Policy Text
Policy
1014Garden Grove Police Department
Policy Manual
Copyright Lexipol, LLC 2025/05/21, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentPersonnel Records - 1Personnel Records
1014.1 PURPOSE AND SCOPE
This policy governs maintenance and access to personnel records. Personnel records include any
file maintained under an individual member's name. _
1014.2 POLICY
It is the policy of this department to maintain personnel records and preserve the confidentiality of
personnel records pursuant to the Constitution and the laws of California (Penal Code § 832.7).
1014.3 DEPARTMENT FILE
The department file shall be maintained as a record of a person's employment/appointment with
this department. The department file should contain, at a minimum:
(a)Personal data, including photographs, marital status, names of family members,
educational and employment history, or similar information. A photograph of the
member should be permanently retained.
(b)Personnel action form reflecting assignments, promotions, and other changes in
employment/appointment status. These should be permanently retained.
(c)Original performance evaluations. These should be permanently retained.
(d)Discipline records, including copies of sustained personnel complaints (see the
Personnel Complaints Policy).
1.Disciplinary action resulting from sustained internally initiated complaints or
observation of misconduct shall be maintained pursuant to the established
records retention schedule and at least four years (Government Code § 12946).
2.Disciplinary action resulting from a sustained civilian's complaint involving
misconduct shall be maintained pursuant to the established records retention
schedule and at least 15 years (Penal Code § 832.5).
3.A civilian's complaint involving misconduct that was not sustained shall be
maintained pursuant to the established records retention schedule and at least
five years (Penal Code § 832.5).
(e)Adverse comments such as supervisor notes or memos may be retained in the
department file after the member has had the opportunity to read and initial the
comment (Government Code § 3305).
1.Once a member has had an opportunity to read and initial any adverse comment,
the member shall be given the opportunity to respond in writing to the adverse
comment within 30 days (Government Code § 3306).
2.Any member response shall be attached to and retained with the original adverse
comment (Government Code § 3306).
3.If a member refuses to initial or sign an adverse comment, at least one supervisor
should note the date and time of such refusal on the original comment and the
Garden Grove Police Department
Policy Manual
Personnel Records
Copyright Lexipol, LLC 2025/05/21, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentPersonnel Records - 2member should sign or initial the noted refusal. Such a refusal, however, shall
not be deemed insubordination, nor shall it prohibit the entry of the adverse
comment into the member's file (Government Code § 3305).
(f)Commendations and awards.
(g)Any other information, the disclosure of which would constitute an unwarranted
invasion of personal privacy.
1014.4 BUREAU FILE
Bureau files may be separately maintained internally by a member's supervisor for the purpose of
completing timely performance evaluations. The Bureau file may contain supervisor comments,
notes, notices to correct and other materials that are intended to serve as a foundation for the
completion of timely performance evaluations.
All materials intended for this interim file shall be provided to the employee prior to being placed
in the file in accordance with Government Code § 3305 and Government Code § 3306.
1014.5 TRAINING FILE
An individual training file shall be maintained by the Training Manager for each member. Training
files will contain records of all training; original or photocopies of available certificates, transcripts,
diplomas and other documentation; and education and firearms qualifications. Training records
may also be created and stored remotely, either manually or automatically (e.g., Daily Training
Bulletin (DTB) records). _
(a)The involved member is responsible for providing the Training Manager or immediate
supervisor with evidence of completed training/education in a timely manner.
(b)The Training Manager or supervisor shall ensure that copies of such training records
are placed in the member’s training file.
1014.6 INTERNAL AFFAIRS FILE
Internal affairs files shall be maintained under the exclusive control of the Internal Affairs Unit in
conjunction with the office of the Chief of Police. Access to these files may only be approved by
the Chief of Police or the Internal Affairs Unit supervisor.
These files shall contain the complete investigation of all formal complaints of member misconduct,
regardless of disposition (Penal Code § 832.12). Investigations of complaints that result in the
following findings shall not be placed in the member's personnel file but will be maintained in the
internal affairs file:
(a)Not sustained
(b)Unfounded
(c)Exonerated
Investigation files arising out of sustained civilian's complaints involving misconduct shall be
maintained pursuant to the established records retention schedule and for a period of at least
Garden Grove Police Department
Policy Manual
Personnel Records
Copyright Lexipol, LLC 2025/05/21, All Rights Reserved.
Published with permission by Garden Grove Police
DepartmentPersonnel Records - 315 years. Investigations that resulted in other than a sustained finding may not be used by the
Department to adversely affect an employee's career (Penal Code § 832.5).
Investigation files arising out of internally generated complaints shall be maintained pursuant to
the established records retention schedule and for at least four years (Government Code § 12946).
Investigation files arising out of