Policy Text
2 16/08 (REV 4/97)
DESTRUCTION OF RECORDS
THE PURPOSE OF THIS GENERAL ORDE R IS TO ESTABLISH GUIDELINES FO R THE DESTRUCTION OF RECORDS BY
UNITS WITHIN THE SACRAMENTO COUNTY SHERIFF 'S DEPARTMENT .
I.
GENERAL
NORMAL ADMINISTRATIVE ACTIVITY P RODUCES A GREAT VOLUME OF DOCUM ENTS, FILES, AND
OTHER NECESSARY MATERIALS . THESE RECORDS ARE PART OF TH E LEGAL ARCHIVES OF THIS
DEPARTMENT . CALIFORNIA STATE GOVE RNMENT CODE SECTIONS 26205 AND 26205.1,
MANDATE SPECIFIC POLICIES FOR RECORDS DESTRUCTION .
II.
AUTHORIZATION
BOARD OF SUPERVISORS RESOLUTION NUMBER 83‐515 AUTHORIZES THE SHERIFF TO DESTROY
RECORDS IN ACCORDANCE WITH GOVERNMENT CODE SECTIONS 26202, 26205, 26205.1. THE
DIVISION COMMANDER MAY AUTHORIZE THE DESTRUCTION OF APPLICABLE RECORDS WHEN THE
SPECIFIC REQUIREMENTS OF GOVERNMENT CODE 14100.0 HAVE BEEN SATISFIED .
III.
PROCEDURE
A. ROUTINE BUSINESS RECORDS NOT REQU IRING DUPLICATION MAY BE DESTR OYED AFTER
TWO YEARS .
B. CRIME AND ARREST REPORTS MAY B E DESTROYED AFTER THEY HAVE
BEEN MICROFILMED ሺOR OTHERWISE REPRODUCED TO AN
EXACT COPY ሻ WITH ONE COPY OF ARCHIVAL QUALITY SECURELY STORED .
C. AUDIO RECORDINGS OF TE LEPHONE CONVERSATIONS , RADIO COMMUNICATION AND THE
PRINTOUTS OF COMPUTER INFORMATION PROCESSED BY THE COMPUTER AI DED
DISPATCH SYSTEM SHALL BE RETAINE D FOR CURRENT MONTH PLUS TWELV E MONTHS
PRIOR TO DESTRUCTION .
D. FIXED OR MOBILE VIDEO TAPES MADE IN SHERIFF ’S CORRECTIONAL FACILITIES SHALL BE
RETAINED FOR CURRENT MONTH PLUS TWELVE MONTHS PRIOR TO DESTRUCT ION.
E. NOT WITHSTANDING A , B, C AND D OF THIS SECTION , UNITS HAVING ACCESS TO AND USE
OF AUTOMATED CRIMINAL HISTORY FI LES OF THE CALIFORNIA DEPARTMEN T OF JUSTICE ,
NATIONAL CRIME INFORMATION CENTE R OR LOCAL COUNTY SYSTEM SHALL MAINTAIN
RECORDS OF SYSTEM USE AND /OR ACCESS AS MAY BE PROPERLY REQUIRED BY THOSE
2 16/08 (REV 4/97) AGENCIES. THE TECHNICAL SERVICES DIVISION , EDP UNIT SHALL AT LEAST ANNUALLY
REVIEW THE DOJ NCIC REGULATIONS AND MONITOR AND ASSIST WORKING UNITS TO
MITIGATE ERRORS IN COMPLIANCE .
IV. EXCEPTIONS
A. THE LEGAL ADVISOR SHALL BE RESPO NSIBLE FOR MAKING APPROPRIATE N OTIFICATION
TO ENSURE THAT RECORDS NEEDED FOR EVIDENCE IN A PENDING OR CURR ENT CLAIM
AND/OR LITIGATION ARE RETAINE D UNTIL NO LONGER NEEDED . SUCH NOTIFICATION TO
HOLD AND AUTHORITY TO RELEASE AND /OR DESTROY THE RECORD SHALL BE IN
WRITING.
B. ANY UNIT COMMANDER NOTIFIED OF PENDING AND /OR CURRENT EVIDENTIARY NEED OF
RECORDሺSሻ IN THEIR AREA OF RESPONSIBILITY SHALL HAVE ADEQUATE PROCEDURES IN
PLACE TO ASSURE THE RECORD ሺSሻ IS HELD IN SUCH A MANNER SO AS TO MAINTAIN ITS
EVIDENTIARY VALUE .