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POLICE DEPARTMENT AUTHORIZATION NO. 77-124

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  1. Internal Affairs Investigations Files
  2. Preliminary Reports
  3. Daily Shift Assignment Sheet
  4. Pursuit Reports
  5. Use of Force Reports
  6. State Traffic Accident Reports
  7. Stolen Article Entry File
  8. Stolen Vehicles and Vehicle License Plates
  9. Stolen Gun File
  10. Missing Persons File
  11. Missing Person's Incident Investigation Report (Open)
  12. Offense Report Investigations - Charges Filed
  13. Offense Report Investigations - No Charges Filed
  14. Warrant Files
  15. Criminal History Files
  16. Criminal History Dissemination Log
  17. Confidential Informants
  18. Confidential Funds Records
  19. Crime Analysis Reports
  20. Clery Releases
  21. Jean Clery Act Report Files
  22. Wetterling Act Records
  23. Administrative Message File
  24. Uniform Citation & Parking Ticket Log
  25. Tow Report
  26. Racial Profiling
  27. Intelligence Files
  28. Incident Report
  29. Voice Recording of Logger on Incoming Calls to the Department for Service
  30. Security Officer Logs
  31. Datamaster Records (Breath Test Instrument)
  32. Speed Detection Device
  33. Computerized Voice Stress Test Log and Analysis
  34. Computerized Voice Stress Analysis
  35. Mobile Vision
  36. Departmental Video
  37. Vehicle Maintenance Log
  38. Lost and Found Property Log & Receipts
  39. Civil Forfeiture Records
  40. Early Warning Activation/Recommendation
  41. Firearm Storage Records
  42. Office Information Report
  43. Working Personnel Files
  44. Promotion Materials
  45. Firearms Qualification Records
  46. Peace Officer Standards and Training (Post) Records
  47. Departmental Personnel Listing (Computer)
  48. Special/Temporary Assignment Selection Materials
  49. Weight Room Log
  50. Media Releases
  51. Department Mutual Aid Agreements
  52. Sunshine Law Requests
  53. Records Receipts
  54. Rape Aggression Defense Training Documentation
  55. Accreditation/Policies, Procedures and Research Files
  56. Staff Meetings and Agendas
  57. Old/Unused Forms

 

ITEM NUMBER

1. Internal Affairs Investigations Files

These records are complaints of employee behavior either illegal, in violation of policy and procedures, unethical, and/or unprofessional.

Authorization Retention:

Retain for fifty (50) years and then destroy.

TOP

2. Preliminary Reports

This group of records consists of bulletins of information read during roll call meetings and board postings. They include but are not limited to "close watch and passing" of a specific area, building or special event.

Authorization Retention:

Retain until expiration date, then destroy.

TOP

3. Daily Shift Assignment Sheet

These records document shift assignments of staff.

Authorization Retention:

Retain for three (3) years and then destroy.

TOP

4. Pursuit Reports

These files contain records of vehicle pursuits involving departmental law enforcement officers.

A. Non-injury records - incidences where no injury, death, and/or policy concerns occurred.

Authorized Retention:

Retain for ten (10) years and then destroy.

B. Injury records - incidences where injury, death, and/or policy concerns occurred.

Authorization Retention:

Retain for fifty (50) years, then destroy as confidential.

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5. Use of Force Reports

These records document departmental use of force actions against an individual(s).

A. Non-injury records - incidences where no injury, death, and/or policy concerns occurred.

Authorized Retention:

Retain for ten (10) years and then destroy.

B. Injury records - incidences where injury, death, and/or policy concern occurred.

Authorized Retention:

Retain for fifty (50) years, then destroy as confidential.

TOP

6. State Traffic Accident Reports

This group of records consists of State Traffic Accident Reports System (STARS) prepared by officers after investigating traffic accidents as defined by state statute or local ordinance.

Authorization Retention:

Retain for twenty (20) years, then destroy.

TOP

7. Stolen Article Entry File

 This group of records contains all stolen articles entered into NCIC (National Crime Information Center) system by the University of Missouri Police Department.

Authorization Retention:

Retain for four (4) years and then destroy.

TOP

8. Stolen Vehicles and Vehicle License Plates

These records consist of all stolen vehicles and license plates entered into MULES (Missouri Uniform Law Enforcement System) / NCIC (National Crime Information Center) by the department.

Authorization Retention:

Retain for six (6) years, then destroy.

TOP

9. Stolen Gun File

These records document all stolen or missing guns entered into MULES/NCIC by the department.

Authorization Retention:

Retain three (3) years after gun is recovered, otherwise retain permanently. 

TOP

10. Missing Persons File

This series of records contains all missing or endangered person entries made into MULES/NCIC by the department.

Authorization Retention:

Retain for four (4) years after the person is no longer missing and is removed from the MULES system, then destroy. 

TOP

11. Missing Person's Incident Investigation Report (Open)

These files contain records of offense report investigations on missing persons.

Authorization Retention:

Retain for one hundred (100) years, and then destroy.

TOP

12. Offense Report Investigations - Charges Filed

This set of records contains reports of a crime and/or criminal activity.

A. Conviction of misdemeanor/infraction.

Authorized Retention:

Retain for ten (10) years after "disposed", then destroy.

B. Felony conviction

Authorized Retention:

Retain for fifty (50) years after "disposed", then destroy.

C. Dismissal/acquittal                  

Authorized Retention:

Retain for seven (7) years after "disposed", then destroy.

NOTE:  "Disposed" is when the accused is acquitted, the case is dismissed or nolle prosequi, the accused pleads nolo contendere and is sentenced, or the accused is found guilty and is sentenced.

TOP

13. Offense Report Investigations - No Charges Filed

These records are reports of investigations and arrests conducted by the department relating to criminal activities or incidents that are under investigation with no charges being filed.

A. No charges filed, no statute of limitations.

Authorized Retention:

Retain seventy-five (75) years, then send to Records Center until case is cleared.

B. No charges filed subject to statute of limitations.

Authorized Retention:

Retain for seven (7) years past statute of limitations, then destroy.

TOP

14. Warrant Files

This file of records includes a copy of the warrant, the confirmation request to the originating agency, the confirmation received from the originating agency and the location on the warrant.

Authorization Retention:

Retain for three (3) years and then destroy.

TOP

15. Criminal History Files

These records contain all positive criminal histories ran through MULES (Missouri Uniform Law Enforcement System) and/or NCIC (National Crime Information Center).

Authorization Retention:

Retain for three (3) years and then destroy.

TOP

16. Criminal History Dissemination Log

These records are logs of who ordered the criminal history, what communications officer ran the criminal history, the results of the criminal history, the pedigree information on the subject the history was run on, and indicates if a copy was made of the criminal history.

Authorization Retention:

Retain for seven (7) years and then destroy.

TOP

17. Confidential Informants

This series of records is departmental confidential informant files as outlined in departmental policy.

Authorization Retention:

Retain for seventy-five (75) years, then destroy, unless associated with an active case or court appeal.   

TOP

18. Confidential Funds Records

This records series consists of logs and receipts of confidential funds as outlined in departmental policy.

Authorization Retention:

Retain for five (5) years and then destroy.

TOP

19. Crime Analysis Reports

These records are semi-annual crime analysis reports.

Authorization Retention:

Retain for six (6) years and then transfer to Archives.

TOP

20. Clery Releases

These records are clery releases issued to the campus community.

Authorization Retention:

Retain for seven (7) years and then transfer to Archives.

TOP

21. Jean Clery Act Report Files

This group of files are reports on Jean Clery Act (part 1) reportable incidents.  They consist of daily, monthly, annual divisional reports and Daily Activity Report (Blotter) that include, but are not limited to: crimes reported, arrests reported, investigation incidents, vehicular accidents, general reports, injury illness, etc.  They may also include progressive investigation, supplemental, and follow-up reports.

Authorization Retention:

Retain for seven (7) years, and then transfer to Archives, except retain reports pertinent to any pending litigation.

TOP

22. Wetterling Act Records

These records are required by the Jacob Wetterling Crimes Against Children and Sexual Violent Offender Registration Act (US Code: 14071) for crimes committed against children and include the registration of sexual offenders.  Records are updated with information from the Missouri State Highway Patrol.

Authorization Retention:

Retain until superseded with new information, then destroy.

TOP

23. Administrative Message File

This group of records consists of all administrative messages that includes law enforcement related messages, probation and parole correspondence sent via the MULES/NCIC computer system.

Authorization Retention:

Retain for three (3) years and then destroy.

TOP

24. Uniform Citation & Parking Ticket Log

These records are logs of issued uniform citations and parking tickets.

Authorization Retention:

Retain for ten (10) years and then destroy.

TOP

25. Tow Report

This group of records documents the towing of a vehicle ordered by the department.

Authorization Retention:

 Retain for three (3) years, then destroy, unless in pending litigation.

TOP

26. Racial Profiling

These records are traffic stop information forms provided by the State Attorney General's office for compiling racial profiling statistics that are completed by officers after a traffic stop.  They also include copies of the racial profiling reports.

A. Traffic stop information forms.

Authorized Retention:

Retain for one (1) year following the submission of the Missouri Attorney General's annual racial profiling report, and then destroy.

B. Racial profiling report.

Authorized Retention:

Retain for two (2) years following submission of the report to the Missouri Attorney General's office, then transfer to Campus Archives.

TOP

27. Intelligence Files

This group of records includes intelligence information not directly related to current investigations and is guided by 28 CFR 23.

A. Files that name a particular person by name or a particular organization where the identification can be specifically made.

Authorized Retention:

Retain until the death of the individual or until organization ceases to exist.

B. Files that fail to specifically name an individual or organization.

Authorized Retention:

Retain one (1) year after the initiation of the file, unless positive identification is made, then retain until the death of the individual or until organization ceases to exist.

TOP

28. Incident Report

These records are reports generated in computer aided dispatch not associated with an offense report and notes date, time, dispatch, officer, and other relative information related to dispatching an employee to a situation.

Authorization Retention:

Retain for ten (10) years and then destroy.

TOP

29. Voice Recording of Logger on Incoming Calls to the Department for Service

This group of records consists of back-up/archived tapes from voice recording system of incoming calls to the communications unit and select phones in the department for service.

Authorization Retention:

 Retain for seven (7) years and then destroy, except if records have been identified as evidence in a litigation or tagged for use in officer training by the Chief of Police.

TOP

30. Security Officer Logs

These records are daily written logs of the security guards' activities, and notes the locking and unlocking of campus buildings and structures.

Authorization Retention:

Retain for three (3) years and then destroy.

TOP

31. Datamaster Records (Breath Test Instrument)

This series of records consists of logs maintained on the datamaster for uses, maintenance and permit applications.

A. Datamaster log documents uses of datamaster.

Authorized Retention:

Retain for five (5) years, then send to the Safety Center.

B. Datamaster maintenance log.

Authorized Retention:

Retain for the life of the unit plus ten (10) years and then destroy, unless under pending litigation.

C. Datamaster permit applications for type 3 and type 2 users of the breath test instrument.

Authorized Retention:

Retain for sixteen (16) years and then destroy.

TOP

32. Speed Detection Device

These records are maintenance logs on radar units and logs of officers' tests conducted on tuning forks associated with radar units.

A. Radar maintenance logs.

Authorized Retention:

Retain for the life of the radar unit plus six (6) years and then destroy, unless pending litigation.

B. Tuning fork tests logs.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

33. Computerized Voice Stress Test Log and Analysis

These records are logs of computer voice stress tests for truth detection.

Authorized Retention:

Retain for three (3) years and then destroy.

TOP

34. Computerized Voice Stress Analysis

These records are truth verification tests.

Authorized Retention:

Retain for three (3) years and then destroy.

TOP

35. Mobile Vision

This group of records consists of video and audio of incidents including, but not limited to traffic stops, priority responses, vehicle pursuits, prisoner transports and crimes in progress for court prosecution, departmental training, aid in defense of complaints against personnel, quality assessment of officer/citizen contacts and officer safety.

Authorization Retention:

Retain for seven (7) years and then destroy, except if records are identified as evidence in a litigation or tagged for use in officer training by the Chief of Police.

TOP

36. Departmental Video

These records contain video recordings from cameras in control of the Police Department to monitor the interior and exterior of the department.

Authorized Retention:

Retain until overwritten by system. (Daily)

TOP

37. Vehicle Maintenance Log

This group of records notes vehicle defects reported by personnel.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

38. Lost and Found Property Log & Receipts 

These records are logs of lost and found property and its disposition.

Authorized Retention:

Retain for three (3) years and then destroy.

TOP

39. Civil Forfeiture Records

These records are obtained from the civil forfeiture process outlined in departmental policy and procedure.

Authorized Retention:

Retain for seventy-five (75) years after property is disposed of and then destroy.

TOP

40. Early Warning Activation/Recommendation

These records and files are associated with the early warning system to assist departmental personnel with potential problems before they grow into larger issues for the department and/or the employee.

Authorized Retention:

Retain for five (5) years and then destroy, unless needed for pending litigation.

TOP

41. Firearm Storage Records

These are records of firearms stored by the department for the community.

Authorized Retention:

Retain for three (3) years after the weapon is returned to owner and then destroy.

TOP

42. Office Information Report

These records are informational police reports with no criminal offense associated.

Authorized Retention:

Retain for ten (10) years and then transfer to Archives.

TOP

43. Working Personnel Files

These records are applications, evaluations, training certificates, positive letters, job assignments, discipline records, and other items related to employment.

Authorized Retention:

Retain for reference value not to exceed one (1) year after termination of employment and then destroy, except all originals of disciplinary materials, performance appraisals, and letters related to job performance or other similar correspondence are to be forwarded to Campus Human Resource Services.

TOP

44. Promotion Materials

This group of records contains selection process materials and postings related to departmental employees and may include, but not limited to, board postings, applications and rankings.

Authorized Retention:

Retain for three (3) years and then destroy, unless associated with pending litigation and/or appeals.

TOP

45. Firearms Qualification Records

These records consists of sign-in sheets noting instructor, participant, written test, pass/fail, weapons condition, serial number of weapon qualified with, if qualified with less lethal, and patrol rifle.

Authorized Retention:

Retain for six (6) years and then transfer to Archives.

TOP

46. Peace Officer Standards and Training (Post) Records

This group of records provides documentation proof of certification training and in-service lesson plans required of all sworn officers within the department based on requirements established by the Peace Officers Standards Training Commission per RSMo 590.050.

Note: These records do not pertain to training records of employees or lesson plans currently in use or that may be used again in the future.

Authorization Retention:

Retain for six(6) years after last used and then destroy.

TOP

47. Departmental Personnel Listing (Computer)

These records contain personnel information listing name, address, phone number, training record, unit assignment, education equipment issued and related information.

Authorized Retention:

Retain for reference value not to exceed three (3) years after termination of employment.

TOP

48. Special/Temporary Assignment Selection Materials

These records document the selection process and postings and may include, but is not limited to, board postings, applications, rankings, and presentations.

Authorized Retention:

Retain for three (3) years and then destroy.

TOP

49. Weight Room Log

This group of records consists of logs for department's weight training facility.

Authorized Retention:

Retain for three (3) years and then destroy.

TOP

50. Media Releases

These records are media releases issued by the department to various media outlets.

Authorized Retention:

Retain for seven (7) years and then transfer to Archives.

TOP

51. Department Mutual Aid Agreements

This group of records consists of jurisdictional agreements and/or mutual aid agreements that have been updated and/or changed.

Authorized Retention:

Retain for reference value not to exceed seven (7) years and then transfer to Archives.

TOP

52. Sunshine Law Requests

These records are open records requests made to the department.

Authorized Retention:

Retain for seven (7) years and then destroy.

TOP

53. Records Receipts

These records are receipts issued for report copying and finger printing.

Authorized Retention:

Retain for five (5) years and then destroy.

TOP

54. Rape Aggression Defense Training Documentation

This group of records contains the following forms: registration release, wellness information, training safety, precautions, expectations, attendance, parental consent for anyone 16 or under, cover sheet and any notes.

Authorized Retention:

Retain for six (6) years and then destroy.

TOP

55. Accreditation/Policies, Procedures and Research Files

These records may be copies of other documents regarding Police Departmental accreditation/policies, procedures, research, and departmental policies and procedures.

Authorized Retention:

Retain until superseded, may retain for reference value not to exceed ten (10) years, then transfer to Campus Archives.

TOP

56. Staff Meetings and Agendas

This group of records consists of minutes, chief committee files, general office memos, and special events after actions and assignments.

Authorized Retention:

Retain for three (3) years, then transfer to Campus Archives.

TOP

57. Old/Unused Forms

These records are forms no longer used by the department.

Authorized Retention:

Retain for reference value not to exceed three (3) years and then destroy.

TOP

This authorization supersedes authorization 77-124 dated 08/30/07.

Reviewed 2013-11-11.