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

FLORIDA DEPARTMENT OF STATEGENERAL RECORDS SCHEDULE GS2 LAW ENFORCEMENT, CORRECTIONAL FACILITIES, AND DISTRICTMEDICAL EXAMINERSThis record series consists of copy of the disposition that the State Attorney's Office sends when a case has been NolleProsequi. See also "ARREST WARRANTS/CAPIAS/ORDERS."RETENTION:a) Record copy. Retain until obsolete, superseded or administrative value is lost.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.EMPLOYEE IDENTIFICATION RECORDS Item# 36This record series consists of identification cards and photographs of all employees which may include the employee’s name,date of birth, height, weight, sex, race, agency head’s name, and agency being represented by the employee.RETENTION:a) Record copy. Retain until obsolete, superseded or administrative value is lost.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.EMPLOYMENT RECORDS: OFF DUTY ACTIVITIES Item# 168This record series consists of those records required to maintain control over off-duty employment by law enforcement officers.This may include, but is not limited to: all job descriptions and job announcements from outside employers; applications for theeligibility pool; notice of final selection by the outside agency; schedules provided by prospective employer; andcorrespondence. This series does not include payment or financial information and is not related to Workers’ Compensation.These records satisfy s. 30.2905, F.S.RETENTION:a) Record copy. 4 anniversary years.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.EVIDENCE PROCESSING RECORDS Item# 39This record series consists of a record of evidence held in the evidence room and its future disposition. The record iscompleted when officers turn in property for safe keeping, evidence or found property. A description of the property and theproperty form number is stated in the officer's offense report. The property form contains the offense number, date, personreceived from, received by, arrest number (if applicable) and a description of the property. After the property is disposed of bylaw or court order, notations are made on the form showing date and final disposition. It includes receipts of all incoming andoutgoing property in the evidence room, the evidence card which is a listing of the property, case number, officer, suspect orvictim, and the stolen property card which maintains an index by classification of the type of property. See also "PROPERTYRECORDS: CONFISCATED."RETENTION:a) Record copy. 60 days after disposition of property provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.EXAMINATION RECORDS: CRIMINAL JUSTICE TRAINING CENTER/SCHOOLS Item# 170This record series consists of examination booklets, grading logs/scales, and each student’s completed examination. Theseexams are listed in Chapter 11B, F.A.C. This retention period is set under Rule 11B-30.0045 (3) (e), F.A.C.RETENTION:a) Record copy. 2 years from the date examination is completed, provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.EXECUTION DOCKET RECORDS Item# 41This record series consists of dockets which contain a list of all executions, orders and decrees directed to the sheriff in relationto the collection of money, and a statement of money credited on such orders, executions and decrees, and when, to whomand by whom paid. This record is created in accordance with s. 30.17, F.S. See also other "EXECUTION RECORDS:.”RETENTION:a) Record copy. 3 fiscal years after satisfied or returned provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.EXECUTION RECORDS: RECEIPT Item# 171This record series consists of the receipts given to the Sheriff upon his return of an unsatisfied execution. The receipt is issuedby the Clerk of the Court’s Office in accordance with s. 56.041(2), F.S. See also “EXECUTION RECORDS: UNSATISFIED.”RETENTION:a) Record copy. 1 year.b) Duplicate. Retain until obsolete, superseded or administrative value is lost.EXECUTION RECORDS: SATISFIED Item# 40This record series consists of satisfied executions which are received by the law enforcement agency after a judgment isentered by a court of proper jurisdiction and issued by the clerk of that particular court. Executions are used to levy a fine onthe property and goods of the defendant. When an execution is satisfied and paid in full, an officer will furnish the defendant11 1/99