DALLAS POLICE DEPARTMENT RECORDS RETENTIONcitysecretary2.dallascityhall.com/pdf/records/retention/DPD.pdf · DALLAS POLICE DEPARTMENT RECORDS RETENTION SCHEDULE AC : After Closed,

DALLAS POLICE DEPARTMENT RECORDS RETENTION SCHEDULE

AC : After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE : Calendar-year End FE : Fiscal-year EndLA: Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW: Public Works Records Schedule UT : Utilities Records Schedule

Exempt: May be destroyed without destruction authorization and documentation

I

Retention NumberRetention Period

File with andfollowretention.forappropriate case orproject

Transfer to the ArchivesCollection in the CitySecretary's Officer whenno longer needed indepartment (permanentretention)

Transfer 3 copies to theArchives Collection inthe City Secretary'sOffice as soon aspublished (permanentretention)

File with andfollowretentionforappropriate case orproject to prove delivery

DC2125-10I yearExempt

Records

Ordinances, Orders, Resolutions approved by City CouncilNote: Official record copyJiled in City Secretary,s Office(permanent retention)

Photographic, photographic scrapbooks, slides, sound recordings,videotapes, posters, and other non-textual media that document thehistory and activities of the City or any of its departments,programs, or projects, except such records as noted elsewhere in thestate schedules.Police Officer's Memorial information, Matrix of Officers Killed

Pamphlets, reports, studies, proposals, and similar material printedby or for the City or any of its departments, subdivisions, orprograms and distributed to or intended for distribution to the publicon request and departmental or program newsletters designed forinternal distribution. Crime Stoppers Crime of the Week andWanted Ads, PostersAny publication which receives a PIO number.

Registered, certified, insured, and special delivery mail receipts andsimilar records of transmittal by express or delivery companies

All criminal records and files, expunged pursuant to court order,transmitted by other agencies to the district clerk or already in hispossession, including petitions for expunction, copies of courtorders, and return receipts.

Record Series

Ordinances, Orders,Resolutions - Departmentalcopies

Photographs, Recordings,and other Audio or VisualMedia

Publications

Postal and Delivery ServiceRecords

Expungement Orders

Division

All Divisions

AllDivisions

All Divisions

AII Divisions

LegalRecords

City of Dallas Revised September 78, 2079

DALLAS POLICE DEPARTMENT RECORDS RETEI{TION SCHEDULE

AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded



2


GR 1000-03890 days after approval

of minutesExempt

GR 1000-2043 years

GR 1000-20820 years

GR 1000-24Resolution + 2 years

GR 1000-2sdQ + 4 years

Note: Send an ofJicialrecord copy ofthecontract to the CitySecretary's Office

Records

Notes or audiovisual records taken during meeting from whichwritten minutes are preparedMinutes areJiled with the City Secretary's Office after approval(permanent retention). Minutes should describe each matterconsidered by the governing body.

Reports of accidents to adult persons on local government propertyor in any other situation in which a local government could be partyto a law suit. If a claim is filed, use GR 1025-26.

Reports of accidents to minor persons on local government properryor in any other situation in which a local government could be partyto a law suit. If a claim is filed, use GR 1025-26.

Complaints received from the public by a governing body or anyofficer or employee of a local government relating to governmentpolicy. This includes City of Dallas Service Requests. Includescomplaints received via e-mailNote: For open recordrequests, use GR 1000-34

Contracts, leases, and agreements, including reports,correspondence, performance bonds, certificates of liability, andsimilar records related to their negotiation, administration, renewal,or termination. Includes Interlocal Agreements with othergovernment agencies. Include bid specifications and proposalreceived from winning vendor.Except construction contracts, use GR 1075-16A or B

Record Series

Minutes - Notes

Accident Reports(involving City vehicle orProperry) - Injury to Adult

Accident Reports(involving City vehicle orProperfy) - Injury to Minor

Service Requests

Contracts and InterlocalAgreements

Division

Boards &Commissions(Red LightEnforcement)

AllDivisions

All Divisions

AllDivisions

FinancialServicesLegal

City of Dallas Revised September 18, 2019


GR 1000-2644 years

GR 1000-2644 years

GR 1000-2682 years

Records

Open meeting agendas, closed sessions meeting agendas, writtenminutes, open meeting notices, audio recordings of open meetingsNote: Ofticial record copyJiled in City Secretary's Office(permanent retention)

Correspondence and internal memoranda pertaining to theformulation, planning, implementation, modifi cation, or redefi nitionof the policies, programs, services, or projects of a localgovernment including Council Resolutions and Internal Controls.Includes incoming and copies of outgoing correspondence andinternal correspondence and memoranda. May also include subjectfiles, which are collections of correspondence, memos and printedmaterials on various individuals, activities and topics.

For the actual Policy or Procedure; use GR 1000-38Note: Includes general subjectfiles not covered under anotherretention and departmental copies of records for which the officialrecord copy is in the City Secretary's Office

Correspondence, internal memoranda pertaining to or arising fromroutine administrative or operation of the policies, programs,services, or projects of a local government following existing policyand programs.

Record Series

Board/CommissionMeeting Agenda andMinutes - BoardCoordinator Copy

Correspondence andInternal Memoranda andSubject Files - Policy andProgram Development

Citizen Police ReviewBoard

Chief s AdvisoryCommittee

Community Programs

Logs - WrittenCommunications

Correspondence andInternal Memoranda -Administrative

Division

Boards &Commissions(Red LightEnforcement)

All Divisions

All Divisions

DALLAS POLICE DEPARTMBNT RECORDS RETENTION SCHEDI]LE

AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calendar-year End FE : Fiscal-year EndLA: Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW: Public Works Records Schedule UT: Utilities Records Schedule


City of Dallas 3 Revised September 18, 2019

DALLAS POLICE DEPARTMENT RECORDS RBTENTION SCHEDULE

AC : After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded




GR 1000-26CUntil the purpose of

record has been fulfilledExempt

GR 1000-30Permanent

GR 1000-33AVExempt

Records

Records of temporary usefulness that are not an integral part of arecords series of the office, that are not regularly filed within arecordkeeping system, and that are required only for a limitedperiod of time for the completion of an action by an official oremployee of the City. Transitory records are not essential to thefulfillment of statutory obligations or to the documentation of Cityfunctions. Some examples of transitory information, which can bein any medium (voice mail, fax, email, hard copy, etc.) are routinemessages; telephone message notifi cations; internal meetingnotices; routing slips; incoming letters or memoranda of transmittalthat add nothing of substance to enclosures; and similar routineinformation used for communication, but not for the documentation,of a specific City transactions.Includes unsolicitecl messages about issues related to Citybusiness which are not covered by anotlter record series.

Formal legal opinions rendered by counsel or the Attorney Generalfor a local government, including any written requests for opinions,concerning the governance and administration of a localgovernment.For retention of informal legal opinions and othercorrespondence provided by counsel see GRl000-26A.Note: For retention of opinions renderedfor a PublicInformation Act Request use GR1000-34A or B.

Public Information Releases, Notification of shooting

Record Series

Correspondence andInternal Memoranda -Transitory Information

Legal Opinions

Public Information ReleasesPolice Shootings

Division

All Divisions

AllDivisions

CommunityAffairs


DALLAS POLICE DEPARTMENT RECORDS RETENTION SCHBDULB

AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded




GR 1000-34AI year after final

decision on requestExempt

GR 1000-34B2 year after notification

that records are exemptfrom disclosure

GR 1000-35US, expired, or

discontinued.Exempt

GR 1000-36Expiration,

cancellation, revocation,ordenial+2years

GR 1000-38US, expired, or

discontinued + 5 years

Records

Non-exempted records and withdrawn requests. Includescorrespondence and other documentation related to the request.Including requests received via e-mail

Exempted records. Includes legal opinion, correspondence andother documentation related to the request.Including requests received via e-mail

All organizational charts, lists of employees, contact or call lists,rosters, etc. Officer Involved in Shooting, Radio CallNumbers,Notary List

Records documenting the application for and the issuance ofpermits and licenses (including certificates of liability) by a localgovernment for sales, solicitation, facility usage, and similaractivities.Except Permits and Licenses listed elsewhere in the schedules.

Orders, directives, manuals, and similar documents that establishand define the policies, procedures, rules, and regulations governingoperations or activities of a local govemment as a whole or any ofits departments, programs, services, or projects.Review before disposal; some documentation of this type maymerit permanent or long-term retentionfor historical or legalreasons.

Record Series

Open Records RequestsService Requests forRecords

Open Record Requests

Call Lists & Rosters

Permits and Licenses

Regulated Business DealersSpecial Event PermitsLicensing Files

Policy and ProceduresDocumentation

Division

All Divisions

All Divisions

AllDivisions

GeneralInvestigationSpecialOperationsVice

AllDivisions



GR 1000-41A1Permanent

GR 1000-41A35 years

GR 1000-41A43 years

Was: PS 4025-01B

Records

Reports or Studies (Non-Fiscal) submitted to a state agency as maybe required by law or regulation, on the non-fiscal performance of adepartment, program, or project or for planning purposes, includingthose prepared by consultants under contract with a localgovernment, except documents of similar types noted in this orother commission schedules.Note: If report is submitted to or considered by Council, asreJlected in the minutes, the officiat record copy is in the CitySecretary's OfJice.

Plans, studies, and analyses relating to public safety strategies,personnel needs assessments, station boundary and manpowerdistribution studies, contingency plans, and similar planning reportspertinent to fulfilling the duties and responsibilities of a publicsafety agency.Briefings, Issue Papers, and Presentations, StaffStudies, StrategicPlan, Working Special Orders, Pursuit Analysis, Annual Reports

(Includes Environmental Records - Storm water checklists,Environmental Management System (EMS) records, Stage IIInspection Reports)Review before disposal; some documentation of this type maymerit permanent or long-term retentionfor historical redsons.

Narrative andlor statistical activity reports prepared by shiftsupervisors, unit heads, or other public safety personnel on daily orother periodic activities, except reports ofthe types describedincluded in other records groups in this schedule. Monthly,bimonthly, quarterly, or semi-annual reports.

Record Series

Reports and PlanningStudies - ifrequested byCity Council or submittedto state agency

Planning Studies andReports

EnvironmentalManagement SystemRecords

Activity and StatisticalReports - Monthly Reports

Division

All Divisions

AllDivisions

All Divisions

DALLAS POLICB DEPARTMENT RECORDS RBTENTION SCHEDULE

AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded



6City of Dallas Revised September 18, 2019

DALLAS POLICE DEPARTMENT RECORDS RBTENTION SCHEDULE





GR 1000-41A53 years

GR 1000-41461 year

GR 1000-4lB1 year

Exempt

Was: PS 4025-01AAnd was: PS 4025-0lD

Records

Working papers and raw data used to create any report for reportsand studies (non-fiscal), monthly, bi-monthly, quarterly, or semi-annual, sub-annual, or irregularly prepared reports, performanceaudits, or planning studies submitted to the government bodyrequired by law or regulation, on the non-fiscal performance of adepartment.

Working papers and raw data used to create any report for activityreports complied on a daily or other periodic basis pertaining toworkload measures, time studies, number of public contacts, etc.except reports of similar types noted in other commissionscheduled. Includes tracking logs.

Narrative and/or statistical activity reports prepared by shiftsupervisors, unit heads, or other public safety personnel on daily orother periodic activities, except reports ofthe types describedincluded in other records groups in this schedule. Daily and weeklyreports. Chronological logs or registers of activities, usually kept atstation, company, or unit level, of daily activities such as roll calls,briefings, visitors, drills, inspections, except for records of similartypes noted elsewhere in this schedule.Chronological logs or registers of activities, usually kept at station,company, or unit level, of daily activities such as roll calls,briefings, visitors, drills, inspections, except for records of similartypes noted elsewhere in this schedule.Document Control, Activity Tracking, Incident Tracking, DailyBulletins Property/Equipment Assignment & Usage.For assignment or issuance of weapons use PS 4050-05A (Returnof weapon I3 years)

Record Series

Work papers used to createReports and PlanningStudies - ifrequested byCity Council or submittedto state agency

Work papers used to createReports and Studies (non-Fiscal) - compiled on lessthan annual bases

Activity and StatisticalReports - Daily or WeeklyReports and Logs ofActivities Logs or registersof activities DocumentControl

Division

All Divisions

All Divisions

All Divisions



AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE: CalendaFyear End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded




GR 1000-423 years from date of

cessation of activity forwhich the waiver wassigned.

GR 1000-4sCE + I year

Exempt

GR 1000-473 years

GR 1025-01E3 years after all

questions have beenresolved

Records

Includes statements signed by volunteers acknowledging non-entitlement to benefits, agreeing to abide by local governmentpolicies, etc.)Note: If an accident occurs to any person covered by a signedwaiver of liubility, it must be retainedfor the same period asaccident reports. (Jse retention number GR 1000-20A or B

Calendars used to document appointments or activities ofgovernment officials and employees.

Customer Service Survey Cards

Annual or biennial or other periodic audits of a department,program, fund. Working papers, summaries, and similar recordscreated for the purposes ofconducting an audit. Both Internal andExternal Auditors.Includes Internal Control Reports.Note: Official record copy of Audit ReportsJiled in CityS ecretary t s OfJice (permanent retentio n)

Record Series

Waivers of Liability

Calendars

Customer Service Survey

Audit Records -Departmental copies andwork papers

Division

All Divisions

AllDivisions

AllDivisions

All Divisions



GR 1025-04F3 years

GR 102s-07AFE + J ysals

GR 1025-08FE + 5 years

GR102s-10US + 3 years.

Records

Working papers created exclusively for the preparation of budgets,including budget requests, justification statements and similardocuments. Budget change documentation, including line item orcontingency/reserve fund transfers and supplemental budgetrequests. Encumbrance and expenditure reports. Staffing Analysisand Projections

Note: OfJicial record copy of Annual Budgetfiled in CityS ecretary t s Of/ice (p ermanent retention)

Monthly, bi-monthly, quarterly or semi-annual financial reports orstatement on the accounts, funds, or projects of a local governmentcreate either for internal use or for submission to state agencies asmay be required by law or regulation, except reports of similartypes noted in this or other commission schedules. Including costallocation and distribution records, annual transaction summariesand depreciations schedules.

Successful grant applications and proposals and any documentationthat modified the terms of a grant. Financial, performance, andcompliance reports submitted to granting agencies or sub grantoragencies, or documentation supporting these reports.

Schedules of prices charged by a local government for services tothe public or other governments, including any documentation usedto determine the charges.

Record Series

Budget Documentation -Departmental copies andwork papers

Financial Reports -Departmental copies

Grant Development andAdministrative Records

Charge Schedules/PriceLists

Division

All Divisions

All Divisions

All Divisions

All Divisions


AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE : Calendar-year End FE : Fiscal-year EndLA: Life of the Asset US : Until Superseded





GR 102s-26FE + 3 years

GP.t025-27AFE + 5 years

GR 1025-278FE + 5 years

GR 1025-27EFE of write off+ 3

years


GR 10s0-02c2 years

Records

Claims, invoices, statements, copies of checks and purchase orders,expenditure authorizations, and similar records that serve todocument disbursements, including those documenting claims forand reimbursements to employees for travel or other employment-related expenses. Includes employee expense reports, P-Carddocumentation, and petty cash records. Requests and authorizationsfor travel; participation in educational programs, workshops orcollege classes. Parking Reimbursements, Petty Cash, TravelExpenditures, Vendor Payments, Price Agreements

Records documenting the receipt of any monies by a localgovernment that are remittable to the State Comptroller of PublicAccounts. Including cash receipts, cash reports, and deposits.

Records documenting the receipt of any monies by a localgovernment that are remittable to the State Comptroller of PublicAccounts. Including cash receipts, cash reports, and deposits.

Records of accounts deemed un-collectable, including write-offauthorizations.

Bank statements, canceled checks, check registers, deposit slips,debit and credit notices, reconciliation, notices of interest earned,monetary transport records (including armored car pickup logs) etc

Test Papers and Evaluations for Applicants Sworn

Record Series

Accounts Payable andDisbursement Records -Departmental copies

Accounts ReceivableRecords - Departmentalcopies

Accounts ReceivableRecords - Departmentalcopies

Accounts ReceivableRecords - Accounts deemedun-collectable -Departmental copies

Banking Records -Departmental copies

Psychologist Tests

Division

AllDivisions

All Divisions

All Divisions

AllDivisions

Personnel


AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded




DALLAS POLICE DBPARTMENT RECORDS RETENTION SCHEDULE

AC: After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Catendar-yeffi End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded




GR 10s0-07(1)Permanent

by law - LocalGovernment CodeSection 143.011(c)

GR 10s0-07(2)2 years after case

closed or action takenBy regulation - 29 CFRt602.31, 1602.40,1602.49

GR 1050-092 years

GR 1050-10US + 2 years

GR 1050-1lc2 years

Records

Records created by personnel or supervisory officers in consideringor reconsidering on appeal, an adverse action (e.g., demotion,probation, termination, suspension, leave without pay against anemployee, including, as applicable, witness and employeestatements, interview reports, exhibits, reports of findings anddecisions and j udgments

Records created by personnel or supervisory officers in consideringor reconsidering on appeal, an adverse action (e.g., demotion,probation, termination, suspension, leave without pay against anemployee, including, as applicable, witness and employeestatements, interview reports, exhibits, reports of findings anddecisions and j udgments.

Award committee reports, selection criteria, nominations, andsimilar administrative records of employee award or incentiveprograms. For records of awards/commendations given to anemployee use GR 1050-12D, 1050-12E or 1050-12F.

Records created to control and monitor the issuance of keys,identification cards, passes or similar instruments of identificationand access. 9-1-1 Dispatch Area Access Cards

Interviews, interview questions, upgrades, description, jobadvertisements, written score, employment applications, transcripts,and letters of reference and similar documents whose submission bycandidates for vacant positions or for promotion, transfer, ortraining opportunity (both hires and not hired).

Record Series

Disciplinary and AdverseAction Records - Policeand Fire Sworn Personnel

Disciplinary and AdverseAction Records - CivilianEmployees

Employee RecognitionRecords

Employee Security Records

Employee SelectionRecords

Division

AllDivisions

All Divisions

AllDivisions

All Divisions


DALLAS POLICE DEPARTMENT RECORDS RETBNTION SCHEDULE

AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Caiendar-year End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded




GR 1050-12DDate of Separation

from the city + 5 ys..t

GR l0s0-12EDate of Separation *

1 0 years

GR 10s0-20Final decision* 2

years

GR 1050-218US + 2 years; or date

ofseparation*2years,whichever is sooner

GR 1050-2242 years

Records

Records about an employee. Applications, resume, awards,commendations, certifications, licenses, conflict of interest formsP-2 forms, training records including training on hazardousmaterials, etc.

Note: If employee transfers to another city department sendfile tothe new department.

Records about an employee. Applications, resume, awards,commendations, certifications, licenses, conflict of interest formsP-2 forms, training records including training on hazardousmaterials, etc.Officers Equipment Files, Personnel Management System, FingerPrint Cards

Records relating to the review of employee grievances againstpersonnel policies, working conditions, etc.

Job evaluations of employees.Note: File by date of review, not in individual employeeJiles

Health or physical examination reports or certificates for allapplicants and employees if required for position. Includes randomdrug or alcohol tests.

Record Series

Personnel Files -Employee Service Records(Department PersonnelFile)

Personnel Files - SwornPersonnel Service Records(Department PersonnelFile)

Grievance Records

Job Evaluations

Medical and ExposureRecords

Division

All Divisions

Police or Fire

All Divisions

All Divisions

All Divisions



AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA = Life of the Asset US : Until Superseded




GR 1050-31I year

Exempt

GR 1050-32ACE of closure of claim

+ 5 years

GR1050-36End of employee's

probationary period orafter immediate purposehas been fulfilled, as

applicable.

GR10s0-39US or date of

separation + 3 years.

GR 1050-52FE + 3 years

GR 1050-132 years

Records

Work, duty, shift, crew, or case schedule, rosters, or assignments.Assignment/Workload Tracking, Employee Case Load, City CourtOff-Duty Stand-by Log, Work Release Program, Casenumber/assignment

RMlA claims, TWCC reports, salary continuation, doctor's reports,Order for Medical Treatment (OMTs), all notes from meetings orphone conversations.Note: Risk Manugement copy retained CE of closure of claim I50 years.

Used for condition of or in conjunction with employmentapplication.

Information about individual volunteers and duties they perform

Payroll register, payroll adjustment records, leave records includingrequests and authorization to use leave. Timesheets. PayrollModifications, Short Term Disability, Daily Detail (if time workedby employee is shown), Comp Time/Over Time Cards

Advertisements or postings relating to job openings, promotions,training programs, or overtime opportunities, including jobs orderssubmitted to employment agencies.

Record Series

Work Schedules

Workers CompensationClaim Files - Departmentcopy

Criminal History Checks

Volunteer Service Files

Payroll Records -Departmental copies

Employment OpportunityAnnouncements

Division

All Divisions

Personnel

All Divisions

All Divisions

Personnel


DALLAS POLICE DEPARTMEI\T RECORDS RETENTION SCHEDULE

AC : After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded




GR 10s0-142 years

GR 1050-22822 years

GR 1050-23US + 5 years or Date ofseparation + 5 years

GR 1O5O-2BA

Date of separation + 5years

or if liled by class:GR 1050-28A155 years

Records

Applications, transcripts, letters of reference, and similar documentswhose submission by candidates for vacant positions (both hiredand not hired) or for promotion, transfer, or training opporfunity(both selected and not selected) is required on the application form,by application procedures, or in the employment advertisement.Application, Background Investigation, Finger Print Cards, TransferRequests

Health or physical examination reports or certificates of employeesfor whom periodic monitoring of health or fitness is required.

Oaths of Office

Certificates of completion, transcripts, test scores, or similar recordsdocumenting the training, testing, or continuing educationachievements of an employee if such training or testing is requiredfor the position held or if the educational or skill attainment orenhancement affects or could affect career advancement in the localgovernment or, in the case of licensed or certified personnel (e.g.,school professionals, firefighters, police officers, health careprofessionals), in other governments or the private sector.

Including training on hazardous materials, evacuation drills etc.Daily Observation Reports

Note: FTO Coordinator in Bureau Command Office collectsrecords and prepares themfor storage by Class

Record Series

Rejected Applicants Sworn

Random Drug Testing

Oaths of Office

Training Records

Basic Training RecordsFTO TrainingDrug Recognition ProgramFlight Training RecordsEnvironmental Training

Records

Division

Personnel

IADSafety

Personnel

AllDivisions

City of Dallas t4 Revised September 18, 2019


GR 1050-28B3 years

GR 1050-28CUSExempt

GR 1075-0lAFE + 3 years

GR 1075-0182 years

GR 1075-027 year

Exempt

GR 1075-03AFE + 3 years

Records

Records documenting the planning, development, implementation,administration and evaluation of in-house training programs.In - S ervice Train in g, Publ ic Safety Educati on, InstructorEvaluation

Training manuals, syllabuses, course outlines, and similar trainingaids used in in-house training programs. Satellite Downlinks, MediaProduction

Successful bids and request for proposals, including invitations tobid, bid bonds and affidavits, bid sheets, and similar supportingdocumentation.Vehicle Equipment Specification, Price AgreementsNote: If successful bid or proposal results in a contract, use GR1000-25 (AC+4years)

Unsuccessful Bids

Inventory parts records for parts and supplies

Purchase Orders, requisitions, and receiving reports. Purchasinglog, register or similar record providing a chronological record ofpurchase orders issued, orders received and similar data onprocurement status. Photographic Work Orders, Citation Register

Record Series

Training ProgramsAdministration

Training Materials

Bid and Bid Documentation- Successful Bids

Bid and Bid Documentation- Unsuccessful Bids

Inventory Records

Purchase Order and ReceiptRecords - Departmentalcopies

Division

Training

Training

All Divisions

All Divisions

All Divisions

All Divisions







GR 1075-153 years


GR 1075-18A11 year

Exempt

GR 1075-18A2LA

Records

Reports of accidents or damage to facilities, vehicles, or equipmentif no personal injury is involved.

Note: For accidents that result in injury to persons, use GR 1000-20AorB(5or20years)Lost and Stolen Property reports

Records documenting routine inspection of facilities, vehicles andequipment. Routine cleaning, janitorial and inspection work

For routine inspections of marked police vehicles and radarequipment use GR 1075-1882 (3 years)

Records documenting the maintenance and repair to general-purpose vehicles, office equipment, and office facilities. Note:Helicopter Maintenance

Note: If a regular vehicle k junked as the result of an accident,retained maintenance & repair records for LA * I year. Formarked vehicles and helicopters junked as the result of anaccident, retained maintenance & repair recordsfor LA * 3 years.

Record Series

Accident and DamageReports (Properfy) -Departmental copies

Lost and Stolen Propertyreports

Maintenance, Repair andInspection Records ofVehicles, Equipment, andFacilities - Routine

Maintenance, Repair andInspection Records ofVehicles and Equipment -Maintenance and repairrecords

Division

Personnel

All Divisions

All Divisions

AllDivisions



DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW: Public Works Records Schedule UT: Utitities Records Schedule


City of Dallas r6 Revised September 18, 2019

DALLAS POLICE DEPARTMEI{T RECORDS RETENTION SCHEDULE

AC: After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calendar-year End FE : Fiscal-year EndLA: Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safefy Records Schedule PW : Public Works Records Schedule UT : Utilities Records Schedule



GR 1075-18B23 years

GR 107s-192 years

GR 1075-204FE + 3 years

GR 1075-208After return or

reassignment+ 2 years.

GF.1075-223 years

Records

Non-routine facility maintenance, repair and inspection records.Including those relating to plumbing, electrical, fire suppression,and other infrastructure systems. Routine inspections of markedpolice vehicles and testing or calibration records of radarequipment.

Note: Records of the types described relating to government-owned structures or places eligible for or already listed us historicby nationul, state, or local organizations or authorities must beretained PERMANENTLY

Work orders (for repairs and maintenance to facilities, vehicles, orequipment). Documentation of 9-1-1 equipment problems andrepairs

Any type of usage report (e.g., mileage, fuel consumption, copiesrun) ifsuch reports are the basis for allocating costs, fordetermining payment under rental or lease agreements, etc. Reportsof usage of facilities, vehicles, and equipment. Monthly fuel usesummary, Compressed Natural Gas (CNG) logs

Reservation logs or similar records relating to the use of facilitiessuch as meeting rooms, auditoriums, etc. by the public or othergovernmental agencies. Assignment logs, authorizations, andsimilar records relating to the assignment and use of government-owned vehicles or equipment by employees.

Logs, registers, or similar records documenting visitors to limitedaccess or restricted areas. Visitors Log - Restricted Areas

Record Series

Facilities -Non-routinemaintenance, repair andinspectionInspections - Marked policevehicles and radarequipment

Equipment Repairs

Usage Reports - If reportsused for allocating costs

Usage Reports -Reservation logs, VehicleAssignment Records

Logs - Visitors to restrictedareas

Division

All Divisions

Communications

Quartermaster

All Divisions

All Divisions

City of Dallas t7 Revised September 78, 2019

DALLAS POLICE DEPARTMENT RECORDS RETENTIOI{ SCHEDULE





GR l07s-4182 years

GR5750-0230 years.

GR 5800-01AV after auditrequirements metExempt

GR 582s-09AV after verification ofdata entryExempt

PS 402s-03AUS + 5 years

Records

Registers or logs of telephone calls made and similar telephoneactivity reports if the log, report, or similar record is used forinternal control purposes other than cost allocation. Long DistanceTelephone Calls

Copies of tier two forms containing information of hazardouschemicals present in local government facilities submitted to thefire chief of the fire department having jurisdiction over thefacilities and to the Texas Department of State Health Services asrequired by Health and Safety Code, Section 506.006.

Electronic report of entry into doors at Headquarters building

Copies of records or forms designed and used solely fordata input and control.

Orders issued by the head of a public safety agency, or deputiespossessing requisite authority, establishing policy or standardoperating procedures.Review before disposal; some documentution of this type maymerit permanent or long-term retentionfor historical or legalreasons.

Record Series

Logs - Telephone Usage

Facility Chemical Lists

Logs - Door Entry

Data Entry Documents

General OrdersSpecial Orders (signed)Standard OperatingProcedures (SOP)

Division

AllDivisions

All Divisions

All DivisionsLegalRecords

Planning


DALLAS POLICE DEPARTMENT RECORDS RETENTION SCHEDI]LE





PS 4025-03B3 years

PS 4025-03CPermanent

PS 4025-04AExpiration * 3 years

PS 4050-02Date of separation + 2years

PS 4050-03BUS + 1 yearExempt

PS 4050-05AReturn of weapon * 3

years

Records

Special orders issued by the head ofa public safety agency, ordeputies possessing requisite authorify, declaring emergencies,ordering evacuations, and similar extraordinary directives. V.LPAssignment Files, Emergency Procedures

Code ofConduct

Permits and certifications from federal or state agencies as requiredby law or regulation for public safety activities and equipment andany reports, correspondence, or other documentation bearing on theapplication for the issuance of or renewal of a permit orcertification. Radiation Control Permit Renewals, Billing noticesfrom State of Texas and payment documentation

Records concerning horses, dogs, or other animals owned by publicsafety agencies, including records of the acquisition of the animal,its registration and pedigree papers (ifapplicable), records oftraining, and its veterinary history. Canine In-Service Training,Canine SqLrad Dog Bite Report

Authorizations for the home storage of public safety vehicles

Records of issuance of weapons to public safety personnelShotgun Log

Record Series

Special Orders

Code ofConduct

Operational Permits andCertifications

Canine and HorseHistory/Medical records

Home storage of Vehicles -Authorization

Weapons Records -Issuance

Quartermaster RecordsShotgun Log

Division

SpecialOperations

Planning

SpecialOperations

SpecialOperations

Quartermaster

AllDivisions



PS 4050-058LA

PS 40s0-05c3 years

PS 40s0-05DUS + 3 years

PS4050-06AVExempt

P54050-0730 days

PS 407s-0lAPermanent

PS40s0-08A3 years

PS407s-01APermanent

Records

Records of inspection and repair of weapons

Records documenting the sale, gift, loss, or destruction of publicsafety weaponry.

Inventories of weapons.

Video surveillance for, but not limited to, security of properly andpersons.

Global Positioning System (GPS) data used to track locations ofpolice vehicles.Note: If the GPS data are used to establish the location of a policevehicle as part of an investigation they shoald be retained with theinvestigation case JiIe.

Records documenting the initiation, investigation, and dispositionof internal affairs investigations of law enforcement shootingincidents which result in death or injury to any person, including apolice officer.

Includes bullet-resistant and stab-resistant vests, SWAT equipment,fireproof clothing, and other protective and safety wear. Daily orother periodic reports on the inspection of protective clothing.

Records of investigation of law enforcement shooting incidents thatresult in death or injury to any person, including a police officer.

Record Series

Weapons Records -Inspection and Repair

Weapons Records -Disposal

Weapons Records -

Inventories

Surveillance Videos

GPS Tracking Records

Internal AffairsInvestigation Records -Death or Injury

Protective Clothing Records

Internal Affairslnvestigation Records -Shooting Incidents

Division

Quartermaster

Quartermaster

Quartermaster

AII Divisions

AllDivisions

IAD

All Divisions

IAD











PS 4075-01B15 years

PS 4075-01C5 years, provided a 1

year infraction freeperiod precedes the dateof destruction

PS 407s-0lD3 years

PS 4075-01EDetermination not toinitiate an IADinvestigation * 2 years

PS 4075-022 years

PS 4100-01USExempt

Records

Records of investigations that find an officer engaged in misconductand penalize the officer at or above the level of a written reprimand.

Note: (Jse GRI050-07 for investigations and reviews conducted bya Firefighters' and Police Officers' Civil Service Commission.

Records of investigations that find an officer engaged in misconductand penalize the officer below the level of a written reprimand, orof investigations whose findings are inconclusive.

Records of investigations whose allegations are not sustained, or incases where accusations are determined to be unfounded or theaccused is exonerated.

Written complaints and records of oral complaints received fromthe public concerning the conduct of law enforcement officers thatdo not lead to an intemal affairs investigation.

Records concerning off-duty assignmentsof public safety personnel, including applications for suchassignments

Master file on residents in a 9-1-1 service area containing name,address,9-1-1 address, telephone number, and other informationneeded to provide service.

Record Series

Internal AffairsInvestigation Records -Formal Discipline

Internal AffairsInvestigation Records -Informal Discipline

Internal AffairsInvestigation Records - NotSustained

Internal AffairsInvestigation Records -Unfounded Complaints

Off Duty AssignmentRecords

9-l-1 Master Files

Division

IAD

IAD

IAD

IAD

AllDivisions

City of Dallas 2l Revised September 78, 2019


AC : After Closed, terminated, completed, expired, settled AV: Adminishatively Valuable CE: Calendar-year End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded




CALEA 8].2.7Recording and Playback90 days

Was PS 4100-0430 days

PS 4100-0s2 years.

PS 4100-06I year.

PS 4125-012 years

PS 4125-0275 years

PS 4125-04A90 days after the date ofthe stop.

Records

Tapes and printouts of incoming and outgoing telephone and radiocommunications. Radio Dispatch Logging tapes and MDT Logs

Record created by dispatcher on each call for service showing dateand time call received, nature of call, and details of action taken inresponse to call.

Listing of each radio call or pages from or to a dispatcher showingdate, time, and location of call.

Logs or equivalent records, usually arranged chronologically or bycase, court, or citation number, providing summary data oncomplaints investigated by law enforcement officers, arrests made,citations issued, accidents investigated, court arraignments, courtappearances by officers, and similar activities relating to the arrestor citation ofpersons or the investigation ofoffenses.

Arrest report and fingerprints on each person arrested by the lawenforcement agency and charged with a felony or a misdemeanornot punishable by fine.Note: For arrest reports of Class C misdemeanors use 4125-0581(6 months)

Video or audio recordings of persons on whom charges are notfiled.

Record Series

Communication Tapes andPrintouts

Dispatch Reports

Radio and Paging Logs

Arrest and Offense - Logsor Dockets

Arrest Reports (DEARS)Prosecution Report

Video and AudioRecordings from PoliceVehicles and BodyCameras

Division

Communications

Communications

Communications

All Divisions

Detention

All Divisions


DALLAS POLICB DEPARTMENT RECORDS RETENTION SCHEDULE

AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safefy Records Schedule PW: Public Works Records Schedule UT : Utilities Records Schedule



P54125-04A90 days

Becomes part of theOffense InvestigutionRecords (4125-05) -follow appropriateretention based on classof offinse.

PS4125-04C30 days

P54125-04DDate civil penalty paidor 31 days afterjudgment, whicheversooner.

PS 4125-05A12 years

PS 4125-05423 years

Records

Video or audio recordings from police vehicles of persons on whomcharges are not filed.

Video or audio recordings of persons on whom charges are filed

Note: Officer-worn camera videos that capture use of deadly forceby an officer include in IAD records PS4075-01A

Red-light camera videos that do not capture a violation, or forwhich a notice of violation is not mailed.

Red-light camera videos that capture a violation.

Civil Cases Not Cleared - Misdemeanors

Civil Cases Not Cleared - Second and Third Degree Felonies

Record Series

Video and AudioRecordings from PoliceVehicles and BodyCameras - No ChargesFiled

Video and AudioRecordings from PoliceVehicles and BodyCameras - Charges Filed

Video and AudioRecordings from Red LightCameras - No Violation

Video and AudioRecordings from Red LightCameras - Violation

Offense InvestigationRecords - Civi] Cases NotCleared

Offense InvestigationRecords - Civil Cases NotCleared

Division

All Divisions

All Divisions

All Divisions

All Divisions

All Divisions

All Divisions

City of Dallas zt Revised September 18, 2019


PS 4125-054375 years

PS 4125-05442 years

PS 4125-05816 monthsExempt

Records

Civil Cases Not Cleared - First Degree and Capital Felonies

Civil Cases Not Cleared - Civil Cases Not Cleared

Offense and supplemental offense reports; investigation reports andnotes; witness statements; latent fingerprints; results of chemicalanalysis and polygraph tests; crime scene, mug shot, and otherphotographs; laboratory reports; citations, affidavits; criminalprocess; victim impact statements; subpoenas and other recordsrelating and customary to the investigation of criminal offenses orother violations of state law or local ordinance. Cases in which anarrest is made or a citation issued and a law enforcement agency hascertain knowledge of the pretrial or adjudicated disposition of anarrested or cited person and considers the case to have been cleared.Class C misdemeanors and unclassified violations of state law orlocal ordinance arrest reports (Class C misdemeanors only);punishable by fine only (including arrest reports and citations).

Record Series



Offense InvestigationRecords - Class CMisdemeanors

Division

All Divisions

All Divisions

All Divisions

DALLAS POLICE DEPARTMENT RECORDS RETENTION SCHEDULB

AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calendar-year End FE : Fiscal-year EndLA : Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW : Public Works Records Schedule UT : Utilities Records Schedule




PS 412s-0sB22 years

PS 4125-05831 0 years

Records

Offense and supplemental offense reports; investigation reports andnotes; witness statements; Iatent fingerprints; results of chemicalanalysis and polygraph tests; crime scene, mug shot, and otherphotographs; laboratory reports; citations, affidavits; criminalprocess; victim impact statements; and other records relating andcustomary to the investigation of criminal offenses or otherviolations of state law or local ordinance. Cases in which an arrestis made, or a citation issued and a law enforcement agency hascertain knowledge of the pretrial or adjudicated disposition of anarrested or cited person and considers the case to have been cleared.Class A and B misdemeanors and state jail felonies.

Offense and supplemental offense reports; investigation reports andnotes; witness statements; latent fingerprints; results of chemicalanalysis and polygraph tests; crime scene, mug shot, and otherphotographs; laboratory reports; citations, affidavits; criminalprocess; victim impact statements; and other records relating andcustomary to the investigation of criminal offenses or otherviolations of state law or local ordinance. Cases in which an arrestis made, or a citation issued and a law enforcement agency hascertain knowledge of the pretrial or adjudicated disposition of anarrested or cited person and considers the case to have been cleared.Second and third-degree felonies.

Record Series

Offense InvestigationRecords - Class A or BMisdemeanors

Offense InvestigationRecords - Second or Third-Degree Felonies, includingDriving While Intoxicated

Includes Juvenile Cases

Division

AllDivisions

All Divisions











PS 4125-058450 years

Send original report toTXDOT.

PS 4150-043 years

Records

Offense and supplemental offense reports; investigation reports andnotes; witness statements; latent fingerprints; results of chemicalanalysis and polygraph tests; crime scene, mug shot, and otherphotographs; laboratory reports; citations, affidavits; criminalprocess; victim impact statements; and other records relating andcustomary to the investigation of criminal offenses or otherviolations of state law or local ordinance. Cases in which an arrestis made, or a citation issued and a law enforcement agency hascertain knowledge of the pretrial or adjudicated disposition of anarrested or cited person and considers the case to have been cleared.First-degree and capital felonies.

Records relating to traffic accidents, including accident reports,supplemental accident reports, photographs, correspondence, andrelated documentation.

Note: If as the result of an accident, a person is arrested andcharged with driving while intoxicated or with at least a second-degreefelony, the accident report shall be considered an offenseinvestigation record and must be retainedfor the appropriateretention period under item number 4125-0581 - 5.

Note: Accident reports involving City vehicles or property useGRI 000-20A or I 000-208.

Family violence reports that do not become a part of arrest oroffense investigation records

Record Series

Offense InvestigationRecords - First-Degree orCapital Felonies

Includes Juvenile Cases

Accident Reports

Family Violence Reports -No Charges

Division

All Divisions

TrafficRecords

Youth







PS 4150-05AVExempt

PS 4150-073 years

PS 4150-08Date person is locatedor body identified + 3years

PS 4175-012 years

PS 4115-02AVExempt

Records

Reports on persons stopped and interrogated in the field because ofsuspicious behavior.

Reports concerning incidents or complaints that, after investigation,did not appear to have involved the commission of a crime.

Reports on missing children and adults, requests for investigation,photographs, fingerprints, dental records, x-rays, notifications ofpossible match, and similar documents relating to the location ofmissing children and adults, including similar records relating tounidentified bodies found in the county and reported to the sheriff.

Logs, test records, operational check lists, and similar recordsrelating to the administration of chemical breath tests. IncludesChain of Custody Records.

Records created and maintained to anticipate, prevent, or monitorpossible criminal activity, including crime pattern, crime analysis,and modus operandi reports; forecasts; evaluation reports;investigation recommendations; reports on movements of knownoffenders; information on confidential informants; and messagesand alerts from other agencies.

Record Series

Field Interrogation Reports

Incident Reports

Missing and UnidentifiedPersons Files

DWI Test Records

Criminal Intelligence andAnalysis Files

Division

Youth

AllDivisions

AllDivisions

Detention

InvestigativeDivisionsPublic IntegrityUnitYouth



PS 4175-03AVExempt

PS 4175-0543 years

PS 417s-0sBAVExempt

PS 4175-07AVExempt

Records

Fingerprint records maintained in paper or on automated systems ofmissing persons, suspects, known offenders, incarcerated persons,etc.

Note: For those arrestedfor more than class C keep.for 75 yearsunder PS4I25-02.

Reports, logs, and other records pertinent to documenting thedissemination of criminal histories and other information to lawenforcement or other agencies through crime information networks(e.g., TCIC, NCIC) or by other methods and similar recordsdocumenting inquiries for and the receipt of information. Recordsof the dissemination of criminal histories.

Reports, logs, and other records pertinent to documenting thedissemination of criminal histories and other information to lawenforcement or other agencies through crime information networks(e.g., TCIC, NCIC) or by other methods and similar recordsdocumenting inquiries for and the receipt of information. Recordsof the dissemination of information other than criminal histories(e.g., missing persons, stolen property). Records of inquiries forand the receipt of information, including criminal histories.Administrative messages received through TCICAICIC or othernetworks.

Copies of pawn shop tickets provided to a law enforcement agency.

Record Series

Finger Print Cards

NCIC/TCIC Records -Dissemination of CriminalHistories

NCIC/TCIC Records -Other information andInquires, including TeletypeMessages

Regulated BusinessTransactions

Division

Crime SceneResponse

Communications

CommunicationsRecords

GeneralInvestigation

DALLAS POLICE DBPARTMENT RBCORDS RETENTION SCHEDULE






AC : After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US = Until Superseded




PS 4175-09FE of return or disposalofproperty + 3 years

PS 4175-10Until duty to registerexpires or sex offender'sdeath, whicheversooner.

PS 4175-12I year after closeExempt

PS 417s-l6431,6I or 91 days perterm of orderExempt

Records

Reports, logs, properfy cards, receipts, notices, and similar recordsdocumenting the receipt, processing, chain of custody, anddisposition by refurn, destruction, or sale of evidential, stolen,abandoned, unclaimed, impounded, or recovered property,including motor vehicles, by a law enforcement agency.Unclaimed Monies, Logs - Evidentiary Properly, ProperlyIntake, Weapons Destroyed

All documentation relating to the registration of sex offenders forreportable convictions or adjudication with a municipal policedepartment or a sheriff pursuant to Civil Statutes, art. 6252-13c.1.Retention Note: When a person is no longer required to register asa sex offender, all information about the person must be removedfrom the sex offender registry.

Cards, lists, or logs providing an abstract record of stolen propefy,including stolen vehicles, usually including description of item orvehicle, place and date stolen, serial numbers, and similarinformation.

Emergency protective orders issued by magistrates pursuant toArticle 17.292, Code of Criminal Procedure.

Record Series

Properly Records

Sex Offender RegistrationFile

Stolen Properly Recovery

Emergency ProtectiveOrders

Division

AllDivisions

CAPERS

Public IntegrityUnit

Youth


DALLAS POLICE DEPARTMENT RECORDS RETEI{TIOI{ SCHBDULE

AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW : Public Works Records Schedule UT: Utilities Records Schedule



PS 417s-16BDate order expiresaccording to its termsExempt

PS 4175-20Date of collection *three years, unless acourt orders dffirently

PS4t75-21AV

PS422s-06Must be destroyed uponcompletion of informaldisposition

Records

Protective orders (original and modified) issued pursuant toSections 3.581, 71.11,77.12 and71.l5, Family Code, includingnotices of vacation of orders.Note: If the person who is the subject of the protective order isconfined or imprisoned on the date the order would expire, theorder is extended and expires on: 1) the lst anniversary ofthe datethe person is released from confinement or imprisonment ifsentenced to a period of more than 5 years, or 2) the 2ndanniversary ofthe date the person is released ifsentenced to aperiod of5 years or less.

DNA records of a person released on bail and those charged with,placed on community supervision for, or convicted of certainoffenses.

Records related to the use of Automated License Plate ReaderInformation mobile or stationary camera systems to read andcrosscheck license plates against warrant and stolen vehicle reports,track vehicle movements, and other functions.

Offense reports, disposition reports, fingerprints, photographs, andother records relating to the investigation ofan offense or allegedoffense committed by a juvenile and the taking of the juvenile intocustody in those instances in which the juvenile is made subject toinformal discipline, rather than being referred to a juvenile court orplaced in a first offender program.

Record Series

Protective Orders

DNA Collection Records

Automated License PlateReader (ALPR) Information

Juvenile DelinquencyRecords flnformalDisposition Casesl

Division

Youth

All Divisions

All Divisions

Youth

City of Dallas 30 Revised September | 8, 2019


AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: CalendaFyear End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW = Public Works Records Schedule UT : Utilities Records Schedule



P54225-072 years

P54225-08Must be destroyed afterthe 90th day after thedate the juvenilesuccessfully completesthe first offenderprogram

PS422s-092 years.

P54225-10Destroy immediately

Records

Annual statistical reports from a law enforcement agency to anoffice of official designated by the juvenile board of a county on thenumber and kind of dispositions made with regard to juvenileswithout referral to a juvenile court or a first offender programoffender program.

Reports, photographs, fingerprints, and copies ofnotices to parentsby a law enforcement ofFrcer referring a child to a first offenderprogram without referral to a juvenile court.

Note: If the child does not successfully complete the program, by hisor her own volition, or is withdrawn from the program prior to itscompletion by the parent, guardian, or other custodian; or if the childis taken into custody before the 90th day after the date the childcompletes the program for conduct other than the conduct for whichthe child was referred to the first offender program, the case shall bereferred to thejuvenile court.

Annual reports from a law enforcement agency to the juvenile boardcontaining the names and addresses of children taken into custody bythe agency, including the gender and ethnicity of each child and theoffense committed.

Offense reports, disposition reports, fingerprints, photographs, andother records relating to the investigation ofan offense or allegedoffense committed by a juvenile and the taking of the juvenile intocustody in those instances in which the juvenile is not referred to ajuvenile court, placed in a first offender program, or is made subjectto informal disposition within 10 days of being taken into custody.

Record Series

Juvenile DelinquencyRecords flnformalDisposition Cases], ReportOn

Juvenile DelinquencyRecords fFirst OffenderPrograml

Juvenile DelinquencyRecords lFirst OffenderProgram] Report On

Juvenile Delinquency Cases(Non-Referred Cases)

Division

Youth

Youth

Youth

Youth

City of Dallas 3l Revised September 78, 2019

DALLAS POLICB DEPARTMENT RBCORDS RETENTION SCHEDULE





P54225-16Permanent

PS 4250-02Return to issuing court

PS 4250-042 years

PS 427s-01Expiration, Revocation* 2 years

PS 4275-04A1Expiration, Revocation* 3 years

PS 4275-0442Date of denial + 1 year

Records

Locally maintained juvenile information databases containing theinformation required by Family Code, 958.304.Retention Note: Data concerning an individual contained in thedatabase may be deleted according to retention periods establishedfor juvenile offenders in records series listed elsewhere in thisschedule.

Original and copies of criminal process to be executed or used by apeace officer. Arrest warrants, capiases of all types, and witnessattachments. Search warrants and inventories of properfy. Allothercriminal process.

Logs, dockets, or lists of civil and criminal process received andserved by a law enforcement agency.

Logs or reports of false alarms. Citation(s)

Applications for wrecker permits, copies of permits or otherdocumentation evidencing issuance, and any inspection orevaluation reports prepared during a permit period.

Applications for wrecker permits, copies of permits or otherdocumentation evidencing issuance, and any inspection orevaluation reports prepared during a permit period.

Record Series

Juvenile InformationSystems (Local)

Arrest Warrants

Logs - Warrants

Alarm Permit Revocations

Wrecker CompaniesWrecker Drivers - Permits

Wrecker CompaniesWrecker Drivers - DeniedPermits

Division

Youth

AllDivisions

All Divisions

SpecialOperations

Pound

Pound


DALLAS POLICE DEPARTMEI{T RECORDS RETENTION SCHEDULE





PS 432s-015 years

PS 4325-02US + 5 years

PS 4350-06CE + 2 years

PS 43s0-075 years from the lastdate of service for adultclients, or 5 yearsbeyond the age of 18 forminor clients.

Records

Minutes of meetings of academy advisory boards

Reports of weapons proficiency tests administeredto peace ofFrcers (includes hardship waivers for recertification).

Records documenting activities to reduce commercial motor vehicleaccidents under agreement with the Texas Department of PublicSafety to implement its Motor Carrier Safety Assistance Pro gram.

Records for administering the Crime Victims' Compensationprogram, including applications for compensation and supportingdocuments, under Chapter 56, Subchapter B ofthe Texas Code ofCriminal Procedure.

Record Series

Pol ice Training AdvisoryBoardPolice Officers AdvisoryCommittee

Fire Arms Training orAnnual Proficiency Testing

Commercial Motor VehicleInspection Records

Crime Victim ServicesFiles

Division

TrainingICPManagement

Research

Training

All Divisions

CAPERS

City of Dallas JJ Revised September 18, 2019

DALLAS POLICB DEPARTMENT RECORDS RETENTION SCHEDULE

AC : After Closed, terminated, completed, expired, settled AV: Adminiskatively Valuable CE : Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded


Exempt = May be destroyed without destruction authorization and documentation


PW s450-05AOperational life of thestorage tank system

Records

Documentation of compliance with regulations for undergroundtank systems storing hazardous substances and petroleumsubstances, and immovable aboveground tanks storing petroleumproducts.a) Tank registration documents, original and amended certificationsfor storage tank system installations and financial responsibility,and notifications to storage tank purchaser. Records for upgradingof existing storage tank systems.b) Records ofrequests for approval ofvariances or alternativeprocedures, and documentation of approval of such requests.c) Installation records including general information relating to theinstallation of new or used storage tank systems and as builtdrawings or plans depicting the sizes, dimensions, and locations ofsite features, system components, etc.d) Records for upgrading existing storage tank systems includinggeneral information related to the tank integrity assessment andcathodic protection requirements and as-built drawings or plansdepicting the sizes, dimensions, and locations of any systemcomponents or equipment added.e) Records for repairs and relining. Records of the installation of aused tank including inspection and tank tightness tests required forthe reuse ofused tanks.

Record Series

Storage Tank SystemRecords

Division

SpecialOperations



PW 5450-0sC5 years

Records

Documentation of compliance with regulations for undergroundtank systems storing hazardous substances and petroleumsubstances, and immovable aboveground tanks storing petroleumproducts.a)Equipment tests including the air tests and the tightness testsconducted on the tanks and piping:

1) at the time of installation, or2) atthe time of upgrading existing storage system,

b) Operation and maintenance records of storage tank systemsincluding records related to inspection, servicing, testing, andinventory control.c) Tests and inspections of corrosion protection systems andcomponents.d) Results of sampling, testing, or monitoring of releases (includingtank tightness tests); records and calculations related to inventorycontrol reconciliation; and documentation of service, calibration,maintenance, and repair of release detection equipment.e) Records of servicing, calibration, maintenance, and repair of spilland overfill equipment.f) Transfer or inventory records documenting the basis for claimingan exemption from the spill and overfill equipment requirements, ifapplicable.g) Results of inspections, tests, and maintenance activities forrepairs and relining.h) Documentation of compliance with requirements for thetemporary removal from service of a storage tank.

Record Series

Storage Tank SystemRecords - Installation andtesting of the system

Division

SpecialOperations


AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE: Calendar-year End FE = Fiscal-year EndLA: Life of the Asset US : Until Superseded





AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calendar-year End FE: Fiscal-year EndLA : Life of the Asset US : Until Superseded




PW 5450-05FAs long as the

equipment or system isused.

PW s450-05LAs long as any

underground storagetank remains in serviceat the facility or 5 yearsafter the storage tanksystem is permanentlyremoved from service,whichever longer

Records

Documentation of compliance with regulations for undergroundtank systems storing hazardous substances and petroleumsubstances, and immovable aboveground tanks storing petroleumproducts. Including information on the system designer, drawingsor plans depicting the locations of all system components, operatinginstructions and warranty information, maintenance schedules, andtesting procedures.a) Installation records relating to the:

1) corrosion protection system,2) release detection system,

spill and overfill prevention equipment.

3) Documentation of compliance with requirements for thepermanent removal from service of a storage tank.

Record Series

Storage Tank SystemRecords - Corrosionprotection, release and leakdetection components andsystems

Storage Tank SystemRecords -Removal ofSystem

Division

SpecialOperations

SpecialOperations



PW 54s0-07B23 years

PW s450-07C13 yearc

uT 5025-021 0 years

uT 5025-064.AC + 5 years

Records

Hazardous waste - Operation records of generators of hazardouswaste regarding the quantities generated and shipped off-site forstorage. For retention requirements of records for local government-owned facilities that store, process, or dispose of hazardous waste,see Part 3 of Local Schedule UT (Records of Utility Services).Manifests and shipping papers, such as monthly shipmentsummaries and exception reports, retained by generators ofhazardous waste.

Spill prevention and control. Records of all discharges or spiils andhistorical contamination, not subject to notification requirements,maintained by faciJities registered with the Texas Natural ResourceConservation Commission.

Records of chemical analyses of water and wastewater systems

Permits and approvals from the Texas Commission onEnvironmental Quality or other counf, state, and federal agenciesas requiredby law or regulation concerning wastewater treatment and disposal,water use, water districts, environmental protection; and anyreports, correspondence, or other documentation bearing directly onthe application for, the issuance of, or the renewal of the permit orapproval.

Record Series

Waste Generators,Records of - Manifests andshipping papers

Environmental IncidentReports

Chemical Analysis RecordsPublic Water SupplyRecordsWater Testing Records

Texas Commission onEnvironmental Quality(TCEQ) Permits

Division

Auto PoundSpecialOperations



DALLAS POLICE DEPARTMENT RECORDS RETENTION SCHEDI]LE

AC: After Closed, terminated, completed, expired, settled AV: Administratively Valuable CE: Calendar-year End FE: Fiscal-year EndLA: Life of the Asset US : Until Superseded






uT 5025-113 years after last actiontaken with respect to theparticular violation.

uT 50s0-0sc3 years

Records

Reports, correspondence, and similar records relating to actionstaken to correct violations of federal, state, or local primarydrinking water regulations; or of other water or wastewater-relatedlaws, ordinances, or regulations.

Documents maintained to provide a record of hazardous wasteshipments, including manifests, trip tickets, shipping papers, bills oflading, daily logs, and other similar approved documentation.

Record Series

Violation Reports

Manifest for hazardouswastes

Division



Prepared by:

Reviewed by

Reviewed bv: TA/l-c.b q"z,{-tShannonRecords Liaison OfficerDallas Police Department

Date

Jat?p r

Troy McClainRecords Liaison Officer

Department

Date

Peter CRM Date HALLRecords Management Chief of Police

Dallas Police DepartmentCity Secretary's Office

AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calendar-yer End FE : Fiscal-year EndLA: Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR = General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW: Public Works Records Schedule UT: Utilities Records Schedule


Dallas



Revision -0110812019 changed Equipment Services to euartermasterRevision - Removed Disciplinary and Adverse Action Rlcords (GR1050-07) as it was redundant. Revised GR1050,078 and GR1050-07c toGRl050-07(1) and GR1050-07(2) respectively, this aligns them with TSLAC. Added additionalcitation references to each.

Revisions 0410312019 to reflect CALEA (commission on Accreditation for Law Enforcement Agencies) requirement that,,recorded telephone andradio conversations ... be retained for a minimum period of ninety days". This is an increase from the TSLAC requirement.

Revisions 12114116 to reflect changes in Texas State Library schedules with revised descriptions, retention numbers, retention periods and new recordseries.

Revisions 2llll15 to reflect changes in Texas State Library schedules with revised descriptions, retention numbers, retention periods and new recordseries.

Revisions 6/15l12 to reflect changes in Texas State Library schedules with revised descriptions, retention numbers, retention periods and new recordseries. Also, addition of records series transferred to department with reorganization of functions.

AC : After Closed, terminated, completed, expired, settled AV : Administratively Valuable CE : Calend ar-year End FE : Fiscal-year EndLA: Life of the Asset US : Until Superseded

DC : District Clerks Records Schedule GR: General Records Schedule JC : Junior College Records SchedulePS : Public Safety Records Schedule PW: Public Works Records Schedule UT : Utiliiies Records Schedule

