Policy Text
Page 1 of 5 General Order 9 -6 (03/30/23 )
RECORDS RETENTION PROTOCOL
RICHMOND POLICE DEPARTMENT
GENERAL ORDER
Subject: RECORDS RETENTION PROTOCOL
Chapter
9 Number
6 Pages
5
CALEA Standards : 82.1.1a, 82.1.1 b, 82.1.1c, 82.1.2a,
82.1.2c, 82.1.2d, 82.1.2e, 82.1.3, 82.1.4, 82.1.6a, 82.1.6b,
82.1.6c, 82.1.6d, 82.3. 5
References :
Virginia Records and Disposition Schedule, General
Schedules 2, 3, 17, 19, 23, and 29
Virginia Public Records Act, VA Code §§ 42.1 -76 et
seq., 42.1 -86.1, 16.1 -301
Richmond City Code §§ 2 -1321 – 2-1326
City of Richmond Administrative Regu lation 7.2
Related Orders:
General Order s:
6-2, Incident -Based
7-2, Case File Preparation
Procedures Effective Date: 03/30 /2023
Revised By: Review
Prv. Review Date: 07/09/2019
Chief of Police :
I. PURPOSE
The Richmond Police Department generat es thousands of records each year. In order to be in
compliance with state code, the Department must have a satisfactory plan to deal efficiently in the
filing , retention, and disposal of these records. The purpose of this directive is to ensure that the
plan is consistent in its treatment of all records and personnel assigned to maintain records in their
command are cognizant of their responsibilities . [CALEA 82.3.5]
II. SUMMARY OF CHANGE
This policy is due for triannual review. The Records and Retention Schedule of the
Commonwealth of Virginia’s Archives and Records Division website has been updated. The
specific changes are noted in bold italicized text throughout the document.
III. POLICY
The Police Department shall comply with the Virginia Pub lic Records Act of the Code of Virginia
(Section 42.1 -76 et seq.) and the records and disposition schedules and procedures established by
the Records Management and Imaging Services Division of the Library of Virginia. General
Schedule 17 (Law Enforcement Records) is the primary records and disposition schedule
pertaining to law enforcement records. There are, however, separate schedules pertaining to
Administrative Records (Chapter 19), Fiscal Records (Chapter 2), Personnel Records (Chapter 3),
and Crimin al Justice Training Academy Records (Chapter 29). The department will additionally
comply with the requirements of Administrative Regulation 7.2 of the City of Richmond .
Page 2 of 5 General Order 9 -6 (03/30/23 )
RECORDS RETENTION PROTOCOL
IV. ACCOUNTABILITY STATEMENT
All employees are expected to fully comply with the guide lines and timelines set forth in this
general order. Failure to comply will result in appropriate corrective action. Responsibility rests
with the Division Commander to ensure that any violations of policy are investigated and
appropriate training, counsel ing, and/or disciplinary action is initiated.
This directive is for internal use only, and does not enlarge an employee’s civil liability in any
way. It should not be construed as the creation of a higher standard of safety or case in an
evidentiary sen se, with respect to third party claims. Violation of this directive, if proven, can
only form the basis of a complaint by this Department, and then only in a non -judicial
administrative setting.
V. PROCEDURE
A. The Officer -in-Charge of the Central Records Uni t (hereinafter referred to as the
Department’s Records Management Officer ) will be the point of contact for Department
personnel regarding questions and concerns on record retention and preservation. For the
purpose of this policy, all records created by t he Richmond Police Department fall under
state guidelines for record retention and preservation. This includes papers, letters,
photographs, films, tapes, microfilm, Photostats, recordings, maps, drawings, computer
disks, fiscal records of any type and any representation in computer memory. All Officers
in Charge, including specialized units, shall be considered Records Coordinators. Precinct
Commanders or his/her designee shall be designated as Records Coordinators for his/her
precinct. [CALEA 82.1.3]
1. Each Department Records Coordinator and the Records Management Officer shall
ensure that records are being maintained in accordance with the applicable general
retention schedule(s).
2. Department Records Coordinators having records that need to be destroyed will
submit them to the Records Management Officer , with a written request specifying
the type of records, the time period the records cover, (beginning month and year,
and ending month and year) and the contact person making the reque st.
3. The Records Management Officer shall submit electronically / via e -mail, an
executed Certificate of Records Destruction Form (State Form RM -3) to the City
Records Manager at the main City Library.
a. The City Records Manager shall print out and review t he form for
accuracy, sign the form to approve the destruction, and return the signed
hard copy to the Records Management Officer.
b. The Records Management Officer shall