Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 21 Public Safety Records

 

Contents

ACCIDENT REPORTS (Item 21-1)

These files document traffic accidents investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions. The original report is sent to the State Department of Public Safety if damage exceeds $1,000, or injury or death occurs (UCA 41-6a-404 (2007)), and is maintained for seven years.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt: UCA 41-6-42 (2008).

(Approved 12/89)

ARREST REPORTS (Item 21-3)

These are forms used to report arrests made by the police department. They usually include complete information and description of person arrested, date, arrest time, arrest location, charges, description of offense, witnesses, victims, suspects, and name of officer(s) making arrest. Sometimes report is a multi-part form, with a copy sent to the county jail.

RETENTION

Retain for 5 years if not part of case file, and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

SUGGESTED SECONDARY DESIGNATION

Public:Initial Contact Report (UCA 63G-2-301(2)(g) (2008))

(Approved 08/96)

BICYCLE REGISTRATIONS (Item 21-4)

These are records relating to the required licensing of all bicycles sold. All cycle dealers are required "to license or arrange to have licensed at time of purchase" all cycles and "to keep records on all cycles sold and to furnish, within thirty days of sale; their respective city or county police department with the name and address of retailer; year and make of cycle; a general description of cycle; frame number; name and address of purchaser" (UCA 11-21-1 (1997)). Bicycle registration may be handled by either the fire or police department.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private.

(Approved 12/89)

CASE REPORTS (Item 21-7)

These are reports of crimes and other cases investigated by the police department. They contain all information as to the "who, what, where, why and how" of reported incidents. They are used for departmental information, follow-up investigation, and statistics. The Supplemental Continuation Reports are used to provide additional information concerning a police investigation. The reports are usually filed by case number and are frequently part of the case file. They are also called Incident Reports or Offense Reports.

RETENTION

Retain for 5 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/89)

CHEMICAL ANALYSIS RECORDS (Item 21-8)

These are records of individuals who have been chemically tested for suspicion of or arrested for driving under the influence of alcohol or drugs. They usually include the chemical analysis reports which show subject, date, case number, time test taken, testing officer, instrument serial number, and test results (UCA 41-6-44.3 (1997)). Usually these tests are part of the case file/ accident report and are filed by the case number. A copy is frequently attached to the arrestee's criminal history file.

RETENTION

Retain for 3 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 12/89)

CIVIL PROCESS RECORDS (Item 21-55)

These records document civil papers processed and served by the police department. They generally include names of plaintiff(s) and defendant(s), fees paid, addresses, and type of civil paper served (subpoena, warrant, etc). The entries are filed numerically by case number and indexed by name. Sometimes a card system is used to record the service of civil papers and is called a civil docket card. Two copies are created with one filed by defendant's name and the other by docket number. The records are traditionally known as the civil day book.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

COURT SUMMONS (Item 21-9)

This is a call for citizens to appear in court for criminal offenses. After summons are served the original is returned to the court. A log is sometimes kept indicating when summons was served (date and time), name of person served, and reason for being served.

RETENTION

Retain for 2 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

CRIME ANALYSIS FILES (Item 21-10)

These files were created to anticipate, prevent, or monitor possible criminal activity. They include crime patterns, analyses of particular crimes, crime reports, information on potential problems and forecasts.

RETENTION

Retain for 2 years or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

CRIMINAL HISTORY DISSEMINATION LOG (Item 21-11)

These logs document the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems. They include release date, state identification or FBI number. They are created and maintained pursuant to federal regulations under 28 CFR, Part 20, Subpart C (1992) and state regulations under UCA 53-5-214 (1997).

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

CRIMINAL HISTORY RECORDS (Item 21-12)

These are complete histories of arrested individuals which provide complete name, alias or nickname, residence, complete physical description, date of arrest, offense committed, and occupation. It may also contain fingerprint cards and mug shots. Since the Bureau of Criminal Identification maintains the record copy of Criminal History Records until individual's death or seventy-five years, an individual agency maintains one at its own discretion.

RETENTION

Retain for 5 years provided no further arrest or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt:UCA 53-5-214 (2008).

(Approved 08/96)

DAILY ACTIVITY REPORT (Item 21-2)

This is a report of daily activity per work shift per officer. It is used to compile annual reports and for planning and budgeting purposes. It usually includes date, case number, case type, but may also show officer's name, shift, vehicle number, total hours on and off duty, administrative time, and investigative time.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

DAILY RADIO LOG (Item 21-13)

This is a log of radio traffic received or transmitted over the various communication systems. This log satisfies Federal Communications Commission (FCC) log requirements and is arranged chronologically by date. In some departments, the daily radio log and daily activity reports have been compiled into one report.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

DISPATCH LOGS (Item 21-14)

This is a daily log maintained on all dispatch activity. It is used for budget and planning purposes and to document activities of the dispatch office. It includes names of personnel working, traffic stops, calls for service generated, time, shift, and a summary of daily events. In some offices, the record is only maintained as a computer file.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

DISPATCH TAPE RECORDINGS (Item 21-15)

These are twenty-four hour tape recordings of incoming and outgoing telephone or radio calls made from and to the dispatch office. They are used to document the actions of dispatch personnel and public safety officers. The tapes are rotated on a regular basis and portions of the tapes concerning questionable cases are transferred to cassette tapes.

RETENTION

Retain for 30 days and erase provided questionable actions are transferred to cassette tapes.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/96)

DUI (DRIVING UNDER THE INFLUENCE) REPORTS (Item 21-16)

These reports are a three-part state form used for reporting persons arrested for driving under the influence of alcohol (DUI). The original is sent to the Driver's License Division of the Department of Public Safety within "five days after the date of arrest and service of notice" (UCA 53-3-223 (5) (1997)). The report is filed by case number and by arrestee's name, and sometimes is part of the case file.

RETENTION

Retain for 2 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 11/96)

EVIDENCE DISPOSITION RECORDS (Item 21-56)

These records document the use and location of items in evidence. They include tags on property and file card and may also include evidence release authorization cards.

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 08/96)

EVIDENCE LOG (Item 21-19)

This is a log that shows the chain of possession of all evidence gathered by the police department. The log begins when evidence is gathered and ends when evidence is returned or destroyed. A copy of the log usually becomes part of the case or investigative file.

RETENTION

Retain for 4 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/89)

EXPUNGEMENTS (Item 21-21)

A person who has been convicted of a crime may petition the court for an order to expunge records of arrest, investigation, detention, or conviction (UCA 77-40-103) (2010). To "expunge" means to seal or otherwise restrict access to records held by the agency that relate to the petitioner's arrest, criminal investigation, detention, and conviction (UCA 77-40-102 (7))(2010). A successful petitioner is responsible for distributing the court order to all affected agencies, so the agency may seal the records. An expunged record includes the sealed records along with the court order.

RETENTION

Retain until record meets the same retention it had before it was expunged and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt: UCA 77-40-109(6) (2010).

(Approved 12/10)

FELONY INVESTIGATION CASE FILES (Item 21-57)

These case files are created as a result of a felony complaint or investigation by the police department. They are the central case files for felony cases handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, court orders, court dispositions, officers' notes, latent fingerprints, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Retain for 5 years after case closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 08/96)

FIELD INTERROGATION REPORTS (Item 21-22)

This is a limited informational report filled out by the police officer. The report contains information on suspicious persons questioned. It includes descriptions of individual and vehicle, time and place of contact, and reason for suspicion.

RETENTION

Retain for 1 year or until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 08/96)

FINGERPRINT CARDS (Item 21-23)

These are cards which verify a subject's identity and which are also used for the identification and apprehension of suspects. The cards contain the subject's fingerprints as well as all necessary information required to identify the individual, including fingerprint classification number, name, address, date of birth, date of arrest, signature of subject, photograph, occupation, and place of employment. A copy is forwarded to the Bureau of Criminal Identification. Since the Bureau of Criminal Identification maintains a complete file of all fingerprints, it is unnecessary for individual agencies to maintain their own file. These cards are usually part of the criminal history files.

RETENTION

Retain until subject's confirmed death, the card is superseded, or administrative need has been met and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/89)

FIREARM QUALIFICATION RECORDS (Item 21-25)

These files contain records for police officers qualifying to carry a firearm. Each officer must qualify twice a year. These files include type of firearms used, date, identification number, police officer's name, pass/fail score, and time span for score.

RETENTION

Retain for 2 years after separation or termination of employee and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/96)

FIREARMS DISPOSAL RECORDS (Item 21-26)

These files contain records of firearms that have been disposed of either through sale, trade or destruction. They include the manufacturer's name, serial number, model, caliber, disposal method, disposal date, name of business purchasing firearm, and bid number.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/89)

FIREARMS INVENTORY CARDS (Item 21-27)

These card files list all firearms in police department's inventory. Cards contain name of manufacturer, serial number, model, caliber, to whom issued, by whom issued and date. Files also show illegal weapons that cannot be resold, and guns not serviceable which are used for training purposes.

RETENTION

Retain for 2 years after disposal of firearms and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/89)

HOMICIDE AND THEFT OF PUBLIC FUNDS CASE FILES (Item 21-58)

These case files are created as a result of a homicide complaint or investigation by the police department. They are the central case file for all homicides (and other cases without a statute of limitations) handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, latent fingerprints, court orders, court dispositions, officers' notes, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Permanent. May be transferred to the State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 08/96)

IMPOUNDED VEHICLES REPORTS (Item 21-30)

These reports document motor vehicles impounded by the police department. Vehicles may be impounded for various reasons but usually when property or sales taxes are not paid. The State Tax Commission form includes the impound date, the make and model, year, color, identification number, tag number, and condition of the impounded vehicle; the name and address of owner (if known); reasons for impounding; date and time vehicle impounded; vehicle accessories; description of any visible damage; any necessary remarks; officer's signature; agency name; and case number. A vehicle inventory form may also be maintained which contains essentially the same information. The record copy is sent to the Division of Motor Vehicles and is retained for five years. A copy of the report is usually part of a case file.

RETENTION

Retain for 3 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

INITIAL CONTACT REPORTS (Item 21-63)

These are the initial written or recorded reports that are made by police officers describing actions initially taken in response to a complaint or the discovery of an apparent violation of law. The reports may contain "the dates, time, location, and nature of the complaint, the incident, or offense; names of victims; the nature or general scope of the agency's initial actions taken in response to the incident; the general nature of any injuries or estimate of damages sustained in the incident; the name, address, and other identifying information about any person arrested or charged in connection with the incident; or the identity of the public safety personnel (except undercover personnel) or prosecuting attorney involved in responding to the initial incident" (UCA 63-2-103(12)(a). These reports do not include follow-up or investigative reports prepared after this initial report. Please also see Schedule 21, Item #3 "Arrest Reports."

RETENTION

Retain for 5 years if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 63G-2-301(2)(g) (2008).

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(9) (2008)

(Approved 12/97)

INTERNAL AFFAIRS SUMMARY REPORT (Item 21-59)

This is a statistical report on all internal investigations of the police officers and office staff. It is used to summarize the activities of the internal affairs section. The report includes a listing of all investigations of officer misconduct and the results of such investigations. This report does not necessarily identify the names of specific officers.

RETENTION

Permanent. May be transferred to the State Archives, if not part of annual report.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

INTERNAL AFFAIRS UNSUBSTANTIATED CASE FILES (Item 21-31)

These files contain records relating to the internal affairs of the police department. These cases involve investigations of alleged officer misconduct including all records relating to the initiation, investigation, and disposition of each case. These cases were proved to have no substance. Substantiated cases are handled like any other criminal investigation and files become part of investigative case files (misdemeanor, felony, homicide).

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 08/96)

MASTER NAME INDEX (Item 21-35)

This is an alphabetical index of names which contain information on each individual having been interrogated, arrested, or named as a suspect or accomplice in a crime, and the names of victims, complainants and witnesses to police incidents. It includes information on arrested persons (cross referenced by aliases), complainants, witnesses, and victims (providing name, address, date of birth, race, and sex), incident date, incident type, names of persons and businesses in contact with the police departments, notice of content, and report of recorded event.

RETENTION

Retain until obsolete, superseded, or administrative value ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 12/89)

MISDEMEANOR CASE FILES (Item 21-6)

These case files are created as a result of misdemeanor complaints and investigations by the police department. They are the central case files for all cases handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, warrant copies, photographs, correspondence, court orders, court dispositions, officers' notes, pertinent laboratory tests, copies of booking sheets and arrest reports. (See also Felony case files and Homicide case files.)

RETENTION

Retain for 3 years after case closed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 08/96)

MUG SHOTS (Item 21-36)

These files contain photographs and negatives of persons arrested. They are used to aid in the identification and apprehension of suspects in criminal investigations. The photograph is stamped with the case number or a departmental number and date picture was taken. These files may also include driver license photos.

RETENTION

Retain until confirmed death of subject or 75 years and then transfer to Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

NATIONAL CRIME INFORMATION CENTER (NCIC) RECORDS (Item 21-37)

These files contain forms used to enter information on the NCIC system. The three separate forms used are stolen articles report, stolen or missing guns report, and wanted persons or missing juveniles report.

RETENTION

Retain for 1 year if not part of case file and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

PAWN SHOP RECEIPTS (Item 21-38)

These are receipts submitted by pawn shop owners for items pawned. They are used to trace stolen merchandise. They include the pawn shop's name, merchandise type, serial number, and item description.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

POLICE IN-CAR VIDEO RECORDINGS (Item 21-64)

This series consists of videotapes recorded from police vehicles. Filming is automatically activated when the officer turns on the vehicle's lights and siren or can be activated by the officer. The videotapes document officer's response to a police call or the stopping of a vehicle for witnessed infraction. They include the videotape, unit number, date, time, and officers' names.

RETENTION

Retain by Office for 3 months and destroy provided tapes of questioned actions are duplicated and retained.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/06)

QUESTIONABLE CASES DISPATCH RECORDINGS (Item 21-60)

These are audio cassette tapes containing portions of the Dispatch activity recordings concerning questionable cases. Twenty-four hour tape recordings are made of all incoming and outgoing telephone and radio calls received by the office. Portions of tapes concerning questionable cases are transferred to audio cassette tapes.

RETENTION

Retain for 2 years after resolution of case and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

RECEIVED PROPERTY RECORDS (Item 21-40)

These are a "proper record" of custodial property that are required to be maintained by peace officers in accordance with UCA 77-24-1.5 (1997). These records must include the name of the owner of custodial property (if known) and the case for which it was taken or received.

RETENTION

Retain for 3 years after return or disposal of property and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/96)

RETURNED PROPERTY RECEIPTS (Item 21-61)

These receipts document the return of property in the custody of the police department to property owner in accordance with UCA 77-24-3 (1997). They usually include the date, owner's name and address, description of property being returned, and signatures of owner and authorized police department personnel. "The receipt shall be retained as permanent in the files of the agency involved or the court where the case is finally resolved." (UCA 77-24-3 (1997)).

RETENTION

Permanent. (UCA 77-24-3 (1997)).

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/96)

ROBBERY BULLETIN RECORDS (Item 21-41)

These files contain information to be distributed to other law enforcement agencies concerning robberies. The form includes date, time, case number, suspect's vehicle, suspect's description, victim's name, and location, type of weapon used, amount and description of loss, facts of case summary, and investigating officer's name.

RETENTION

Retain for 4 years or until robbery is solved and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

SEX OFFENDER FILES (Item 21-43)

These are files maintained by a department on sex offenders living within its jurisdiction. "All sex offenders shall, for the first five years after termination of sentence, again register within ten days of changing his place of habitation." This registration form is required by the Department of Corrections and consists of a statement signed by the person, giving information on current address, and the fingerprints and photographs of the person. One copy is given to the person, while others are forwarded to the Department of Corrections, which sends one to the local law enforcement agency where the person resides (UCA 77-27-21.5 (1997)).

RETENTION

Retain for 10 years or until person moves from jurisdiction and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt:UCA 77-27-21.5(13) (2008).

(Approved 08/96)

STOLEN/RECOVERED PROPERTY LISTS (Item 21-44)

These are lists of all recovered stolen property including description of property value, and serial number. This is usually a part of the original incident report.

RETENTION

Retain until lists become obsolete or administrative need ends, or if on state computer system, until expunged from system and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

TELETYPES (Item 21-47)

These documents contain information received from or disseminated to various law enforcement agencies through the teletype system. This information network notifies law enforcement agencies of crimes, lost property, wanted suspects, arrests, missing persons, runaways, etc.

RETENTION

Retain for 1 year or until obsolete, administrative need ends, or until expunged from system, whichever comes first and then destroy.

SUGGESTED PRIMARY DESIGNATION

Protected.

(Approved 12/89)

TRAFFIC CITATIONS (Item 21-48)

This is a copy of a citation issued by the police to drivers violating motor vehicle and traffic laws. It usually includes date, time, location of violation, vehicle's license number, violation code, officer's name, and signature of person receiving citation.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

UNCLAIMED PROPERTY FILES (Item 21-49)

These files document the disposition of unclaimed property held by the police department. The files contain verified annual reports submitted to the State Treasurer. The reports are required to be filed before May of each year as of the preceding December 31 and to transfer the property identified in the report in accordance with UCA 67-4a-301(1)(a) (1997). The report includes the name of property's owner if known and the last known address, description of property including any identification numbers, and the verification of the person completing form to the report's accuracy.

RETENTION

Retain for 10 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 08/96)

UNIFORM CRIME REPORT FILES (Item 21-50)

These files contain copies of a monthly statistical report of all offenses known to the police. They are separated into categories of crime (homicide, rape, robbery, assault, burglary, larceny, motor vehicle theft) and are submitted to the Uniform Crime Reporting Division. Supplementary reports detail the value of property stolen and recovered. These reports are used to create the annual published Uniform Crime Report.

RETENTION

Retain until administrative need ends and then destroy.

SUGGESTED PRIMARY DESIGNATION

Exempt:UCA 53-5-206 (2008).

(Approved 12/89)

WARRANT LOG (Item 21-53)

These are court authorizations for the police to make an arrest. After the warrant is served the original is returned to the court. A log is kept of all warrants served indicating date and time served, name of person served, and purpose. The log is usually arranged chronologically.

RETENTION

Retain for 1 year after warrant is served and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)

WARRANT WORKSHEETS (Item 21-42)

These are worksheets used to collect all information necessary for use in the processing and serving of warrants by the police department. They usually include addresses, telephone numbers, copies of return showing when warrant was served, any computer searches (e.g., motor vehicle), and investigation notes.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Private.

(Approved 08/96)

WARRANTS (Item 21-62)

These are documents issued by a court directing a person to be taken into custody to answer charge(s) filed. Only active warrants are kept on file. The original is returned to the court with return of service showing when and by whom warrant served.

RETENTION

Retain until warrant served or cancelled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 63G-2-301(3)(m) and UCA 63G-2-301(3)(n) (2008).

(Approved 08/96)

WRECKER SERVICE RECORDS (Item 21-54)

These are wrecker rotation records. They are used to monitor which wrecker was called out after receiving a dispatch emergency call. They include name of wrecking service, telephone number, address dispatched to, date, time, and identification number of person making call.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/89)