RETENTION AND DISPOSAL SCHEDULE (Version 5) …...(*Limitation Act 1980, s2: "An action founded on tort shall not be brought after the expiration of 6 years from the date on which

GUIDE: for Interpretation of MPS Retention & Disposal Schedule

MoPI - Guidance on the Management of Police Information (MoPI)This Guidance which supports the Code of Practice defines periods for the review, retention and disposal (RRD) of police information. MoPI RRD periods relate to the need to assess the importance of all information held on an individual, rather than any specific event or type of crime.Before disposing of any information based on the time periods in this schedule, you must ensure the information is not required to be kept under the MoPI criteria.Details on MoPI RRD periods are available at section 7 and appendix 4 of MoPI.

(1) Key Word will eventually feed into the MPS File Plan and other audit trails, facilitating highly effective analysis of data.

(2) Current : certain record functions which are now obsolete have been included in the Schedule, especially where they had long retention periodsand the data recorded therein may still require retention or review.

(3) Corporate Owner, for purposes of this Schedule, is understood to mean the lead policy-maker/adviser (partic. on the issue of retention).

(4) Local Responsibility is understood to mean the officer effectively overseeing retention of the record at the local level.

(5) Retention Period stated includes the present year. In the Policing sector, 7 years' retention should safely cover the 6-year requirement of the Limitation Act 1980* for a civil action (litigation) to be brought; the retention period runs from the date of the incident complained about, unless the claimant was under 18 at the time of the incident, in which case it runs fromtheir 18th birthday. (*Limitation Act 1980, s2: "An action founded on tort shall not be brought after the expiration of 6 years from the date on which the causeof the action accrued" )In the Accounting field, a 7-year retention period (for example) equates to 6 years plus remainder of the current financial/tax year when the record was created.

(6) Legislation / Other Guidance (on retention): where descriptions have been shortened, full titles/abbreviations/authors are as followsCrime & Disorder Act 1998 (abbrev: CDA) Criminal Justice & Courts Services Act 2000 (abbrev: CJCSA)

Criminal Procedure & Investigations Act 1996 (abbrev: CPIA)Data Protection Act 1998 (abbrev: DPA)Disability Discrimination Act 1995 (abbrev: DDA ; covers police officers, in addition to police staff, from 1 Oct 2004)Health and Safety at Work Act 1974 (abbrev: HASAW) Police & Criminal Evidence Act 1984 (abbrev: PACE)Regulation of Investigatory Powers Act 2000 (abbrev: RIPA)The Recording & Dissemination of Intelligence Material - Code of Practice 1999 (authors: ACPO/HM Customs & Excise/NCIS/National Crime Squad) Reporting of Injuries, Diseases & Dangerous Occurrences Regulations 1995 (abbrev: RIDDOR)Sex Offenders Act 1997 (abbrev: SOA)

(7) Risk evaluation: reflects the importance of the record during its recommended retention period, the level of risk (High or Low) pertaining to its destruction before expiry of this period & the need to assess it for further retention at this point.

RETENTION AND DISPOSAL SCHEDULE (Version 5) Not Protectively Marked

(8) General Abbreviations / terms used:ACC/ACG Anti-Corruption Command/GroupACPO Association of Chief Police Officers (of England, Wales & N.Ireland)AFO Authorised Firearms OfficerAI Accident Investigator (traffic-related)AOR Armed Operation RecordAPA Annual Performance Appraisal (now replaced by PDR process)ARV Armed Response VehicleAtW Access to Work (disability scheme)BLO Borough Liaison Office/OfficerBOCU Borough Operational Command UnitCAD Computer Aided DespatchCARB Collision/Accident Report BookCARM Computer-Aided Resource Management (duty-planning system)CDOU Central Driving Offences Unit (formerly CO51 and Central Ticket Office; now Traffic Criminal Justice OCU)CHAPS Clearing House Automated Payments SystemCHIS Covert Human Intelligence Source (ie., police informant)CIU Collision Investigation UnitCJ Criminal JusticeCJU Criminal Justice UnitCMRU Career Management & Retention Unit (part of HR5 People Development)CMU Crime Management Unit ('Crime Desk')CoP Code of PracticeCPG Corporate Performance Group (DCC2(4))CPS Crown Prosecution ServiceCPT / CPU Child Protection Team / UnitCRIS Crime Reporting Information SystemCRPV Crime-Related Property VoucherCRTP Competence-Related Threshold PaymentCSM Crime Scene ManagerCTCJU Central Traffic CJU (part of Traffic Criminal Justice OCU)CTG Central Transport Garage (MPS Transport Services, Lambeth)CTN Coming to notice (of police)DI Detective InspectorDOD Destroy(ed)/Destruction on Division (property)DPG Diplomatic Protection Group (SO16)DPS Directorate of Professional Standards (DCC8)DVLA Driver & Vehicle Licensing Agency (part of Department for Transport DfT)EFS Equip for Service (unit of MPS Transport Services)EO Executive Officer

ET Employment TribunalF&R Finance & ResourcesFAC Firearm CertificateFATACC Fatal Accident (traffic)FAW Fairness at Work (internal complaints procedure)FAWA / FAWAA / FAWC Fairness at Work Advisor/Appeal Advisor/Co-ordinatorFET Firearms Enquiry Team (SO19)FIS Firearms Information System (MPS database)FM Facilities Management (division of Property Services)FME Forensic Medical Examiner/ExaminationFPN Fixed Penalty NoticeFPU Firearms Policy Unit (SO2)FRM Finance & Resources Manager/ManagementH&S Health & SafetyHO/RT Home Office Road Traffic (reporting forms)HOSPER Person taken to hospital where no relative or friend has been informedHR Human ResourcesHSE Health & Safety Executive (national H&S regulator)IIC Internal Investigations CommandIND Immigration & Nationality Directorate (Home Office; incorporates UK Immigration Service)IS Immigration Service (part of the Immigration & Nationality Directorate of the Home Office)LEA Local Education Authority LFMS Linguistic & Forensic Medical ServicesLIO / LIU Local Intelligence Officer / UnitLPO Lost Property OfficeMAPPA / MAPPP Multi-Agency Public Protection Arrangements/PanelMCAT MetDuties Central Administration TeamMETSEC MPS Security CodeMG DD Manual of Guidance Drink Drive (national policy)MI Management informationMIRSAP Major Incident Room Standardised Administrative ProceduresMIT Major Incident TeamMMR Monthly management reportMPA Metropolitan Police AuthorityMPD Metropolitan Police DistrictMPFA Metropolitan Police Fund AccountMPS Metropolitan Police ServiceMSC Metropolitan Special Constabulary ('Special Constables/Specials')MSS Message Switching SystemMVP Met Volunteer ProgrammeNFA No Further Action (decision not to proceed/prosecute)

NFLMS National Firearms Licensing Management SystemNSPIS National Strategy for Police Information SystemsOCU Operational Command UnitOH Occupational HealthOHA Occupational Health AdviserOHPN Occupational Health Practice NurseOIC Officer in Charge/Officer in the CaseOP Observation Post (surveillance)OVRO Overseas Visitors' Records Office (SCD10(6); formerly known as G11 & Aliens Registration Office ARO)PCN Penalty Charge NoticePDR Performance Development Review (process)PIB Performance Information Bureau (part of CPG Corporate Performance Group, DCC2(4); collate, store & present MPS corporate data)PIMS Personnel Information Management System (database)PNC Police National ComputerPPU Public Protection UnitPPV Prisoner's Property Voucher (now referred to as CRPV Crime-Related Property Voucher)PRB Process Report Book (traffic incidents)PSG Personnel Security Group (DCC8(8); part of DPS Directorate of Professional Standards)PSU Police Support UnitQA / QAO Quality Assurance/Officer (health & safety/risk management)RFD Registered Firearms DealerRMB Records Management BranchRSU Research & Survey Unit (PIB3; part of Corporate Performance Group CPG, DCC2(4))RT Radio TelephonyRTC Road traffic collisionSFO Specialist Firearms OfficerSGC Shotgun CertificateSIO Senior Investigating OfficerSLO Stores Liaison OfficerSOE Sexual Offence ExaminerSOE Special Order of Exemption (licensing) SOP Standard Operating ProcedureSPP Special Priority PaymentSTIO Senior Traffic Investigating OfficerSTL Statutory time limitSUDDEATH Sudden death where no relative or responsible person has been informedTCJ OCU Traffic Criminal Justice OCU (formerly CO51, Central Ticket Office & Central Driving Offences Unit CDOU)TCSH Transport Customer Service Helpdesk (MPS Transport Services)TfL Transport for LondonTIB Traffic incident board (deployed at serious or fatal incident scene)TRIS Traffic Reporting Information System (MPS database due to be introduced in 2005)

TS Transport Services (of MPS)TSU Training Standards UnitUD Unintentional Discharge (of firearm)UNIDENTB/P Unidentified body/personURN Unique Reference NumberVCC Volunteer Cadet CorpsVDRS Vehicle Defect Rectification SchemeVE Vehicle Engineering (unit of MPS Transport Services)VIP Volunteers in Policing (Met Volunteer Programme MVP)ViSOR Violent & Sex Offender RegisterWAB Witness appeal board (deployed at crime scene)WDC Without due care (driving offence)WTSS Weekly Trading Summary SheetWW Written Warning (disciplinary action)YOT Youth Offending Team

Records Management Branch 16 November 2009 Not Protectively Marked Version 6Key Word Book /Form

B/F number (where applicable)

Description & purpose Current (unless

otherwise stated)

Format (Paper unless

otherwise stated)

Where held (physical location,

e.g. on registered file, admin office etc.)

Corporate owner Local responsibility

Protective marking & Descriptor (Not

protectively marked unless otherwise stated)

Retention period (years)

INCLUDES CURRENT FINANCIAL YEAR

Relevant legislation or guidance Risk (High or

Low)

Disposal arrangements

NOTE: Blue entries indicate ACTUAL protective marking at present (where known)

ADMIN / ORGANISATIONAL

correspondence Correspondence: general / miscellaneousOwn or sectional files MPS

Self or Office Manager

Could be Restricted or higher

Review after 1 to 2 years

In view of storage limitations & time pressures, good housekeeping suggests that it is easier to weed regularly rather than after an extended period, with the obvious proviso that documents should be carefully risk assessed for further retention and timely review. L / H

Weed selectively after 1 to 2 years

minutes Minutes of Meetings: department SMTsPaper/Electronic Admin files Originating authority

Originating authority senior management

Generally, not protectively marked; but, can be Restricted or higher level. Descriptor according to subject matter & addressee groups who need access.

Review every 2 years Business need L

Weed selectively after 2 year review

correspondence B21Correspondence Register (*discontinued by Special Notice 9-03, Annex B: use CORIN instead) Obsolete*

1 year norm (up to 7 years if required) Business need L

duty Duty Rosters & amendments 2 years Lduty F225 Duty State 7 years Lduty F227 Duty State 7 years Lduty F228 Duty State 7 years Lduty F230 Duty State 7 years L

duty F231Duty State - additional duties (*discontinued by Special Notice 9-03, Annex B: CARM used instead) Obsolete* TPHQ 7 years L

duty F232 Duty State 7 years Lduty F233 Duty State - SO19 Firearms (ARV & SFO personnel) 7 years Lduty F234 Duty State 7 years Lduty F237 Duty State 7 years Lduty F244 Duty State 7 years Lduty F246 Duty State 7 years Lleave F259 Time Off card 3 years Lduty F550 School Crossing patrol pay - duties/time record Obsolete 3 months L

duty F3111

Duty State - CIB3 officers (now DCC8(1) Anti-Corruption Group ACG under Directorate of Professional Standards DPS) 7 years L

duty F3211MSC record of Duties performed (Metropolitan Special Constabulary) 7 years L

duty F3219MSC record of Detached Duty (duties other than at own station; Metropolitan Special Constabulary) 7 years L

duty F3301Duty State - CO55 (now DCC10(4-3) Central Communications Branch) 7 years L

duty F4552 Duty State - CO53 (now Air Support Unit ASU) 7 years L

duty F4571 IDWDuty State - IDW Heathrow Traffic Warden (*discontinued by Special Notice 9-03, Annex C) Obsolete* 7 years L

LEDGER RECORDS (Accounts Payable/Receivable & General Ledger)

annual Annual Accounts & working papersReview after 30 years

ES to AB 7/9/04. Check governmental audit requirements H

Assess for further retention or destruction after 30 years

ledgersGeneral & subsidiary ledgers for preparing Certified financial Statements or Published information

Review after 30 years



ledgers Creditor & Debtor Ledgers 7 years H

RETENTION/DISPOSAL SCHEDULE FOR MPS RECORDS - ACCOUNTING

ledgers Other Ledgers (contracts, costs, purchases etc) 7 years L

ledgers Other Journals (prime records for making entries to ledgers) 7 years L

annualPublished Accounts & Year-End balances, reconciliations & summarising schedules supporting ledger balances

Review after 30 years



MetFIN MF1 Payment Request Input (with invoice) Revenue 7 years LMetFIN MF2 Payment Request (without invoice) 7 years LMetFIN MF3 Credit Note Request Input 7 years LMetFIN MF4 Vendor Maintenance 7 years LMetFIN MF6 Invoice Request 7 years LMetFIN MF8 Manual Payment Request 7 years L

MetFIN MF9Cheque / Cash Receipt / Postal Order (no invoice issued) Journal 7 years L

MetFIN MF12 General Ledger Journal Input 7 years LMetFIN MF13 Accrual & Prepayment Journal 7 years LMetFIN MF16 Cancel Cheque 7 years LMetFIN MF18 Payment Request (CHAPS) 7 years LMetFIN MF19 Foreign Currency Payments 7 years LMetFIN MF20 Start/Stop/Replace Cheque 7 years L

IMPREST & DIVISIONAL

witness / appeal / requisitions F1510

Witness appeal board order form (for ordering WABs as deployed at crime scenes; order processing, manufacture, deployment & recovery of boards handled by MPS approved contractor, Interserve fm; requests must be authorised/signed off by Chief Inspector/DCI rank or above)

Original with case papers. Faxed copy by MPS contract supplier.

Property Services Operational Support - Special Events SIO 7 years

Essential to maintain efficient audit trails for requisitions: orders may need to be verified subsequently by Property Services, who hold & monitor a dedicated budget centrally. Records may be called for if police response to the incident is later questioned (eg., relatives of victim or their representatives concerned by number of boards deployed or how long they are kept up). Issues may also arise in relation to the positioning of boards: pedestrian/motorist safety, accountability to local authority (duty to not obscure other signs). The order form should be safe to weed after 7 years. L Weed after 7 years

witness / appeal / requisitions F1510T

Traffic incident board order form (for ordering TIBs as deployed at serious or fatal incident scenes; order processing, manufacture, deployment & recovery of boards handled by MPS approved contractor, Interserve fm; requests must be authorised/signed off by the senior traffic investigating officer STIO)

Original by Collision Investigation Unit (CIU) with case papers. Faxed copy by MPS contract supplier.

Property Services Operational Support - Special Events CIU Inspector 7 years


budgets / property B86

Devolved Budget record book ('attendance ledger' for approved contractors carrying out reactive & emergency building maintenance from budgets devolved to FRMs by Property Services Facilities Management; contractor required to sign in/out against description of work; introduced 26 Feb 2003)

Most suitable location specified by budget-holding FRM, where it is available to visiting contractors & can be supervised easily by the FRM (could therefore be station Front Office or F&R unit itself). Completed books are then archived by F&R.

Property Services Facilities Management (FM) FRM

7 years after last entry

FRM accountable under the Devolved Budget Scheme for efficient use of funds & supervision of works. Ledger serves as reference tool for checking work carried out (verified by contractor's signature) against submitted invoice & for substantiating claims/penalties for unsatisfactory work where necessary. May also be referred to in the event of health & safety incidents eg., accidents attributable to defective work; in the course of internal inspections eg., those by Property Services 'Mentors', as well as works audits by the independent quantity surveyor acting on the FRM's behalf. Risks of litigation are considered low as the work involved tends to be of a minor & remedial nature, as opposed to major projects. As the DB Scheme has been introduced only recently, it is too early to forecast what other issues may affect retention policy for B86. Seven years' retention is considered a sensible period to cover all audit necessities at this stage (present DB contracts have been agreed for a 5-year term). H

Assess completed book for further retention or destruction after 7 years

penalty / fine F4737

Application for cancellation of Penalty Charge Notice and/or Removal/Clamp Fee incurred whilst on police duty within MPD (submitted to local authority of issue, along with PCN and/or Notice of Charges receipt for removal or clamp fees; driver's declaration, setting out reasons surrounding contravention/grounds for exemption, requires countersignature by Superintendent/Head of Branch)

Original to issuing authority. Copy should be kept by FRM or head of unit.

Traffic Criminal Justice OCU (formerly CO51 & Central Driving Offences Unit CDOU)

FRM or Head of unit

1 year (for MPS copy)

Penalty charge documents have to be dealt with promptly & within strict time deadlines ie., 7 days. The matter is presumed 'closed' once the countersigned application is efficiently despatched, unless the local authority returns to contest exemption which would normally become apparent within a few months (6 at most). It is considered prudent to retain a copy of the application: although claims could theoretically be launched up to 6 years after the notice was issued, it is very unlikely in this context & 1 year should allow ample time for any queries/issues to arise. L

Destroy copy after 1 year, if no outstanding actions


Application for cancellation of Fixed Penalty Notice and/or Removal Fee incurred whilst on police duty within MPD (submitted to Traffic Criminal Justice OCU for processing, along with FPN and/or removal Notice of Charges; driver's declaration, setting out reasons surrounding offence/grounds for exemption, requires countersignature by Superintendent/Head of Branch)

Original to Parking Offences Processing Section of TCJ OCU. Copy should be kept by originating FRM or head of unit.


Parking Offences Processing Manager, TCJ OCU (for original) / FRM or Head of unit (for copy of application)

1 year (by unit generating application) / 6 months (by Traffic Criminal Justice OCU)

Fixed penalty notices have to be dealt with promptly & within strict timescales, to avoid criminal proceedings & embarrassment to the Service. Tickets have a statutory time limit of 6 months before proceedings are initiated against the driver. A 'minimum' retention of 6 months therefore covers the same period in which issues should be effectively resolved. Primary responsibility for maintaining records rests, of course, with the originating unit which explains the slightly longer, recommended retention period in their case. H

Destroy records on expiry of recommended times, if no outstanding actions

disability DOI-FOR-2072

DDA Reimbursement form (request for reimbursement of costs for supplying special equipment to assist disabled staff, under provisions of Disability Discrimination Act 1995; local FRM completes/signs & forwards, via local OHA or OHPN, to DOI Business Support/Finance Unit DCC10(1-6) )

Original by Finance Unit, DOI Business Support DCC10(1-6). Copy by local, requesting FRM.

DOI Quality & Performance Services (Q&PS) / Finance Services

Finance Unit Manager, DOI Business Support DCC10(1-6) 7 years

Need to maintain efficient audit trail of expenditure from local, DOI and corporate budgets. Taking into account also any funding under the Access to Work (AtW) Scheme. See further information on AtW in Notice 15-03, item 2. L Destroy after 7 years

copiesCopies / photocopies of accounting forms & records held by local Finance units (where originals are retained centrally) Local F&R unit Finance Services F&R Manager 2 years norm

Important to understand that these are 'back-up' copies of records, where the originals will be retained centrally for considerably longer. Regarded as being a matter for local discretion, with 2 years' retention as the suggested policy. Balance needs to be struck between storage limitations (priority should be given to originals over copied documents) and the need to retain records for internal inspections. It would be wise to risk assess the records concerned for further retention or destruction at the time decided upon for weeding. L

Assess documents for further retention or destruction at time of weeding

expenditure Expenditure sheets 7 yearsBased in part on National Archives disposal guidance (Oct 2003). L

cash Cash books/sheets 7 years

Based in part on National Archives disposal guidance (Oct 2003); in line also with retention for MPS mainstream cash books. L

cash Petty Cash receipts 3 yearsBased in part on National Archives disposal guidance (Oct 2003). L

postage

Postal cash book/sheets; postage/courier account/cash records; register of postage expenditure; postage paid record; postage books/sheets 3 years

Based in part on National Archives disposal guidance (Oct 2003). L

cash Summary Cash books 7 years

In line with retention for MPS mainstream cash books & Internal Audit advice. National Archives disposal guidance, Oct 2003, suggests 2 whole years. L

creditor Creditor history records; lists/reports 7 yearsBased in part on National Archives disposal guidance (Oct 2003). L

debit Debit note books 3 yearsBased in part on National Archives disposal guidance (Oct 2003). L

expenditureVouchers: claims for payment, purchase orders, requisition for goods & services, accounts payable invoices etc 7 years

Based in part on National Archives disposal guidance (Oct 2003). Conforms to Customs & Excise guidelines (VAT requirements). L

allowances Tickets/Receipts to back up Expense Claims 4 years

Should be retained with & for the same time as the original claim forms (Christine Weston, Pay & Pensions Contract Management Team 27/8/04). L

allowances CS577A & B

Claim for Subsistence / Lodging allowance: monthly (CS577A) & weekly (CS577B) paid staff (CS577 is obsolete / has been abolished)

By MPS payroll provider (Capita Business Services). F&R units may also hold copies initially for budgetary purposes.

Pay & Pensions Contract Management Team (CMT) in collaboration with HR Pay, Allowances & Pensions Policy Unit HR4(8), Capita & Inland Revenue

Police Staff Payroll Manager (of MPS payroll provider) 4 years

ES believes 6=7 years. All 'temporary' allowances, such as this, which are not permanent payments (and not kept with the payroll data) are retained for 3+current year: Lesley Rowe, Pay & Pensions Contract Management Team, 2/9/04. L

allowances CS580A & BClaim for Incidental Travelling / Miscellaneous Expenses: monthly (CS580A) & weekly (CS580B) paid staff






Claim for Standard Rate Mileage allowance (authorised drivers): monthly (CS581A) & weekly (CS581B) paid staff (CS581 is obsolete / has been abolished)






Claim for Public Transport Rate Mileage allowance: monthly (CS582A) & weekly (CS582B) paid staff (CS582 is obsolete / has been abolished)





allowances CS584A

Civil / non-industrial staff Overtime & Expenses monthly input claim (CS584A Claim for non-industrial overtime Pt1 is obsolete)



Overtime Manager (of MPS payroll provider) 4 years

RT for Overtime records is 3+current year: Christine Weston & Rosemary Dandridge, Pay & Pensions Contract Management Team, 24/8/04 & 23/8/04. L

allowances CS584B

Civil staff Overtime & Expenses weekly input claim (CS584B & C Claims for non-industrial overtime Pt2 and Pt3 are obsolete)



Overtime Manager (of MPS payroll provider) 4 years

RT for Overtime records is 3+current year: Christine Weston & Rosemary Dandridge, Pay & Pensions Contract Management Team, 24/8/04 & 23/8/04. L

allowances CS586 Claim for Deputising allowance




All 'temporary' allowances, such as this, which are not permanent payments (and not kept with the payroll data) are retained for 3+current year: Lesley Rowe, Pay & Pensions Contract Management Team, 2/9/04. L

allowances CS600A

Expenses claim by Civil monthly paid staff receiving financial assistance for Further Education (CS600, and CS600B for weekly paid staff, are obsolete; the latter by Special Notice 9-03, Annex A)




All 'temporary' allowances, such as this, which are not permanent payments (and not kept with the payroll data) are retained for 3+current year: Lesley Rowe, Pay & Pensions Contract Management Team, 2/9/04. L

salary PS24 Temporary Salary

By MPS payroll provider (Capita Business Services)


Police Payroll Manager (of MPS payroll provider) Restricted 4 years

RT was formerly 1 year norm. 3 years at base of form. RT of 3+current year confirmed by Christine Weston, Pay & Pensions Contract Management Team 3/9/04. L

salary PS24ATemporary Salary: variable shift patterns & part-time working

By MPS payroll provider (Capita Business Services)


Police Payroll Manager (of MPS payroll provider)

NPM / Should be in line with PS24 marking 4 years

RT of 3+current year confirmed by Christine Weston, Pay & Pensions Contract Management Team 3/9/04. L

allowances PS32 Expense Claim form




Formerly, retention of expense claim documentation was generally 1 year. 3 years at base of form. RT of 3+current year confirmed by Christine Weston, Pay & Pensions Contract Management Team 3/9/04. L

allowances PS32C Refreshment & Subsistence taxable MPD monthly claims




3 years at base of form. RT of 3+current year confirmed by Christine Weston, Pay & Pensions Contract Management Team 3/9/04.

allowances PS32D Travelling Expense non-taxable MPD monthly claims





allowances PS32E CID incidental Expense non-taxable MPD monthly claims





allowances PS32G Special Constables non-taxable Expenses





allowances PS36 Regular Plain Clothes allowance



Police Payroll Manager (of MPS payroll provider)

Should be Restricted, in line with other PS forms? 4 years

RT used to be 1 year norm. ES believes 2=3 years. RT of 3+current year confirmed by Christine Weston, Pay & Pensions Contract Management Team 3/9/04. L

cash B11Commander's office Cash Book (*discontinued by Special Notice 9-03, Annex B as no longer relevant) Obsolete* 7 years L

cash B14 OCU Commander's / Divisional Cash Book 7 years Lcash B18 Station Cash Book 7 years L

ledgers B42ADivisional Accounts Book/Ledger (*abolished 4 May 1998 by Notice 17-98, item 4) Obsolete* 7 years

Discontinued with view to simplifying local accounting records. L

salary B50 Pay: outstanding, weekly record (*abolished 1 April 1996) Obsolete* 7 years RT was formerly 3 years. L

allowances B53Expense Claims record (submitted to HQ for approval; *abolished 4 May 1998 by Notice 17-98, item 4) Obsolete* 3 years formerly

Discontinued with view to simplifying local accounting records. L

postage B63 Postage book (*abolished 16 March 1992) Obsolete* 3 years formerly

National Archives disposal guidance, Oct 2003, suggests 2 whole years. L

allowances B73 Rail travel Warrants 3 years Lcustody B77 Prisoner Meal vouchers 1 year L

medical B83ADoctors' Fees (claims by Forensic Medical Examiners FMEs & Sexual Offence Examiners SOEs)

Linguistic & Forensic Medical Services LFMS 7 years

Paul Ratcliffe, LFMS Payments Section (Resources Directorate) x67211 L

allowances B87Bulk weekly claims for certain Expenses & Allowances (essentially refreshment & subsistence)

Possibly set for abolition


HR Pay, Allowances & Pensions Policy Unit: 3 years' retention noted in The Police Regulations 1995, Regulation 50 / Interpretation & Policy 50.G.13. Book is still current at 3/9/04 acc to Procurement, though limited ordering. L

cash B92AMonies handed to Station Officer for transmission or safe custody (*abolished 27 April 1993) Obsolete* 7 years

Retention was formerly 3 years. 7 years brings it into line with other MPS cash books. L

cash B98 Cash kept by Warrant Officers (*abolished 25 Jan 1993) Obsolete* 7 years

Prior to its abolition, retention was 5 + current year. 7 years brings it into line with other MPS cash books. L

allowances B108Conduct Money Receipt book (kept by warrant officers; *abolished 23 March 2001) Obsolete* 7 years

Retention in line with other MPS receipt books. L

allowances B169 Mileage Log book (authorised civil staff) Transport Services? 3 years

Useful info re forms/records, try Keith Henderson, Transport Services, x 68646 L

allowances F258 Payment for Overtime card 4 years

RT hitherto recorded as being 3 years norm. 4 years (inc current year) brings it into line with other Overtime records. L

allowances F261Temporary Duty allowance (monthly return of officers filling vacancies; *abolished 1 Nov 1993) Obsolete* 2 years formerly

Prior to its abolition, retention was 2 years. Current retention time for officer temporary allowances is 4 years eg., see PS24 and PS24A. L

allowances F282Mileage Claims (submitted for approval; *abolished 1 Oct 1996) Obsolete* 7 years formerly

Prior to its abolition, RT was accepted as being 7 years. This would initially appear at variance with current retention times (4 years) for mileage allowance records, such as CS581-2. Although 7 years does take into account Inland Revenue requirements? L

ledgers F285Reimbursement of Imprest account (summary expenditure claim) 7 years Peter Devitt, Imprest Mngr, x 68085 L

allowances F290 Expense Claim 4 years

Retention of expense claim documentation was formerly 1 year as a norm. Current RT of 3+current year confirmed by Christine Weston, Pay & Pensions Contract Management Team, 24/8/04. L

allowances F292 CID weekly Expense claim (*abolished 1 Oct 1996) Obsolete* 4 years

Retention of expense claim documentation was formerly 1 year as a norm. Current RT of 3+current year confirmed by Christine Weston, Pay & Pensions Contract Management Team, 24/8/04. L

allowances F303 Witness Expenses at Court (*F312 used instead) Obsolete* 1 year formerly L

cash F310

Weekly return of Cash received at station & handed to Superintendent (*discontinued by Special Notice 9-03, Annex B: B18 used instead) Obsolete* Station office Finance Services Station Officer 7 years

RT was formerly 3 years. 7 years brings it into line with other cash book records. L

ledgers F310BSub-divisional Cash returns for MP Fund Account (*abolished 10 Sept 2001: MF31 booklet used instead) Obsolete*

Stored securely by FRM Finance Services FRM 7 years

RT was formerly 3 years. 7 years brings it into line with standard retention for MF forms, as specified in Notice 35-01, item 8, on introduction of the MF31. Exchequer Services/Banking Section. L

ledgers F310DWeekly summary sheets for Pay & Expenses (*abolished 15 Oct 1991) Obsolete* 7 years L

welfare F366 Application to Relief Board for financial assistanceWelfare Funds Unit (OH) Confidential 10 years

Ken Castle, Welfare Funds Unit, x 64413 H?

welfare F367Application to Civil Staff Welfare Fund CSWF for financial assistance

Welfare Funds Unit (OH) Confidential 10 years

Ken Castle, Welfare Funds Unit, x 64413 H?

ledgers F613M

Bulk CRPV - Money for Disposal (details compiled by OIC, verified by CJU Chief Inspector & Central Property Services on receipt of cheque)

Original, receipted by Central Property, in Property Office. Details entered in CJU Property Store Database. Copy kept by Central Property Services.

Best practice advisers: Central Property Services CJU Manager

NPM / Should be Restricted 7 years

See MPS Property Manual ch.3 'Finance' and Exchequer Services' Finance Manual on Prisoners' Property. Essential to: (1) maintain efficient audit trails for storage, transfer & disposal of property, especially vulnerable categories such as money; (2) verify that all handling procedures have been correctly followed; (3) ensure that all records have been meticulously cross-referenced eg., with imprest accounts; (4) establish whether the monies are required for further investigation, evidential purposes or restoration; and (5) attach copy of court order for Central Property's information where the monies are subject to forfeiture or confiscation. Records may be required for internal inspection, civil (Limitation Act 1980) or criminal (eg., misappropriation) proceedings. H Destroy after 7 years

requisitions F738 Requisition for Supplies 1 year Lrequisitions F1115 Petrol Requisition chits (*abolished 4 Dec 1992) Obsolete* 7 years formerly L

works F1520 Works Order form (*abolished 27 Oct 1999) Obsolete*

7 years formerly (for Accounting copy) L

allowances F3205MSC claim for additional Expenses whilst on part-time duty (Metropolitan Special Constabulary)




Retention of Allowance claims generally confirmed as 3+current year: Christine Weston, Pay & Pensions Contract Management Team, 24/8/04. L

allowances F3206MSC record of Expenses paid out (Metropolitan Special Constabulary; *abolished 1 Sept 1997) Obsolete*



Police Payroll Manager (of MPS payroll provider) 4 years


allowances F3233MSC annual input/claim for officers' Boot Allowance (Metropolitan Special Constabulary)





informants F5016 Informant-related Expenditure IRE form

Details of advance held by Controller; record of expenditure placed on CHIS/informant file held securely within Dedicated Source Unit DSU. Finance Services Source Controller

CHIS file could be: Restricted, Confidential, Secret or Top Secret - Informants 7 years

Notice 44-03 item 2 plus Annex B outlines operation. Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725 para 3(n) emhasises need to record all payments, benefits or rewards to sources. Normal retention for expenditure records & audit purposes. H

Destroy expenditure records after 7 years

informants F5017 Controller's Cash book (within Dedicated Source Unit DSU)

Held by Controller within DSU. Copy sent to Finance Clerk for reimbursement. Finance Services Source Controller 7 years

Notice 44-03 item 2 plus Annex A outlines operation. Represents sub-imprest fund to cover informant-related expenditure IRE: need to balance unit's finances with imprest ledgers for efficacy of local audits. Retention in line with other local cash books. H

Destroy financial records after 7 years

informants F5018Authority to pay, and receipt from, Informant (rewards authorised by Director of Intelligence)

Original in Reward Files held by CSMU. Copy locally on CHIS file held securely within Dedicated Source Unit DSU.

SCD11(9) Covert Source Management Unit CSMU / Finance Services

CSMU / Source Controller Confidential At least 7 years

Notices 4-99, 41-01 and Finance Manual (Exchequer Services: Policy & Process for Specific Transactions - Rewards, v.2, Dec 2003) outline procedures. Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725 para 3(n) emphasises need to record rewards. Disclosure implications (prosecution obliged to disclose rewards): need to retain record, therefore, for any ensuing proceedings (Limitation Act 1980). Experience also shows that keeping these records has proved evidentially useful (eg., in police corruption inquiries) beyond the 7-year term. H

Risk assess for further retention after 7 years

informants F5018AAuthority to pay, and receipt from, Informant (rewards authorised by Detective Chief Superintendent)

Original in Reward Files held by CSMU. Copy locally on CHIS file held securely within Dedicated Source Unit DSU.

SCD11(9) Covert Source Management Unit CSMU / Finance Services

CSMU / Source Controller Confidential At least 7 years

Notices 4-99, 41-01 and Finance Manual (Exchequer Services: Policy & Process for Specific Transactions - Rewards, v.2, Dec 2003) outline procedures. Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725 para 3(n) emphasises need to record rewards. Disclosure implications (prosecution obliged to disclose rewards): need to retain record, therefore, for any ensuing proceedings (Limitation Act 1980). Experience also shows that keeping these records has proved evidentially useful (eg., in police corruption inquiries) beyond the 7-year term. H

Risk assess for further retention after 7 years

requisitions F5481

Application for Account Information (telephone subscriber data requests to Communications Service Providers CSPs as part of intelligence / evidence-gathering)

Kept securely by Intelligence unit / manager

SCD11(6) Telecommunications Intelligence Unit TIU SIO Restricted 7 years

See separate retention rationale from Operational point of view in Policing section. For Accounting purposes, it is suggested that financial records initiated by these Applications ie., for costs levied by CSPs to the MPS for releasing data are retained in line with normal supplier agreements & purchase ledgers. H

Destroy financial record after 7 years

requisitions F5482

Application for Outgoing Call Data (itemised billing data requests to Communications Service Providers CSPs as part of intelligence / evidence-gathering)





requisitions F5483

Application for Special Services (specialist communications data requests to Communications Service Providers CSPs as part of intelligence / evidence-gathering)





requisitions F5485

Application for E-mail / Internet information (data requests to Communications Service Providers CSPs as part of intelligence / evidence-gathering)





requisitions F6568

Sale on Credit (order to Catering Services for food/drink or conference refreshments; submitted to unit catering manager, who refers to Catering Accounts, normally with unit's weekly trading summary sheet WTSS )

Original held by Catering Finance. Copy should be kept by requesting officer (best practice would be for local FRM to keep copy).

Catering Finance (CAT2)

Catering Accounts Manager (for order original) 5 years

Brian Gosling, Asst Director of Catering Finance, x 67240. Need to maintain effective audit trails. Form has no tax implications. Generally kept if any queries come in from FRMs. Serves no real use after 1-2 years and, therefore, could feasibly have a shorter retention time. L

Weed & destroy on expiry of retention time

salary F6901

Application for competence-related Threshold Payment CRTP (incorporates signed assessment & authorisation/decision from senior officers)

?On Personal File. Local F&R unit and Capita informed.

HR Pay, Allowances & Pensions Policy Unit HR4(8)

Local Personnel Manager? Restricted 7 years H?

salary F6902

Bonus payment Recommendation form (incorporates signed justification by line manager/recommending officer, decision of OCU Commander/Head of Branch & endorsement by Chair of business group panel)



Local Personnel Manager? Restricted 7 years

Payment is taxable but not pensionable. L

salary F6903

Application for Special Priority Payment SPP (incorporates signed assessment & authorisation/decision from senior officers, plus verification of sum due by personnel manager)



Local Personnel Manager? Restricted 7 years H?

vehicles / requisitions F9019A

Bulbs & Sundries log (vehicle equipment requests submitted to Venson) Local F&R unit

Transport Services (TS)

Local Fleet Liaison Manager

6 months after last entry in log

Maintaining audit trails. For quality control of outsourced contractor's performance? Cross-reference with Venson's records. L

vehicles F9019C

Change of Vehicle details (amendments submitted to TP Fleet Manager for recording in TranMan database & notifying Venson)

Borough F&R unit & TP Fleet Management

Transport Services (TS)

Borough Fleet Liaison Manager 2 years

Paul Carpenter & Paul Jabbal, TP Fleet Mngr & Asst Mngr, x 68343. L

RECEIPTS & REVENUE RECORDS

revenueAccounts Receivable (records relating to recoverable revenue) 7 years

In line with National Archives disposal guidance, Oct 2003, which recommends a full 6 years' retention. H?

invoices

Invoices & Credit Notes rendered on debtors (invoices paid/unpaid, registers of invoices, debtor ledgers, source documents/records for raising invoices & credit notes) 7 years


remittance Postal remittance books/records 7 years

In line with National Archives disposal guidance, Oct 2003, which recommends a full 6 years' retention. L

receipts Receipt books / butts / records 7 years

In line with National Archives disposal guidance, Oct 2003, which recommends a full 6 years' retention. L

cash Revenue or receipt Cash Books/sheets/records 7 years


receipts B106

General Receipt book ('controlled' record for financial transactions, comprising 3-part, sequentially numbered receipts)

Held securely: principally by F&R Unit and Station Office Finance Services

F&R Manager (overall control) 7 years

See Finance Manual (Exchequer Services) 'Accounting for Transactions', v2, Dec 2003. Essential for maintaining efficient audit trails. May also be required for civil litigation (Limitation Act 1980) and internal inspection. H

Destroy completed book after 7 years

receipts B106A Tax Invoice Receipt book 7 years H?receipts B106B Intruder Alarms VAT Receipt book 7 years H?

receipts B111 Warrant Officer's Receipt book (*abolished 25 Jan 1993) Obsolete* 7 years

Prior to its abolition, retention time was 3 years. 7 years brings it into line with other MPS receipt books. H?

revenue F235

Special Employment of police - conditions & rates (eg., at sports meetings; includes personnel, horses, dogs, vehicles etc) n/a (info only) n/a

revenue F3166GRecord of cross-charged aid supplied by MPS (*discontinued by Special Notice 9-03, Annex C) Obsolete* CO11 7 years H?

BANK ACCOUNT RECORDSbanking Bank Records 7 years Lbanking Bank Statements 7 years H?cheques Chequebook/stubs for all accounts 7 years Lcheques Fresh cheques 7 years Lcheques Paid/Presented cheques 7 years Lcheques Record of Cheques Drawn for payment 7 years Lbanking Bank Reconciliation files/sheets 7 years L

PENSIONS

retirement F8482 Notice of Retirement with Pension Restricted - Staff10 years following death H


B/F number (where

applicable)


otherwise stated)


otherwise stated)

Where held (physical location, e.g. on registered

file, admin office etc.)

Corporate owner

Local responsibility



Retention period

Relevant legislation or guidance Risk (High

or Low)








In view of storage limitations & time pressures, good housekeeping suggests that it is easier to weed regularly rather than after an extended period, with the obvious proviso that documents should be carefully risk assessed for further retention and timely review. L / H Weed selectively after 1 to 2 years

minutes Minutes of Meetings: department SMTsPaper/Electronic Admin files

Originating authority



Review every 2 years Business need L Weed selectively after 2 year review

correspondence B21

Correspondence Register (*discontinued by Special Notice 9-03, Annex B: use CORIN instead) Obsolete*


SPECIFIC'

security B190High-risk Key register - issue/return of high & very high-risk keys

Held securely by Building Security Officer

SO16 Physical Security Unit

Building Security Officer BSO

Review 3 years after last entry

METSEC Code (MPS Security Code) v. April 2003: Physical Security Policy PHY1, in particular PHY1.6. To ensure the physical security of MPS premises and assets by providing a clear audit trail for use of keys. METSEC Code item PHY1.6.6 emphasises that key registers should be regularly reviewed & disused keys noted/removed from the system accordingly. It is considered wise to risk assess the High-risk register for extended retention in case of subsequent investigations into impropriety. H

Assess for further retention or destruction 3 years after last entry

RETENTION/DISPOSAL SCHEDULE FOR MPS RECORDS - BUILDINGS








security B191Low-risk Key register - issue/return of low-risk keys

Held by Building Security Officer




METSEC Code (MPS Security Code) v. April 2003: Physical Security Policy PHY1, in particular PHY1.6. To ensure the physical security of MPS premises and assets by providing a clear audit trail for use of keys. METSEC Code item PHY1.6.6 emphasises that key registers should be regularly reviewed & disused keys noted/removed from the system accordingly. Low-risk keys are those defined as having little or no strategic/operational importance: the 3-year retention of B191 is simply regarded, therefore, as good practice. L Destroy 3 years after last entry

valuables F7052

Register of Money & Valuables (branch/divisional register, commonly known as 'Valuables Book', for the transfer of money/valuables/property/important documents between MPS buildings; *abolished 28 June 1999; replaced by MPS/Interserve Register of Transit by Pouch of Money & Valuables: see separate listing) Obsolete*

Kept securely within Valuables/Post Redirection Office

Property Services Facilities Management (FM)

Senior Valuables Clerk

2 years norm after last entry

Need to maintain efficient audit trail for despatch/receipt of valuables. May be required for internal inspection, and potentially for civil (Limitation Act 1980) or criminal (eg., misappropriation) proceedings. Notwithstanding these factors, effective control of procedures by valuables officers & proof of receipt being evidenced by signature should ensure that any omissions will be picked up very quickly. H Destroy 2 years after last entry

procurement

Commission Documents (for buildings projects; if stored separately from the Registered Commission File)

Stored securely or archived by PSC&P

Property Services Construction & Procurement (PSC&P)

Head of PSC&P admin support Restricted - Contracts

16 years after date of final certificate See comments for Registered Commission FilesL

Assess for further retention or destruction 16 years after project completion

procurement

Contract Documents (for buildings projects inc accepted tenders, bills of quantity, specifications)

Stored securely or archived by PSC&P



16 years after date of final certificate See comments for Registered Contract FilesL

Assess for further retention or destruction 16 years after project completion

procurementUnsuccessful pre-qualification Applications & quality Submissions for Tenders Filed by PSC&P



18 months after contract / commission award MPA Contract Regulations L

Assess for further retention or destruction 18 months after contract / commission awarded

budgets / property B86

Devolved Budget record book ('attendance ledger' for approved contractors carrying out reactive & emergency building maintenance from budgets devolved to FRMs by Property Services Facilities Management; contractor required to sign in/out against description of work; introduced 26 Feb 2003)

Most suitable location specified by budget-holding FRM, where it is available to visiting contractors & can be supervised easily by the FRM (could therefore be station Front Office or F&R unit itself). Completed books are then archived by F&R.

Property Services Facilities Management (FM) FRM


FRM accountable under the Devolved Budget Scheme for efficient use of funds & supervision of works. Ledger serves as reference tool for checking work carried out (verified by contractor's signature) against submitted invoice & for substantiating claims/penalties for unsatisfactory work where necessary. May also be referred to in the event of health & safety incidents eg., accidents attributable to defective work; in the course of internal inspections eg., those by Property Services 'Mentors', as well as works audits by the independent quantity surveyor acting on the FRM's behalf. Risks of litigation are considered low as the work involved tends to be of a minor & remedial nature, as opposed to major projects. As the DB Scheme has been introduced only recently, it is too early to forecast what other issues may affect retention policy for B86. Seven years' retention is considered a sensible period to cover all audit necessities at this stage (present DB contracts have been agreed for a 5-year term). H

Assess completed book for further retention or destruction after 7 years

procurement F7081

Registered Commission File (contains all papers, forms & approvals from fee offer stage to commission award; may or may not include the Commission Documents, depending on volume)

In General Registry system


Officer drawing file from General Registry Restricted - Contracts

16 years after date of final certificate

Contents of the file are inherently linked to the commission documents, which may be stored separately. National Archives disposal guidance of Oct 2003 recommends review of Accepted Tenders & Bills of Quantity (which originate from the commission documents) 16 years after project completion; although, in contrast, it proposes that Specifications (which also stem from the commission documents) should be reviewed 25 years after contract end. PSC&P have hitherto worked to 17 years after practical completion, but believe that 16 years would in their experience offer satisfactory time for any issues arising. L

Assess file for further retention or destruction 16 years after project completion

procurement F7086A

Registered Contract File (contains all papers, forms & approvals from tender stage to contract award, but NOT contract documents; see separate listing for Contract Documents)

In General Registry system


Officer drawing file from General Registry Restricted - Contracts

16 years after date of final certificate

Contents of the file are inherently linked to the contract documents, which are stored separately. National Archives disposal guidance of Oct 2003 recommends review of Accepted Tenders & Bills of Quantity (which one can interpret as being contract documents) 16 years after project completion; although, in contrast, it proposes that Specifications (which are also filed with the contract documents) should be reviewed 25 years after contract end. PSC&P have hitherto worked to 17 years after practical completion, but believe that 16 years would in their experience offer satisfactory time for any issues arising. L

Assess file for further retention or destruction 16 years after project completion


B/F number (where

applicable)


otherwise stated)


otherwise stated)



Corporate owner




Retention period


or Low)








In view of storage limitations & time pressures, good housekeeping suggests that it is easier to weed regularly rather than after an extended period, with the obvious proviso that documents should be carefully risk assessed for further retention and timel L / H Weed selectively after 1 to 2 years






correspondence B21



EMPLOYMENT AND CAREER

personal / career F3221

MSC Personal File cover (for Metropolitan Special Constabulary officers; *same cover now used as for regular police officers, F6322) Obsolete*

Safer Neighbourhoods Unit (TPHQ) / HR Directorate Restricted - Staff n/a n/a

duty / discipline F3222

MSC Code of Conduct (for Metropolitan Special Constabulary officers; laminated card aide memoire, reminding officers of their obligations; issued by TO31, the former MSC Secretariat; *abolished 14 Aug 2003 by Special Notice 9-03, Annex C) Obsolete*

Safer Neighbourhoods Unit (TPHQ)

n/a (aide memoire) n/a

retirement / exit F3228A

MSC Certificate of Service (prepared by MSC Co-ordinator & given to officers leaving the Metropolitan Special Constabulary; recognises & records dates of their service; replaced F3228)

Safer Neighbourhoods Unit (TPHQ) - MSC & Volunteers OCU, TPHQ n/a n/a

personal / career F3232

MSC Personal File (for Metropolitan Special Constabulary officers; *same stationery now used as for regular police officers, F6322 personal file cover & F6630 contents sheet) Obsolete*

Safer Neighbourhoods Unit (TPHQ) / HR Directorate Restricted - Staff n/a n/a

duty F3237

MSC Declaration card (Metropolitan Special Constabulary; former oath read out by recruits at their attestation ceremony; *replaced 14 Aug 2003 by new oath) Obsolete*

Safer Neighbourhoods Unit (TPHQ) n/a n/a

RETENTION/DISPOSAL SCHEDULE FOR MPS RECORDS - PERSONNEL

identification / security F3239

MSC Warrant card (for Metropolitan Special Constabulary officers; template formerly used for issue of warrant cards, comprising card with officer's details inserted into the polaroid camera to produce personalised photo ID; *discontinued by Special Notice 9-03, Annex A: new-style warrant cards, as for regular police officers, used instead) Obsolete*

Safer Neighbourhoods Unit (TPHQ) / DCC8(8) Personnel Security Group (PSG) n/a n/a

personal / career F6322Personal File cover (for police officer & police staff files) HR Directorate Restricted - Staff n/a n/a

complaints / grievances F6680

Grievance Procedure - notes for guidance (*abolished 19 May 2003: MPS Grievance Procedure was replaced by Fairness at Work policy, operated through forms F6682 & F6683) Obsolete*

n/a (aide memoire) n/a

duty F225 Duty State 7 years Lduty F227 Duty State 7 years Lduty F228 Duty State 7 years Lduty F230 Duty State 7 years L

duty F231

Duty State - additional duties (*discontinued by Special Notice 9-03, Annex B: CARM used instead) Obsolete* TPHQ 7 years L

duty F232 Duty State 7 years L

duty F233Duty State - SO19 Firearms (ARV & SFO personnel) 7 years L

duty F234 Duty State 7 years Lduty F237 Duty State 7 years Lduty F244 Duty State 7 years Lduty F246 Duty State 7 years L

duty F3111

Duty State - CIB3 officers (now DCC8(1) Anti-Corruption Group ACG under Directorate of Professional Standards DPS) 7 years L

duty F3301Duty State - CO55 (now DCC10(4-3) Central Communications Branch) 7 years L

duty F4552Duty State - CO53 (now Air Support Unit ASU) 7 years L

duty F4571 IDW

Duty State - IDW Heathrow Traffic Warden (*discontinued by Special Notice 9-03, Annex C) Obsolete* 7 years L


B/F number (where

applicable)

Description & purpose Current (unless otherwise stated)


otherwise stated)



Corporate owner




Retention period


or Low)








In view of storage limitations & time pressures, good housekeeping suggests that it is easier to weed regularly rather than after an extended period, with the obvious proviso that documents should be carefully risk assessed for further retention and timel L / H Weed selectively after 1 to 2 years






correspondence B21



SPECIFIC'

risk R/A 1

Risk assessment: Self-Assessment to identify individual hazards (questionnaire to help identify all hazards associated with a particular activity/work task; completed by section line managers normally & staff members as well in large sections; receipt acknowledged by portfolio policy unit risk assessor)

Discontinued by SN 9-03, Annex C. Though still current according to H&S Branch: new design due.

Health & Safety Branch (HR OH5) 10 years

Grass-roots' assessment & basis on which to work/grow understanding of hazards surrounding activities and tasks/develop necessary controls and safeguards. Need for regular, ongoing review as work situations evolve and expand. Data collection form which requires regular scrutiny & updating.

risk R/A 2

Risk assessment: Inventory of hazards & risk activities (checklist of hazards, specific actions required by H&S legislation, corporate considerations; signed by Quality Assurance manager or other designated officer, naming review date)



Need for regular, ongoing review of conditions. Again, like the R/A 1, is a data collection form which requires regular scrutiny & updating.

risk R/A 3

Risk Assessment (record of actual process inc findings & recommendations, signed by risk assessor & naming review date; if further action required, form R/A 4 needs to be completed)



Need for regular, ongoing review. Contains more detailed information about ranking/rating of risks (and action to be taken) than the R/A 1 & 2, therefore longer retention necessitated.

RETENTION/DISPOSAL SCHEDULE FOR MPS RECORDS - HEALTH & SAFETY

risk R/A 4

Risk assessment: Management action plan (schedule drawn up following risk assessment)

Discontinued by SN 9-03, Annex C.


Need for review/monitoring by line manager that necessary actions have been carried out. Specifies officer responsible for taking action & completion date: pointing therefore to significantly long retention period for monitoring results.

accident / safety F370

Near Miss/Hazard report (signed by staff member reporting incident unless remaining anonymous, by manager receiving report & OCU commander/unit manager once remedial action complete)

Original on local Accident Binder. Copy to Health & Safety Branch.

Health & Safety Branch (HR OH5)

Nominated local safety representative / liaison officer 7 years

See Notices 49-02 item 2 & 38-04 item 7. Record retained to allow time for investigation to be carried out/concluded & action taken to avoid future loss or injury. H&S Branch are also legally responsible for monitoring incidents & management action plans. Also used to record custody suite incidents relating to detained persons. H

accident / injury / safety F6170

Report of Injury or Dangerous Occurrence (ACPO/Home Office/HMIC nationally agreed form, based on HSE form F2508 & adapted for MPS police officers & staff (also applies to self-employed persons working under MPS control & members of public, who have been killed or injured on MPS premises; completed by reporting officer/line manager & countersigned by OCU commander/unit manager; *abolished 1 Jan 2003: accidents & incidents now reported on MetAIR using form HR2508) Obsolete*

Original on Personal/Sickness Management file. Copies to nominated safety officer (for filing on local Accident Binder), Health & Safety Branch (Area Safety Adviser) and MPS payroll/pensions provider (=Capita; where applicable).


Personnel Manager

Life of Personal File

Special Notice 15-01 on Attendance Management Policy & Procedures points to "indefinite" retention; it then indicates that records should be kept "for the natural life of the individual", a point reiterated in several places by Special Notice 23-00; then, there is F6630 Personal File Contents sheet which makes clear in its weeding instructions for files (under section B 'Health') that these records should be kept "permanently". H

disease / safety F6170A

Report case of Occupational Disease (for notifying HSE-reportable diseases, linked to specific work activities; based on HSE form F2508A) Still current

Original attached to Personal/Medical file. Copies to Health & Safety Branch (Area Safety Adviser), HSE Incident Contact Centre, and MPS payroll/pensions provider (=Capita; where applicable). Details also summarily logged on MetHR.


Personnel Manager

Life of Personal File

These notes should be read alongside considerations mentioned under 'Relevant Legislation or Guidance' for F6170. MPS is under statutory obligation (RIDDOR) to report certain diseases to HSE and, under HASAW provisions, to record full details of the event, investigate it thoroughly & take preventive action against recurrence. Fundamental to the investigation is to establish a causal link that the disease has indeed been occasioned by a work-related activity. Retention period should be reviewed if disease developed as a result of exposure to hazardous substances. H

insurance F9353Liability Insurance questionnaire (with view to arranging insurance cover for special events)

Accident Claims Support Section

Accident Claims Branch (DPS)

Accident Claims Support Section Manager 7 years L


B/F number (where

applicable)


otherwise stated)


otherwise stated)

Where held (physical location,

e.g. on registered file, admin office etc.)

Corporate owner


Protective marking & Descriptor

(Not protectively marked unless

otherwise stated)

Retention period Relevant legislation or guidance

Risk (High

or Low)

Disposal arrangements (Dispose of as Confidential Waste unless

otherwise indicated|)


OPERATIONAL ADMIN

events

Aid sheets (supplying aid to other boroughs for demonstrations, sports events, ceremonials etc) 6 months Business need L

minutesMinutes of Meetings: borough/department SMTs

Paper/Electronic Admin files



Generally, not protectively marked; but, can be Restricted or higher level. Descriptor according to subject matter & addressee groups who need access. Review every 2 years Business need L

Weed selectively after 2 year review

minutesMinutes of Meetings: MPS Management Board

Paper/Electronic Registered file

MPS Mgmt Board n/a

Generally, not protectively marked; but, can be Restricted or higher. Descriptor will most commonly be 'Policy', but can be other. Review every 5 years Business need H*

Weed after 5 year review. *Ensure most important/popular documents are retained on MPS Publication Scheme. Select documents may also be transferred to National Archives permanently.

incident Night Duty Occurrence book Front office TP Station Officer 1 year norm Need for investigation L Destroy if no outstanding actions

Managing Information Freedom of Information requests MetRIC DoI

Public Access Office (PAO) Restricted

2 years after conclusion oif any internal appeals/complaint

ACPO Manual of Guidance - Freedom of Information (Version 5)

Managing Information F 3019 Subject Access requests MetRIC DoI

Public Access Office (PAO) Restricted

1 Year (PNC) 2 Years (SAR) National (NIS) Applications and Local Applications

ACPO Manual of Guidance - Data Protection (Verssion 1.0 October 2006)

Managing Information Information Sharing Agreements Registered file DoI

(B)OCU Community & Partnership Unit Restricted

7 years following termination of Partnership

Information Sharing Support Unit

messages B20 Message Book1 year norm (from last entry) Operational response L

messages B20A Message Book (NCR copy) Obsolete 1 year norm (from last entry) Operational response L

correspondence B21Correspondence Register (*use CORIN instead) Obsolete*


RETENTION/DISPOSAL SCHEDULE FOR MPS RECORDS - POLICING

dogs

Police Dog file (complete history of animal during MPS ownership inc acquisition, licensing, veterinary, kenneling & formal training records; detailed training records held by allocated handler) DTE Admin office

Dog Training Establishment DTE / HR3(6) Head of School

Up to 7 years following end of animal's operational life

Threat of complaint / litigation (Limitation Act 1980). Potential scrutiny by animal welfare organisations. L

Destroy 7 years after end of dog's operational life, having referred salient documents to organisation taking charge of animal's retirement

firearms B9

Bulk Firearms Issue record (issue/return register used by Territorial Support Group TSG(1) 'Central' for major incidents or events)

Held securely by armoury, then archived in admin offices

TSG(1) Firearms as users / SO2 Firearms Policy Unit (FPU) for best practice advice

TSG(1) Firearms Team Inspector 7 years

To ensure accurate audit of firearms and ammunition booked in/out & proper authorisations followed. Important for debrief investigations & may additionally be required for internal inspection, subsequent inquiry or civil litigation (Limitation Act 1980). H


dogs B23 Specialist Search Dog training recordAdmin office/dog files

Dog Training Establishment DTE / HR3(6) Head of School


Threat of complaint / litigation (Limitation Act 1980) L

Destroy individual dog's entries 7 years after end of its operational life

dogs B24Police Dog handlers diary (*usage discontinued & under review) *

Held personally by handler

Dog Support Unit DSU Unit Inspector


Threat of complaint / litigation (Limitation Act 1980). Potential scrutiny by animal welfare organisations. L

Destroy 7 years after end of dog's operational life

diary B25ADiary (serving/execution of process at Magistrates courts) Obsolete 3 years Business need L

duty B27 Duty Book 7 years Business need. Notice 25-01. Lparade B41 Parade Book and/or miscellaneous 6 months Business need Loccurrence B55 Occurrence Book Obsolete 7 years Need for investigation L

firearms B58

Register of Firearms Certificates (*abolished 29 March 2000; FACs now recorded on MPS Firearms Information System FIS database which, in due course, will be superceded by NFLMS National Firearms Licensing Management System) Obsolete*

Local FET office. Now computerised on FIS by the FET.

Firearms Licensing Policy Unit (SO19 Firearms Enquiry Team FET)

SO19 FET Inspector 4 years formerly

Retention time was 4 years prior to the book's abolition. To ensure compliance with firearms licensing legislation through careful recording & monitoring of applicants' suitability, usage and security of firearms. Provides valuable intelligence for tracking ownership history & detecting suspect applicants and holders. H

Assess register / records for further retention after 4 years

firearms B58A

Firearms book (numbered pad for registering firearms & ammunition coming into police possession ie., seized, surrendered or found; a computerised database is being considered to replace it )

Front Office is considered best location. Details forwarded to FET; also to Crime Desk (if further investigation required).

SO19 Firearms Enquiry Team FET

Nominated OCU Inspector 4 years

Need to maintain efficient audit of firearms/ammunition coming into police possession (as prelude to make-safe procedure) in the interests of public & staff safety. Retention considerations: internal inspection; appeals against weapon seizure upon revocation of certificates (4 years is considered sufficient time to cover resolution of these cases); and, most importantly, where the weapon proves to be crime-related, the relevant records should be considered for extended retention (Limitation Act 1980). H

Weed records after 4 years, unless required for evidential purposes

firearms B58B

Firearms Transit book (records transfer of firearms/ammunition, which have come into police possession, from borough property store to Central Property Services for retention & final disposal; *abolished 23 March 1992; transit now recorded on F613C Crime-Related Property Voucher CRPV) Obsolete*

Borough property office

Best practice advisers: Central Property Services / SO19 Firearms Enquiry Team FET CJU Manager

4 years formerly (F613C: 7 years)

Need to maintain efficient audit of firearms/ammunition coming into police possession inc their safety, secure storage, transfer and disposal. In the case of weapons lost/found, 4 years should certainly be sufficient time for the owner to turn up. Records of firearms required for evidential purposes should, however, be considered for extended retention (Limitation Act 1980). Internal inspections are also a consideration. In the present climate, the retention period would undoubtedly be 7 years, as is the case for F613C. H

Weed records after 4 years, unless required for evidential purposes

firearms B58C

Firearms operations register - Information Room (running/numbered log of armed operations across MPD, run by Central Communications)

Current register held by Supervisor in Information Room (IR), then archived

DCC10(4-3) Central Command Complex Information Room (CCCIR) as users / SO2 Firearms Policy Unit (FPU) for firearms-related best practice advice

Chief Inspector - CCCIR 7 years

Need to maintain efficient log of armed response actions to avoid 'blue on blue situations' (duplicate deployment of units at an incident) & conflict of tactics. Important for debrief investigations & may additionally be required for internal inspection, subsequent inquiry or civil litigation (Limitation Act 1980). H


civil proceedings B61CCivil Proceedings: Injunctions, Orders & Warrants Obsolete 3 years

Business need inc monitoring to ensure compliance L

enquiry B62 Special Enquiry register Restricted Current record only Need for investigation H?

property F66

Property concerned in Crime or suspected as such / miscellaneous property form

Could be variety of locations, depending on circumstances / progress of investigations eg., Station Office, CMU. Original kept in serialised binder.

TPHQ (TP Crime Policy Unit) / SCD Specialist Crime Directorate (Specialist Crime Policy Unit SCD3(1))

Crime Manager (during investigations) / CJU Manager (ultimate responsibility for property) 7 years

Essential to record (under supervision): full description of items, nature & result of enquiries, procedures followed in relation to storage, transfer & disposal of property. May be required as evidence in criminal proceedings, for civil litigation (Limitation Act 1980) or internal inspection. H

Assess for further retention or destruction after 7 years (possibly retained on Registered File)

messages B79 Shorthand notebook 2 years Business need L

doctor B83 Doctor's report book Restricted - Medical7 yearsCivil litigation (Limitation Act 1980) H

messages B85 Wireless message diary 3 years Operational response Lwarrants B93 Warrants Book 1 year Business need Lsummons B96 Register of Summonses 3 years Business need L

search B101 Premises Search book

Premises searched register (crime desk)

Detective chief inspector DCI 7 years

Need for investigation (Police & Criminal Evidence Act PACE 1984). Threat of civil litigation (Limitation Act 1980) H

search B101A Premises Searched - additional entries



Need for investigation (Police & Criminal Evidence Act PACE 1984). Threat of civil litigation (Limitation Act 1980) H

property B104

Property Store record book (effectively replaced by CJU Property Store Database; though it would be employed as back-up in event of systems failure & still appears to be used by some remote stations and specialist units eg., Serious Crime Groups for specific, one-off investigations) Property office

TPHQ / Central Property Services (advisory) Property Officer 7 years

Essential to maintain efficient audits for storage, movement & disposal of property. Reference log for tracking status of evidential materials. May additionally be required for civil litigation (Limitation Act 1980) and internal inspection. H


property B105

Property Transit record book (register for property held in the custody suite transit store) Custody office TPHQ Custody Officer 7 years

See guidance in MPS Property Manual ch 2.4, produced by Central Property Services. Essential that all property handling procedures have been correctly followed & efficient audit trails maintained. Missing items could be of evidential importance or lead to claims for loss or damage. Register may subsequently be required, therefore, for criminal or civil litigation (Limitation Act 1980), as well as internal inspection. H Destroy 7 years after last entry

receipts B106

General Receipt book ('controlled' record for financial transactions, comprising 3-part, sequentially numbered receipts)

Held securely: principally by F&R Unit and Station Office

Finance Services

F&R Manager (overall control) 7 years

See Finance Manual (Exchequer Services) 'Accounting for Transactions', v2, Dec 2003. Essential for maintaining efficient audit trails. May also be required for civil litigation (Limitation Act 1980) and internal inspection. H

Destroy completed book after 7 years

property B110

Property Receipt book (for restoring outstanding property to lawful owner or agent; standard book comprises 3-part carbonated & sequentially numbered receipts; SO13 additionally use own customised proforma version; B110 assimilated role of B110A (receipt book for Seized Property / Documents) under Special Notice 9-03 Annex B, and B110B (SO19 receipt book) under Annex C)

Property office (Exhibits office for SO13). On borough: front office, custody office & property store generally keep running copies prior to archiving in property office.

TPHQ (Department of Criminal Justice) / SCD Specialist Crime Directorate (Specialist Crime Policy Unit SCD3(1)) / SO13 Anti-Terrorist Branch

Property Officer (Exhibits Officer for SO13)

7 years (SO13 proforma version: 10 years)

Need to maintain efficient audit of items restored to tally with records of property held. May be required for claims in civil litigation (Limitation Act 1980) or internal inspection. Retention time for Books 110, 110A & 110B was formerly 3 years; this was extended (notably under Notice 4-00) to bring into line with other property record retention periods. H

Destroy completed book after 7 years (or 10 years in case of SO13 proforma version)

property B110AReceipt book - Seized property/documents Obsolete 3 years

Civil litigation (Limitation Act 1980) L

messages F110Message forms: non-CAD (*use Message Book or e-mail) Obsolete* 6 months Operational response L

messages B124Memorandum/Reporters style Notebook 7 years

Required as evidence: Police & Criminal Evidence Act (PACE) 1984 and Criminal Procedures & Investigations Act (CPIA) 1996. Notice 25-98 advises on effective crime incident reporting & evidence-gathering. Threat of civil litigation (Limitation Act 1980). H

investigation B124A

Incident/Arrest report book IRB (*due to be replaced by Evidence & Actions book EAB)

Set for abolition* With case papers

TP Crime Policy Unit / Department of Criminal Justice CJU Manager

7 years (or 8 years involving Domestic Violence)

Essential to evidence-gathering (CPIA 1996, Code of Practice items 5.6-5.9) & as a procedural record of police actions and decisions if later challenged. Notice 25-98 advises on effective incident reporting. Threat of civil litigation (Limitation Act 1980). H

Assess file for destruction or further retention after 7 years (8 years in cases of domestic violence), applying to General Registry for its registration where appropriate

investigation B124A(X)

Evidence & Actions book EAB (*comprehensive pocket book which will replace IRB Incident Report Book, B114 Process Book, B111 Street Identification by Witnesses Book and F2998 Descriptive form for suspect)

*Due to be introduced With case papers

TP Crime Policy Unit / Department of Criminal Justice CJU Manager 7 years

Essential to evidence-gathering (CPIA 1996, Code of Practice items 5.6-5.9) & as a procedural record of police actions and decisions if later challenged. Notice 25-98 advises on effective incident reporting; Special Notice 3-04, inc Annex A, on street identification procedures under PACE 1984 Code of Practice D (revised 2003). Threat of civil litigation (Limitation Act 1980). H

Assess file for destruction or further retention after 7 years, applying to General Registry for its registration where appropriate

investigation B124B CID report book

Restricted - Crime or Investigations 7 years


covert B124CNational Undercover officers report book

Held securely within Covert Operations unit

SCD11(10) Covert Policing - Undercover DCI

Confidential - Investigations 7 years

Evidential value: CPIA 1996 Code of Practice items 5.6 - 5.9. Threat of civil litigation (Limitation Act 1980). H

Assess for further retention or destruction 7 years after conclusion of prosecution

incident B128Incident report book IRB (*discontinued) Obsolete* 7 years


dogs B161 Police Dog health record ('Vet Book')

DTE Admin office (originals) / DSU admin files (copies)

Dog Training Establishment DTE / HR3(6)

Dog Support Unit DSU - Inspector


ACPO Police Dog Training & Care Manual 2002, chapter 18 para 5. Financial audits: checking veterinary bills against health records. Threat of complaint / litigation (Limitation Act 1980). Potential scrutiny by animal welfare organisations. L

Destroy individual dog's records 7 years after end of its operational life, having referred copies to organisation taking charge of animal's retirement

incident B162 Grid Occurrence book 7 years Need for investigation L

complaints F162Complaints/Discipline register - page for (*discontinued) Obsolete* Restricted - Staff 7 years

Need for investigation, resolution & monitoring in case of repeat circumstances. Possibility of civil or criminal litigation. H

dogs B163

Police Dogs booking in/out (from temporary kenneling at Keston Dog Training School) (*continued usage under review) *

Kennel Admin office

Dog Training Establishment DTE / HR3(6)

Kennel manager / Head of School Weed after 1 year Business need L

Weed entries after 1 year where no longer required

surveillance B180Surveillance: Issue register for log books

Secure store overseen by Crime Manager of borough/branch

SCD11(1) Surveillance Crime Manager


Special Notice 10-02. Need to efficiently track movement (issue/return) & retention of log books to ensure their security and integrity. H

Review 7 years after last entry & destroy once all log book movements have been accurately accounted for & they have served their necessary retention span








security B191Low-risk Key register - issue/return of low-risk keys

Held by Building Security Officer


Building Security Officer BSO 3 years after last entry

METSEC Code (MPS Security Code) v. April 2003: Physical Security Policy PHY1, in particular PHY1.6. To ensure the physical security of MPS premises and assets by providing a clear audit trail for use of keys. METSEC Code item PHY1.6.6 emphasises that key registers should be regularly reviewed & disused keys noted/removed from the system accordingly. Low-risk keys are those defined as having little or no strategic/operational importance: the 3-year retention of B191 is simply regarded, therefore, as good practice. L Destroy 3 years after last entry

surveillance B180ASurveillance: Re-Issue register for log books Obsolete

Secure store overseen by Crime Manager of borough/branch

SCD11(1) Surveillance Crime Manager


Special Notice 10-02. Need to efficiently track movement of log books in & out of secure storage to ensure their integrity. H

Review 7 years after last entry & destroy after all log book movements accurately accounted for (also check against B180)

firearms F356

Firearms register (sheets for issue/return of firearms & ammunition, designed for SO14(1 & 2) Royalty Protection; abolished March 2003) Obsolete

Held securely by armoury

SO14 Armoury as users / SO2 Firearms Policy Unit (FPU) for best practice advice

SO14 Armoury Issuing Officer AIO 7 years

To ensure accurate audit of firearms and ammunition booked in/out & proper authorisations followed. May be required for internal inspection, subsequent inquiry or civil litigation (Limitation Act 1980). H


firearms F357B

Firearms Issued record (register sheets for issue/return of firearms & ammunition, formerly used by borough firearms officers: fell into disuse when these units disbanded; abolished Feb 2001) Obsolete

Held securely by armoury (then archived in station archives)

Best practice advisers: SO2 Firearms Policy Unit (FPU)

Borough Armoury Issuing Officer AIO 7 years

To ensure accurate audit of firearms and ammunition booked in/out & proper authorisations followed. May be required for internal inspection, subsequent inquiry or civil litigation (Limitation Act 1980). H


firearms F359 / 360

Firearms Imported/Exported (used by SO18 Aviation Security (ID) for collection/return of sky marshal and VIP weapons; 3-part 'receipts'; continued usage under review )

Filed by armoury with details entered on F3632 Firearms Import/Export register. Copies of 359 and 360 handed to depositor and Customs.



To maintain accurate audit of firearms collected & returned for police and Customs records. Signature of depositor on both forms precludes threat of challenge. Collection necessary to ensure proper use & public safety. H

Destroy after 2 years (details have also been recorded on F3632)

firearms B391SO16 Firearms register (used by Diplomatic Protection Group)

Current annual held securely by base armouries (then archived at A1 Base/Apex House)

SO16 as users / SO2 Firearms Policy Unit (FPU) for best practice advice

SO16 Group Armoury Co-ordinator overall 7 years

To ensure accurate audit of firearms, ammunition & other equipment booked in/out. May be required for internal inspection, subsequent inquiry or civil litigation (Limitation Act 1980). H


vehicles F497 Private Vehicle used on duty 1 year norm

Business need. Review in event of collision & threat of civil litigation L

polacc F499POLACC / driving incident Investigation

Traffic chief inspector Traffic OCU Traffic supervisor 1 year

Special Notice 13-94. Civil litigation (Limitation Act 1980). H

polacc F499APOLACC / investigation: Damage found



polacc F499M Marine POLCOL incident investigation Restricted 1 year Civil litigation (Limitation Act 1980) H

admin F635 Station Officer Hand-Over register 6 months Business need L

vehicles F945Disposal of motor Vehicle in police custody Restricted 7 years

Special Notice 3-98 and Notice 17-02. Civil litigation (Limitation Act 1980). H

vehicles F946Lost or Stolen Vehicles Found/vehicles in yard 7 years

Special Notice 3-98 and Notice 17-02. Civil litigation (Limitation Act 1980). L

vehicles F1016

Police vehicle/MTCS log (record of collisions & damage/repairs & maintenance) 1 year (after fold date) Business need L

equipment F1088Daily issue/return of Radios/ESDs/ Vehicles 3 years Business need L

equipment F1088A Station inventory of personal Radios Obsolete 3 years Business need L

equipment F1088BExchange of personal Radio & batteries Obsolete 3 years Business need L

equipment F1088C Daily check of personal Radios Obsolete 3 years Business need Lequipment F1088D ESD weekly check Obsolete 3 years Business need L

property F3044

Property removed from Store (this form has largely been made redundant by introduction of the CJU Property Store Database, which efficiently tracks property movements in & out of store, officer responsibility etc; though it would be employed as back-up in event of systems failure) Property office TPHQ Property Officer 7 years

Essential to maintain efficient audit of items removed from & returned to store so that property officer's records tally. Missing property could result in civil claims (Limitation Act 1980); property records are also a high-priority target for internal inspection. Retention time is previously noted as being 1 year: the form, after all, is now rarely used and does have certain in-built 'controls' eg., it clearly stipulates that recorded items must be returned within 3 days, unless otherwise authorised; furthermore, each entry is checked by the CJU Manager; there is a presumption, therefore, that any discrepancies would be picked up very quickly by the property officer & also the CJU Chief Inspector in overseeing the store's audits. Central Property Services believe, however, that the retention period should be 7 years in line with other crime-related property records; and particularly, that 1 year does not allow sufficient time for the H Destroy after 7 years

injury F3135 Police Casualty card Obsolete 1 year norm

Follow 'Injury on Duty' reporting procedures (see Personnel sheet) L?

equipment F3148CS Aerosol incapacitant - issue register 7 years

Subsequent inquiry or civil litigation (Limitation Act 1980) H

disorder F3166

Minor Event planning & Risk assessment document (for public order operations)

Public Order OCU / CO11 7 years

Business need / subsequent inquiry L

disorder F3167Event planning & Risk assessment document (for public order operations)

Public Order OCU / CO11 7 years

Business need / subsequent inquiry L

firearms F359 / 360

Firearms Imported/Exported (used by SO18 Aviation Security (ID) for collection/return of sky marshal and VIP weapons; 3-part 'receipts'; continued usage under review )

Filed by armoury with details entered on F3632 Firearms Import/Export register. Copies of 359 and 360 handed to depositor and Customs.



To maintain accurate audit of firearms collected & returned for police and Customs records. Signature of depositor on both forms precludes threat of challenge. Collection necessary to ensure proper use & public safety. H

Destroy after 2 years (details have also been recorded on F3632)

firearms F3605

Armed Operation record (AOR booklet logs all aspects of a firearms operation, whether spontaneous or authorised/pre-planned, inc planning, execution & debriefing)

As laid down in local instructions: normally Admin Unit / Secretariat initially, then archived on division. Copy to SO19 Training Wing via FPU.

SO2 Firearms Policy Unit (FPU)

"Admin Inspector" (BOCU Commander / Head of Branch ultimately)

NPM / Should be Confidential 7 years

See SOP guidance in MPS 'Police Use of Firearms', 1 May 2004, pt.1 ch.5. Need to fully record decision process, tactical intelligence, safety assessments & actions in case later challenged. Important for debrief investigations & may additionally be required for internal inspection, subsequent inquiry or civil litigation (Limitation Act 1980). H


firearms F3605A

Senior officer's Firearms Authority (records complete rationale behind issue of firearms; supplements & supports the Armed Operation Record, F3605)

Attached to corresponding AOR (see F3605 instruction)


"Admin Inspector" (BOCU Commander / Head of Branch ultimately)


See SOP guidance in MPS 'Police Use of Firearms', 1 May 2004, pt.1 ch.5. Need to record full details supporting decision to issue firearms (inc awareness & use of intelligence, regard for safety issues), in case later challenged. Important for debrief investigations & may additionally be required for internal inspection, subsequent inquiry or civil litigation (Limitation Act 1980). H


firearms F3605B

Senior officer's Firearms Authority prompt card (laminated card reiterating criteria & considerations surrounding issue of firearms; serves as aide memoire & guide for completing F3605A)

SO2 Firearms Policy Unit (FPU) n/a (aide memoire) n/a

equipment F3606

Concealable Body Armour project card (voucher presented to DPCS7 Uniform Services for personal fitting & issue of protective wear; centrally-funded, limited allocation project)

Distributed by FPU (issue of armour set against budget administered by SO19 F&R Manager on MetFIN)

SO2 Firearms Policy Unit (FPU) / DPCS7 Uniform Services

FPU (Uniform / Fitting Services discard voucher once presented)

n/a (card destroyed on presentation)

As issue of this ballistic protection was limited to specific officers (covert armed) across a number of commands, the voucher simply served as proof of identity & entitlement to the kit. Voucher itself was not audit-linked financially. L

Destroy once fitting appointment fulfilled & card presented

firearms F3611

Tactical Advice record for SO19 Firearms officers (records proposals of SO19 Tactical Adviser to enquiring officer regarding armed response inc options which could be considered, contingencies & recommendations; follow-up advice records may be necessary where situations change & fresh intelligence is received)

Paper/Electronic

SO19 Reserve control room (for ARV-assisted ops) or Specialist Firearms Team Office (for SFO ops). Copy to enquirer, which should be retained alongside the F3605 Armed Operation Record & F3605A.


For SO19 original: Chief Inspector - ARV & SFO Ops. Responsibility for requesting command's copy: as for F3605/3605A instructions.


See SOP guidance in MPS 'Police Use of Firearms', 1 May 2004, pt.1 ch.5.11-5.12 & 6.2 in particular. The advice provided by SO19 is crucial to planning the response. As the SOP guidance emphatically states at ch 5.12: "the local command team must take account of the advice given by the MPS tactical adviser". But, as the final decision on what course of action is followed will be taken by the requesting command, primary responsibility rests with them for maintaining complete records of the operation. These should be kept together & made available for debrief investigations, internal inspection and any subsequent inquiry or litigation (Limitation Act 1980). H

Requesting command should assess for further retention or destruction after 7 years (in conjunction with other salient records of the operation)

firearms F3620

Grant/renewal/variation of Firearm/Shotgun certificate: enquiry form (detailed assessment of applicant or holder's suitability, usage & safe storage of weapons; FAC/SGC enquiry completed by FET officer & endorsed by supervisor; replaced F3618 and 3619)

Relevant FET office. Details entered in FIS database.

Firearms Licensing Policy Unit (SO19 Firearms Enquiry Team FET)

SO19 FET Inspector Restricted

Life of certificate holder's file

Need to: (1) fully assess applicant/holder's suitability to ensure compliance with firearms licensing legislation, prevent illegal use of weapons & maintain public safety; (2) record assessment process thoroughly as basis for defensible decision-making; and (3) preserve certificate holder's history as a cross-referencing aid to evaluation & monitoring. FACs and SGCs last 5 years, RFD (Registered Firearms Dealer) certificates 3 years. Normal SO19 FET policy is to retain contentious cases/revocations for 10 years before review. New NFLMS is likely to establish significantly long retention periods, mirroring PNC policy. H

Assess file for further retention or destruction after 10 years

firearms F3632

Firearm import/export register sheet (used in conjunction with receipt Forms 359 and 360 by SO18 Aviation Security (ID) for collection/return of sky marshal and VIP weapons; A3 format; continued usage under review )

Held by SO18 armoury



Provides additional audit trail for firearms collected & returned, alongside the F359/360 filed receipts. It is considered prudent to retain this record one year longer than the receipts. H


firearms F6594

Firearms Make-Safe proforma (records forensic procedure carried out by authorised personnel on weapons coming into police possession; includes form MG11 Witness Statement on reverse)

Original or copy (if MG11 required by originating station) to relevant FET office. CRIMINT entry made.

SO19 Firearms Enquiry Team FET

SO19 FET Inspector 4 years*

Follows on from B58A record (with same minimum retention period accorded*). See SOP guidance in MPS 'Police Use of Firearms', 1 May 2004, part 2 ch.14. Need to maintain efficient audit of procedure being carried out in the interests of public & staff safety. May be required for internal inspection. Furthermore, where the weapon proves to be crime-related, this record should be considered for extended retention as part of the evidential trail (Limitation Act 1980). H

Weed record after 4 years, unless required for evidential purposes

firearms F6594

Firearms Make-Safe proforma (records forensic procedure carried out by authorised personnel on weapons coming into police possession; includes form MG11 Witness Statement on reverse)

Original or copy (if MG11 required by originating station) to relevant FET office. CRIMINT entry made.

SO19 Firearms Enquiry Team FET SO19 FET Inspector 4 years*

Follows on from B58A record (with same minimum retention period accorded*). See SOP guidance in MPS 'Police Use of Firearms', 1 May 2004, part 2 ch.14. Need to maintain efficient audit of procedure being carried out in the interests of public & staff safety. May be required for internal inspection. Furthermore, where the weapon proves to be crime-related, this record should be considered for extended retention as part of the evidential trail (Limitation Act 1980). H

Weed record after 4 years, unless required for evidential purposes

firearms F6612

Unintentional discharge of Firearm - reporting form (for UDs in course of operation, training or make-safe process)

Paper/Electronic

On officer's Firearms File. Electronic copies to: officer's OCU Commander, SO19 Chief Superintendent & FPU (for entry in MPS database of UDs). Details also sent to Health & Safety Branch and ACPO (for national monitoring).


Firearms Personnel Manager Restricted 7 years

See SOP guidance in MPS 'Police Use of Firearms', 1 May 2004, pt.1 ch 12.26-12.36. Need to record full details of incident (and any injury to officer, colleague or member of public) for internal investigation, training review, possible disciplinary action, public inquiry or litigation (Limitation Act 1980). H


equipment F3606

Concealable Body Armour project card (voucher presented to DPCS7 Uniform Services for personal fitting & issue of protective wear; centrally-funded, limited allocation project)

Distributed by FPU (issue of armour set against budget administered by SO19 F&R Manager on MetFIN)

SO2 Firearms Policy Unit (FPU) / DPCS7 Uniform Services

FPU (Uniform / Fitting Services discard voucher once presented)

n/a (card destroyed on presentation)

As issue of this ballistic protection was limited to specific officers (covert armed) across a number of commands, the voucher simply served as proof of identity & entitlement to the kit. Voucher itself was not audit-linked financially. L

Destroy once fitting appointment fulfilled & card presented

vehicles F4531 Vehicle Defect form (VDRS)Traffic chief inspector

MPS Transport Client Unit

SMT safe driving manager / representative 1 year

Business need. Notice 27-00, items 1 and 2. L

equipment F4533 ESD daily issue/return 1 year Business need L

equipment F4534ESD daily/weekly checks (*new ESDs do not require weekly checks) Obsolete* 1 year Business need L

messages F4563

Fallback Message form (CAD contingency logging of incidents in event of system failure)

7 years + 1 month (85 months)

Operational response. Notice 46-00. H

deployment F4564

Request for Special Scheme and/or Special Address comments (SS = borough or OCU contingency plan for a critical incident; SA = marker for any significant risks at the incident scene which should be considered eg., officer safety instructions) Confidential 7 years

Operational response. Possibility of subsequent inquiry or civil litigation (Limitation Act 1980). H

vehicles F4671

Vehicle Inspection forms VIFs (for quality assurance checks by traffic supervisors on MPS vehicles)

Traffic chief inspector




search F5090

Stop/Search booklet (*copy given to suspect minus yellow page retained by officer & recorded on STOPS database)

Paper/Electronic

Territorial Policing TP / DCC4 Diversity Directorate

Borough commander

Restricted - Crime or Investigations ?

7 years; data also held electronically on STOPS database

Need for investigation/criminal intelligence: Police & Criminal Evidence Act (PACE) 1984, outlined in Special Notice 12-01. Threat of civil litigation (Limitation Act 1980) H

search F5090 / 5091

Search record - person/vehicle (*old yellow 5090 discontinued 1 April 2003: see new F5090 booklet & STOPS database) Obsolete*


Borough commander 7 years


search F5092

Persons & vehicles Searched (*discontinued 1 March 1998: replaced by STOPS database) Obsolete*




road check F5093Road Check authority & record (vehicle stopped) 7 years L

road check F5093BVehicle stopped at road check (*discontinued / not generally used) Obsolete* 2 years L

search F5094 Premises Search record



Need for investigation (Police & Criminal Evidence Act PACE 1984). Threat of civil litigation (Limitation Act 1980). H

cordon F5195

Police Cordon authority & record (for terrorist investigations under s.33-36, Terrorism Act 2000)

POIU / SO13 ? 7 years

Civil litigation (Limitation Act 1980) H

search F5195A

Police Cordon - Search Premises authority & record (for terrorist investigations under s.33-36, Terrorism Act 2000)

Premises searched register

POIU / SO13 ?

Detective chief inspector DCI OR HIGHER? 7 years

Need for investigation. Threat of civil litigation (Limitation Act 1980). H

drink drive F5361Alcometer/ESD fault report (drink/drive testing) 1 year L

surveillance F5425Surveillance: request for Technical Assistance

Operations admin files

SCD11(1) Surveillance / SCD11(2) Technical Support Unit TSU

OIC / operational surveillance supervisor

Could be: Restricted, Confidential, Secret or Top Secret 1 year

Business need: audit of all technical equipment must be maintained. Completed form contains personal details of surveillance subject: observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3. L

Destroy 1 year after conclusion of operation, ensuring that equipment has been returned

surveillance F5426Surveillance: Technical Assistance - result / cancellation

Operations admin files

SCD11(1) Surveillance / SCD11(2) Technical Support Unit TSU



Business need: audit of all technical equipment (used or not) must be maintained. L

Destroy 1 year after conclusion of operation, ensuring that any equipment used has been returned

vehicles F9017 Log book - daily record of Vehicle 3 years L

vehicles F9018Daily record of Vehicle - hired or loaned

Inside green vehicle log book (during use)

Transport Services F&R manager* 3 years Notices 7-99 and 27-01 L

F&R manager retains locally for 3 months; *then sent (marked up 'Destroy' - 3 years after last hire date, plus vehicle reg no) to Specialist Vehicle Facility SVF at Northolt for logging, and on to General Registry storage for rest of 3 years.

vehicles F9849Basic Drivers:statement of expectations Restricted 7 years H

CRIME MANAGEMENT

identificationVideo recording - Identification procedures Video

With case papers; then Central Property Branch DPCS8

TP Crime Directorate OIC


Required as evidence: Criminal Procedure & Investigations Act (CPIA) 1996, items 5.6 - 5.9 Code of Practice and Special Notice 13-00. Threat of civil litigation (Limitation Act 1980). H

Destroy 7 years after conclusion of prosecution or decision not to proceed

identification CON ID

Suspect(s) details (OIC information to ID suite; *continued usage under review as bookings / applications now made by intranet )

*Set for abolition

With case papers. Copy to ID suite.


NPM / Should be: Restricted - Crime or Investigations 7 years

Checklist of data concerning the suspect(s), witnesses, contacts in the case & actions to date for ID Suite's information and administrative use. Ensures that ID procedure will be properly & effectively carried out in line with PACE Code of Practice 'D'. L

Destroy with file 7 years after conclusion of prosecution or decision not to proceed. If case papers being registered with General Registry, CON ID can be weeded prior to registration as all information on form is duplicated elsewhere in case file.

surveillanceVideo recordings/Imagery - Surveillance Video

Kept securely by local Intelligence Manager (for intelligence use) or with case papers (evidential purposes) (stills normally taken off & tape destroyed)

SCD11(1) Surveillance

LIO or SIO (depending on purpose of imagery)

Restricted at least (downloaded images carry protective marking of case file to which they are attached)

Intelligence use: until data transferred to CRIMINT / other intelligence system, or is no longer relevant. Evidential use: 7 years.

Special Notices 13-00, 10-02 and new SCD11(1) Standard Operating Procedure for surveillance logs & photographic products effective from 1 July 2004 (initially referred to in Notice 24-04, item 2). Intelligence: Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 (ACPO/HM Customs & Excise/NCIS/National Crime Squad). Evidence: RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18 & CPIA 1996 CoP items 5.6-5.9. Threat of civil litigation (Limitation Act 1980). H

Intelligence tapes should be destroyed immediately, once information has been transferred or is no longer necessary. Destroy evidential imagery 7 years after conclusion of prosecution.

HOLMES MIR/1

House to House enquiries - Street form (checklist of houses questioned, according to street, in major incident investigation)

Details entered in HOLMES 2. Paper record kept with case papers. Then, on CR registered file.

SCD3(1) Specialist Crime Policy Unit / SCD1 Homicide / SCD2(1) Homicide Support

H2H Co-ordinator / SIO 7 years minimum

H2H enquiry forms need to be checked for completeness & meticulously cross-referenced against other incoming data. ACPO Crime Committee Manual (April 2000) on Major Incident Room Standardised Administrative Procedures (MIRSAP) highlighted importance of detailed record-keeping for MIT analysis & potential review by external sources. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. H

Refer to Records Management Branch (RMB) on arrangements for registered files

HOLMES MIR/2

House to House enquiries - house Occupants (checklist of residents already or still to be interviewed in major incident investigation)




H2H enquiry forms need to be checked for completeness & meticulously cross-referenced against other incoming data. ACPO Crime Committee Manual (April 2000) on Major Incident Room Standardised Administrative Procedures (MIRSAP) highlighted importance of detailed record-keeping for MIT analysis & potential review by external sources. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. H


HOLMES MIR/4

House to House enquiries - Questionnaire (detailed statement of resident interviewed in major incident investigation)




Has substantial bearing on evidence-gathering for investigation. Details need to be checked meticulously against other incoming data & identified for follow-up action. Fact that statement has to be signed by interviewee & could subsequently involve charge of supplying false information is evidentially significant in itself. ACPO Crime Committee Manual (April 2000) on Major Incident Room Standardised Administrative Procedures (MIRSAP) highlighted the importance of detailed record-keeping for MIT analysis & potential review by external sources. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. H


HOLMES MIR/5

Action form (record of action taken / line of enquiry followed up in major incident investigation; *discontinued by Special Notice 9-03, Annex B: HOLMES system generates own action record) Obsolete*

Paper/Electronic


SCD3(1) Specialist Crime Policy Unit / SCD1 Homicide / SCD2(1) Homicide Support SIO 7 years minimum

All actions need to be fully recorded and cross-referenced for purpose of progressing the investigation & as basis for defensible decision-making. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. H


HOLMES MIR/6

Message form (record of information received or sent in major incident investigation; generated by HOLMES system)

Paper/Electronic

Details recorded on HOLMES 2. Paper record kept with case papers. Then, on CR registered file.


Need to be logged for operational response & to provide audit trail for defensible decision-making. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. H


HOLMES MIR/7

Personal Descriptive form PDF (comprehensive details of suspect input by Major Incident Team MIT on HOLMES 2 system)



ACPO Crime Committee Manual (April 2000) on Major Incident Room Standardised Administrative Procedures (MIRSAP) highlighted importance of detailed record-keeping for MIT analysis & potential review by external sources. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. H


HOLMES MIR/21

Major incident Property register (booklet-style register of exhibits in major incident investigation; *discontinued by Special Notice 9-03, Annex B, due to limited usage: B170 Exhibits Book used instead) Obsolete*

Details entered in Exhibits Index on HOLMES 2. Paper record kept with case papers. Then, on CR registered file.


Exhibits Officer / SIO 7 years minimum

Required for effective management & continuity of all evidential materials: CPIA 1996, CoP items 5.6-5.9. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. H


HOLMES MIR/22 & 23

Pathology & Forensic science data for inclusion on PNC (notification of data in major incident investigations; these forms have only seen limited/specialist use to date)

All scientific data recorded on HOLMES 2. Paper records kept with case papers. Then, on CR registered file.


Scientific Support Manager / SIO 7 years minimum

Main purpose of retaining these forms is to prove that all necessary notification procedures have been followed, if later challenged. Threat of subsequent inquiry and civil litigation (Limitation Act 1980). Once the investigation is concluded, application should be made to register the file (CR classification or 'cut') with General Registry. L


identification B111

Street Identification by Witnesses (informal ID of suspect; booklet used in conjunction with IRB Incident Report Book; *set to be replaced by new EAB Evidence & Actions Book with dedicated section for street identification procedures)

Set for abolition*

With case papers (if arrest made) or filed on division (if no further action)


Evidential value: CPIA 1996, Code of Practice items 5.6-5.9. Special Notice 3-04 guides on procedures under PACE 1984 Code of Practice D (revised 2003). Threat of civil litigation (Limitation Act 1980). H


recordings Audio recording - Taped Interview Audio

Borough property store; then Central Property Branch DPCS8

CO30 Criminal Justice Office CJO / TP Crime Policy Unit / Department of Criminal Justice ? CJU manager




recordingsVideo recording - Child witness interviews Video

Borough secure video store & local CPT Child Protection Team; then Central Property Branch DPCS8

SCD5 Child Protection

OIC Officer in Charge & CPT

Restricted - Crime or Investigations Life of case papers

Required as evidence. Notice 5-94, Special Notice 13-00 & former SO5 Child Protection Manual . Threat of civil litigation (Limitation Act 1980) & delayed reporting. H

Risk assess case for further retention on witness reaching 24 yrs of age

recordings Video recording - Custody office Video

Borough tape store/library; then Central Property Branch DPCS8 where necessary*

Borough command / TP Crime Directorate?* CJU manager

1 year norm; 7 years in circumstances listed in Special Notice 13-00, para 6.4.3*

Special Notice 13-00. May contain evidence of an offence or be subject to disclosure* eg., in action brought against the police (Limitation Act 1980). L / H*

Destroy after 1 year or 7 years* as appropriate

recordings Video recording - Custody suite CCTV Video

Borough tape/property store; then Central Property Branch DPCS8



May have evidential value: Criminal Procedure & Investigations Act (CPIA) 1996, items 5.6 - 5.9 Code of Practice, Special Notices 20-01 and 13-00. Threat of civil litigation (Limitation Act 1980). H


identificationVideo recording - Identification procedures Video

With case papers; then Central Property Branch DPCS8

TP Crime Directorate

SIO Senior Investigating Officer/OIC




recordingsVideo recording - Public area CCTVs (town centre/privately run systems) Video

Where tapes, referred to or seized by the police, contain evidence of an offence*: Borough tape/property store; then Central Property Branch DPCS8

CO30 Criminal Justice Office CJO / TP Crime Policy Unit / Department of Criminal Justice ? * CJU manager*

Restricted - Crime or Investigations*

1 month (31 days) norm; 7 years if contain evidence of an offence*

Special Notice 13-00. May have evidential value*: Criminal Procedure & Investigations Act (CPIA) 1996, items 5.6 - 5.9 Code of Practice. Threat of civil litigation (Limitation Act 1980). L / H*

Destroy evidential tapes 7 years after conclusion of prosecution or decision not to proceed

recordingsVideo recording - Scene examination (eg., murder) Video

With case papers/exhibits (copies norm to SERIS if serious crime & TP FSCU (Forensic Services Command Unit) if volume crime. Unsolved case exhibits to Central Property DPCS8 storage.

SCD4 Forensic Services

Crime Scene Co-ordinator/Manager resp to SIO


30 years(where crime solved); indefinitely (unsolved)

Evidential value in proceedings: Criminal Procedure & Investigations Act (CPIA) 1996, items 5.6 - 5.9 Code of Practice and Special Notice 13-00. Threat of civil litigation (Limitation Act 1980). H


recordings Video recording - Taped Interview Video

Borough property store; then Central Property Branch DPCS8





recordingsVideo recording - Third-party tapes as Exhibits Video

With case papers/exhibits; then Central Property Branch (DPCS8)

CO30 Criminal Justice Office CJO / TP Crime Policy Unit / Department of Criminal Justice ?

OIC Officer in Charge Restricted 7 years

Evidential value: Criminal Procedure & Investigations Act (CPIA) 1996, items 5.6 - 5.9 Code of Practice and Special Notice 13-00. Threat of civil litigation (Limitation Act 1980). H


custody CPU 1

First Appearance file - in Custody (for adult defendants being sent to court in custody) Restricted - Crime 7 years H

bail CPU 2 First Appearance file - on Bail Restricted - Crime 7 years H

witness VWSU1 Victim/Witness Contact log With case papers

Restricted - Crime or Investigations 7 years H

witness VWSU1AVictim/Witness Contact continuation sheet With case papers


witness VWSU5Victim/Witness - Risk & Needs assessment With case papers


arrest B10 Charge and Person at Station Obsolete 3 years H

messages B20 Message Book1 year norm (from last entry)

Need for investigation or deployment L

bail F38

Interview/meeting with person on bail or against whom criminal proceedings pending 3 years H

juvenile B45Juvenile Court register (transit folder - B143) Obsolete 7 years H

arrest B56 Record of Persons Arrested 3 years H

custodyF57 & F57A-D Custody Record - types Restricted - Crime 7 years H

custody F57EContinuation of Charge(s) / circumstances Restricted - Crime 7 years H

custody F57F Custody Record - continuation sheetRestricted - Crime 7 years H

property

F57G / F57G(1) / F57H

Custody record - Prisoner's Property (F57G Property Sheet comprises triple double-sided & carbonated form for listing items kept by detainee & police with tear-off copies for CPS & court reference in event of prisoner transfer; incorporates F57G(1) Prisoner's Property Sheet and F57H Property Receipts, which also operate as stand-alones; custody record procedures are set to be revolutionised by introduction of the NSPIS Custody application in due course)

Originals with custody record. Where relevant, copies filed with case papers.

TPHQ (Department of Criminal Justice) CJU Manager 7 years

Essential to maintain efficient audit trails for storage, transfer, restoration & disposal of property. Vital to these procedures are the following: accurate descriptions, signatures/countersignatures of prisoner & police, fully completed receipts, authorisations for disposal, cross-referencing of records (eg., with B105), maintaining security & integrity. Items may be required for further investigation or evidential use. Police owe common law duty of care for prisoners' property taken into possession. Records could be required for complaints/civil action (Limitation Act 1980) or internal inspection. H


custody F57M

Custody Record continuation sheet - Risk assessment, Medical care & need for Other Help 7 years H

bail F57R Returns on Bail 7 years Hinvestigation B61A Persons Wanted: Crime 3 years Henquiry B62 Special Enquiry register Restricted? Current record only H?

property F66

Property concerned in Crime or suspected as such / miscellaneous property form

Could be variety of locations, depending on circumstances / progress of investigations eg., Station Office, CMU. Original kept in serialised binder.

TPHQ (TP Crime Policy Unit) / SCD Specialist Crime Directorate (Specialist Crime Policy Unit SCD3(1))

Crime Manager (during investigations) / CJU Manager (ultimate responsibility for property) 7 years

Essential to record (under supervision): full description of items, nature & result of enquiries, procedures followed in relation to storage, transfer & disposal of property. May be required as evidence in criminal proceedings, for civil litigation (Limitation Act 1980) or internal inspection. H

Assess for further retention or destruction after 7 years (possibly retained on Registered File)

arrest F68 Charges - notification of result Obsolete 3 months H?

doctor B83 Doctor's report book Restricted - Medical ?7 yearsCivil litigation (Limitation Act 1980) H

juveniles F87AChild Protection: Referral (details of child/young person at risk)

On GN88 registered file


Child Protection Unit (CPU) - DI Confidential 7 years

Need for full investigation & monitoring to prevent further risk. Special Notice 35-98 extended retention period for GN88 (Children & Young Persons) registered files to the "lifetime of the youngest victim". H

Refer to Records Management Branch (RMB) on putting away / review arrangements for registered files.

juveniles F87B

Child Protection: Information Request (for data held by police on child/young person at risk)

Filed by CPU in numbered file (unless GN88 exists)



Records authority to release sensitive information if later questioned (Limitation Act 1980) H

Weed from file after 7 years, unless retained on GN88 registered file

juveniles F87C

Child Protection: Checklist (of actions regarding disclosure of information on child / young person at risk)

Filed by CPU (unless GN88 exists)



Need for defensible decision-making (Limitation Act 1980) H


juveniles F87D

Child Protection: Result (depersonalised reply to Information Request on child/young person at risk)

Filed by CPU (unless GN88 exists)



Completes police record of disclosure action if subsequently challenged (Limitation Act 1980) H


juveniles F88

Referral to Child Protection Team: Further Report (record of ensuing case conference recommendations discussed by police & Social Services)

On GN88 registered file


Child Protection Unit (CPU) - DI


Need to record fully all police actions taken as basis for defensible decision-making H


warrants B93 Warrants Book 1 year Lsummons B96 Register of Summonses 3 years L

search B101 Premises Search book




search B101A Premises Searched - additional entries




property B110 Property Receipt book 7 years H

property B110AReceipt book - Seized property/documents Obsolete 3 years L

professional F111Notification of Conviction/Caution (of a Professional person) Restricted 3 years L

investigation B124A













investigation B124B CID report book



covert B124CNational Undercover officers report book

Held securely within Covert Operations unit

SCD11(10) Covert Policing - Undercover DCI

Confidential - Investigations 7 years

Evidential value: CPIA 1996 Code of Practice items 5.6 - 5.9. Threat of civil litigation (Limitation Act 1980). H

Assess for further retention or destruction 7 years after conclusion of prosecution

IRB B128Incident report book IRB (*discontinued) Obsolete* 7 years


sexoffender F140Management/Monitoring of Sex Offender - enquiry as to whereabouts

On registered SR1 file, held securely by Public Protection Unit PPU. Details recorded by PPU on ViSOR system.

Operation Jigsaw (Central PPU) / TP Crime Policy Unit

PPU Senior Officer (DCI or DI)

NPM / Should be Confidential Life of file

Recommended keeping across life of file for historical analysis of offender's behaviour (also worth retaining the replies from organisations offering significant information as clues if offender goes missing again). Defensible decision-making: proves that all necessary police actions taken in event of subsequent inquiry. Disposal risk has been classified 'Low' in this Schedule as offender data is recorded elsewhere. L

Refer to Records Management Branch (RMB) on putting away / review arrangements for SR1 files

prostitute B145Prostitutes Caution register (incorporating F659)

Paper/Electronic*

…..; Merlin database

CO14 Clubs & Vice Station officer

1 year; *cautions also recorded in Merlin database Crime prevention L

DNA F173 DNA (CJ) sample record 2 months H

surveillance B181 Surveillance Log book (small)

Kept securely by Officer in the Case on behalf of Superintendent authorising under RIPA (with supplementary logs & other evidential material attached)


On issue: SIO/surveillance supervisor or SCD11 surveillance team sergeant. On completion: Officer in the Case (on behalf of authorising Superintendent). 7 years

Special Notice 10-02 & new SCD11(1) Standard Operating Procedure, effective from 1 July 2004 (Notice 24-04, item 2). Evidential material: CPIA 1996 CoP items 5.6-5.9 & RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18. Content must be regularly reviewed for continued retention. Observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 regarding storage of personal data. Threat of civil litigation (Limitation Act 1980). H

Destroy 7 years after conclusion of prosecution

surveillance B181A

Surveillance Log book (chequebook-style) (*unit-specific/only used by dedicated surveillance teams)

Kept securely by Officer in the Case on behalf of authorising Superintendent



Special Notice 10-02 & new SCD11(1) SOP effective from 1 July 2004, outlined in Notice 24-04 item 2. Evidential material: CPIA 1996 CoP items 5.6-5.9 & RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18. Content must be regularly reviewed for continued retention. Observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 regarding storage of personal data. Threat of civil litigation (Limitation Act 1980). H


surveillance B182

Surveillance Log book (large) (*were only used latterly by BOCUs/OCUs for fixed observation posts OPs) Obsolete*

Kept securely by Officer in the Case


Officer in the Case 7 years

Special Notice 10-02. Evidential material: CPIA 1996 CoP items 5.6-5.9 & RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18. Content must be regularly reviewed for continued retention. Observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 regarding storage of personal data. Threat of civil litigation (Limitation Act 1980). H


juvenile F400 / 57J Detention of Juvenile after charge Restricted 7 years H

crime report F478Crime Report (*use F484 series A-E / CRIS collection forms and F485) Obsolete* Restricted - Crime 7 years

Notice 25-98 advises on effective crime incident reporting & evidence-gathering H

property F613 & F613A

Crime-related Property voucher CRPV & continuation sheets (commonly known as PPV Prisoner's Property Voucher; records transfer of property to Central Property Services for storage/disposal; completed by OIC, countersigned by CJU Chief Inspector & Central Property on receipt)

Originals, receipted by Central Property, in Property Office. Details entered in CJU Property Store Database. Copy kept by Central Property Services.

Central Property Services CJU Manager


Essential to maintain efficient audit trails for storage, transfer & disposal of property. May be required for criminal proceedings (eg., misappropriation), complaints/civil action (Limitation Act 1980) or internal inspection. H Destroy after 7 years

property F613B

Bulk Drugs crime-related Property voucher (records bulk transfer of crime-related drugs to Central Property Services for disposal; list verified by CJU Chief Inspector & Central Property on receipt)




Essential to maintain efficient audit trails for storage, transfer & disposal of property. Special consideration should be given to vulnerable items inc packaging, sealing, security, documentation. May be required for criminal proceedings (eg., misappropriation), complaints/civil action (Limitation Act 1980) or internal inspection. H Destroy after 7 years

property F613C

CRPV Transit record (lists all CRPV'd property in despatch bag being transferred to Central Property Services; list verified by CJU Chief Inspector & Central Property on receipt; seal number of despatch bag recorded on driver's log sheet & signed against at time of collection )

Original, receipted by Central Property, in Property Office. Transit seal number logged in CJU Property Store Database against relevant items. Copy kept by Central Property Services.

Central Property Services CJU Manager Restricted 7 years

Essential to maintain efficient audit trails for transfer & status of property. 613C record provides added security & control over handling procedures. May be called for in criminal or civil (Limitation Act 1980) proceedings, or subject of internal inspection. H Destroy after 7 years

property F613D

Authority to Destroy Property on division or Dispose on Bulk Drugs CRPV (information relating to disposal completed by OIC, with decision given & signed by CJU Chief Inspector)

Initially by Property Office, then filed on division. Details also logged in CJU Property Store Database.



Need to ensure that: (1) all reasonable steps have been taken to inform/restore property to lawful owner where appropriate; (2) the items concerned are not required for further investigation or evidential purposes; (3) all procedures have been correctly followed & authorisations documented; and (4) efficient audit trails have been maintained for status & disposal of property. Authorisation record may be required for complaints/civil litigation (Limitation Act 1980) or internal inspection. H Destroy after 7 years

property F613M

Bulk CRPV - Money for Disposal (details compiled by OIC, verified by CJU Chief Inspector & Central Property Services on receipt of cheque)




See MPS Property Manual ch.3 'Finance' and Exchequer Services' Finance Manual on Prisoners' Property. Essential to: (1) maintain efficient audit trails for storage, transfer & disposal of property, especially vulnerable categories such as money; (2) verify that all handling procedures have been correctly followed; (3) ensure that all records have been meticulously cross-referenced eg., with imprest accounts; (4) establish whether the monies are required for further investigation, evidential purposes or restoration; and (5) attach copy of court order for Central Property's information where the monies are subject to forfeiture or confiscation. Records may be required for internal inspection, civil (Limitation Act 1980) or criminal (eg., misappropriation) proceedings. H Destroy after 7 years

vehicles F613VCrime-related Property voucher - Vehicles 7 years H

identification F620Identification procedures - notice to Suspect (Pt 1: guidance notes)

TP Crime Directorate n/a (info only) n/a

identification F620A

Identification procedures - notice to Suspect (Pt 2: suspect's consent or refusal to take part)

With case papers. Copy given to suspect.


Restricted-Crime or Investigations 7 years

Important evidential document, recording suspect's witnessed consent or refusal to take part. Should be retained under CPIA 1996, CoP items 5.6-5.9. Establishes that ID procedures have been properly conducted by police in line with requirements of PACE Code of Practice 'D'. Threat of civil litigation (Limitation Act 1980). H

Destroy 7 years after conclusion of prosecution or decision not to proceed (unless retained on Registered File)

identification F620XIdentification procedures: First description of Suspect by witnesses - provision of details

With case papers (attached to ID procedure report). Copy given to suspect/suspect's solicitor.



Affirms integrity of ID procedures in line with PACE Code of Practice 'D': first descriptions have to be presented to, and signed for, by suspect or their solicitor before formalities can commence. Retained evidentially under CPIA 1996, CoP items 5.6-5.9. Threat of civil litigation (Limitation Act 1980). H


identification F621B

Identification procedures: record of Participants appearing in video, parade or group identification (form not generally used as details of volunteers/'foils' recorded on CD with unique reference number URN)

With case papers. Copy to Finance Clerk verifying expenses paid to & received by participants.

TP Crime Directorate / Finance Services OIC


Evidential requirements: supports integrity of ID procedures by recording details of participants & their 'lettered' positioning in line-ups (disclosable only on authority of the court). Audit purposes: records expenses paid to & signed for by participants set against allowance claim from local imprest; retention in line with normal term for local cash books/expenditure sheets. H

Destroy case file (unless registered with General Registry) & accounting copies after 7 years

identification F621E

Identification procedures: record of participants & Order in which they and suspect appear on Video (form not generally used as details of volunteers/'foils' recorded on CD with URN & suspect's position is obviously known) With case papers



Evidential: supports accuracy & integrity of ID procedure by means of video (CPIA 1996, CoP items 5.6-5.9). Threat of civil litigation (Limitation Act 1980). H


identification F621F Video film Identification - viewing by Suspect(s) With case papersTP Crime Directorate OIC

"Held Confidentially" / Should be: Restricted-Crime or Investigations 7 years

Evidential: supports integrity of ID procedure in line with PACE Code of Practice 'D'. Should be retained under CPIA 1996, CoP items 5.6-5.9. Threat of civil litigation (Limitation Act 1980). H


identification F621GVideo film Identification - showing to 1st & 2nd witnesses With case papers



Evidential: supports integrity of ID procedure in line with PACE Code of Practice 'D'. In relation to fairness, it records comments or objections of suspect's solicitor/representative (where present) throughout. Logs reactions & statements made by witnesses on viewing the film and, most importantly, their signed confirmation on making a positive ID. Should be retained under CPIA 1996, CoP items 5.6-5.9. Threat of civil litigation (Limitation Act 1980). H


identification F621HVideo film Identification - showing to additional (3rd & subsequent) witnesses With case papers



Evidential: supports integrity of ID procedure in line with PACE Code of Practice 'D'. In relation to fairness, it continues to record comments or objections of suspect's solicitor/representative (where present). Logs reactions & statements made by witnesses on viewing the film and, most importantly, their signed confirmation on making a positive ID. Should be retained under CPIA 1996, CoP items 5.6-5.9. Threat of civil litigation (Limitation Act 1980). H


identification F650 Identification Parades - information to witnesses ObsoleteTP Crime Directorate n/a (info only) n/a


Identification Parades - incident details (OIC notes to Identification Officer, read out to witnesses prior to ID procedure)

With case papers. Copy also held by ID suite.

TP Crime Directorate OIC 7 years

Although these notes will be drawn from & duplicated within the case file, it is considered prudent to retain them as proof that all stages of the ID procedure have been conducted fully and properly, in case later challenged (Limitation Act 1980). L

Destroy with file 7 years after conclusion of prosecution or decision not to proceed. If case papers being registered with General Registry, F650A can be weeded prior to registration as the information on it is duplicated elsewhere in case file.

telecommunications

F5481 Applicant

Application for Account Information (telephone subscriber details; as part of intelligence / evidence-gathering)



Home Office Codes of Practice on Accessing Communications Data, chapters 7.1-7.5: allowing sufficient time for audit by RIPA Commissioner & complaints brought before Investigatory Powers Tribunal. Evidential proof of integrity of the investigation (CPIA 1996 CoP items 5.6-5.9). Threat of civil litigation (LImitation Act 1980). H


telecommunications

F5481 Designated Person

Development, Authorisation or Notice relating to Account Information requests (for telephone subscriber details; as part of intelligence / evidence-gathering)



Home Office Codes of Practice on Accessing Communications Data, chapters 7.1-7.5: allowing sufficient time for audit by RIPA Commissioner & complaints brought before Investigatory Powers Tribunal. Evidential proof of integrity of the investigation (CPIA 1996 CoP items 5.6-5.9). Threat of civil litigation (LImitation Act 1980). *Home Office CoP refer only to Applications, Authorisations & Notices. It is recommended that Development referrals are retained alongside original applications & made available for scrutiny. H


telecommunications

F5482 Applicant

Application for Outgoing Call Data (itemised billing enquiry as part of intelligence / evidence-gathering)





telecommunications


Development, Authorisation or Notice relating to Itemised Billing data requests (as part of intelligence / evidence-gathering)





telecommunications

F5483 Applicant

Application for Specialist Communications Data (traffic data accessing as part of intelligence / evidence-gathering)





telecommunications


Development, Authorisation or Notice relating to Special Services (specialist communications data requests as part of intelligence / evidence-gathering)





telecommunications F5484

Cancellation of Authorisation or Notice to access communications data (completed by Designated Person)



Home Office Codes of Practice on Accessing Communications Data, chapter 7.1: like the application and authorisation / or notice which preceded, cancellations will be equally open to scrutiny by the RIPA Commissioner & judicial review. Threat of civil litigation (LImitation Act 1980). H

Destroy 7 years after conclusion of any prosecution or decision not to proceed

telecommunications

F5485 Applicant

Application for E-mail / Internet information (usage & traffic data as part of intelligence / evidence-gathering)





telecommunications


Development or Notice relating to E-mail / Internet data requests (as part of intelligence / evidence-gathering)





custody F657BCustody suite CCTV - request to view video recordings 7 years L

truancy

F660 (Y-Truancy 1)

Truancy Initiative Registration (record of initiative & registration with Performance Information Bureau PIB)

Schools Involvement/Liaison or Community / Partnership Unit. Copy to PIB.

TPHQ Safer Neighbourhoods Unit - Youth Policy Team

Borough Liaison or Partnership Inspector

6 years (for original held locally)

For local & central monitoring and evaluation of initiatives, aimed at reducing crime/risk of offending by children and young persons. Serves to register the initiative with PIB, followed by the results submitted on F660A (Y-Truancy 2). Also identifies action to be taken: be it referral of youth's details to the local education authority (LEA) or removal, under s.16 Crime & Disorder Act (CDA) 1998, to designated premises or the school as agreed with the LEA; in the latter regard, the form records superintendent's authority for removal. Retention period allows time for significant evaluations (comparative assessments of up to 5 years), as well as covering any challenges to police action. PIB will retain their registration copies for a much shorter time, as the all-important results will be stored electronically. F660 should be retained locally alongside F660A results. H

Assess local record for destruction after 6 years

truancy

F660A (Y-Truancy 2)

Truancy Initiative Return (results of initiative submitted to Performance Information Bureau PIB)

Schools Involvement/Liaison or Community / Partnership Unit. Copy to PIB.

TPHQ Safer Neighbourhoods Unit - Youth Policy Team

Borough Liaison or Partnership Inspector

6 years (for original held locally)

Records the results of truancy initiatives (number of youths stopped, referred or removed) for local & central monitoring and evaluative purposes. Data collated by PIB provides information to external bodies such as Department for Education & Skills (DfES), as well as establishing performance indicators (PIs) for MPS boroughs in the past. F660 'registration' and F660A 'results' should be retained locally together. The disposal risks for the two forms (ie., high or low) have been classified differently in this Schedule in consideration of fact that F660 potentially incorporates a record of authorisation and, were the local 'results' to be destroyed inadvertently, duplicates are held electronically by the PIB. L

Assess local record for destruction after 6 years. PIB may have results archived.

vice F670 Kon Tiki Brothel visit

Investigations carried out & records filed centrally by Vice Unit/CO14. Details also entered on CRIMINT.

CO14 Clubs & Vice

Vice Unit - Inspector Restricted 4 years

Need to monitor & control organised, vice-related crime. L

Destroy record after 4 years if no actions outstanding

bail F943Persons Bailed to Return to Police Station (Book 60) 7 years H

statement F991 - 995 Witness Statements Restricted 7 years H

identification F2998

Descriptive form - victim/witness details (*recorded in IRB Incident Report Book and B111) Obsolete* With case papers


Essential to evidence-gathering: CPIA 1996, Code of Practice items 5.6-5.9. Full and accurate records aid witness memory recall & reinforce integrity of information if later challenged. Threat of civil litigation (Limitation Act 1980). H



Descriptive form - suspect details (*recorded in IRB Incident Report Book and B111) Obsolete* With case papers




identification F2998BDescriptive form - body outline of suspect (*recorded in B111) Obsolete* With case papers




identification F2998CDescriptive form - witness questions / A6 pad (*details recorded in B111) Obsolete* With case papers




arrest F3051

Monthly Stats Returns (arrests & requests for intimation delayed under s.62, Criminal Law Act 1977) Obsolete 1 year L

enquiry F3056Progress of Enquiry (*alternatives available) Obsolete* Restricted 6 months norm H

equipment F3148CS Aerosol incapacitant - issue register 7 years H

sexoffender F3310

Sex Offenders - Risk Matrix 2000 ( 'RM2000 or RM2K'; sexual risk assessment for men 18+)

Paper/Electronic*

On registered SR1 file, held securely by Public Protection Unit PPU. Details recorded by PPU on ViSOR system. (*In due course, assessment will be carried out & recorded on ViSOR)


PPU Senior Officer (DCI or DI) Restricted Life of file

Paper form currently indicates a one-year retention, which equates to re-assessments at least annually. Best practice, however, would be to retain the entire series of assessments for the life of the file both as an aid to effectively monitoring risk patterns & to providing an efficient trail of defensible decision-making. H


mappa F3311

MAPPA disclosures: record of decision-making by Multi-Agency Public Protection Panel on releasing personal / confidential information about a violent or sexual offender to third parties

On registered file, held securely by Public Protection Unit PPU. Copy to borough Commander. Details recorded by PPU on ViSOR system.


PPU Senior Officer (DCI or DI) Confidential Life of file

Provides clear evidence of objectivity & proportionality in event that decision is later challenged through inquiry/investigation or litigation (Limitation Act 1980). Strategically, it gives full account as to how the disclosure will be carried out. H

Refer to Records Management Branch (RMB) on putting away / review arrangements for registered files

sexoffender F3315

Sex Offenders - notice of requirement to Register with Police (*replaced by F8701S) Obsolete*

Now incorporated within the more comprehensive F8701S multi-form pads setting out notification requirements for offenders. See Notice 26-00.

sexoffender F3316

Sex Offenders registration form (initial notification & changes of name or address)

On registered SR1 file, held securely by Public Protection Unit PPU. Copy of 3316 to offender. Details entered by PPU in ViSOR computer database. MSS message (SMF: SEXOFFENDER) sent to SCD10(5) PNC SORU (Sex Offenders Registration Unit)




Special Notice 35-98 item 7 extended retention of SR (Sex Registration) files by General Registry to the "lifetime of the youngest offender." Keeping a record of ALL notifications (name/address changes) could prove invaluable in tracing an offender, should they go missing. They also ensure effective monitoring & compliance with requirements laid down by the Sex Offenders Act 1997 (as amended by Criminal Justice & Courts Services Act 2000) and important recent amendments under the Sexual Offences Act 2003 (esp Pt2, s.84-85). Evidential value: although the offender is not obliged to sign the 3316, they risk prosecution and imprisonment for supplying false information. Prevention of crime provides a legitimate basis for retaining relevant personal data. Paramount to issue of retention is the very real risk of serial offending & the need to protect the public. Threat of complaint/litigation eg., for harassment (Limitation H


sexoffender F3317Record of Foreign Travel notification by registered Sex Offender (RSO)

On registered SR1 file, held securely by Public Protection Unit PPU. Copy to offender. Details recorded by PPU on ViSOR system.




Beyond its immediate value, could provide useful clues in the long term to tracing offender, should they go missing. Also serves to eliminate offender from other enquiries in UK while they were abroad. Supplementary record should be kept of decision whether to inform destination countries (inc reasoning, assessment of risk), in case this is later challenged. Evidential value: offender has to sign 3317 & risks prosecution for failing to comply. H

Weed unnecessary material before referring to Records Management Branch (RMB) on putting away / review arrangements for SR1 files

sexoffender F3318Sex Offender registration - fingerprints taken for ID verification

On registered SR1 file, held securely by Public Protection Unit PPU. Details recorded by PPU on ViSOR system.

Operation Jigsaw (Central PPU) / TP Crime Policy Unit / SCD4(4) Fingerprint Bureau


NPM / Should be Restricted

Offender fingerprints (checked at initial registration) held indefinitely. Weed latest 3318 check at next periodic verification.

Sexual Offences Act 2003 s.87(4) has extended a discretionary power to check fingerprints to all 'periodic' notifications, not just at initial registration. Offence not to comply. Imperative to retain prints against other offences reported. Disposal risk is classified 'Low' in this Schedule as further prints will necessarily be taken. L

Weed from file at next periodic verification

dental F3409 Dental details of body Found Obsolete Case file 3 years norm H

deployment F4564

Request for Special Scheme and/or Special Address comments (SS = borough or OCU contingency plan for a critical incident; SA = marker for any significant risks at the incident scene which should be considered eg., officer safety instructions) Confidential 7 years H

search F5090


Paper/Electronic


Borough commander




search F5090 / 5091





search F5092











intelligence F5153 Commercial Intelligence enquiry/report Case file Restricted 18 months H?

disclosure F5154

Disclosure of information by police to the insurance industry where evidence to suspect a fraudulent insurance claim Restricted 7 years L

stop & search F5194

Authorisation to Stop & Search under s.44, Terrorism Act 2000 (has to be confirmed by Secretary of State)

Borough commander Restricted 7 years

Need for investigation: Terrorism Act 2000, s.44(1) for vehicles, drivers & passengers, and 44(2) for pedestrians. Threat of civil litigation (Limitation Act 1980). H

surveillance F5427Surveillance: Observation Post (OP) location

Kept securely by Intelligence unit/manager



Could be: Restricted, Confidential, Secret or Top Secret Review after 3 years

Completed form cites OP supplier's name & address: raises question of occupier's safety and their views on disclosing use of the premises in any subsequent proceedings. Suitability of the premises for observation purposes may have bearing on identification evidence in court, if credibility questioned: risk assess, therefore, for further retention. See Special Notice 10-02, Annex B/case law. H

Risk assess after 3 years for further retention, having regard to its evidential value in criminal / civil proceedings

surveillance F5428 Surveillance: pre-trial Visit certification




Could be: Restricted, Confidential, Secret or Top Secret 7 years

Special Notice 10-02, Annex B case law: necessary to ascertain attitude of OP suppliers towards possible disclosure of their identities (guidelines laid down in R v Johnson 1988). Reinforces integrity of the operation. Threat of civil litigation (Limitation Act 1980). H


forensic F5436AForensic Form 1 - forensic identification notification SO3/SCD4? Restricted 7 years H

forensic F5436BForensic Form 2 - forensic identification update SO3/SCD4? Restricted 7 years H

forensic F5436CForensic Form 3 - forensic identification result SO3/SCD4? Restricted 7 years H

forensic F5436DForensic Form 4 - crime stain removal request SO3/SCD4? Restricted 7 years H

surveillance F5455Surveillance: Application for directed surveillance authority


SCD11(1) Surveillance / SCD11(4) Central Authorities Bureau


Could be: Restricted, Confidential, Secret or Top Secret

At least 3 years from ending of authorisation

RIPA 2000 CoP on Covert Surveillance, chapters 2.14-2.15. Retaining material of evidential value & demonstrating integrity of the operation: CPIA 1996 CoP items 5.6-5.9. Retaining personal data on surveillance subject: observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3. Threat of civil litigation (Limitation Act 1980). H

Risk assess for further retention of up to 7 years after conclusion of prosecution

surveillance F5456Surveillance: Authorisation for directed surveillance





At least 3 years from ending of authorisation (MPS policy: at least 5 years)

RIPA 2000 CoP on Covert Surveillance, chapter 2.14. Retaining material of evidential value & demonstrating integrity of the operation: CPIA 1996 CoP items 5.6-5.9. Retaining personal data on surveillance subject (in case of urgent written authorisation by Inspector) : observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3. Threat of civil litigation (Limitation Act 1980). H


surveillance F5457Surveillance: proactive assessment & tasking proforma (PATP) - review


SCD11(1) Surveillance / SCD9(1) National Intelligence Model NIM OIC



RIPA 2000 CoP on Covert Surveillance, chapters 2.14-2.15. Retaining material of evidential value & demonstrating integrity of the operation: CPIA 1996 CoP items 5.6-5.9. Care should be taken in retaining personal data & destroying records of subjects removed (de-flagged) from the investigation: Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3. Threat of civil litigation (Limitation Act 1980). H


surveillance F5458Surveillance: Application for renewal of directed surveillance authority








surveillance F5459Surveillance: Cancellation of directed surveillance





At least 3 years from ending of authorisation / 7 years if proceedings ensue (MPS policy: at least 5 years)

RIPA 2000 CoP on Covert Surveillance, chapter 2.14. Any unnecessary personal data obtained should be destroyed immediately: Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3. If criminal proceedings are being instituted, all records defining the handling of the operation must be retained in line with normal evidential practice: CPIA 1996 CoP items 5.6-5.9. Threat of subsequent litigation (Limitation Act 1980). L / H

Destroy 3 years from ending of authorisation, if no further issues arising. Or 7 years after conclusion of any prosecution.

surveillance F5460

Surveillance: authorising officer directed surveillance Urgent Oral Authority





At least 3 years from ending of authorisation (MPS policy: at least 5 years)

RIPA 2000 CoP on Covert Surveillance, chapter 2.14. Retaining material of evidential value & demonstrating integrity of the operation: CPIA 1996 CoP items 5.6-5.9. Retaining personal data: observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3. Threat of civil litigation (Limitation Act 1980). H


surveillance F5460A

Surveillance: directed surveillance Application for Urgent Authority (oral or written)






RIPA 2000 CoP on Covert Surveillance, chapters 2.14-2.15. Retaining material of evidential value & demonstrating integrity of the operation: CPIA 1996 CoP items 5.6-5.9. Retaining personal data on surveillance subjects: observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3. Threat of civil litigation (Limitation Act 1980). H


surveillance F5468Surveillance: proactive assessment & tasking proforma (PATP)




Consider the evidential value of the PATP record: if it serves to reinforce the integrity of the operation, retain further alongside other review documents. Apply normal data protection principles to the destruction of 'unnecessary' personal data. L / H

Risk assess for further retention after 1 year & destroy if judged to add negligible value to the case (note date & summary of PATP analysis in case file)

surveillance F5469Surveillance: Risk assessment / management


SCD11(1) Surveillance / SCD9(1) National Intelligence Model NIM



At least 3 years from ending of authorisation / 7 years if proceedings ensue

RIPA 2000 CoP on Covert Surveillance, chapter 2.15 on retaining authorisation reviews (further to ch. 2.14 guidance). Evidential value: CPIA 1996 CoP items 5.6-5.9; proof of thorough & ongoing risk assessments affirms conduct/integrity of the operation. Threat of civil litigation (Limitation Act 1980). H


surveillance F5470

Surveillance: proactive assessment & tasking proforma (PATP) - closing report




Business need: informational value internally L Destroy 1 year after date of report

sexoffender F8701S

Record of adult Caution under Sex Offenders Act 1997 (multi-form booklet replacing F3315)

On registered SR1 file, held securely by Public Protection Unit PPU. Copy to offender. Details recorded by PPU on ViSOR system.


PPU Senior Officer (DCI or DI) Restricted Life of file

Notice 26-00 explains background. Evidential value: important records documenting offender's consent to caution & notification requirements under SOA. Risk of serial offending drives need for retention beyond registration period. H


Case papers

Case papers relating to offences as defined in the Records Management Manual as requiring registration in the central registry Registered files Restricted or above7 years minimum

Records Management Manual and Processes/Work Instructions

Review and disposal undertaken by Records Management Branch staff

Case papersCase papers for offences not meeting the criteria for central registration Restricted or above7 years

Police Order 24 of 8 November 1985

INTELLIGENCE

intelligence

CRIMINT data (criminal intelligence information) (due to be replaced by CRIMINT PLUS in Autumn 2004) Electronic

On CRIMINT system maintained securely within Intelligence Units

Director of Intelligence SCD

CrimInt / Intelligence Supervisor

Could be: Restricted or Confidential

Review dates according to source evaluation codes: A=2 years / B=18 months / C=12 months / D and E=6 months

Special Notice 1-03 gives instructions & guidance on CrimInt system. Unnecessary information about data subjects should be weeded immediately: DPA 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 (ACPO/HM Customs & Excise/NCIS/National Crime Squad). Attention should be paid to maintaining security of the data. Review dates stated alongside are current & correct for CRIMINT. New instructions for CRIMINT PLUS will be issued prior to roll-out of the system. H

Review data at intervals stated & weed or archive as appropriate

informants

Informant dockets/files

CHIS records now entered in Informant Management System IMS. Paper records (eg., documents requiring a 'wet ink' signature) held securely by Controller within Dedicated Source Unit DSU.

SCD11(9) Covert Source Management Unit CSMU Source Controller

Could be: Restricted, Confidential, Secret or Top Secret - Informants At least 7 years

Notice 46-01 on implementation of the IMS. Records management & evidential requirements: Home Office Code of Practice on 'Covert Human Intelligence Sources' paras 2.13-2.19 & Criminal Procedure & Investigations Act (CPIA) 1996, items 5.6 - 5.9 Code of Practice. Moreover, recent experience shows that information contained in source files has proved relevant beyond the recommended 7-year minimum retention: namely for production at court, police corruption inquiries, or investigations which could be historically linked. Weeding 'unnecessary' data: Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 (ACPO/HM Customs & Excise/NCIS/National Crime Squad). Duty of care for source's security and welfare: Home Office CoP on CHISs para 2.16 & case law notably H

Unnecessary data should be weeded regularly. Assess file for further retention or destruction after 7 years. Consider preserving information which may be valuable to future source deployment or other investigations.

surveillanceVideo recordings/Imagery - Surveillance Video

Kept securely by local Intelligence Manager (for intelligence use) or with case papers (evidential purposes) (stills normally taken off & tape destroyed)


LIO or SIO (depending on purpose of imagery)

Restricted at least (downloaded images carry protective marking of case file to which they are attached)

Intelligence use: until data transferred to CRIMINT / other intelligence system, or is no longer relevant. Evidential use: 7 years.

Special Notices 13-00, 10-02 and new SCD11(1) Standard Operating Procedure for surveillance logs & photographic products effective from 1 July 2004 (initially referred to in Notice 24-04, item 2). Intelligence: Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 (ACPO/HM Customs & Excise/NCIS/National Crime Squad). Evidence: RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18 & CPIA 1996 CoP items 5.6-5.9. Threat of civil litigation (Limitation Act 1980). H

Intelligence tapes should be destroyed immediately, once information has been transferred or is no longer necessary. Destroy evidential imagery 7 years after conclusion of prosecution.

informants SOURCE/1

Source Profile (comprehensive background record of Covert Human Intelligence Source CHIS ie., police informant)

Paper/Electronic

Entered in Informant Management System IMS. Paper record held securely by Controller within Dedicated Source Unit DSU.



Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725 on record requirements. Home Office Code of Practice on 'Covert Human Intelligence Sources' para 2.15 on recording the source's value & para 4.19 on reviewing their continued use. Normal data protection principles should be applied. Furthermore, the Home Office CoP para 2.16 & subsequent sections emphasise the duty of care owed to the source. Evidence of proper & ongoing evaluation of the source may have bearing in subsequent proceedings if integrity of their information called into question. H


informants SOURCE/2 Registered Source reportPaper/Electronic


SCD11(9) Covert Source Management Unit CSMU

Source Controller / Authorising Officer (AO)

Could be: Restricted, Confidential, Secret or Top Secret - Informants ('Forms on the Intranet' omits mentioning Top Secret) At least 7 years

Home Office Code of Practice on CHISs, paras 2.13-2.19. Evidential value: CPIA 1996 Code of Practice items 5.6 - 5.9. Duty of care owed re source confidentiality, data storage & dissemination: Home Office CoP para 2.16, DPA 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 (ACPO/HM Customs & Excise/NCIS/National Crime Squad). Threat of civil litigation (Limitation Act 1980) & malicious allegation. H

Assess report content for further retention or destruction after 7 years

informantsSOURCE/2 (C) Registered Source report - continuation

Paper/Electronic




Could be: Restricted, Confidential, Secret or Top Secret - Informants ('Forms on the Intranet' omits mentioning Top Secret) At least 7 years



informants SOURCE/3

Authority to meet Source (background document seeking authorisation to meet with informant)

Paper/Electronic

Logged in Informant Management System IMS. Paper record held securely by Controller within Dedicated Source Unit DSU.


Not Protectively Marked (error!) / Could be: Restricted, Confidential, Secret or Top Secret - Informants At least 7 years

Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725 para 3(k) sets obligation to record all contacts or communications with the source. Home Office CoP on CHISs, para 4.31, refers to meetings. Officer safety needs to be considered. Normal practice to retain meeting authorisation on file as may have evidential value in criminal or civil proceedings & cases of malicious allegation. H

Assess record for further retention or destruction after 7 years

prison PAS/1

Prison Intelligence - police request to HM Prison Service or Young Offender institution for information on detainee Restricted 3 years L

investigation F38

Interview/meeting with person on bail or against whom criminal proceedings pending

Logged in Occurrence Report Book ORB Superintendent At least 3 years H

surveillance B181 Surveillance Log book (small)

Kept securely by Officer in the Case on behalf of Superintendent authorising under RIPA (with supplementary logs & other evidential material attached)



Special Notice 10-02 & new SCD11(1) Standard Operating Procedure, effective from 1 July 2004 (Notice 24-04, item 2). Evidential material: CPIA 1996 CoP items 5.6-5.9 & RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18. Content must be regularly reviewed for continued retention. Observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 regarding storage of personal data. Threat of civil litigation (Limitation Act 1980). H


surveillance B181A

Surveillance Log book (chequebook-style) (*unit-specific/only used by dedicated surveillance teams)

Kept securely by Officer in the Case on behalf of authorising Superintendent



Special Notice 10-02 & new SCD11(1) SOP effective from 1 July 2004, outlined in Notice 24-04 item 2. Evidential material: CPIA 1996 CoP items 5.6-5.9 & RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18. Content must be regularly reviewed for continued retention. Observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 regarding storage of personal data. Threat of civil litigation (Limitation Act 1980). H


surveillance B182

Surveillance Log book (large) (*were only used latterly by BOCUs/OCUs for fixed observation posts OPs) Obsolete*

Kept securely by Officer in the Case


Officer in the Case 7 years

Special Notice 10-02. Evidential material: CPIA 1996 CoP items 5.6-5.9 & RIPA 2000 CoP on Covert Surveillance, chapters 2.16-2.18. Content must be regularly reviewed for continued retention. Observe Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 regarding storage of personal data. Threat of civil litigation (Limitation Act 1980). H


admin F600 PNC terminal transaction log sheet Obsolete 1 year L

identification F780AA

LIO's subject/photo index card (Local Intelligence Officer's report/Restricted under Official Secrets Act) Obsolete Restricted 7 years H

arrest F3051

Monthly Stats Returns (arrests & requests for intimation delayed under s.62, Criminal Law Act 1977) Obsolete 1 year L

tests F3409 Dental details of body Found 3 years norm H

deployment F4564

Request for Special Scheme and/or Special Address comments (SS = borough or OCU contingency plan for a critical incident; SA = marker for any significant risks at the incident scene which should be considered eg., officer safety instructions) Confidential 7 years H

intelligence F5020A

Information Report (including information sourced from unregistered informants; for inputting on to CRIMINT)

Entered on CRIMINT. Paper records held securely by Intelligence Supervisor within Intelligence Unit.


Intelligence Supervisor Restricted

Paper record 6 months / CRIMINT data reviewed & weeded according to source evaluation code (SEE separate CRIMINT entry under 'Intelligence' banner)

Paper forms 5020 are normally used where there is no access to CRIMINT or as a back-up during times of systems failure. A 6-monthly weeding of the paper reports is suggested as being easier to control than, say, an annual review. H

Check data has been correctly entered on to CRIMINT & destroy paper record after 6 months

intelligence F5020B

Information Report - continuation sheet (including information sourced from unregistered informants; for inputting on to CRIMINT)

Entered on CRIMINT. Paper records held securely by Intelligence Supervisor within Intelligence Unit.


Intelligence Supervisor Restricted




intelligence F5020C

Information Report (information sourced by Criminal Intelligence Branch: now SCD10 Specialist Crime Intelligence / SCD11 Covert Policing; for inputting on to CRIMINT)

Entered on CRIMINT. Paper records held securely by Intelligence Supervisor.


Intelligence Supervisor

NPM !! / Should be: Restricted




informants F5020DInformation Report from registered Informant (*replaced by SOURCE/2) Obsolete*

Now entered in Informant Management System IMS and sanitised version produced for CRIMINT. Paper record held securely by Controller within Dedicated Source Unit DSU.





informants F5020E Informants Evaluation Obsolete

Source & Intelligence evaluation now entered in Informant Management System IMS. Paper records held securely by Controller within Dedicated Source Unit DSU.



Home Office Code of Practice on 'Covert Human Intelligence Sources' para 2.15: need to record value of the source. Reliability should be assessed on an ongoing basis throughout life of the file. Consideration should also be given to the CHIS's re-registering after a long absence & the need to refer to their previous history / reliability. H

Assess file for further retention after 7 years

informants F5020MAuthority to Meet Informants (*replaced by SOURCE/3) Obsolete*

Authorisations now logged in Informant Management System IMS. Paper record held securely by Controller within Dedicated Source Unit DSU.



Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725 para 3(k) sets obligation to record all contacts or communications with the source. Home Office CoP on CHISs, para 4.31, refers to meetings. Officer safety needs to be considered. Normal practice to retain meeting authorisation on file as may have evidential value in criminal or civil proceedings & cases of malicious allegation. H


informants F5020T Informant Tasking document Obsolete

Tasking records now logged in Informant Management System IMS. Paper documents held securely by Controller within Dedicated Source Unit DSU.



Home Office Code of Practice on 'Covert Human Intelligence Sources' paras 2.13-2.19 on record retention & paras 4.26-4.32 on tasking. Evidential purposes: CPIA 1996 Code of Practice items 5.6 - 5.9. Duty of care for source's security and welfare is supported by the Home Office CoP on CHISs paras 4.36-4.38 & case law notably Osman v The UK 1999 (ECHR judgement; see Notice 7-99) and Swinney v CC of Northumbria Police 1996. Threat of civil litigation (Limitation Act 1980) & malicious allegation. H


informants F5023

Intelligence Approach Proforma - introductory form/prisoner profile (cell approach to persons charged in custody for potential recruitment as sources)

Held securely by Controller within Dedicated Source Unit DSU. Details entered on Informant Management System IMS.

SCD11(9) Covert Source Management Unit CSMU Source Controller Confidential 7 years

Notice 13-02 formally introduces policy regarding conduct of 'Intelligence Approaches to Persons in Custody', v.3 11/10/01. Should recruitment take place, full details will be entered on the IMS so that there is no requirement to retain this record past 7 years. Threat of complaint/civil litigation (Limitation Act 1980). H Destroy record after 7 years

informants F5024

Intelligence Approach Proforma - checklist of prisoners approached (attach F5023 for those who accepted approach)



Notice 13-02 formally introduces policy regarding conduct of 'Intelligence Approaches to Persons in Custody', v.3 11/10/01. Threat of complaint/civil litigation (Limitation Act 1980). H

Destroy individual entry/record after 7 years

informants F5024A

Intelligence Approach Proforma - checklist of prisoners approached (continuation sheet)



Notice 13-02 formally introduces policy regarding conduct of 'Intelligence Approaches to Persons in Custody', v.3 11/10/01. Threat of complaint/civil litigation (Limitation Act 1980). H

Destroy individual entry/record after 7 years

informants F5025Confidential Contact - information sheet (assessment of CC)

Paper/Electronic

CC records entered in Informant Management System IMS. Paper records held securely by Controller within Dedicated Source Unit DSU.

SCD11(9) Covert Source Management Unit CSMU Source Controller Confidential

7 years with regular reviews of status throughout

Need for regular review of contact's status & information obtained that they are not being developed as a CHIS and, therefore, require RIPA authorisation. Normal data protection principles should be applied to storage & dissemination of information (intelligence sanitised before placing on CRIMINT). Duty of care to assess risks & protect contact's confidentiality is supported by case law, notably Swinney v CC of Northumbria Police 1996. Threat of civil litigation (Limitation Act 1980). H

Assess contact's file for further retention or destruction after 7 years (dependent on CHIS status)

informants F5026Confidential Contact index (register of CCs)

Paper/Electronic

Logged in Informant Management System IMS. Paper records held securely by Controller within Dedicated Source Unit DSU.

SCD11(9) Covert Source Management Unit CSMU Source Controller Confidential Review regularly

Need to review status & use of contacts regularly: whether they can continue to be termed as CCs, should be classed as CHISs (requiring RIPA authorisation), or that the information is being supplied from civic duty/public-spirited perception. Duty of care to protect contact's confidentiality. H

Update & weed entries as appropriate

informants F5085Registered Informant Profile (*replaced by SOURCE/1) Obsolete*

Source Profile now entered in Informant Management System IMS. Paper record held securely by Controller within Dedicated Source Unit DSU.





informants F5085A

Informants Registration - terms & conditions (*now incorporated within SOURCE/1) Obsolete*

CHIS records now entered in Informant Management System IMS. Paper records (such as this, requiring the source's true & pseudonym signature) held securely by Controller within Dedicated Source Unit DSU.



Need to establish framework of understanding for effective protection/ management of source & acquisition of intelligence. Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725, para 3, sets out record requirements surrounding source's recruitment, deployment, security and welfare. Home Office CoP on CHISs reiterates this duty of care at paras 2.16 and 4.36-4.38. Signed agreements represent essential components to be retained throughout the life of the file. Deterrent to malicious allegations. H

Assess entire file/contents for further retention or destruction after 7 years

informants F5085B Pt1

Prominent Enhanced Profile of Informant (comprehensive, personal profile of source inc family, associates, education, skills, previous convictions; *now incorporated within SOURCE/1) Obsolete*

Enhanced profiling now recorded on CHIS file in Informant Management System IMS




Assess entire file/contents for further retention or destruction after 7 years

informants F5085B Pt2 Risk analysis - Informants Obsolete

Now entered in Informant Management System IMS. Paper records held securely by Controller within Dedicated Source Unit DSU.




Home Office Code of Practice on 'Covert Human Intelligence Sources' para 2.15. Assessments need to be recorded & reviewed on an ongoing basis, particularly in view of duty of care for source's security & welfare: paras 4.36-4.38. Threat of malicious allegation. H

Assess file contents for destruction after 7 years

informants F5085C

Registered Informant: memorandum of understanding - commencement of activity (*in part, superceded by SOURCE/1 Terms & Conditions) Obsolete*

CHIS records now entered in Informant Management System IMS. Paper documents held securely by Controller within Dedicated Source Unit DSU.



Need to consolidate framework of understanding for effective protection/ management of source & acquisition of intelligence. Regulation of Investigatory Powers (Source Records) Regulations 2000 / SI No. 2725, para 3, lays down record requirements concerning source's tasking ("demands made of him"), rewards, security & welfare. Home Office CoP on CHISs reinforces point on safety at para 4.36. Signed agreements represent essential components for retention on file. Deterrent to malicious allegations. H

Assess file contents for further retention or destruction after 7 years

informants F5085D

Registered Informant: memorandum of understanding - cessation of operation (*in part, superceded by SOURCE/1 Terms & Conditions) Obsolete*

CHIS records now entered in Informant Management System IMS. Paper documents held securely by Controller within Dedicated Source Unit DSU.



Need to consolidate framework of understanding for effective protection/ management of source & acquisition of intelligence. Home Office Code of Practice on 'Covert Human Intelligence Sources' para 4.36 emphasises need to consider the ongoing security & welfare of the source after cancellation of the authorisation. Signed agreements represent essential components for retention on file. Deterrent to malicious allegations. H


informants F5086 Register of Informants Obsolete

CHIS files now entered in Informant Management System IMS. Paper records held securely by Controller within Dedicated Source Unit DSU.



Notice 46-01 on implementation of the IMS. Records management & evidential requirements: Home Office Code of Practice on 'Covert Human Intelligence Sources' paras 2.13-2.19 & Criminal Procedure & Investigations Act (CPIA) 1996, items 5.6 - 5.9 Code of Practice. Weeding 'unnecessary' data: Data Protection Act (DPA) 1998 and 'The Recording & Dissemination of Intelligence Material' Code of Practice 1999, paras 5.1-5.3 (ACPO/HM Customs & Excise/NCIS/National Crime Squad). Duty of care for source's security and welfare: Home Office CoP on CHISs para 2.16 & case law notably Osman v The UK 1999 (ECHR judgement; see Notice 7-99) and Swinney v CC of Northumbria Police 1996. Threat of civil litigation (Limitation Act 1980) & malicious allegations. H


informants F5086A Informant Grading Obsolete

Source & Intelligence evaluation now entered in Informant Management System IMS. Paper records held securely by Controller within Dedicated Source Unit DSU.



Home Office Code of Practice on 'Covert Human Intelligence Sources' para 2.15: need to record value of the source. Should be retained & reviewed for reliability throughout life of the file. H


informants F5087Register of Informants - index to contents of file Obsolete

CHIS files now entered in Informant Management System IMS. Paper records held securely by Controller within Dedicated Source Unit DSU.


Could be: Restricted, Confidential, Secret or Top Secret - Informants Life of file Administrative need H/L Retain through life of file

disclosure F5154

Disclosure of information by police to the insurance industry where evidence to suspect a fraudulent insurance claim Confidential 7 years L

surveillance F5457Surveillance: proactive assessment & tasking proforma (PATP) - review







surveillance F5468Surveillance: proactive assessment & tasking proforma (PATP)




Consider the evidential value of the PATP record: if it serves to reinforce the integrity of the operation, retain further alongside other review documents. Apply normal data protection principles to the destruction of 'unnecessary' personal data. L / H

Risk assess for further retention after 1 year & destroy if judged to add negligible value to the case (note date & summary of PATP analysis in case file)

surveillance F5469Surveillance: Risk assessment / management


SCD11(1) Surveillance / SCD9(1) National Intelligence Model NIM



At least 3 years from ending of authorisation / 7 years if proceedings ensue

RIPA 2000 CoP on Covert Surveillance, chapter 2.15 on retaining authorisation reviews (further to ch. 2.14 guidance). Evidential value: CPIA 1996 CoP items 5.6-5.9; proof of thorough & ongoing risk assessments affirms conduct/integrity of the operation. Threat of civil litigation (Limitation Act 1980). H


surveillance F5470

Surveillance: proactive assessment & tasking proforma (PATP) - closing report




Business need: informational value internally L Destroy 1 year after date of report

intelligence F7006

Crime Intelligence file docket (blue folder for collating all intelligence research: CRIMINT printouts, proactive tasking plans etc)

Kept securely within Intelligence unit

Director of Intelligence SCD Intelligence manager"Highly Confidential"7 years

Evidential value: file contents are essential to case-building. Normal retention requirements under CPIA 1996 Code of Practice items 5.6-5.9. Threat of civil litigation (LImitation Act 1980). H

Destroy folder 7 years after conclusion of prosecution or decision not to proceed

witness / appeal / requisitions F1510

Witness appeal board order form (for ordering WABs as deployed at crime scenes; order processing, manufacture, deployment & recovery of boards handled by MPS approved contractor, Interserve fm; requests must be authorised/signed off by Chief Inspector/DCI rank or above)

Original with case papers. Faxed copy by MPS contract supplier.

Property Services Operational Support - Special Events SIO 7 years


witness / appeal / requisitions F1510T

Traffic incident board order form (for ordering TIBs as deployed at serious or fatal incident scenes; order processing, manufacture, deployment & recovery of boards handled by MPS approved contractor, Interserve fm; requests must be authorised/signed off by the senior traffic investigating officer STIO)

Original by Collision Investigation Unit (CIU) with case papers. Faxed copy by MPS contract supplier.

Property Services Operational Support - Special Events CIU Inspector 7 years


PUBLIC REASSURANCE & SAFETY

dogs B3 Dogs Found register 3 years L

messages B20 Message Book1 year norm (from last entry)

Need for investigation or deployment L

dogs B26 Dogs Lost or Stolen 1 year L

licensing B46

Special Orders of Exemption book (register of SOEs granted; *introduction of triplicate pad F184 made register redundant) Obsolete*

Licensing office/unit

CO14 Clubs & Vice - Licensing Unit

Licensing Officer / Superintendent 2 years

Retention no longer necessary provided 'special events', which occasioned the SOEs, have passed without incident or irregularity. B46 was abolished by Special Notice 9-03, Annex B. L

Weed records if no outstanding actions required

property B48 Property left in a Cab 1 year L

property B49 Property found in a Cab (deposit book) 1 year Linvestigation B61B Persons Wanted: Non-Crime 3 years L

legal B61CCivil Proceedings: Injunctions, Orders & Warrants Obsolete 3 years L

licensing B71Licensed Premises & Clubs register (records often computerised locally)




The 7-year retention period certainly covers any possibilities of litigation (Limitation Act 1980). In fact, the vast majority of disputes (eg., appeals against revocation of licences) appear to be resolved at a much earlier stage, especially where the venue is owned by a corporate rather than individual entity. Suggested guidance is a 'weeding' of the register after 7 years, noting particular venues which historically give cause for concern & require close monitoring/action. L Weed, as suggested, after 7 years

licensing B72

Licensed Premises & Clubs: visits / incidents / occurrences book (purely served as binder for F704s) Obsolete



Licensing Officer / Superintendent n/a See guidance for F704 n/a

juveniles F72 (A-C)

Child taken into Police Protection under s.46, Children Act 1989 - record of personal details for police, Social Services and carer

Held securely by CPU & placed on GN88 registered file


Child Protection Unit (CPU) - DI 7 years

Early intervention & monitoring required to safeguard subjects at risk and prevent further abuse. Application should be made to register the file on a GN88 'Children & Young Persons', retained for the lifetime of the victim (Special Notice 35-98). Police actions should be fully recorded & reviewed as basis for defensible decision-making. H

Refer to Records Management Branch (RMB) on putting away / review arrangements for registered files

juveniles F72D

Child taken into Police Protection under s.46, Children Act 1989 - guidance notes for parents

SCD5 Child Protection n/a (info only) n/a n/a

juveniles F80Forensic Medical examination of Children

On case file by CPU & likely placed on GN88 registered file


Child Protection Unit (CPU) - DI 7 years

Evidence-gathering for investigation of abuse. Records consent of doctor, person with parental responsibilty and patient where appropriate, in case integrity later challenged (Limitation Act 1980). H


property B89 Property found in Street

Station Office norm (or Property Office). Completed book then archived on division (poss in property office).

TPHQ / Central Property Services (advisory)

Station Officer / Property Officer 2 years

See guidance in MPS Property Manual ch 5, produced by Central Property Services. Retention period is as recommended by Internal Audit (1995). 2 years is more than adequate for thorough efforts to be made to locate the lawful owner. These enquiries will, in effect, be conducted within 6 weeks of the property coming into police possession prior to its disposal. H Destroy 2 years after last entry

property B99 Property lost in Street 1 year Ldogs B103 Stray Dogs Retained by Finder Obsolete 3 months L



investigation B124A













incident B128Incident Report Book IRB (*discontinued) Obsolete* 7 years


vehicles B132 Motor Vehicles Found 2 years L

prostitute B145Prostitutes Caution register (incorporating F659)

Paper/Electronic*

…..; Merlin database

CO14 Clubs & Vice Station officer

1 year; *cautions also recorded in Merlin database Crime prevention L

stranded B148 Stranded Persons book 3 years norm L

complaints F162Complaints/Discipline register - page for (*discontinued) Obsolete* Restricted - Staff 7 years H

licensing F182

Special Order of Exemption (background to application, as completed by Licensing Officer, with grant/refusal of SOE decision; *supplanted by system of F184 being filed with applicant correspondence, and refusal letter if applicable, in premises file) Obsolete*



Licensing Officer / Superintendent 3 months

Retention no longer necessary provided 'special event', which occasioned the SOE, has passed without incident or irregularity. F182 was discontinued by Special Notice 9-03, Annex B. L

Weed after 3 months if no outstanding actions

licensing F184

Special Order of Exemption - for clubs (triplicate forms numbered sequentially in issue pad; made B46 redundant)

Licensing office/unit: one copy on premises file, one remains in issue booklet & another to licensee


Licensing Officer / Superintendent

Issue pad copy: 2 years. Premises file copy: review after 3 years.

In light of MPS power to grant SOEs coming under increasing judicial scrutiny & recent cases of suspected corruption, it is felt that the hitherto accepted 3-month retention period should be significantly extended. The following weeding is recommended: (i) F184 issue pad copies 2 years after last entry in booklet; (ii) premises file copies should be assessed for continued retention after 3 years, paying particular attention to files which reveal abnormal frequency of applications. H

Destroy issue pad copy 2 years after last entry in booklet. Assess premises file copy for continued retention or destruction after 3 years.

fatality F340

Sudden Death report ('suddeath': person died where no relative or responsible person has been informed) Obsolete

Details now recorded on Merlin system. On registered file in certain circumstances.

TP Crime Policy Unit Crime Manager Restricted 7 years

Special Notice 3-00 explains procedures pre-Merlin. Need to investigate suspicious circumstances: officer's initial report at the scene will have evidential significance. Retain also to allow time for inquest & any other proceedings, civil or criminal, which may ensue (Limitation Act 1980). Case may involve, for example, negligence claim or death in police custody. Long-term, unsolved suddeaths will remain open & subject to regular borough review; where police have taken possession of property liable to be dealt with by Treasury Solicitors, application should be made to register the file on a GN91 with General Registry. H

Destroy after 7 years, where no further actions outstanding. Register file, as advised by Records Management Branch (RMB), where case remains unsolved.

polacc F499M Marine POLCOL incident investigation Restricted 1 year Hproperty F635A Property Lost & Found - Valuables Obsolete 6 months L

vehicles F635B

Property Lost & Found - motor Vehicles in station yard (*discontinued/details recorded in B132) Obsolete* 6 months L

property F638 Property Lost in Street 1 year L

property F648Stolen (or suspected stolen) Property for Publication

Central Property Branch DPCS8 3 years L

vice F659 Prostitute Caution form

On Book 145 Prostitute Cautions Register. Details now recorded in Merlin database.

CO14 Clubs & Vice

Station Officer has traditionally overseen B145 retention. Inspector or Sergeant within Vice Unit/other designated body now oversees Merlin records locally. At CO14, Vice Unit Inspector has overseen record retention pre/post-Merlin.

1 year (13 months now on Merlin)

Basis for controlling prostitution & ensuring legislative enforcement: 2 cautions in a year results in charge. L

Weed record if no further caution or appeal outstanding within 12-month period

licensing F687Liquor Licensing - personal details of Applicant




As long as applicant remains a licensee

Need to carry out full background check on prospective licensee to ensure that venue will be properly run. Also to retain as historical record of conduct/suitability & basis for future decisions on granting of licences. Status checks should be carried out at suitable intervals and personal details updated. H

Assess file for continued retention after 5 years, where continuing as a licensee

licensing F689

Application for Occasional Liquor Licence (*discontinued: application now made to Court, who then inform police) Obsolete*



Licensing Officer / Superintendent 1 month

Retention no longer necessary once temporary requirement has elapsed. F689 discontinued by Special Notice 9-03, Annex A. L

Weed after 1 month if no outstanding actions required

licensing F690Closure Order under s.179A, Licensing Act 1964




Important, evidential document which records: (1) grounds for closure of premises, deemed necessary in the interests of public safety; (2) signature/consent of person upon whom Order has been served, who risks imprisonment and/or fine for any contraventions. Retention period allows time for resolution of any challenge to police action or dispute/appeal arising from a licence being revoked. H

Destroy 7 years after initiation of Order

licensing F698Club Registration - report/enquiries relating to Applications




Life of Registration (min 10 years)

Need to carry out full background check both to ensure that venue will be properly run & as basis for defensible decision-making. Information should be retained for at least the duration of the club's registration certificate ie., 10 years. H

Assess for further retention or destruction on expiry of registration certificate

licensing F701 Licensed Premises & Clubs register - page for B71



Licensing Officer / Superintendent 7 years See guidance for Book 71. Records are often computerised locally.L

Weed record after 7 years, noting particular venues which give cause for concern

licensing F702

Register of licensed Betting Offices & Tracks (form kept in B71; *discontinued: generally recorded on local computerised systems & CRIMINT entry made when crime or incident involved) Obsolete*


CO14 Clubs & Vice - Gaming Unit


Licences have to be renewed annually. Retention period allows sufficient time for any disputes, prosecutions or appeals to be resolved (Limitation Act 1980). Although, as the venues are predominantly backed by major corporates, conflicts would tend to be resolved at an early stage. On weeding entries, it may be considered appropriate to risk assess records/venues which have historically given cause for concern for further retention. F702 discontinued by Special Notice 9-03, Annex B. L

Weed records, as suggested, after 7 years

licensing F703Licensed Premises & Clubs register - registered clubs




Record should be retained for at least the duration of the club's registration certificate (ie., 10 years). Then risk assessed for further retention if irregularities have been uncovered in the conduct of the venue during that time. H

Weed or risk assess for further retention after 10 years

licensing F704

Licensed Premises & Clubs: visits / incidents / occurrences (kept in B72; *discontinued by Special Notice 9-03, Annex B: details generally recorded on CRIMINT instead or other local computerised database) Obsolete*



Licensing Officer / Superintendent Lifetime of premises

Records required for monitoring compliance with licensing conditions & the investigation of irregularities or incidents. Historical key to understanding track record of premises. H

Premises records / files should be consistently reviewed

equipment F3148CS Aerosol incapacitant - issue register 7 years H

disorder F3166

Minor Event planning & Risk assessment document (for public order operations) 7 years L

disorder F3167Event planning & Risk assessment document (for public order operations) 7 years L

firearms F3605 Armed Operation record SO19 ?






search F5194

Authorisation to Stop & Search under s.44, Terrorism Act 2000 (has to be confirmed by Secretary of State)


Need for investigation: Terrorism Act 2000, s.44(1) for vehicles, drivers & passengers, and 44(2) for pedestrians. Threat of civil litigation (Limitation Act 1980). H

cordon F5195

Police Cordon authority & record (for terrorist investigations under s.33-36, Terrorism Act 2000)

POIU / SO13 ? 7 years H

search F5195A

Police Cordon - Search Premises authority & record (for terrorist investigations under s.33-36, Terrorism Act 2000)

Premises searched register

POIU / SO13 ?

Detective chief inspector DCI OR HIGHER? 7 years

Need for investigation. Threat of civil litigation (Limitation Act 1980). H

trace F9999Telephone Trace application - indecent, annoying or obscene calls Obsolete*

*As of 5 January 2004, applications to communications service providers (CSPs) come under the RIPA regime for accessing communications data: see F5481 / 5482 / 5483. Requests through the Telecommunications Intelligence Unit TIU.

TRAFFIC

disqualification Disqualified driver Records

Duration of disqualfn + 1 year (unless Accident or Process rules specify longer term) L

driver Production of vehicle Documents

Green copies - 3 months. White - retained with case papers. L

providaVideo recording - ProViDa traffic incidents Video

Borough traffic video store / evidence section Traffic OCU

Traffic supervisor / OIC

28-31 days (if not required as evidence) / or 1 year following conclusion of proceedings

Special Notice 13-00 and ProViDa In Car Video Manual. May be required as evidence. Threat of civil litigation (Limitation Act 1980). L

Tapes not required as evidence may be returned to 'current store' for re-use. Destroy evidential tapes 3 years max after event date (unless involving serious or fatal injury).

driver HO/RT2

Production of Driving Licence - memo to Police Station where licence to be produced (Green copies) 6 months L

messages B20 Message Book1 year norm (from last entry) Operational response L

penalty B32 Fixed penalty notices 1 year L

penalty B32A Fixed penalty notices - driver Liability 2 years norm Lprocess B34 / 35 Process register 2 years L

process B37 Process register index book 2 years Ltests B69 Speedometer tests book 1 year L

cautions B91Record of verbal Warnings (traffic offences) Obsolete 1 year L

cautions B91ARecord of works: process, verbal warnings & advice Obsolete 1 year L

summons B96 Register of Summonses 3 years L

accident B113 Collision/Accident report book3 years (or longer as necessary)

Notice 25-98 on effective incident reporting. Also Notices 4-00 and 35-00. L

process B114 Traffic Process report book 1 yearNotice 25-98 on effective incident reporting L

drink B116Alcohol & Driving - record of action at Station

3 years (or disqualfn. period if longer) L

drink B117EBM testing log (Evidential Breath Machine) 3 years norm L



investigation B124A













messages B127 Traffic Warden pocket book 3 years L

incident B128Incident report book IRB (*discontinued) Obsolete* 7 years


vehicles B132 Motor vehicles Found 2 years L

penalty F347A Fixed penalty notices - Return of used/spoiled CTO Tickets Obsolete 6 months norm L

vehicles F497 Private vehicle used on Duty 1 year norm L

polacc F499POLACC / driving incident Investigation



polacc F499APOLACC / investigation: Damage found



bail F943Persons Bailed to return to Police Station (B60) 7 years H

vehicles F945Disposal of motor Vehicle in police custody Restricted 7 years H

vehicles F946Lost or Stolen vehicles Found/vehicles in yard 7 years L

penalty F955B Vehicle Removal record (car pounds) 1 year Lparking F956 Vehicle in Restricted street 1 year L

vehicles F4531 Vehicle Defect form (VDRS)Traffic chief inspector




disqualification F4831 PNC Disqualified drivers index Duration of disqualfn. L

search F5090


Paper/Electronic


Borough commander

Restricted - Crime or Investigations



search F5090 / 5091





search F5092







drink F5361Alcometer/ESD fault report (drink/drive testing) 1 year L

vehicles F9017 Log book - daily record of vehicle 3 years L

vehicles F9018Daily record of Vehicle - hired or loaned

Inside green vehicle log book (during use)

Transport Services F&R manager* 3 years Notices 7-99 and 27-01 L

F&R manager retains locally for 3 months; *then sent (marked up 'Destroy' - 3 years after last hire date, plus vehicle reg no) to Specialist Vehicle Facility SVF at Northolt for logging, and on to General Registry storage for rest of 3 years.

vehicles F9849Basic Drivers:statement of expectations Restricted 7 years H

accidentsCase papers relating to traffic accidents 3 years

Police Order 24 of 8 November 1985

fatal accidentsCase papers relating to fatal traffic accidents Registered files Restricted or above10 years minimum

Records Management Manual and Processes/Work Instructions

Review and disposal undertaken by Records Management Branch staff


Application for cancellation of Penalty Charge Notice and/or Removal/Clamp Fee incurred whilst on police duty within MPD (submitted to local authority of issue, along with PCN and/or Notice of Charges receipt for removal or clamp fees; driver's declaration, setting out reasons surrounding contravention/grounds for exemption, requires countersignature by Superintendent/Head of Branch)

Original to issuing authority. Copy should be kept by FRM or head of unit.


FRM or Head of unit 1 year (for MPS copy)

Penalty charge documents have to be dealt with promptly & within strict time deadlines ie., 7 days. The matter is presumed 'closed' once the countersigned application is efficiently despatched, unless the local authority returns to contest exemption which would normally become apparent within a few months (6 at most). It is considered prudent to retain a copy of the application: although claims could theoretically be launched up to 6 years after the notice was issued, it is very unlikely in this context & 1 year should allow ample time for any queries/issues to arise. L

Destroy copy after 1 year, if no outstanding actions


Application for cancellation of Fixed Penalty Notice and/or Removal Fee incurred whilst on police duty within MPD (submitted to Traffic Criminal Justice OCU for processing, along with FPN and/or removal Notice of Charges; driver's declaration, setting out reasons surrounding offence/grounds for exemption, requires countersignature by Superintendent/Head of Branch)

Original to Parking Offences Processing Section of TCJ OCU. Copy should be kept by originating FRM or head of unit.


Parking Offences Processing Manager, TCJ OCU (for original) / FRM or Head of unit (for copy of application)

1 year (by unit generating application) / 6 months (by Traffic Criminal Justice OCU)

Fixed penalty notices have to be dealt with promptly & within strict timescales, to avoid criminal proceedings & embarrassment to the Service. Tickets have a statutory time limit of 6 months before proceedings are initiated against the driver. A 'minimum' retention of 6 months therefore covers the same period in which issues should be effectively resolved. Primary responsibility for maintaining records rests, of course, with the originating unit which explains the slightly longer, recommended retention period in their case. H

Destroy records on expiry of recommended times, if no outstanding actions

juvenilesVideo recording - Child witness interviews Video

Master copy: in secure borough property store, then Central Property Services. Working copy: held securely by CPU.


Child Protection Unit (CPU) - DI

Confidential - Crime or Investigations

Master copy: 7 years or until child reaches 18 (whichever is the greater). Working copy: 7 years.

Required as evidence. Notice 5-94, Special Notice 13-00 & SCD5 Standard Operating Procedures, August 2003, para 4.5. Threat of civil challenge (Limitation Act 1980). H

Destroy master & working copies once stated retention time has elapsed