from it.
failure to preserve or produce records that are considered evidence is generally
known as “spoliation.” It is legally defined as “the destruction or significant
alteration of evidence, or the failure to preserve property for another’s use as
evidence in pending or reasonably foreseeable litigation.” This area is the most
critical for the “legal hold” decision. See OCSD’s Legal Hold Policy, No. 215, located
on the Intranet via Lexipol.

ABBREVIATIONS & ACRONYMS GUIDE
:-T:

—

ALEA

Urr

Airborne Law Enforcement Association

—

AV Station

—

Aliso Viejo Station

ADA—Americans with Disability Act
ACHS
AJS

Automated Criminal History System

—

Automated Jail System

—

ALPR—Automated License Plate Reader
AWSS

—

BOLO
BGB

—

CLETS

CCW
CJX

—

California Law Enforcement Telecommunications System
California Public Records Act

Carry Concealed Weapon

—

Central Jail Complex

—

CMJ

Be On the Look Out

Brad Gates Building

—

CPRA

Automated Warrant Service System

Central Men’s Jail

—

CWR—Central Warrant Repository
CFR
CD

Compact Disk

—

CAD

CPT

Community Work Program

—

Correctional Program Technician

—

GuS

Computer Aided Dispatch

—

CWP

CIA

Code of Federal Regulations

—

Criminal Justice Information Services

—

Criminal Intelligence & Analysis

—

CORI —Criminal Offender Record Information
CNT

—

CRM
DOB
DOl

Crisis Negotiation Team

—

Customer Relationship Management
Date of Birth

Department of Justice

DMV— Department of Motor Vehicles

DVD

DAFN
DA

Division of Records

—

EMPG
ESI

Disability, Accessibility and Functional Needs

—

District Attorney

—

Digital Video Disk

—

Emergency Management Performance Grant

Electronically Stored Information

—

EOC— Emergency Operations Center
ELETE
FBI

Enhanced Law Enforcement Telecommunication Emulator

—

Federal Bureau of Investigation

—

FCC— Federal Communications Commission
FEDLA

—

FEDSA
FTB

Identification
Immigration & Customs Enforcement

—

ICED
IS
IT

Health Care Agency

—

ICE

General Educational Development

—

HCA
ID

File Control Number

—

GED

Federal Court Santa Ana

Field Training Bureau

—

FCN

—

Federal Court Los Angeles

Immigration & Customs Enforcement Detainee

—

Information Systems

—

Information Technology

—

ISD

—

Inmate Services Division

IRC—lntake Release Center
IU

Integrated Law & Justice

—

JAMF—James A. Musick Facility
JPU—Judicial Protection Unit
UMS
LE

Law Enforcement

—

LARS

—

MART
MOU
MS

Laboratory Information Management System

—

Local Arrest Record System

—

Major Accident Reconstruction Team

Memorandum of Understanding

Microsoft

MCM
NTSB

—

Mobile Content Management
National Transportation Safety Board

OHR—Operational Hazards Reports

Orange County Communications and Technology Services
Orange County Emergency Management Organization

Patrol Video System

—

OCCL— Orange County Crime Lab
OCCATS

—

Portable Document Format

Personal Computer

—

OCEMO

—

PVS
PC
PDF

—

Records Management System

Public Record Act

P&E—Property and Evidence Unit
PRA
RMS
-

SONGS San Onofre Nuclear Generating Station

—

Stolen Vehicle System

SWAT— Special Weapons and Tactics
SVS

Subpoenas and Administrative Services Unit

SQL—Structured Query Language
—

Supplemental Type Certificates

—

Theo Lacy Video Court

Teletype

—

Sub/Admin

—

STC

U
TLVD
TLF—Theo Lacy Facility

—

Video Home System

Underground Storage Tank

Uniform Crime Reporting

TC—Traffic Collision
UCR
UST
VHS

RECORDS RETENTION AND DISPOSITION SCHEDULE
DEPARTMENT

DIVISION

SHERIFF-CORONER

COMMUNICATION & TECHNOLOGY

tem
No.
1

SECTION

OFFICE
Retain until obsolete.

FCC LICENSE
Various files related to frequency coordination and FCC licenses.

SERVICE CALLS, WORK REQUESTS
Retain 2 years.
Forms and correspondence relating to sereice requests throughout the
dMsion.

EFFECTIVE DATE
12/16/2014

RISION DATES

APPROVAL
Board Minute Order

PAGE

RETENTION

TITLE AND DESCRIPTION OF RECORDS
DRAWINGS AND SPECIFICATIONS FOR ALL CUSTOMER
FACILITIES
Technical Reference Library Blueprints and manuals for all facilities
and equipment.

UNIT

Retain permanently.

RECORDS CTR.
DISPOSITION
Destroy after administrative
N/A
value ends or record is
obsolete,

HEDULE NO.
366

1 of 1

TYPE OF RECORD
TYPE
ESI and Paper

FORMAT
PDF, Word,
Excel, CAD
drawings

C[TATION
LOCATION
PCs, email,
GoIt Code § 26205.1.
Office files,
Division library

N/A

Permanent retention

ESI and Paper

PDF, Word,
Excel

PCs, email,
Office files

N/A

Destroy after 2 years.

651 and Paper

PDF, Word,
Excel, MOM

PC5, email,
Office files,
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.

Govt Code § 26202.

RECORDS RETENTION AND DISPOSITION SCHEDULE

j
Item

L
r

DEPARTMENT

DIViSION

SHERIFF-CORONER

FINANCLL]ADMINISTRAT6/E
DIVISION

COST APPLIED AND NON-CONTRACT COST STUDIES Record of cost studies, cost estimates, statistical data and supporting
documents.

UNIT

COSTIAUDTT

EFFECTIVE DATE
07107/1987; Resolution 87-959

REVISION DATES
01/2912008; 12116/2014

APPROVAL
Board Minute Order

PAGE

RETENTION

TITLE AND DESCRIPTION OF RECORDS

SECTION

OFFICE
Retain 1 year.

DISPOSItiON
RECORDS CTR.
Retain 4 years.
Destroy after 5 years.

SCHEDULE NO.
1649

1 of 2

TYPE OF RECORD
TYPE
ESI and Paper

NOTE: Records, in any format, that are evidence in a claim or pending litigation must be preserved until the claim or

FORMAT

CflATION
LOCATION
GoJt Code § 26202.

litigtItt)Il is resolved.

E
C

C
C
V

C.
L.

E
V

V
V

V
I

ui°
.cO

Cl)

Q)
0

jzUi
I

E
V

C..

V
V

V
C..

Cs
V

RECORDS RETENTION AND DISPOSITION SCHEDULE

Item
No.

DEPARTMENT

DIVISiON

SECTION

SHERIFF-CORONER

RESEARCH&DEVELOPMENT

FACILFY PLANNING

UNIT

EFFECTIVE DATE
0112912008

REVISION DATES
12/16/2014

APPROVAL
Board Minute Order

PAGE

OFFICE
PUBLIC WORKS RECORDS FOR OCSD CONSTRUCTION
PROJECTS
Records documenting entire construction project including, but not
limited to: EIR documents, bid advertisements, bids, proposals,
change orders, contracts, permits, submiftals, warranties, notices of
completion, test reports, transmiftals and all supporting documentation
for the project.

ECORDS CTR.
N/A

TYPE OF RECORD
DISPOSITION

TYPE
ESI and Paper

FORMAT
PDF, Word,
Excel, digital
audio, digital
and analog
video, Power
Point, MS,
Project, Visio

LOCATION
Plans room,
Share drive,
PCs, email,
Office files,
ZIP drives,
CD, DVD,
VHS tapes

a. Above-referenced records of projects with a total cost of $75,000
or less

Retain until expiration of
contract + 4 years.

Destroy 4 years after expiration
of contract.

b. Above-referenced records of projects with a total cost of more
than $75,000

Retain until expiration of
contract + 10 years.

Destroy 10 years after
expiration of contract.

-—

2of 3

RETENTION

TITLE AND DESCRIPTION OF RECORDS

SCHEDULE NO.
356A

CflATION
Govt Code § 26202.

BUILDING DRAWINGS AND SPECIFICATIONS FOR ALL SHERIFF’S Retain until obsolete, but
DEPARTMENT FACILITIES
not less than 2 years.

N/A

Destroy after obsolete, but not
less than 2 years.

ESI and Paper

PDF, Word,
Excel

Plans room,
Share drive,
PC5, email,
Office files

Gov’t Code § 26202.

RECORDS FOR OCSD STUDIES PERFORMED
Records documenting entire study including notes, reports, drawings,
correspondence, and photos.

Retain until obsolete, but
not less than 2 years.

N/A

Destroy after obsolete, but not
less than 2 years.

ESI and Paper

PDF, Word,
Excel, Power
Point, MS,
Project, Visio

Plans room,
Share drive,
PC5, email,
Office files,
ZIP drives,

Govt Code § 26202.

RECORDS OF WORK REQUESTED
Work requests

Retain 3 years.

N/A

Destroy after 3 years.

ESI and Paper

SAMPLES OF APPROVED HARDWARE
Samples of hardware with architect’s stamps showing approval or
acceptance.

Retain until obsolete, but
not less than 2 years.

N/A

Destroy after obsolete, but not
less than 2 years.

Hardware

PDF, Word,
Excel,
Microsoft
Dynamics
CRM
N/A

PHYSICAL PLANT CONFIGURATION DATA
Retain until obsolete, but
Drawings, data, audits and assessments related to the configuration of not less than 2 years.
facilities owned by the Sheriffs Department.

N/A

Destroy after obsolete, but not
less than 2 years.

ESI and Paper

PDF, Word,
Excel, Power
Point, MS,
Project, Visio

Go1t Code § 26202.

Warehouse,
offices

GoIt Code § 26202.

Plans room,
Share drive,
PCs, email
Office files,
ZIP drives,
CD, DVD

Go1t Code § 26202.

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

‘

DEPARTMENT

DIVISION

SECTION

SHERIFF-CORONER

RESEARCH & DEVELOPMENT

RESOURCE
MANAGEMENT

c’

Bern

UNIT

EFFECTIVE DATE
01/2912008

REVISION DATES
12/16/2014

APPROVAL
Board Minute Order

PAGE

RETENTION

TITLE AND DESCRIPTION OF RECORDS

3 of 3
TYPE OF RECORD

RESEARCH AND DEVELOPMENT AUTHORED GRANTS AND
GRANT REPORTING UPDATES

OFFICE
Retain current FY
years.

ASSET PROCUREMENT RECORDS
Records pertaining to the Federal 10-33 Excess Property Program,

Retain 2 years
minimum.

N/A

Destroy after 2 years.

ESI and Paper

I’LEET MANAGEMENT RECORDS

Retain for 2 years after
sale or disposition of
vehicle.

N/A

Destroy 2 years after sale or
disposition of vehicle.

ESI and Paper

Records documenting Fleet Management operations including,
mileage reports, audits, repair records, vehicle inventory reports,

RECORDS CTR
DISPOSItION
N/A
Deslroy after current FY +5
years.

SCHEDULE NO.
356A

TYPE
ESI and Paper

CITATION
LOCATION
R&D Granls
Govt Code § 26202.
Office, Office
files, PCs,
Share drive,
email
PDF. Word,
Asset
Govt Code § 26202.
Excel, Access, Procurement
Intranet
Offices, Office
files, PC5,
Share drive,
email
FORMAT
PDF, Word,
Excel

PDF, Word,
Office files,
Excel, Access, PC5, Share
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.

Govt Code

§ 26202.

V
I

V
1
V

V
C

V
I

Cs
I..

Cs
Cs

Cs
Cs
Cs
Cs

C
C
CC

C
C
‘5

‘5
CC
C
Cs
CS

C
Cs

Cs
Cs
CC

CC
Cs

C
CC

Cs
Cs

RECORDS RETENTION AND DISPOSITION SCHEDULE
DEPARTMENT

DIVISION

SECTION

SHERIFF-CORONER

SUPPORT SERVICES

PROPERTY& EVIDENCE

UNIT

Item

No
1

REVISION DATES

SCHEDULE NO.

12116/2014

352A

APPROVAL
Board Minute Order

PAGE
1 of 2

RETENTION

TITLE AND DESCRIPTION OF RECORDS
ALL AGENCY GENERATED PROPERTY DOCUMENTS
Covers all documents that record the case disposition
information from the DA Automated Case Tracking
System and ELETE, disposition authorization from the
Property/Evidence supenAsor, and release information
documenting who took possession of the properly at time
of release (owner, finder, officer, etc.),

EFFECTIVE DATE
01/29/2008

OFFICE
RECORDS CTR.
DISPOSITION
Retain ESI permanently.
Permanent retention of ESI
N/A

TYPE OF RECORD
TYPE
ESI and Paper

FORMAT

CITATION

LOCATION
Systems
Server

Destroy paper copy within 2
years from scan date.

GoJt Code § 26202.

AUCTIONED ITEMS
Lists of Items sent to auction, ledgers of items sale prices, records of
revenue deposited to Financial

Retain 3 years from date
of auction,

N/A

Destroy after 3 years from date Paper
of auction.

PDF, Excel

P&E

Govt Code § 26202.

CONTROLLED SUBSTANCE BURN FILES
Forms, Court Orders and Case Items Reports related to the
destruction of narcotics.

Retain 10 years.

N/A

Destroy after 10 years.

Paper

PDF, Word,
Excel

P&E

Govt Code § 26202.

i9NANCLL RELEASE FILES
Ledgers and Case Items Reports related to unclaimed funds
transferred to Financial for deposit to the General Fund

Retain permanently.

N/A

Permanent retention

Paper

PDF, Word,
Excel

P&E

FIREARMS CONVERTED TO DEPARTMENT USE
Retain for 3 years after
Forms related to firearms that have been retained for Department use, destruction date,
These weapons are required to be returned to Property & Esidence for
disposal when the Department deems them to be no longer needed.

N/A

Destroy 3 years from
destruction date.

Paper

PDF, Word

P&E

Govt Code § 26202.

FIREARMS DESTRUCTION FILES
Forms, Court Orders, case items reports and documentation related
to the destruction of firearms.

Retain for 3 years after
destruction date,

N/A

Destroy 3 years from
destruction date.

Paper

PDF, Word,
Excel

P&E

Gos’t Code § 26202.

LAB REQUEST LEDGERS
Hand Written Ledgers documenting items that have been transferred
to OCCL and when they are returned

Retain permanently.

N/A

Permanent retention

Paper

Hand Written

P&E

MISCELLANEOUS DOCUMENTS
Covers old file cards and log books.

Retain permanently.

N/A

Permanent retention

ESI and Paper

Hand Written

P&E

‘JON-OCSD DOCUMENTS
Covers any documents outside of OCSD documents, such
as court orders, appeals, certified letters, or outside
agency reports that can be filed with an OCSD DR in the
DR Records File.

Retain ESI permanently.

N/A

Permanent retention of ESI

ESI and Paper

NON-WEAPON ITEMS CONVERTED TO DEPARTMENT USE
Forms related to items retained for department use, Case Items
Reports

Systems
Server

Destroy paper copy within 2
years from scan date.

Retain permanently.

\OTE: Records, in any format, that are evidence in a claim or

N/A

pending

Permanent retention

Go’It Code

Paper

PDF, Word,
Excel

P&E

litigation must be preserved until time claim or litigation is resolved.

26202.

E
C

C
C
V
V
C

E
V
C,

=
V

C
V

V
V
C,

C
C

I.’
C
V
V

RECORDS RETENTION AND DISPOSITION SCHEDULE
EFFECTIVE DATE

‘

Item
1
2

DEPARTMENT

DIViSION

SHERIFFCORONER

SUPPORT SERVICES

SECTION

OFFICE
Retain 2 years.

828 JUVENILE PETITION
Petition to Juvenile Court for juvenile records
ACTIVE WARRANTS IN AUTOMATED WARRANT
-

RECORDS CTR.
DISPOSfl9ON
Destroy after 2 years.
N/A

Retain original warrants
until served, recalled, or
purged from AWSS.

N/A

ACTIVE/SERVED OUT-OF-COUNTY WARRANT HOLD FILES
CWR places out-of-county holds on active OCSD warrant subjects,

Retain until warrant files
are closed + 2 years
from last update.

N/A

ACTIVE/SERVED PRISON HOLD WARRANT FILES
CWR places holds on OCSD warrant subjects that are in-custody
at State Correctional Facilities,
ADMINISTRATIVE SERVICES TRACKING LOG
a. Clearance Letter requests
b. DA Discovery Requests
c. Local Arrest Record requests
d. Juvenile 828 Petitions
e. Subpoena Ledger-log of all Federal, Criminal and Civil
Subpoena Duces Tecum and a log of all Pitchess Motions,
Preservation of Evidence, and Summons,

Retain until warrant files
are closed + 2 years
from last update.
Retain 5 years.

N/A

1 of 4

TYPE OF RECORD
TYPE
Paper

FORMAT
Hard Copy

Paper

Hard Copy

purged; original, hard copy,
warrants ate returned to court
of issue.
Destroy file after 2 years from
last update.

LOCATION
Sub/Admin
Unit
8GB, 5th

CtFATION
Gost Code § 26202.
Gout Code § 26205.1.

Floor, CWR

Paper

Hard Copy

8GB, 5th
Floor, CWR

Goult Code § 26202.

Destroy file after 2 years from
last update.

Paper

Hard Copy

8GB, 5th
Floor, CWR

Gout Code § 26202.

N/A

Destroy after 5 years.

ESI

Server, BGB

Gout Code § 26202.

ADULT SEALED RECORDS
Retain 3 years from date
Records sealed by petition or court order. Includes reports, fingerprint of arrest
cards andlor digitized fingerprints. Booking photographs, jail records,
palm card, property card and petitions or court orders. Adult sealings
contain all Sheriff-Coroner records pertaining to the individual adult
case,

N/A

Destroy 3 years from date of
arrest.

Paper

Hard Copy

Sub/Admin
Unit

Penal Code § 851.8.

AUDIT TRAILS
Records that show the date, time, and who requested a copy of a
report and the employee that released it.

NIA

Retain ESI permanently.

ESI and Paper

Excel
spreadsheet
PDF

Imaging
Server, BGB

AUDITS. DOJ AND FBI
a. ACHS access
b. CORI access
c. CLEFS
d. UCR

Retain ESI permanently.

Retain paper copy 2
years from scan date.
Retain 5 years.

Destroy paper copy 2 years
from scan date.

Gout Code § 26202.

N/A

Destroy after 5 years.

Paper

Hard Copy

CALIFORNIA PUBLIC RECORDS ACT (CPRA) REQUESTS
Retain ESI 10 years.
Original request. Sheriff-Coroner response, any related
interdepartmental memos, emails, copies of certified mail receipts and Retain paper copy 2
all responsive documents.
years from scan date.

N/A

Destroy ESI after 10 years.

ESI and Paper

PDF and Hard Imaging
Server, BGB
Copy

CLEARANCE LETTER REQUEST

Retain 2 years.

N/A

Destroy after 2 years.

Paper

Hard Copy

Sub/Admin
Unit

Go/t Code § 26202.

3 years.

N/A

Destroy after 3 years.

ESI

Excel

Shared Drive
BGB

Section 707(c) of the California
Code of Regulations and
CLETS Policies, Practices and
Procedures 1.7,1 A.

Issued for: Mmdcan hunting licenses,

Warrants are removed from

SCHEDULE NO.
113B

PAGE

AWSS when served, recalled or

REVISION DATES
01/29/2008; 12116/2014

RETENTION

Active warrants of arrest, bench and civil warrants,

07/0711981; Resolution 81-1034

APPROVAL
Board Minute Order

RECORDS NO
INFORMATION SERViCES

TITLE AND DESCRIPTION OF RECORDS

SERVICE SYSTEM (AWSS)

UNIT

Destroy paper copy after 2
years from scan date.

VISAs, and Adoption Petitioners

CLETS INQUIRY TRACKING LOG
Log of requests for CLETS inquiries and updates.

Retain

0GB

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.

Go/t Code § 26202.

Go/t Code § 6250-6270,
Gout Code § 26202 and
Gout Code § 26205.

0,
C

a)
3

o
oo

.9
9

a)
a)

a!)
C

E
a)

a.?
a)

a..

C.
a)

E
a,

a!)

.9
a)

a..

C
a)
‘I

a)
C.?
a)

a)
a)

a)
C,

E
a

a)
a)

I-

V
Cd

E
C?

C?
C?

E
C,

Cd
V
C,

C
C

Cd
C
Cd

V
I

=
V
V
V

V
V

RECORDS RETENTION AND DISPOSITION SCHEDULE
10/09/1979 Resolution 79-1493

REVISION DATES
1211612014

APPROVAL

PAGE

EFFECTIVE DATE

C)
.

Item
No.

DEPARTMENT

DMS1ON

SHERIFF-CORONER

CUSTODY&COURTOPERATIONS

SECTION

UNIT

1 of 9

Board Minute Order

TYPE OF RECORD

RETENTION

TITLE AND DESCRIPTION OF RECORDS
OFFICE

RECORDS CTR.

TYPE

DISPOSITION

24 HOUR LOG
Electronic log of reportable and notable incidents throughout the
facility.

Retain 3 years.

N/A

Destroy after 3 years.

Retain 2 years.
ACTIVITY ROSTER/IN-CUSTODY LIST
Ust of inmates scheduled to be released to another city, state, agency
or institution. Also known as an ActMty Roster.

N/A

Destroy after 2 years.

ADA LOG
Log of ADA inmate aetiaties within the facility,

Retain 3 years.

N/A

Destroy after 3 years.

ADA/PIERCE DEPARTMENTAL TRAINING
All custody personnel are required to attend training,

Retain for term of
employment + 2 years
after employee
terminates/separates
from OCSD.
Retain 2 years.

N/A

Destroy 2 years after employee
terminates/separates from
OCSD.

N/A

Destroy after 2 years.

Paper

Retain 3 years.

N/A

Destroy after 3 years.

ESI

Retain 5 years.

N/A

Destroy after 5 years.

Paper

Retain 2 years.

N/A

Destroy after 2 years.

ESI and Paper

ADMINISTRATIVE SEGREGATION LOG

SCHEDULE NO.
56C

FORMAT

ESI

Paper

Hard Copy

CITATION

LOCATION
CJX; TLF;
JAMF

Go/t Code § 26202.

Inmate
Records

Govt Code § 26202.

Govt Code § 26202.
C]X; TLF
facility storage
room
-

Training
Facility

PIERCE VS. COUNTY OF
ORANGE.

C]X; TLF

Case No. SACV 01-981
Govt Code 5 26202.
Gosft Cede § 26202.

CJX; TLF

Go’it Code § 26202.

CJX; TLF

Go’t Code

IRC

Govt Code § 26202.

CJX; TLF

Govt Code § 26202.

Log of Administratise Segregation inmate actisities within the facility.
6

ATTORNEY/OFFICIAL AGENCY VISITATION LOG
Database of visiting attorneys and outside agencies, and the
-

inmate/detainee they are visiting.

BOARD OF STATE AND COMMUNITY CORRECTIONS

Hard Copy

§ 26202.

Facility inspection report generated by the Board of State and
Community Corrections.
8

BOOKING REGISTER

Ledger maintained in the Receising Guard Station that tracks the
arrestees name, booking number, time of arrest, expiration time and
when the Probable Cause Declaration was signed.
9

BRIEFING LOGS
Briefing items announced during the pre-shift briefings.

Retain 2 years.

N/A

Destroy after 2 years.

Paper

Hard Copy

BUSINESS LICENSE
California State Board of Equalization issued Sellers Permit for the
sale of Commissary items.

Retain permanently.

N/A

Permanent retention

Paper

Document
Inmate
Services,
issued by
State Board of North Office
Equalization

CHEMICAL CONTROL LOGS
Monthly logs used to account for chemicals used in security areas.

Retain 2 years.

N/A

Destroy after 2 years.

Paper

Hard Copy

ICE

Govt Code

§ 26202.

CHOW HALL TIME LOG REGISTER
Ledger that tracks time allotted for inmates dining in the

Retain 2 years.

N/A

Destroy after 2 years.

Paper

Hard Copy

CMJ

Gos’t Code

§ 26202.

Central 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

DEPARTMENT

DIVISION

SHERIFFCORONER

CUSTODY&COURTOPERATIONS

SECTION

UNIT

EFFECTIVE DATE
10/09/1979; Resolution 79-1493

REVISION DATES
12/1612014

APPROVAL
Board Minute Order

PAGE

SCHEDULE NO.
56C

item
No.

2of9
TYPE OF RECORD

RETENTION

TITLE AND DESCRIPTION OF RECORDS
OFFICE
Retain 2 years.

DISPOSITION
RECORDS CTR.
Destroy after 2 years.
N/A

TYPE
ESI and Paper

FORMAT

CIVIL FIELD LOGS
Tracks daily activity of civil field personnel.

CLASSIFICATION/HOUSING REVIEW BOOKING
CHECKLIST FORM (J-1 12) (BOTTOM PORTION)
Inmates with mobility or dexterity impairments must be
physically accommodated during the booking process.
These accommodations are tracked on the J-112 form.

Retain for duration of
litigation + 2 years.

COMMUNITY FEEDBACK REPORTS
Cards filled out by the public rating their experience of visiting the
facility.

Retain 1 year.

N/A

Destroy after 1 year.

Paper

Hard Copy

CJX; TLF

COMMUNITY WORK PROGRAM ROSTERS

Retain 2 years.

N/A

Destroy after 2 years.

Paper

Hard Copy

CJX; TLF

N/A

Retain 3 years.

N/A

Destroy after 3 years.

ESI

CONSERVATEE TRANSPORTATION LOG
Records transportation of conservatee inmates from the mental
institution to court and records the return trip.

Retain 2 years.

N/A

Destroy after 2 years.

Paper

COUNT SHEET (MASTER)
Usting of facility population broken down by housing areas.

Retain 2 years.

N/A

Destroy after 2 years.

Paper

COURT ACTIVITY ROSTER/COURT LIST
List of inmates scheduled for court appearances Monday Friday.

Retain 2 years.

N/A

Destroy after 2 years.

COURT DRESS-OUT LIST
List of inmates allowed to dress in civilian attire for court and
signatures of those inmates declining the clothing change.

Retain 2 years.

N/A

Destroy after 2 years.

Paper

COURT FACILITY LOG
Electronic log of reportable and notable incidents throughout the

Retain 2 years.

N/A

Destroy after 2 years.

ESI

Retain 2 years.

N/A

Destroy after 2 years.

Retain 2 years.

N/A

Destroy after 2 years.

26202.

Gov’t Code

§ 26205.1.

Gout Code

]AMF

Gout Code

§ 26202.

COURTS

Govt Code § 26202.

CJX; TLF

Gout Code § 26202.

Inmate

Govt Code

§ 26202.

CJX; TLF

GosH Code

§ 26202.

LOURTS

Gout Code § 26202.

Inmate
Records

Govt Code § 26202.

26202.

stored in CWP
office

Daily list of inmates on the Community Work Program.

COMPOUND SAFETY CHECK LOGS

PIERCE VS. COUNTY OF
ORANGE.

CJX; TLF

Destroy 2 years after
termination of litigation.

Gout Code

Case No. SACV 01-981
Golt Code 5 26202.

CICATION

LOCATION
COURTS

Hard Copy

Records

Hard Copy

facility.
23

COURT ORDER LOGS
Manual log maintained by Inmate Records to track the Court Orders
-

requiring the facilities Watch commanders signature.

CUSTODIAL STATISTICAL REPORT (DAILY)

(also known as STAR report)
Daily breakdown of inmate numbers within the facility and inmates
entering and leaving the facility.
U I L:

I{CCOrOS Ill ally format, tEat are evilleflec iii a claim or penuing litigation must ne

ESI

Govt Code § 26202.
CJX; TLF;
JAMF stored
in facility room

preserved until the cIam or Iitgation is resolved.

RECORDS RETENTION AND DISPOSITION SCHEDULE

DEPARTMENT

DIViSION

SHERIFF-CORONER

CUSTODY&COURTOPERATIONS

SECTION

UNIT

,
‘

Item

REVISIDN DATES
12/16/2014

APPRDVAL
Board Minute Order

PAGE

OFFICE
Retain 2 years.

RECORDS CTR
DISPOSITION
Destroy after 2 years.
N/A

SCHEDULE NO.

56C

3of9

TYPE OF RECORD

RETENTION

TITLE AND DESCRIPTION OF RECORDS

No.

EFFECTIVE DATE
10109/1979 Resolution 79 1493

TYPE
Paper

FORMAT

CITATION

LOCATION
COURTS

Govt Code § 26202.

ICE

Gov’t Code § 26202.

ICE

Govt Code § 26202.

DAILY DETENTION FILE
Contains the following: Inmate Court List, Inmate Arrival Verification
check-off list, Booking Forms, Release Forms, Property Forms, Cell
Check Logs, Attorney Visitation Log.

DETAINEE INCIDENT REPORTS
Excel spreadsheets detailing incidents at the facility that involve
detainees.

Retain 3 years.

N/A

Destroy after 3 years.

ESI

DETAINEE MESSAGE SLIP REQUESTS
Forms submitted by detainees to OCSD for various requests.

Retain 3 years.

N/A

Destroy after 3 years.

Paper

DETAINEE POPULATION SPREADSHEET
Monthly Excel spreadsheets used to track daily detainee system-wide
population.

Retain permanently.

N/A

Permanent retention

ESI

ICE

DETAINEE VOLUNTARY WORK AGREEMENT COMPENSATION
Retain 3 years.
ROSTERSExcel spreadsheets that are emailed to OCSD Financial Services daily
to report detainee workers who should be credited $1.00 for a day’s
work.

N/A

Destroy after 3 years.

ESI

ICE

Govt Code § 26202.

DETAINEE VOLUNTARY WORK AGREEMENT FORMS
Forms signed by detainees to document receipt of training materials
and work program rules.

Retain 3 years.

N/A

Destroy after 3 years.

Paper

Hard Copy

ICE

Govt Code § 26202.

DISCIPLINARY ISOLATION AREA INSPECTION LOGS
Log of Disciplinary Isolation checks by housing area,

Retain 3 years.

N/A

Destroy after 3 years.

Paper

Hard Copy

CJX; TLF
stored in
facility room

Gout Code

DISCIPLINARY ISOLATION LOGS (BY INMATE)
Log of inmate/detainee activity in Disciplinary Isolation,

Retain 3 years.

N/A

Destroy after 3 years.

Paper

Hard Copy

CJX; TLF
stored in
facility room

Gov’t Code § 26202.

ELECTRONIC MONITORING PROGRAM COUNT
Retain 5 years.
Daily roster of inmates starting on and getting off Electronic Monitoring

N/A

Destroy after 5 years.

ESI

CIX; TLF

Govt Code § 26202.

N/A

Destroy after 5 years.

ESI

CIX; TLF

Gout Code

N/A

Destroy after 6 years.

ESI and Paper

Hard Copy

26202.

status.

Retain 5 years.
LIECTRONIC MONITORING PROGRAM ROSTER
Daily roster of inmates assigned to the Electronic Monitoring Program.

FINANCIAL RECORDS
Budget reconciliation, utility reconciliation, hygiene costs, records
supporting budget submissions, Inmate Welfare fund audit records,
spreadsheets on shared salaries, revenue reports, vending records,
cost studies, audits, research projects, sales reports, inventories,

Retain current FY
years.

Inmate
Excel
Spreedsheets, Services,
North Office
Word,
Scanned
Copies

reversal 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.

§ 26202.

Govt Code § 26202.

_______________

________________________________________

RECORDS RETENTION AND DISPOSITION SCHEDULE
RISION DATES

EFFECTIVE DATE

Item
No

DEPARTMENT

DIVISION

SHERlFF-CORON

CUSTODY & COURT OPERATIONS

104)9/1979

UNIT

SECTION

Resolution 79-1493

PAGE

APPROVAL
Board Minute Ordet

4 of 9

TYPE OF RECORD

RETENTION

TITLE AND DESCRIPTION OF RECORDS
FIRE DRILL EVALUATION FORMS
Documentation used to record fire drills conducted throughout the
facility.

RECORDS CTR.
DISPQSrCION
Destroy after 3 years.
N/A

OFFICE
Retain 3 years.

SCHEDULE NO.
56C

12116/2074

FORMAT

TYPE

CITATION
ATION

ESI

ICE

Gout Code § 26202.

ICE

Go’t Code § 26202.

CJ) TLF;
JAMF hard
copies stored
in fire life
safety office

Gout Code § 26202.

FIRE DRILL PARTICIPATION ROSTER
Rosters used to identify staff members who have participated in a
facility fire drill during a fiscal year.

Retain 3 years.

FIRE/LIFE SAFETY INSPECTION REPORTS
Scheduled safety equipment inspection reports.

Retain 7 years.

FOOD SERVICES
Menus, inventories, invoices, and purchasing documents

Retain 5 years.

GRAND JURY INSPECTION REPORT
Grand Jury generated inspection report of the facility.

Retain 5 years.

GRIEVANCE FILE
Database of inmate/detainee grievances and their resolution,

Retain for 3 years afti’
inmate/detainee is
released.

HANDHELD CAMERA FOOTAGE
Footage captured by handheld cameras on miscellaneous Jail
incidents or events such as:
a. uncooperative bookings/arrestees
b. cell searches
C. inmate interviews
d. inmate escorts
e. Emergency Response Teams
f. medical emergencies

Retain 2 years.

N/A

Retain 5 years.
HEALTH CARE AGENCY INSPECTION REPORT
Health Care Agency generated inspection report of the facility medical

N/A

—
—

—

N/A

Destroy after 3 years.

ESI

N/A

Destroy after 7 years.

ESI and Paper

N/A

Destroy after 5 years.

ESI

Eel
Spreedsheets,
Word,
Scanned
Copies
Hard Copy
—

‘T”

N/A

—

N/A

—

Gout Code § 26202.
Inmate
Services
Server at 0GB
-

CJX; TLF;
JAMF

Gout Code § 26202.

CJ),TLF

Got/t Code

CJX; TLF;
JAMF

Gout Code § 26202. and
Gout Code § 26202.6.

CJX, TLF

Gout Code § 26202.

ESI

C]X; TLF
]AMF

G&t Code § 26202.

CIX; TLF

Gout Code § 26202.

Destroy after 5 years.

Paper

Destroy 3 years after
inmate/detainee is released.

ESI

Destroy after 2 years.

ESI

Destroy after 5 years.

Paper

Destroy after 3 years.

—

Hard Copy

§ 26202.

areas.

Z•

HOSPITAL GUARD ROSTER
Roster of Deputies on hospital duties, areas working, and
inmates/detainees being supervised.

Retain 3 years.

N/A

HOUSING/FLOOR LOGS (GUARD STATION)
Log of actiutties and security checks in various housing and holding
areas.

Retain 3 years.

N/A

Destroy after 3 years.

ESI

N/A

Permanent retention

ESI and Pai

—

ICE DETAINEE FILE
Retain permanently.
Detainee files are green and filed by booking number. Contents
include ICE booking packet, 1203,1213, Detainee Hand Book form,
Pre-Booking, inmate History Card and other miscellaneous documents
related to the detainees period of custody.

—

NO’f’E. R101 J,,.

a..,

fin

napl,

H1. hi. u

a,, idtna .. ad

‘ii. a..

yt..Jng—I

gatuu

•.,ust Lw

cat, acab

ri—ti.

-L’-u—

Inmate
Records

E
=

‘a

=
=
Ct

=
I.,

C
C

‘a
I
Ct
Ct

Ct
1

V
V

V
V
V

RECORDS RETENTION AND DISPOSITION SCHEDULE
-

No.
72

I
-.Q
‘-& II.

DEPARTMENT

DIVISION

SHERIFF-CORONER

CUSTODY&COURTOPERATIONS

SECTION

EFFECTIVE DATE
10/09/1979; Resolutjon7g-1493

REVISION DATES
12116/2014

APPROVAL
BoardMinuteOrder

PAGE

OFFICE
Retain 2 years.

7of9

DISPOSITION
RECORDS CTR.
N/A
Destroy after 2 years.

Retain 2 years.
PIERCE CLASS QUALIFICATION ACKNOWLEDGMENT
OF RIGHTS/PROGRAMS FORM
Pierce class members are offered specific programs and housing by
their classification. The Inmate signs an acknowledgement form and is
given a receipt.

N/A

PIERCE GRIEVANCES
Medical Grievances

N/A

SCHEDULE NO.
56C

TYPE OF RECORD

RENTION

TITLE AND DESCRIPTION OF RECORDS
PIERCE ADA INMATE LIST
Weekly updated list of all Active ADA/Pierce class members.

UNIT

TYPE

FORMAT

LOCATION
C]X; TLF

CJX; TLF

Destroy after 2 years.

CITATION
PIERCE VS COUNTY OF
ORANGE.
Case No. SACV 01-981
GoVt Code 5 26202.
PIERCE VS. COUNTY OF
ORANGE.

Retain 2 years.

PIERCE INMATE TRACKING LOG Staff are to track Pierce class member “activities” which include
programs, visits, shower, dayroom and recreation. These logs are to
be submitted monthly.

Retain 2 years.

Case No. SACV 01-981
GoVt Code 5 26202.

NIA

CJX; TLF

Destroy after 2 years.

CJX; TLF

Destroy after 2 years.

N/A

PIERCE TRANSPORTATION SLIPS Transportation is responsible for tracking the times Pierce Class
Members leave and return from each facility.

N/A

Retain 2 years.

C]X; TLF

Destroy after 2 years.

CJX; TLF

Paper

PROBABLE CAUSE HEARING LOG A receipt from court services documenting which Probable Cause
Declarations were received.

Retain 2 years.

N/A

Destroy after 2 years.

PRO-PER INMATE LOGS Log of Pro-Per inmate activities within the facility.

Retain 2 years.

N/A

Destroy after 2 years.

jROPERTY ROOMS INVENTORY LOGS
Yearly log used to track the dates and results of monthly facility
property room inventories.

Retain 3 years.

N/A

Destroy after 3 years.

ESI

PROTECTIVE CUSTODY LOG Log of Protective Custody inmate activities within the facility.

Retain 3 years.

N/A

Destroy after 3 years.

Paper

RECREATION/ROOF LOG
Log of housing areas sent to outdoor recreation and the number of
inmates/detainees participating.

Retain 3 years.

N/A

Destroy after 3 years.

Paper

PIERCE VS. COUNTY OF
ORANGE
Case No SACV 01-981
GoVt Code 5 26202.

Case No. SACV 01-981
GoVt Code 5 26202.
PIERCE VS. COUNTY OF
ORANGE.
Case No SACV 01-981
GoVt Code 5 26202.

PIERCE INTERVIEW ACTIVITY LOG Retain 2 years.
The assigned ADA/Pierce Compliance Deputy will interview the Pierce
class member upon notification by medical. The Deputy will also
conduct bi-weekly interviews. Information is typed and saved.

PIERCE VS. COUNTY OF
ORANGE.

NOTE: Records, in any format, that are evidence in a claim or pending litigation must he preserved

until

PIERCE VS. COUNTY OF
ORANGE.

IRC

Case No. SACVO1-981
GoVt Code 5 26202.
GoVt Code § 26202.

C]X

GoVt Code

§ 26202.

ICE

GoVt Code

§ 26202.

Hard Copy

CJX; TLF

GoVt Code

§ 26202.

Hard Copy

CJX; TLF

GoVt Code

§ 26202.

Hard Copy

the claim or litigation is resolved.

RECORDS RETENTION AND DISPOSITION SCHEDULE

C)
item
No.

DEPARTMENT

DIVISION

SHERIFFCORONER

CUSTODY&COURTOPERATIONS

SECTION

UNIT

EFFECTIVE DATE
10/09/1979; Resolution79-1493

RISION DATES
12/16/2014

APPROVAL
BoardMinuteOrder

PAGE
8of9

RETENTION

TFtLE AND DESCRIPTION OF RECORDS
OFFICE
Retain 2 years.

RECORDS CTR.
DISPOSITiON
N/A
Destroy after 2 years.

TYPE OF RECORD
TYPE
Paper

SAFETY CELL LOGS
Log that documents completed welfare checks for inmates in Safety
Cells.

SEARCH LOG
Report of housing areas searched, what contraband was found, and
the disposition of the contraband.

Retain 3 years.

N/A

Destroy after 3 years.

ESI and Paper

SECURITY CLEARANCE APPLICATION
Application generated by non-departmental people wishing to work in
or enter the facility in various capacities.

Retain 3 years.

N/A

Destroy after 3 years.

ESI and Paper

SCHEDULE NO.
56C

FORMAT
Hard Copy

LOCATION
IRC

CITATION
Govt Code § 26202.

CJX; TLF;
JAMF

Gov’t Code § 26202.

CJX; TLF;

Govt Code § 26202.

JAMF

SENTENCE ENDING ROSTER (StE ROSTER)
Retain 2 years.
List of inmates scheduled to be released from custody. Processed on
-

N/A

Destroy after 2 years.

Inmate

Govt Code § 26202.

Records

a daily basis.

C]X; TLF

Govt Code § 26202.

CJX

Govt Code § 26202.

ESI and Paper

COURTS

Govt Code § 26202.

Destroy after 5 years.

ESI and Paper

COURTS

Govt Code

26202.

N/A

Destroy after 1 year.

Paper

Hard Copy

IRC

Govt Code

26205.1.

N/A

Destroy after 3 years.

Paper

Hard Copy

CJX; TLF;

Gout Code

§ 26202.

SERGEANTS ACTIVITY LOG
Retain 3 years.
Log of Sergeants activities and security checks throughout the facility.

N/A

Destroy after 3 years.

ESI

SHELTERED LIVING LOG
Log that documents completed welfare checks for inmates housed.

Retain 2 years.

N/A

Destroy after 2 years.

Paper

SHERIFF’S CIVIL ACTION FILES (REAL ESTATE CASES)
Forms, Correspondence and legal documents pertaining to Civil
actions turned over to the Sheriff for service. Includes instructions to
Sheriff, Writs, Register of Actions. Sheriff’s service log sheet and
various civil generated forms such as Notice of Sale, Notice to
Judgment Debtor, Certificate of Sale of Real Property.

Retain 7 years after case
is closed,

N/A

Destroy 7 years after case is
closed.

SHERIFF’S CIVIL ACTION FILES (SINGLE PROCESS CASES)
Retain 5 years.
Forms, Correspondence and legal documents pertaining to Civil
actions turned over to the Sheriff for service. Includes instructions to
Sheriff, Writs, Register of Actions, Sheriff’s service log sheet and
various civil generated forms such as Notice of Garnishments, Notice
to Judgment Debtor, Certificate of Sale of Personal Property.

N/A

SOBERING CELL LOG

Retain 1 year.

SOURCE OF INFORMATION
File documenting information received from an inmate.

Retain 3 years.

SPECIAL HANDLING JACKET OR FILE

Retain 3 years.

Hard Copy

Log documenting completed welfare checks done every 15 minutes for
inmates placed in Sobering Cells.
92

JAMF

Classification file containing information about Administrative or

N/A

Destroy after 3 years.

ESI and Paper

C]X; TLF;
JAMF

Protective 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.

Govt Code § 26202.

E
V
.0

0
0
V

0.
V

E
0
C

0
V

=
0.
I

=
V
0
V

‘0
V
V
I

C
F

E
V

ci
V
ci

=
=

V
ci

V
ci
ci

I
V

E
C

=
=

V
V
C

‘C

C
V
I
S

C
V

C
‘C
C

Item
No.

SHERIFF-CORONER

EMERGENCY MANAGEMENT

TITLE AND DESCRIPTION OF RECORDS

DIViSION

GRANT SECTION

SECTION
APPROVAL
Board Minute Order

EFFECTIVE DATE
12/16/2014

DISPOSITION
RECORDS CTR.
Destroy 3 years after formal
NIA
close of grant.

RETENTION

UNIT

TYPE

PAGE

FORMAT

LOCATION

SCHEDULE NO.
369

TYPE OF RECORD

2of2

REVISION DATES

SOTE: Records. in any format, that are eyidence in a claim or pending litigation must be preserved until the claini or litigation is resolved.

OFFICE
EMERGENCY MANAGEMENT AND HOMELAND SECURITY GRANT Retain 3 years after
formal close of grant.
FOLDERS
Contains documents relating to each grant (grant guidance,
application, Board of Supereisors resolutions, fiscal reports, transfer
agreements, correspondence and work papers that support grant
actisHies).

‘“

DEPARTMENT

RECORDS RETENTION AND DISPOSITION SCHEDULE

Govt Code § 26202.

CITATION

E
V

V
V
V

V
V

C
Ct

C?
C
C
Ct

C
C?
C?
C?
1?

E
C
C,

C
C?

C.
C?
C
C
C?
C,

C
C?

C?
S

C
C?

HOMELAND SECURITY

SHERIFF-CORONER

N/A

Paper,

Share drive,

Access

Employee
Health
Services

Employee
Health data
system, Excel

electronic

Destroy 5 years after employee Paper,
terminates/separates from
OCSD.

files

PC5, office

Office flIes,
Share drive,
PC5, email

LOCATION

Word

FORMAT

Retain for term of

electronic

2 of 7
TYPE OF RECORD

SCHEDULE NO.
371

employment + 5 years
after employee
terminates/separates
from OCSD.

Destroy after 11 years.

Destroy 2 years after retirement Paper,
electronic
or death of canine,

TYPE

PAGE

REVISION DATES

NO’FE: Records, in any format, that are esidence in a claim or pending litigation must be preserved until the claim or litigation is resolved.

Pass/Fail test of mask used in Bomb Squad work,

MASK FIT TESTING

10 years.

Retain current FY year +

Incident card (yellow index), calls from various law enforcement
agencies, investigator’s activities meetings, training,

INCIDENT CARDS

N/A

ECORDS CTR.

DISPOSITION

APPROVAL
Board Minute Order

BOMB SQUAD
RETENTION

EFFECTIVE DATE
12116/2014

UNIT

Retain 2 years after
retirement or death of
canine.

OFFICE

SECTION

CANINE TRAINING RECORDS
Date, time, location, aid type, placement and result,

TITLE AND DESCRIPTION OF RECORDS

DIVISION

DEPARTMENT

RECORDS RETENTION AND DISPOSITION SCHEDULE

item
No.

““

Gout Code § 26202.

Gce’t Code § 26202.

Gout Code § 26202.

CITATION

HOMELAND SECURITY

DIVISION

SO’I’E: Records.

in any format,

N/A

FEDERAL TRAINING DOCUMENTATION
Including rosters, assignments, equipment test.

that

Permanent retention

DestroyS years after employee
terminates/separates from
OCSD.

ESI

TYPE

PAGE

FORMAT
LOCATION

SCHEDULE NO.
371

TYPE OF RECORD

3 017

RISION DATES

are evidence in a claim or pending litigation must be preserved until the claim or litigation is resolved.

Retain permanently.

after employee
terminates/separates
from OCSD.

N/A

RECORDS CTR.
DISPOSITION
Destroy after 2 years.
N/A

EQUIPMENT LIST
Retain permanently.
Documentation related to the purchase and maintenance of equipment
utilized by CNT

Retain for term of
employment + 5 years

EFFECTIVE DATE
12/1612014
APPROVAL
Board Minute Order

RETENTION

CREIS
NEGOTIATION

UNIT

OFFICE
Retain 2 years.

SPECIAL ENFORCEMENT

SECTION

BASIC NEGOTIATOR TRAINING
40-hour basic negotiator training,

Documentation of CNT activations and action taken.

TITLE AND DESCRIPTION OF RECORDS

SHERIFF-CORONER

AFTER ACTION REPORTS

DEPARTMENT

RECORDS RETENTION AND DISPOSITION SCHEDULE

Item
No.

‘

Govt Code § 26202.

CITATION

C
Gd

C
C

Gd
Gd

=
Gd
Gd
Gd
Gd

=
C

C.
Gd

E
Gd
C,

=
Gd
Gd
C
Gd

Gd
Gd
Gd
C,

=
Gd

C
C,

C
Gd
Gd

a)
N
LU
N
U),
a)
V
0

U
0

z
D

LU
-J
a)
a)
LU

Or,

a)
0
0

a)
a)

U
0
U,

0
LU
I-.

a)
a)

z
0

U
-J

-a)

z
0

I
U)

a)
a)

D
I

0
U

>
00

Wa)
I)--

0
I

U,
C,

-a)

a)
a)
C
a)
a)

a)
a)
a)
a)

I
U
I—
U

F’
0

z
F’

-a)

a)’

0
U)

0
I-’

U)
+

U >LI

U)
z

F.
U,
U)

LI.
LI.

a)
U
C

a)
V

-a)
a)
a)

0
U

a)
0

—

o
0
—

z
a)

a)
a)
‘a)

U)
a)
C)

0
0

.0
V
C
a)

U-

F’-

zU
w

a)
z

U
0
0

U
-J

H
I-

-a)
a)
a)

C”

0
H
0

a)
a)
a)

za
IC
—I .2

U)a)

I-

zo
>

_J a)

U-LI

I-

=
Cd

Cd
Cd
1_

C
C,

Cd
C,

C
Cd

V
Cd
C,

C
CC
C

C
Cd

No.

Item

‘

HOMELAND SECURRY

DIVISION

TITLE AND DESCRIPTION OF RECORDS

SHERIFF-CORONER

DEPARTMENT

Retain 2 years after
warrant served.

Misdemeanor

N/A

TYPE

PAGE

FORMAT
LOCATION

SCHEDULE NO.
371

TYPE OF RECORD

7 of 7

REVISION DATES

must be preserved until the claim or litigation is resolved.

Destroy after 2 years.

Destroy 2 years after warrant
served.

Destroy 5 years after warrant
served.

litigation

RECORDS CTR.
N/A

DISPOSITION

APPROVAL
Board Minute Order

RETENTION

APPREHENSION
TEAM

TACTICAL

UNIT

SCHEDULE

EFFECTIVE DATE
12116/2014

DISPOSTION

“O’[E: Records. in any format, that arc eidencc in a claim or pending

WARRANT FILES AND RECORDS
Retain 2 years.
Related warrant files and records, including return to court lists,
clerical phone logs, Serna Motions, directed message logs,
investigatorfield logs, CLETS check, 1028/4P, forwarding logs, out of
county folders.

Retain 5 years after
warrant served,

Felony

OFFICE

SPECIAL ENFORCEMENT

SECTION

RETENTION AND

SERVED INVESTIGATIVE WARRANT WORKSHEETS
AWSS generated warrant worksheet with warrant information and
investigator notes.

...

J’

RECORDS

Gost Code § 26202.

Govt Code § 26202.

CITATION

=
Ca

C
C

E
CC
Ca
C,

Ca
C
Ca

Ca
Ca
C,

C
Ca

C
C,
C

Ca
Ca

—

.S..,....

:NI.J I I,:

cnat are eviaence in a

Retain Current FY year
years.

N!A

......

.
oe

Destroy after 6 years.

Destroy after 2 years.

IIIILH tile

Destroy after claim or complaint
has been fully satisfied.

ESI

cinim or ittigation is

.flkI

GovN Code § 26202.

WATCH COMMANDER LOG
Information regarding significant calls for service.

Go/t Code § 26202.

Retain 2 years.

rEPORTS 90 DAY FILE
Copies of all DR reports.

Code of Federal Regulations
Title 47, 80.409(b)(1).

Retain 2 years.

U. All other station logs.

Code of Federal Regulations
Title 47, 80.409(b)(1)(i),
80.409(b)(1)Ci),
80.409(b)(1)Cii).

CITATION

Retain until claim or
complaint has been fully
satisfied.

Destroy after authorized in
writing by FCC.

551

LOCATION

c. Station logs incident to or involved in any claim or complaint in
which the station licensee has been notified,

N!A

FORMAT

TYPE OF RECORD

Retain until authorized in
writing by FCC.

Destroy 3 years after date of
entry.

ESI

TYPE

b. Station logs which include entries of communication incident to
or involved in an investigation by the FCC and in which the station
licensee has been notified.

NIA

RECORDS CTR.

DISPOSITION

PAGE

APPROVAL
Board Minute Order
2 of 2

REVISION DATES
SCHEDULE NO.
0512711986; 0112912008; 1211612014 114C

EFFECTIVE DATE
07/07/1981; Resolution 81-1034

RETENTION

UNIT

Retain 3 years from date
of entry.

RADIO LOGSOperators log for coastal marine stations.

OFFICE

HARBOR PATROL

HOMELAND SECURfl•Y

SHERIFF-CORONER

TITLE AND DESCRIPTION OF RECORDS

SECTION

DIVISION

DEPARTMENT

a. Station logs involving communications incident to a distress or
disaster,

Item

RECORDS RETENTION AND DISPOSITION SCHEDULE

C
I

=
V

E
C

CL
C
C
V

V
V

C
V

V
V

-C

E
Cs
Cs

Cs
-

=
=

Cs
Cs

Cs
V

Cs
Cs
Cs
Cs
CC

CC
Cs

=
CC

I..

=
V

=
=
C.

V
C.
C,

=
I

=
C,

C
F

E
V

r
V
I

E
C
C

C
C
V

C.
C
C
V

C
V

V
V
C,

E
C
C
C,

C
C

c’
0

0
C.’)
CD

-o

CD
C’>
0,
a)
-D

C0)

C
0

w
-J

C
a>

C)
U

0OC

-J
D

a)
0

C
V

0
0

0
a)

0 C’)
0.
CD a>

I-

0
a)
a)
0.
C’)

CD a)

a)
•0

C.
.0
C

I
Ci

a)’

0.’-

Co
a)

<a)

0
0

CCC
a)

x
3L’
z
U
0

F
2

a)
2

0
I
CD

H____ I.___
ii
U

0
a)

LL.

C
a)

C
a>

Ci
C
a)

a:a)

C’
a>
Ca)

a>
C

a)
.0

0
ci

C
C

V
a)

D
a)

I—

H
U

w
I
w

V
.0

0.
a)

a)
CC

I-

U
CD

•0

w
I
ci
0
z
U)

____

0
U)

a)
a)
a)

CD
U

a:
0.

0
U

LI.

C)a)

D
0
U,

0
0

a)
C
DC

a),
0.
0
C)

a)
0
C

I-

CD CC

C)
CD

-J

U
U

a:
U

U
1
H

0
C
C
V
a>

H
a)

C
C.
-C

z.
WU

0a)o,

H>a)
CDCQ

U
0CD_
Wa,
>C

U 0

a)
0.

CD0.
Za)

HoC
<a)0

H .
LI.
LI.

a) 0

<2 a>
a,

No.

°‘

1I
CORONER

TITLE AND DESCRIPTION OF RECORDS

SHERIFFCORONER

DEPARTMENT

DIVISION

Retain ESI permanently.

b. Non-homicide Files

N/A

NIA

RECORDS CTR.

Destroy after 100 days.

Destroy paper copy 3 years
after case closed.

Permanent retention

DISPOSITION

APPROVAL
Board Minute Order

EFFECTIVE
DATE
07/07/198; Resoluhon8l 1034

RETENTION

UNIT

ESI

HEDULE NO.
104B

FORMAT
PDF, Excel

LOCATION
Plans room,
Share dri,
PC5, email,
Office files

TYPE OF RECORD

1 of 1

TYPE
ESI and Paper

PAGE

RISION DATES
01/29/2008 12/16/2014

NOTE: Records, in any format, that are evidence in a claim or pending litigatioII must be preserved until the claim or litigation is resolved.

RECORDINGS OF TELEPHONE CALLS TO AND FROM CORONER Retain 100 days.
DMSION

Retain ESI and paper
copy permanently.

a. Homicide Files

OFFICE

SECTION

RECORDS RETENTION AND DISPOSITION SCHEDULE

CORONER’S INVESTIGATIONS
Case files for determining manner, cause and circumstances of
sudden, tolent and unexplained deaths. Includes investigator’s work
record and reports, copy of death certificate, todcology report,
preliminary autopsy report, autopsy record, facility history, order for
release, case amendment review form and criminal history. Files
become closed when a final death certificate is issued.

;

Government Code § 26202.6.

Govit Code § 27491.4,
27463.5, 26202 and 26205.

CITATION

-c

-c
U

E
0

Ca
I

CC
Ca

Ca
Ca
Ca

E
CC

=
=
Ca

E
(a
=
Ca
V

=
Ca

Ca
Ca

S A.F E.

DIVISION

NOTE: Records in

ally

Retain 5 years.

Retain for duration of
employment + 5 years.

Retain current Pr’ + 4
years from last revision
date.

N/A

Destroy after 5 years.

Destroy after employee’s
separation from service + 5
years.

Destroy 5 years from last
revision date,

DestroyS years after
employee’s separation from
service.

Destroy 5 years after
employee’s separation from
service.

Destroy after 5 years.

Destroy 5 years after closed.

Destroy 5 years after
employee’s separation from
service.

ESI and Paper

ESI

ESI and Paper

litigation

Word, PDF

CRM

Secure file
room, CRM

Intranet, file
folders

Worker’s
Comp Office

Share Drive,
email, secure
file room

LOCATION
Share Drive,
email, secure
file room,
CRM

is resolved.

Word, Excel,
POP

format, that are evidence in a claim or pending litigation must be preserved until the claim or

USE OF FORCE REVIEW
Supervisory analysis, managerial review, secondary review packets,
which include use of force documents and a memo highlighting
criteria for second review.

TRAFFIC COLLISION REVIEW BOARD
Board determination

Retain for duration of
employment + 5 years.

f. Worker’s Compensation

Retain for duration of
employment + 5 years.

e. Traffic Collisions

POLICY MANUAL
Lexipol and historical policies

Retain for duration of
employment + 5 years.

d. Risk Management Claims

Retain 5 years.

c. Use of Force

Retain until closed
years.

b. Complaints
+

Retain for duration of
employment + 5 years.

a. Commendations

PERSONNEL HISTORY INDEX

N/A

Destroy 5 years after
employee’s separation from
services.

PDF, Word,
Excel, Video

Destroy 2 years after litigation is ESI and Paper
resolved.

Retain for duration of
employment + 5 years.

DRUG TESTING RECORDS
Acknowledgement forms, clinic forms, bills listing everyone tested,
notification of negative dilutes which are sent to PSD.

N/A

SCHEDULE NO.
372

TYPE OF RECORD

1 of 1

FORMAT
PDF, Word,
Excel, Video

PAGE

REVISION DATES

TYPE
ESI and Paper

.ECORDS CTR.
DISPOSITION
Destroy after litigation is
N/A
resolved.

Destroy after 2 years if there is
no litigation.

APPROVAL
Board Minute Order

EFFECTIVE DATE
12116/2014

RETENTION

UNIT

If no litigation, retain 2
years.

Retain for duration of
litigation + 2 years.

CRITICAL INCIDENT REVIEW BOARD
Action Items and responses, synopsis, PowerPoint presentation

SECTION

CIVIL LITIGATION UNIT
Documents related to civil litigation against the Sheriffs Department

TITLE AND DESCRIPTION OF RECORDS

SHERIFF-CORONER

DEPARTMENT

RECORDS RETENTION AND DISPOSITION SCHEDULE

OFFICE
Retain until litigation is
resolved,

Item
No.

‘

‘1’

‘:‘‘

Govt Code § 262D2.

Gorlt Code § 26202.

GosH Code § 26202.

Govt Code § 26202.

Gov/t Code § 26202.

Govt Code § 26202.

GoIt Code § 26202 and
Goit Code § 26205.1.

CITATION

C
0
V

2
Ct

V
I..
Ct

Ct
I

ITEM
NO.

I
SECTION

ADMINISTRATION

TITLE AND DESCRIPTION OF RECORDS

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT / DIVISION

The term “agency” refers to an agency, department, or similar major
unit of County organization.

“Agency Accounting Copy” refers to records maintained by the
accounting unit assigned to the agency, whether or not the accounting
unit reports directly to the Auditor-Controller.

If any of the following records are also included on a separate agency
Records Control Schedule, the retention period on the agency
schedule will apply.

regulatory/funding auditors.

“Audit” refers to all required audits, including audits by external

Retention periods shall be extended when necessary to comply with
audits, civil and criminal actions, and any other matter requiring the
continued retention of the records.

If a law, contract, grant, County policy, etc., requires that a specific
agency file and preserve a record for a period longer than that stated
on this schedule, the longer retention period will apply.

References to a ‘County official record copy” refers to the single copy
that is kept to meet retention requirements pursuant to law, contract,
grant, County policy, etc. References to this official copy are made
only when a single agency (such as the Auditor-Controller) maintains
the official copy for all other County offices.

The following retention periods apply only to the agency official
record copy” as designated by each agency. Any duplicate copy of the
same record retained by the agency may be destroyed at any time
without regard to the stated retention period if the agency determines
there is no administrative need to retain the duplicate copy.
Destruction of duplicate copies is authorized pursuant to Government
Code Section 26201.

OFFICE

RECORDS
CENTER

RETENTION

May24, 1977
Board Resolution
77-847

ORIGINAL APPROVAL

DISPOSITION

REVISION DATES

9-14-99

RECORDS CONTROL SCHEDULE

This Records Control Schedule applies to standard administrative
records that are maintained by all County agencies.

Notes:

-‘

I
PAGE
OF

10 PAGES

16 B

REMARKS

SCHEDULE NO.

TRANSITORY ADMINISTRATIVE RECORDS
Contains records which may be destroyed at any time due to
their temporary and nonessential nature. This includes, but is
not limited to, the following: Preliminary drafts of
correspondence, reports and other documents; notes,
worksheets and other materials not kept in the regular course
of business; duplicate copies of documents used for
reference only; transmittal letters and routing slips; notices of
meetings and other events; brochures, newsletters, and other
publications.

CORRESPONDENCE FILE
Routine correspondence issued and received by the
department.

GENERAL REFERENCE FILE
Various records generated or received by the department,
including reports, studies, statistical analyses, policies, and
correspondence.

REFERENCE LIBRARY
Contains published and non-published materials, including
manuals, codes and regulations, catalogs, journals, and other
materials.

EMPLOYEE PERSONNEL RECORDS, AGENCY
PERSONNEL COPY
Forms and correspondence pertaining to each employee’s
personnel history. May include copies of performance
evaluations, correspondence, and other documents.

TITLE AND DESCRIPTION OF RECORDS

ADMINISTRATION

ITEM
NO.

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT / DIVISION / SECTION

Retain until
employee
termination from
agency + 5 years.

Retain until
obsolete.

Retain 2 years
minimum.

Retain until
administrative
value ends.

OFFICE

RECORDS
CENTER

RETENTION

May24, 1977
Board Resolution
77-847

ORIGINAL APPROVAL

Destroy after
employee
termination from
agency + 5
years.

May destroy after
obsolete.

May destroy after
2 years.

Destroy after
administrative
value ends (no
minimum
retention period).

DISPOSITION

REVISION DATES

9-14-99

RECORDS CONTROL SCHEDULE

OF 10 PAGES

16 B

REMARKS

PAGE 2

SCHEDULE NO.

CEO/Human Resources
retains County official
record copy.

ADMINISTRATION

SECTION_RECORDS

I
OF

10 PAGES

Auditor-Controller retains
County official record
copy.
Destroy after 5
years, or after
audit providing 2
years have
elapsed.

Bl-WEEKLY ATTENDANCE REPORTS, AGENCY COPY
Contains all attendance information for department
employees. Includes biweekly timesheets, report of absence
slips, and overtime slips.

Retain current FY
5 years, or until
after audit
providing 2 years
have elapsed.

LABOR DISTRIBUTION REPORTS ISSUED BY THE
AUDITOR-CONTROLLER, AGENCY ACCOUNTING COPY
Includes various labor distribution reports.

Retain until
administrative
value ends.

MASTER POSITION CONTROL REPORT, AGENCY COPY
Report includes all authorized positions.

Auditor-Controller retains
County official record
copy.

Retain until
administrative
value ends.

EMPLOYEE REVIEW NOTIFICATION REPORT, AGENCY
PERSONNEL COPY
Report indicates dates of employee reviews.

Destroy after
administrative
value ends.

Retain until date
eligible list
abolished + 2
years.

Retain until
administrative
value ends.

REMARKS

CEO/Human Resources
retains County official
record copy.

PAGE

16 B

Destroy after
administrative
value ends.

SCHEDULE NO.

Information is available
on-line through Intranet
Data Warehouse.

DISPOSITION

9-14-99

REVISION DATES

Destroy after
administrative
value ends.

RECORDS
CENTER

RETENTION

May 24, 1977
Board Resolution
77-847

ORIGINAL APPROVAL

At end of retention period,
all records relevant to a
charge or action against
County under EEOC
regulation (Title 29, CFR,
1602.14) must be
retained until final
disposition of charge or
action.

Destroy after
eligible list
abolished + 2
years.

OFFICE

PERSONNEL RECRUITMENT RECORDS, AGENCY
PERSONNEL COPY
Includes personnel requisitions, certification lists, interview
questions and interview notes for agency specific
recruitments.

TITLE AND DESCRIPTION OF RECORDS

ITEM
NO.

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENTI DIVISION

CONTROL SCHEDULE

El-WEEKLY PAYROLL REGISTERS, AGENCY COPY
Payroll information for all department employees.

INJURY AND ILLNESS PREVENTION PROGRAM
RECORDS, AGENCY COPY
Various safety program files maintained for each agency,
including the Log and Summary of Occupational Injuries and
Illnesses, safety inspection sheets, inspection reports, and
safety meeting logs. Records are maintained for reference
and availability during Cal/OSHA inspections.

WORKERS’ COMPENSATION CLAIM FILES, AGENCY
COPY
Includes claim forms, employer’s report (5020), and various
investigative and legal reports. Retained by agency for
reference only.

PURCHASING RECORDS, AGENCY PURCHASING COPY
Various documents relating to the acquisition of office
supplies, forms, equipment, and services from vendors,
Includes purchase orders, invoices, correspondence, and
supporting data. [Note: Requisitions are described below]

PURCHASE REQUISITIONS, AGENCY PURCHASING
COPY
Requisitions for supplies, equipment, printing services, and
other materiel and services,

TITLE AND DESCRIPTION OF RECORDS

OFFICE

Retain current FY
÷ 3 years.

Retain current FY
4 years.

Retain until
administrative
value ends.

Retain current FY
5 years.

Retain current FY
5 years, or until
after audit
providing 2 years
have elapsed.

RECORDS
CENTER

RETENTION

May 24, 1977
Board Resolution
77-847

ALL DEPARTMENTS
AND AGENCIES

ADMINISTRATION

ORIGINAL APPROVAL

DEPARTMENT/ DIVISION / SECTION

0
REVISION DATES

Destroy after 3
years.

Destroy after 4
years.

Destroy after
administrative
value ends.

Destroy after 5
years.

Destroy after 5
years, or after
audit providing 2
years have
elapsed.

DISPOSITION

9-14-99

RECORDS CONTROL SCHEDULE

OF 10 PAGES

16B

Government Code
Section 25501.5 requires
3-year retention of
requisitions.

Code of Civil Procedure
Section 337 limits actions
to 4 years.

Auditor-Controller and
CEO/Purchasing retain
copies of some of the
records.

CEO/Risk Management
retains County official
record copy.
Medical records retained
by Employee Health.

Auditor-Controller retains
County official record
copy.

REMARKS

PAGE 4

SCHEDULE NO.

OF 10 PAGES

PF&RD/Facilities
Operations retains
County official record
copy.
CEO/Telephone Systems
retains County official
record copy.
Auditor-Controller retains
County official record
copy of inventory list for 5
years, pursuant to Govt.
Code Sec. 24051.
Auditor-Controller retains
County official record
copy.

Destroy after 3
years.

Destroy after 3
years.
Destroy after
updated list is
received (2-year
minimum).
Destroy 5 years
after final
disposition of
fixed asset.

Retain 3 years

Retain until
updated list is
received (2 years
minimum).
Retain until final
disposition of fixed
asset + 5 years.

TELEPHONE SERVICES RECORDS
Includes telephone service requests and related records.

FIXED ASSET INVENTORY RECORDS, AGENCY COPY
Inventory of all departmental fixed assets. List issued by
Auditor-Controller.

FIXED ASSET RECORDS, AGENCY COPY
Records relating to the control of fixed assets within the
department. May include copies of fixed asset documents,
disposition orders, and related records.

Code of Civil Procedure
Section 337 limits action
to 4 years.

Retain current FY
3 years.

Purchasing and AuditorController retains copies
of some of the records.

REMARKS

PAGE 5

16 B

WORK REQUESTS, AGENCY COPY
Forms and correspondence relating to requests for
alterations, repairs, improvements, and construction through
Facilities Operations.

I
I

DISPOSITION

9-14-99

SCHEDULE NO.

Destroy 4 years
after end of final
action or
expiration of
contract.

RECORDS
CENTER

RETENTION

May 24, 1977
Board Resolution
77-847

REVISION DATES

Retain until end of
FY of final action or
expiration of
contract + 4 years.

OFFICE

ORIGINAL APPROVAL

SCHEDULE

CONTRACTS AND AGREEMENTS RECORDS, AGENCY
PURCHASING COPY
Records documenting purchase, rental, lease, maintenance,
service, and construction agreements with vendors. Includes
bids, proposals, change notices, contracts, and other
supporting documents.

TITLE AND DESCRIPTION OF RECORDS

ADMINISTRATION

CONTROL

ITEM
NO.

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT I DIVISION I SECTION

RECORDS

I
OF

10 PAGES

Auditor-Controller retains
County official record
copy of deposit orders
and deposit receipts.
Government Code
Section 26907.2 requires
5-year retention of
deposit permits or deposit
receipts by AuditorController.
Destroy after 5
years and after
all scheduled
audits.

Retain current FY
5 years and until
after all scheduled
audits.

DEPOSIT ORDERS AND DEPOSIT RECEIPTS, AGENCY
ACCOUNTING COPY
May include supporting documentation that is not retained by
the Auditor-Controller.

23
+

Auditor-Controller retains
County official record
copy of invoices.
Government Code
Section 26907 requires 5year retention of claims,
checks and vouchers by
Auditor-Controller.
Destroy after 5
years and after
all scheduled
audits.

INVOICES PAID, AGENCY ACCOUNTING COPY
May include supporting documentation that is not retained by
the Auditor-Controller.

REMARKS

PAGE 6

16 B

SCHEDULE NO.

Auditor-Controller retains
County official record
copy.
Government Code
Section 26907 requires 5year retention of claims,
checks, and vouchers by
Auditor-Controller.

DISPOSITION

9-14-99

Destroy after 5
years and after
all scheduled
audits.

RECORDS
CENTER

RETENTION

May24, 1977
Board Resolution
77-847

REVISION DATES

Retain current FY
5 years and until
after all scheduled
audits.
+

OFFICE

ORIGINAL APPROVAL

REQUESTS FOR CHECKS AND VOUCHERS, AGENCY
ACCOUNTING COPY
May include supporting documentation that is not retained by
the Auditor-Controller.

TITLE AND DESCRIPTION OF RECORDS

ADMINISTRATION

ITEM
NO.

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT! DIVISION / SECTION

RECORDS CONTROL SCHEDULE

DIVISION

I
SECTION

ADMINISTRATION

PETTY CASH RECORDS, AGENCY ACCOUNTING COPY
Includes check requests, cash advances, and vouchers. May
include supporting documentation that is not retained by the
Auditor-Controller.

Retain current FY
5 years and until
after all scheduled
audits.
+

Retain current FY
5 years and until
after all scheduled
audits.

CASH REGISTER TAPES AND RECEIPTS, AGENCY
ACCOUNTING COPY
Records pertaining to monies received for various
departmental services.

26
+

Retain current FY
÷ 5 years and until
after all scheduled
audits.

RECEIPT BOOKS, AGENCY ACCOUNTING COPY
Receipt books for monies received for various departmental
services.

Retain current FY
5 years and until
after all scheduled
audits.
+

OFFICE
RECORDS
CENTER

RETENTION

May24, 1977
I Board Resolution
__77-847

ORIGINAL APPROVAL

JOURNAL VOUCHERS, AGENCY ACCOUNTING COPY
May include supporting documentation that is not retained by
the Auditor-Controller.

TITLE AND DESCRIPTION OF RECORDS

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT/

ITEM
NO.

!
I

Destroy after 5
years and after
all scheduled
audits.

DISPOSITION

REVISION DATES

9-14-99

RECORDS CONTROL SCHEDULE

PAGE

PAGES

16B

REMARKS

SCHEDULE NO.

Auditor-Controller retains
County official record
copy of check requests,
cash advances, and
vouchers.
Government Code
Section 26907 requires 5year retention of claims,
checks, and vouchers by
Auditor-Controller.

Auditor-Controller retains
County official record
copy of journal vouchers.
Government Code
Section 26907 requires 5year retention of claims,
checks, and vouchers by
Auditor-Controller.

ADMINISTRATION

10 PAGES

Auditor-Controller retains
County official record
copy of notice of checks
returned.
Government Code
Section 26907 requires 5year retention of claims,
checks, and vouchers by
Auditor-Controller.
Auditor-Controller retains
County official record
copy of warrant requests
and vouchers.
Government Code
Section 26907 requires 5year retention of claims,
checks, and vouchers by
Auditor-Controller.
Copies of invoices
maintained with check
copies by AuditorController.

Destroy after 5
years and after
all scheduled
audits.

Destroy after 3
years.

Retain current FY
5 years and until
after all scheduled
audits.

Retain current FY
3 years.

EXPENSE ACCOUNT RECORDS, AGENCY ACCOUNTING
COPY
Includes warrant requests and vouchers May include
supporting documentation that is not retained by the Auditor
Controller.

TRAVEL REQUESTS, AGENCY ACCOUNTING COPY
Includes all supporting documentation.

NOTICE OF CHECKS RETURNED, AGENCY
ACCOUNTING COPY
May include supporting documentation that is not retained by
the Auditor-Controller.

REMARKS

16B

DISPOSITION

PAGE 8

SCHEDULE NO.

Destroy after 5
years and after
all scheduled
audits.

RECORDS
CENTER

9-14-99

REVISION DATES

Retain current FY
5 years and until
after all scheduled
audits.
+

OFFICE

RETENTION

May 24, 1977
Board Resolution
77-847

ORIGINAL APPROVAL

CANCELLED CHECKS, AGENCY ACCOUNTING COPY

TITLE AND DESCRIPTION OF RECORDS

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT! DIVISION I SECTION

ITEM
NO.

Z;FO

c, I’

RECORDS CONTROL SCHEDULE

OF 10 PAGES

Destroy after 3
years.
Destroy after 5
years.
Destroy after
administrative
value ends.

May destroy after
2 years.

Retain current FY
3 years.

Retain current FY
5 years.

Retain until
administrative
value ends.

Retain current FY
2 years.
Retain until
administrative
value ends.

TELEPHONE BILLS, AGENCY ACCOUNTING COPY
Copies of paid bills.

AUDIT REPORTS ISSUED BY INTERNAL AUDIT
DEPARTMENT, AGENCY COPY

BUDGET MONITORING ACCOUNTING REPORTS ISSUED
BY THE AUDITOR-CONTROLLER, AGENCY COPY
Various accounting reports, including encumbrance reports,
expense reports, and revenue reports. Reports may be
issued semi-monthly, monthly, or annually.

BUDGET RECORDS, AGENCY COPY
Documentation collected for budget preparation.

COUNTY COUNSEL OPINIONS, AGENCY COPY
Opinions on legal mailers.

County Counsel retains
County official record
copy.

Auditor-Controller retains
County official record
copy.

Destroy after 3
years.

POSTAGE RECORDS, AGENCY ACCOUNTING COPY
Records of postage added to postage meter, postage
refunds, and postage usage.

Destroy after
administrative
value ends.

Clerk of the Board retains
County official record
copy.

Destroy after 3
years.

Retain current FY
3 years.

REMARKS

PAGE 9

16 B

MEMBERSHIP RECORDS, AGENCY ACCOUNTING COPY
Includes invoices, authorizations, and payment method.

SCHEDULE NO.

DISPOSITION

Destroy after 3
years.

RECORDS
CENTER

RETENTION

9-14-99

REVISION DATES

Retain current FY
3 years.

OFFICE

May 24, 1977
Board Resolution
77-847

ORIGINAL APPROVAL

SCHEDULE

MILEAGE CLAIMS, AGENCY ACCOUNTING COPY
Records of employee mileage claims requesting
reimbursement. Includes claim forms and supporting
documentation.

TITLE AND DESCRIPTION OF RECORDS

ADMINISTRATION

CONTROL

ITEM
NO.

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT/ DIVISION / SECTION

RECORDS

1.3

ADMINISTRATION

Retain until revised
and administrative
value ends.
Retain until
administrative
value ends.

Retain until
updated.
Retain
permanently.

AGENCY POLICIES AND PROCEDURES

DESK/APPOINTMENT CALENDARS

QUESTIONNAIRE/SURVEY FILE
Includes questionnaires, surveys, and similar records used to
gather data for reports and studies.

AUTHORIZED SIGNATURE LIST FILE, AGENCY COPY
Signatures of employees authorized to sign purchasing,
payroll, personnel, and other forms.

RECORD DESTRUCTION DOCUMENTATION
Records documenting the routine, periodic destruction of
departmental records. Includes authorizations to destroy
records and other supporting information.

DATA INPUT DOCUMENTS
Records used only as data input sources for a computer
system.

Retain until
administrative
value ends.

OFFICE

RECORDS
CENTER

RETENTION

May 24, 1977
Board Resolution
77-847

ORIGINAL APPROVAL

BOARD OF SUPERVISORS MINUTES AND AGENDAS,
AGENCY COPY

TITLE AND DESCRIPTION OF RECORDS

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT/ DIVISION I SECTION

c .q
9z

°
REVISION DATES

Destroy after
administrative
value ends

Permanent.

May destroy after
updated.

Destroy after
administrative
value ends.

Destroy after
revised and after
administrative
value ends.

Destroy after
administrative
value ends.

DISPOSITION

9-14-99

RECORDS CONTROL SCHEDULE

OF 10 PAGES

16B

Clerk of the Board retains
County official record
copy.

REMARKS

PAGE 10

SCHEDULE NO.

‘

ADMINISTRATION

TITLE AND DESCRIPTION OF RECORDS

ALL DEPARTMENTS
AND AGENCIES

DEPARTMENT/ DIVISION I SECTION

OFFICE

RECORDS
CENTER

RETENTION

May 24, 1977
Board Resolution
77-847

ORIGINAL APPROVAL

RECORDS CONTROL SCHEDULE

DISPOSITION

REVISION DATES

PAGE

PAGES

16B

REMARKS

SCHEDULE NO.

INDEX OF RECORDS
--

24 HOUR LOG
30-DAY BLOTTER RECORDS
82$ JUVENILE PETITION
911 AND SHERIFF BUSINESS LINE TELEPHONE AUDIO FILES

A
ACTIVATION AFTER ACTIONS INTERNAL MEMOS AND DESK REPORTS
ACTIVE WARRANTS IN AUTOMATED WARRANT SERVICE SYSTEM (AWSS)
ACTIVE/SERVED OUT-OF-COUNTY WARRANT HOLD FILES
ACTIVE/SERVED PRISON HOLD WARRANT FILES
ACTIVITY ROSTER/IN-CUSTODY LIST
ADA/PIERCE DEPARTMENTAL TRAINING
ADA/PIERCE LOG
ADMINISTRATIVE SEGREGATION LOG
ADMINISTRATIVE SERVICES TRACKING LOG
ADULT SEALED RECORDS
ADVANCED OFFICER TRAINING FILES
AFTER ACTION REPORTS
AGENCY POLICIES AND PROCEDURES, 1GB, No. 41
AIRCRAFT MAINTENANCE TIME
AJS DATA IN CRM
AJS MAINFRAME DATA
ALARM BILLING RECORDS
ALERTOC
ALL AGENCY GENERATED PROPERTY DOCUMENTS
ALL SERIALIZED INVENTORY LOGS
ANTEMORTEM TOXICOLOGY ENVELOPES (11550 H&S)
ANTEMORTEM TOXICOLOGY REPORTS (11550 H&S)
ASSET FORFEITURE FILES (DAG form 71)
ASSET PROCUREMENT RECORDS
ATTORNEY/OFFICIAL AGENCY VISITATION LOG
AUCTIONED ITEMS
AUDIO RECORDINGS
AUDIT REPORTS ISSUED BY INTERNAL AUDIT DEPARTMENT, AGENCY COPY, 1GB, No. 3G
AUDIT TRAILS
AUDITS fDOJ AND FBI)
AUTHORIZED SIGNATURE LIST FILE, AGENCY COPY, 16B, No. 44
AVIATION SAFETY FILES
AVIATION SAFETY TRAINING
AVIATION TRAINING BINDERS

B
BAIL BOND RECEIPTS
BASIC ACADEMY RECRUIT CLASS TRAINING FILES, REGULAR AND RESERVE
BASIC NEGOTIATOR TRAINING
BI-WEEKLY ATTENDANCE REPORTS, AGENCY COPY, 1GB, No. 10
BOAD OF SUPERVISORS MINUTES AND AGENDAS, AGENCY COPY, 1GB, No. 40
BOARD OF STATE AND COMMUNITY CORRECTIONS
BOAT ACCIDENT REPORTS (State form)
BOAT AUCTION PAPERWORK
BOLOS
BOOKING REGISTER
BRIEFING LOGS
BRIEFING MATERIAL
BUDGET MONITORING ACCOUNTING REPORTS ISSUED BY THE AUDITOR-CONTROLLER, AGENCY COPY, 16B,
Item No. 37
BUDGET RECORDS, AGENCY COPY, 168, No. 3$
BUILDING DRAWINGS AND SPECIFICATIONS FOR ALL SHERIFF’S DEPARTMENT FACILITIES
BUSINESS LICENSE
BUSINESS LICENSES AND PERMITS

C
CALIFORNIA PUBLIC RECORDS ACT (CPRA) REQUESTS
CANCELLED CHECKS, AGENCY ACCOUNTING COPY, 1GB, No. 28
CANINE TRAINING RECORDS
CASE MANAGEMENT
CASH BAIL RECEIPTS
CASH REGISTER TAPES AND RECEIPTS, AGENCY ACCOUNTING COPY, 1GB, No. 26
CHEMICAL CONTROL LOGS
CHOW HALL TIME LOG REGISTER
CITATION INFORMATION FILE
CITATION LOGS
CITATIONS
CIVIL FIELD LOGS
CIVIL LITIGATION UNIT
CLASSIFICATION/HOUSING REVIEW BOOKING CHECKLIST FORM
CLEARANCE LETTER REQUEST
CLETS INQUIRY TRACKING LOG
COMMUNICATIONS DIVISION RADIO AUDIO FILES
COMMUNICATIONS LOG
COMMUNITY FEEDBACK REPORTS
COMMUNITY WORK PROGRAM ROSTERS
COMPOUND SAFETY CHECK LOGS
COM PUTER-Al DED DISPATCH (CAD) SYSTEM
CONCEALED WEAPON PERMIT FILE
CONFIDENTIAL INFORMANT FILES
CONSERVATEE TRANSPORTATION LOG
CONTRACTS AND AGREEMENTS RECORDS, AGENCY PURCHASING COPY, 1GB, No. 16

CONTROL CENTER LOGS
CONTROLLED SUBSTANCE BURN FILES
COPIES OF JUVENILE MINUTE ORDERS
COPLINK
COPLOGIC
CORONER’S INVESTIGATIONS
CORRESPONDENCE FILE, 168, No. 2
COST APPLIED AND NON-CONTRACT COST STUDIES
COUNT SHEET (MASTER)
COUNTY COUNSEL OPINIONS, AGENCY COPY, 1GB, No. 39
COURT ACTIVITY ROSTER/COURT LIST
COURT DRESS-OUT LIST
COURT FACILITY LOG
COURT ORDER
COURT ORDER LOGS
COURT TRANSMITTAL SHEET
CRIMEMAP DATABASE
CRITICAL INCIDENT RESPONSE TEAM LOGS
CRITICAL INCIDENT REVIEW BOARD
CURRENT MOORING PERMIHEE FILES
CUSTODIAL STATISTICAL REPORT (DAILY)
CUSTOMER SERVICE SURVEY CARDS

D
DAILY DETENTION FILE
DATA INPUT DOCUMENTS, 1GB, No. 46
DATABASE REGISTRATION FORMS
DEATH CASES
DEPOSIT ORDERS AND DEPOSIT RECEIPTS, AGNECY ACCOUNTING COPY, 168, No. 23
DEPUTY DAILY ACTIVITY LOG
DESK/APPOINTMENT CALENDARS, 1GB, No. 42
DETAINEE INCIDENT REPORTS
DETAINEE MESSAGE SLIP REQUESTS
DETAINEE POPULATION SPREADSHEET
DETAINEE VOLUNTARY WORK AGREEMENT COMPENSATION ROSTERS
DETAINEE VOLUNTARY WORK AGREEMENT FORMS
DISASTER COUNCIL ACTIVITIES
DISCIPLINARY ISOLATION AREA INSPECTION LOGS
DISCIPLINARY ISOLATION LOGS (BY INMATE)
DISCOVERY REQUESTS
DIVE TEAM TRAINING LOGS
DIVISION OF RECORDS (SHERIFF REPORTS CRIME/INCIDENT)
DRAWINGS AND SPECIFICATIONS FOR ALL CUSTOMER FACILITIES
DRUG TESTING RECORDS

E
EARLY OUT ROSTER (E/O ROSTER)

ELECTRONIC MAIL (E-mail)
ELECTRONIC MONITORING PROGRAM COUNT
ELECTRONIC MONITORING PROGRAM ROSTER
EMERGENCY MANAGEMENT AND HOMELAND SECURITY GRANT FOLDERS
EMERGENCY OPERATIONS CENTER (EOC) ACTIVATIONS
EMERGENGY MANAGEMENT DIVISION AND EOC SIGN-IN SHEETS
EMPLOYEE DROP FILE
EMPLOYEE PERSONNEL RECORDS, AGENCY PERSONNEL COPY, 1GB, No. 4
EMPLOYEE REVIEW NOTIFICATION REPORT, AGENCY PERSONNEL COPY, 1GB, No. 7
EOC TRAINING RECORDS
EQUIPMENT LIST
EXPENSE ACCOUNT RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 30
EXTRADITION, RENDITION, GOVERNORS WARRANTS

F
FCC LICENSE
FEDERAL TRAINING DOCUMENTATION
FICHE FILES FOR RECORD SEARCH
FIELD INTERROGATION CARDS
FILES FROM MAINFRAME TO SUPPORT AJS DATA LOADS
FINANCIAL RECORDS
FINANCIAL RELEASE FILES
FINGERPRINT AND PALM CARDS
FINGERPRINT BILLING RECORDS
FINGERPRINT EVIDENCE
FIRE DRILL EVALUATION FORMS
FIRE DRILL PARTICIPATION ROSTER
FIRE/LIFE SAFETY INSPECTION REPORTS
FIREARMS CONVERTED TO DEPARTMENT USE
FIREARMS DESTRUCTION FILES
FIXED ASSET INVENTORY RECORDS, AGENCY COPY, 1GB, No. 19
FIXED ASSET RECORDS, AGENCY COPY, 1GB, No. 20
FLEET MANAGEMENT RECORDS
FOOD SERVICES
FORENSIC ALCOHOL
FTB MENTORING PROGRAM WEEK BREAKDOWN

G
GENERAL REFERENCE FILE, 1GB, No. 3
GRAND JURY INSPECTION REPORT
GRAND JURY RESPONSES
GRANT AWARDS AND GRANT REPORTING UPDATES
GRIEVANCE FILE
GST AVL FOR UNITS

H
HANDHELD CAMERA FOOTAGE

HEALTH CARE AGENCY INSPECTION REPORT
HELP DESK/SERVICE REQUESTS
HOSPITAL GUARD ROSTER
HOUSING/FLOOR LOGS (GUARD STATION)

ICE DETAINEE FILE
ICE DETAINEE LOG FOR STATIONARY GUARD SERVICES
ICE ROSTERS
IMAGES
INCIDENT ACTION PLANS
INCIDENT CARDS
IN-CUSTODY DEATH LETTERS
IN-CUSTODY DOCUMENTS
INFORMAL DISCOVERY REQUESTS
INJURY AND ILLNESS PREVENTION PROGRAM RECORDS, AGENCY COPY, 16B, No. 12
INMATE FILES/US MARSHALS
INMATE JAIL RULES ACKNOWLEDGEMENT FORM
INMATE LABOR SUPERVISORS, KEEPER CUSTODIANS, GRAND JURY AND SECURITY CLEARANCE PERSONNEL FILE
INMATE PROGRAMS -DOCUMENTED CPT CONTACT
IN MATE TRACKING FORM
INMATE TRANSFER ROSTER
INSPECTION/MAINTENANCE RECORDS OF THE AIRCRAFT
INTERNAL TRAINING MEMOS
INVOICES PAID, AGENCY ACCOUNTING COPY, 16B, No. 22
IS AUTHORIZATION REQUESTS
ITTRAINING SCHEDULING
j
JAIL INCIDENT REPORTS
JOURNAL VOUCHERS, AGNECY ACCOUNTING COPY, 16B, No. 24
JUDICIAL PROTECTION UNIT (JPU) CASE FILE
JUDICIAL PROTECTION UNIT (JPU) LOG
JUVENILE CITATIONS & CASE REPORTS
JUVENILE SEALED RECORDS

K
KEY CONTROL INVENTORY

L
LAB REQUEST LEDGERS
LABOR DISTRIBUTION REPORTS ISSUED BY THE AUDITOR-CONTROLLER, AGENCY ACCOUNTING COPY, 16B, No. 9
LARS DATA IN CRM
LARS MAINFRAME DATA
LAW LIBRARY LOG
LEGAL MAIL LOGS

LEGAL VISIT DENIAL LOGS
LIGHT TOWER PERMITS
LI N EU P5/6-PACKS
LINK CHARTS
LI NX
LOCAL ARREST RECORD
LOCAL ARREST RECORDS REQUESTS
LOST AND STOLEN LICENSE PLATE RECORDS

M
MAINTENANCE SLIPS
MAJOR ACCIDENT RECONSTRUCTION TEAM (MART)
MANAGEMENT OF CHANGE FORMS
MAPS/CELLULAR PHONE ANALYSIS
MAPS, DRAWINGS, EXHIBITS AND PHOTOS
MARINE COASTAL WEATHER LOG, COASTAL STATION
MASK FIT TESTING
MASTER CONTROL LOG
MASTER POSITION CONTROL REPORT, AGENCY COPY, 16B, No. 8
MASTER NAME INDEX/ALPHA INDEX CARDS
MEAL TRACKING LOGS
MEMBERSHIP RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 33
MEMORANDUM OF UNDERSTANDINGS
MENTORING PROGRAM FINAL EXAM
MENTORING PROGRAM PRE-TEST
MILEAGE CLAIMS, AGENCY ACCOUNTING COPY, 16B, No.32
MISCELLANEOUS PUBLIC COUNTER DOCUMENTS
MISCELLANEOUS DOCUMENTS
MOBILE DATA LOGS
MONEY LOG
MONTHLY CRIME ANALYSIS REPORTS
MONTHLY REPORT OF ACTIVITY
MONTHLY STATISTICAL INFORMATION
MOORING PERMIHEE CARDS
MOORING PERMIHEE HISTORY FILES
MUTUAL AID INCIDENT LOGS
MUTUAL AID PLANS, STRATEGIC PLANS & STANDARD OPERATING PROCEDURES

N
NO SHOW LEUER-CWP
NO-SHOW LETTER-JAIL BOOKING
NON-DEATH CASES
NON-OCSD DOCUMENTS
NON-WEAPON ITEMS CONVERTED TO DEPARTMENT USE
NOTICE OF CHECKS RETURNED, AGENCY ACCOUNTING COPY, 1GB, No. 29
NOTICE OF CORRECTION

0
OCATS JOURNALS
OFFICER INVOLVED CASES
OFFICERS DAILY ACTIVITY REPORT
ONLINE TC REPORTS
OPERATIONAL MEMOS
ORANGE COUNTY EMERGENCY MANAGEMENT ORGANIZATION (OCEMO)
OTHER AGENCY GENERATED DOCUMENTS
OUTDOOR RECREATION LOGS
OUTSIDE AGENCY REPORTS
OVERTIME LOGS AND STATISTICS

p
PATROL “HOT SHEETS”
PATROL SCHEDULES
PATROL SERGEANTS ACTIVITY REPORT
PAWN HEARING FILES
PAWN SLIPS
PERMITS, PERMIT RENEWALS
PERSONNEL FILES, SHERIFF-CORONER
PERSONNEL FOLDER, SHERIFF-CORONER NON SELECTS
PERSONNEL HISTORY INDEX
PERSONNEL INVESTIGATION, CITIZEN INITIATED COMPLAINTS
PERSONNEL INVESTIGATIONS, DEPARTMENT INIATIATED COMPLAINTS
PERSONNEL RECRUITMENT RECORDS, AGENCY PERSONNEL COPY, 16B, No. 6
PERSONNEL WORK SCHEDULES/WATCH LISTS
PEHY CASH RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 27
PHOTOGRAPHS fEmerg. Mgmt./Not Case Related)
PHYSICAL PLANT CONFIGUARTION DATA
PHYSICAL PLANT MAINTENANCE DATA
PIERCE ADA INMATE LIST
PIERCE CLASS QUALIFICATION ACKNOWLEDGMENT OF RIGHTS/PROGRAMS FORM
PIERCE GRIEVANCES
PIERCE INMATE TRACKING LOG
PIERCE INTERVIEW ACTIVITY LOG
PIERCE TRANSPORTATION SLIPS
PIN MAPS
PITCH ESS MOTION
POLICY MANUAL
POSTAGE RECORDS, AGENCY ACCOUNTING COPY, 1GB, No. 34
POSTMORTEM TOXICOLOGY REPORTS (Homicide)
POSTMORTEM TOXICOLOGY REPORTS (Non-Homicide)
PRESERVATION OF EVIDENCE REQUEST
PRIVATE PARTY IMPOUND VEHICLE ENTRIES
PROBABLE CAUSE HEARING LOG
PRO-PER INMATE LOGS
PROPERTY ROOMS INVENTORY LOGS

PROTECTIVE CUSTODY LOG
PUBLIC WORKS RECORDS FOR OCSD CONSTRUCTION PROEJCTS
PUBLIC EDUCATION MATERIALS
PURCHASING RECORDS, AGENCY PURCHASING COPY, 16B, No. 14
PURCHASING REQUISITIONS, AGENCY PURCHASING COPY, 16B, No. 15
PVS VIDEO RECORDINGS

Q
QUALITY ASSUURANCE DOCUMENTS
QUESTION OF IDENTITY LETTER
QUESTIONNAIRE/SURVEY FILE, 1GB, No. 43

R
RADIO CODE / STATION ACRONYM TEST
RADIO LOGS
RAMEY WARRANTS (Probable Cause Warrants)
RECEIPT BOOKS, AGENCY ACCOUNTING COPY, 16B, No. 25
RECORD DESTRUCTION DOCUMENTATION, Pg. 16B, No. 45
RECORDINGS OF TELEPHONE CALLS TO AND FROM CORONER DIVISION
RECORDS FOR OCSD STUDIES PERFORMED
RECORDS MANAGEMENT SYSTEM fRMS)
RECORDS OF WORK REQUESTED
RECOVERED STOLEN VEHICLES RECORDS
RECREATION/ROOF LOG
REFERENCE LIBRARY, 1GB, No. 4
RELEASE (S/E) ROSTERS
REMEDY ELECTRONIC DATABASE
REPORT OF ABSENCE FORMS
REPORTS 90 DAY FILE
REQUESTS FOR CHECKS AND VOUCHERS, AGENCY ACCOUNTING COPY, 1GB, No. 21
REQUESTS FROM OUTSIDE LEAs AND OCSD FOR THE PURPOSE OF PC 13300
RESEARCH AND DEVELOPMENT AUTHORED GRANTS AND GRANT REPORTING UPDATES
RESPONSE TO CRITICAL INCIDENTS
RESTRAINING ORDERS (Teletype Unit)
RETENTION SCHEDULES (Outdated)
RIDE-ALONG FORMS

S
SAFETY CELL LOGS
SAMPLES OF APPROVED HARDWARE
SCORECARDS
SEARCH LOG
SECURITY CLEARANCE APPLICATION
SENTENCE ENDING ROSTER (S/E ROSTER)
SERGEANTS ACTIVITY LOG
SERVED FUGITIVE WARRANT FILES

SERVED INVESTIGATIVE WARRANT WORKSHEETS
SERVED WARRANT FILES
SERVICE CALLS, EMERGENCY REPAIRS AND MAINTENANCE REQUEST
SERVICE CALLS, WORK REQUESTS
SHELTERED LIVING LOG
SHERIFF SPECIAL OFFICER ACADEMY CLASS TRAINING FILES
SHERIFF’S CIVIL ACTION FILES (REAL ESTATE CASES)
SHERIFF’S CIVIL ACTION FILES (SINGLE PROCESS CASES)
SIGN IN/OUT PROGRAM
SOBERING CELL LOG
SPECIAL EVENTS BILLING RECORDS
SPECIAL REPORTS
STANDARDS AND TRAINING FOR CORRECTIONS CLASS TRAINEE FILES
STATE PRISON LOG
STATISTICAL UNIFORM CRIME REPORTS fUCR)
STAY LIST
SUBPOENA LOG
SUBPOENAS
SUMMONS
SUPERVISOR/COMMITMENT SUPERVISOR LOG
SUPPLEMENTAL TYPE CERTIFICATES (STCs)
SWAT OPERATOR TRAINING FILES

T
TASER DOWNLOAD LOG
TELEPHONE BILLS, AGENCY ACCOUNTING COPY, 16B, No. 35
TELEPHONE SERVICES RECORDS, 1GB, No. 18
TEMPORARY CLASSIFICATION REQUESTS
TIME LINES
TOOL CONTROL
TOOL CONTROL LOGS
TRAFFIC CITATIONS
TRAFFIC COLLISION REVIEW BOARD
TRANSITORY ADMINISTRATIVE RECORDS, 1GB, No.1
TRAVEL REQUESTS, AGENCY ACCOUNTING COPY, 1GB, No. 31
TROUBLE LOG BOOK

U
USE OF FORCE
USE OF FORCE REVIEW

V
VEHICLE ABATEMENT RECORDS
VEHICLE LOG
VIDEO RECORDINGS
VIDEO SURVEILLANCE TAPES
VISITOR LOG

VOLUNTEER RECORDS
VOLUNTEER REGISTRATION FORMS

w
WARRANT FILES AND RECORDS
WATCH COMMANDER LOG
WEAPONS RELEASED TO OUTSIDE AGENCIES
WEBSERVER LOGS (Audit Trails)
WORK REQUESTS, AGENCY COPY, 1GB, No. 17
WORK ROSTERS (SCREENING)
WORKERS’ COMPENSATION CLAIM FILES, AGENCY COPY, 1GB, No. 13

REVISION GUIDE Summary of Changes
-

Based on feedback solicited from OCSD division personnel and consultation with County Counsel, the following
revisions 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
Professional
Standards Division (123C)
o
• 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. 6
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
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
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
Coroner Division (1048)
• Removed the following record category:
• Investigator Sign-Out Log
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
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
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 and
Development 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
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
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
—

—

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)
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 revision
guide.
• spelling corrections;
• removal of redundant or unnecessary words