Policy Text
GENERAL ORDER #16.03 1
DESTRUCTION OF FILES
GENERAL ORDER #16.03
Adopted: 07/07/2010 Updated: 02/22/2010
Replaces: G.O. dated 4/15/08 Reviewed: 02/22/2010
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POLICY
The Sheriff’s Office shall maintain records for the period required by law and office policy, and
longer if justified by need and space considerations.
PROCEDURE
A. Certain records of the Sheriff’s Office are to be kept a minimum of two years.
1. Divisiona l ‘housekeeping’ records and statistical records may be retained for the
period of time for which the material is needed for reference, but available storage
space should be considered when retaining these records.
B. Record retention will be:
1. Crime R eports - Open Capital Crime Reports and Felony Crime Reports with
outstanding Warrants will be retained AFTER microfilming, in a segregated file
in the Records Division.
2. Civil cases still pending beyond retention period should be retained until closed .
3. Retention Process:
STORAGE MICROFILM
RECORD TITLE (YEARS) (YEARS)
CIVIL PROCESSES
Accounting --Ledger Receipts 2
Case Records:
Service of Summons 5
GENERAL ORDER #16.03 2 Service of Attachments 5
Sheriff’s instructions 5
Sale of Real/Persona l Property PERMANENT
STORAGE MICROFILM
DEPARTMENT ACCOUNTS
Service -& Contract Invoices 2
Travel Exp. Vouchers -Dup. 2
Undercover Fund Accounts 2
Misc. Receipts 2
CRIMINAL RECORDS
Traffic Citations -Dup. 2 --
Crime Rep orts 4 2
Warrant/Arrest -Invest. Report 1 --
Booking/Custody Records 2 2
Traffic Accident Reports 4 --
OTHER RECORDS
CCW Permits & Applications 1 1
Spec. Dep./Dep. Personnel Rec. 4 4
Departmental Correspondence 4 --
C. Microfilming of noted records will be programmed through Support Services Division
captain.
1. Microfilming is handled by bid.
D. Records not covered above will be reviewed by the Sheriff’s staff, and disposition
indicated.
1. County Counsel’s op inions as to the disposition of questionable records, falling
into this category, should be obtained.
*Storage Total time original documents are stored both in the office and at record retention
center. (After which they are destroyed.)
**Microfilm Point of time in which originals are microfilmed. Microfilm is kept indefinitely.
LAURIE SMITH
SHERIFF