general records schedule gs2 law enforcement - Office of District ...

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FLORIDA DEPARTMENT OF STATEGENERAL RECORDS SCHEDULE GS2 LAW ENFORCEMENT, CORRECTIONAL FACILITIES, AND DISTRICTMEDICAL EXAMINERSrequired by Florida Administrative Code Rule 15B-3.03. See also "CHEMICAL ANALYSIS RECORDS: LOG," and/or"CRIMINAL INVESTIGATIVE RECORDS:."RETENTION:a) Record copy. 2 years after submitted.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.CITATION BOOK: TRAFFIC/BOATING/WILDLIFE RECIEPTS Item# 157This record series consists of the receipts which record which officer used what book on what day to issue citations. Therecord allows the department to track the location of the books and to monitor the performance of the officer. See also“CITATIONS: TRAFFIC/BOATING/WILDLIFE.”RETENTION:a) Record copy. 1 year.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.CITATION LOGS: TRAFFIC/BOATING Item# 101This record series consists of a log listing citations issued, ticket number, name of violator, date ticket was issued and theofficer's name. The log may also include any citations which are damaged or upon which an entry was made but the citationwas never issued. These records are created pursuant to s. 316.650 and 327.74, F.S. See also "CITATION TRANSMITTALRECORDS: TRAFFIC," and/or "CITATIONS: TRAFFIC/BOATING/WILDLIFE."RETENTION:a) Record copy. 1 fiscal year provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.CITATION TRANSMITTAL RECORDS: TRAFFIC Item# 102This record series consists of lists of those traffic citations and the citation numbers which have been issued and sent to theDepartment of Highway Safety and Motor Vehicles. The retention periods referenced below are for those records found in thesheriff/police department, not in the Highway Safety and Motor Vehicles. These records are created pursuant to s. 316.650,F.S. See also "CITATION LOGS: TRAFFIC/BOATING," and/or "CITATIONS: TRAFFIC/BOATING/WILDLIFE."RETENTION:a) Record copy. 1 fiscal year provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.CITATIONS: TRAFFIC/BOATING/WILDLIFE Item# 103This record series consists of pre-numbered traffic, boating, or wildlife citations and complaints containing notices to appearwhich are produced in quintuplicate form or may be produced electronically. The citation notifies the alleged violator to appearand answer to charges of violating traffic, wildlife, boating or other municipal ordinances and state or federal laws. Thetraffic/boating/wildlife citation and complaint contains the case docket number, court location, name, address and pertinent factsof the offender, description of the vehicle, types of offense and prevailing conditions, name and badge number of the officer orother complainant, court appearance date and the signature of the offender. Also issued along with the traffic citation may bean “affidavit-of-compliance” form for violations of s. 316.610, F.S. The affidavit indicates that a non-commercial vehicle isoperating in an unsafe manner or with inoperable equipment. Copies of the traffic/boating/wildlife citation go to the clerk of thecourt, the individual cited, and either the Department of Highway Safety and Motor Vehicles, the Department of EnvironmentalProtection, or the Florida Freshwater Fish and Game Commission. This record series pertains only to the copy held by the lawenforcement office. The record series may also be known as a "parking ticket," “boating ticket,” “wildlife citation,” "parkingcitation," "traffic summons" or a “non-moving citation." These records are created pursuant to s. 316.650 and 327.74, F.S. Seealso "ACCIDENT RECORDS:," "CITATION LOGS: TRAFFIC/BOATING," "CITATION TRANSMITTAL RECORDS: TRAFFIC,"and/or "NOTICES: TO APPEAR IN COURT."RETENTION:a) Record copy. 180 days after citation.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.CITIZEN RIDE ALONG: REQUEST AND RELEASE Item# 158This record series consists of an application completed by a citizen for permission to ride in a patrol car with an officer duringhis shift to observe. This form consists of a request for a particular date and time and includes a liability release. This retentionperiod is set pursuant to s. 95.11, F.S. for the statute of limitations on negligence and wrongful death.RETENTION:a) Record copy. 4 years after ride along.b) Duplicate. Retain until obsolete, superseded or administrative value is lost.CIVIL INDEXES Item# 184 1/99
FLORIDA DEPARTMENT OF STATEGENERAL RECORDS SCHEDULE GS2 LAW ENFORCEMENT, CORRECTIONAL FACILITIES, AND DISTRICTMEDICAL EXAMINERSThis record series consists of an index of parties to civil suits listed alphabetically by plaintiff with date served and by whom.See also “CIVIL RETURNS.”RETENTION:a) Record copy. 3 years after last entry provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.CIVIL RETURNS Item# 19This record series consists of information which should be used by all sheriff's serving process and the original attached to thepaper served. The returns are for individual, substitute, corporation, not found, other and incompetent. They contain the nameof the plaintiff and defendant, type of writ, case number, cause of action, court, receipt, deposit, attorney, date received, name,date, time of service and the costs. This records series is Auditor General's Form 57-14 or its equivalent. See also"EXECUTION DOCKET RECORDS," "EXECUTION RECORDS: RECEIPT,” “EXECUTION RECORDS: SATISFIED," and/or“EXECUTION RECORDS: UNSATISFIED.”RETENTION:a) Record copy. 3 fiscal years provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.CODE SHEETS Item# 20This record series consists of code sheets which are used to transmit statistical information for crime prevention.RETENTION:a) Record copy. Retain until obsolete, superseded or administrative value is lost.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.COMBAT AUTO THEFT (CAT) PROGRAM RECORDS Item# 159This record series consists of documents pertaining to a citizen’s participation in the Combat Auto Theft Program (CAT). Thisprogram is designed to reduce the number of auto thefts occurring by allowing law enforcement officers to stop participant’scars between the hours of 1:00 and 5:00 am. The driver must then identify himself as the owner of the vehicle. Participatingvehicles are recognized by a decal placed in the lower left hand corner of the rear window. When a citizen decides to sell his orher vehicle or drop out of the program, they must return the Withdrawal Form and remove the program sticker from their car.The consent forms, occasional address and phone number updates, and the withdrawal forms constitute the total records kepton this program. This retention period is based on s. 95.11, F.S. for the statute of limitations to file an action based uponnegligence, false arrest, false imprisonment, and malicious interference.RETENTION:a) Record copy. 4 years after withdrawal from the program.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.COMMITMENT TO SERVE SENTENCE FORMS Item# 21This record series consists of forms completed by the court and signed by the judge which commits an individual to jail or topay a fine. It includes name of person charged, date of conviction, type of offense, amount of fine and length of sentence. Thisis a duplicate record because the record copy is on file with the Clerk of the Circuit Court.RETENTION:a) Record copy. Retain until obsolete, superseded or administrative value is lost.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.COMMUNICATIONS TAPE RECORDINGS Item# 23This record series consists of twenty-four hour tape recordings of radio and telephone communications and complaint calls. Therecordings are made for back-up of activity reports, complaint cards (form one cards) and office operations. It includes tapes oftelephone calls coming into and going out of the police/sheriff department which are used to record initial incoming calls andcomplaints, and general conversations of persons calling outside and are of no value to the department except to verify timescomplaints are telephoned into the department. See also “911 RECORDS: LOGS.”RETENTION:a) Record copy. 30 days.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.COMPLAINT LOGS Item# 24This record series consists of a log of all complaints to which a unit responded showing name of victim, address, time, charges,complaint number assigned, report number, date, capsule information on complainant, nature of complaint, officers dispatched(if any) and disposition of case. See also "COMPLAINT RECORDS/INCIDENT REPORTS."RETENTION:a) Record copy. 2 years after last entry provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.5 1/99
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