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

FLORIDA DEPARTMENT OF STATEGENERAL RECORDS SCHEDULE GS2 LAW ENFORCEMENT, CORRECTIONAL FACILITIES, AND DISTRICTMEDICAL EXAMINERSLAW ENFORCEMENT RECORDSACCIDENT RECORDS Item# 150This record series consists of traffic accident reports, general correspondence, property receipts, requests for blood test, bloodtest analyses, printouts, accident supplements, supplemental reports, photograph copies and National Crime InformationCenter (NCIC) and Florida Crime Information Center (FCIC) computer printout information. The traffic accident report includesinformation on vehicles involved, occupants, time, location, diagram of how the accident happened, the description of theaccident, parties involved, cause of the accident and prevailing conditions. Included in this series are the notifications providedby garages and repair shops who are required under s. 316.065, F.S. to report collisions. Their report includes: the year, make,model, and color of the vehicle; license plate number; and the name and address of the person in possession of the vehicle. Acopy of this document is located at the Department of Highway Safety and Motor Vehicles; however, the record copy on thisseries' retention is for that copy retained by each police/sheriff department. These records are required by s. 316.066, F.S.See also “ACCIDENT RECORDS: INDEX,” "CHEMICAL ANALYSIS RECORDS: LOG," "CHEMICAL ANALYSIS RECORDS:TEST REPORT," and/or "CITATIONS: TRAFFIC/BOATING/WILDLIFE."RETENTION:a) Record copy. 180 days.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.ACCIDENT RECORDS: INDEX Item# 120This record series consists of an index to traffic accident reports and their supporting documentation. The index provides aquick reference point to the actual accident record or case file. The index may list the case or accident number, the location ofthe accident, the date and time, and the investigating officer. The index may have as much information or as little as necessaryto direct the officer to the appropriate file. See also “ACCIDENT RECORDS.”RETENTION:a) Record copy. Retain as long as item it relates to.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.ACCREDITATION RECORDS Item# 195This record series consists of all materials and documentation used for the purpose of demonstrating compliance with theprofessional standards established by the Commission for Florida Law Enforcement Accreditation or the Commission onAccreditation for Law Enforcement Agencies. These records might include, but are not limited to, general or specialorders, rules and regulations, standard operating procedures, internal reports, forms, correspondence and tabulations.They might also include a formal written assessment statement of the agency's compliance or noncompliance andsubsequent follow-up reports.RETENTION:a) Record copy. 3 years after accreditation.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.ALARM AND EMERGENCY CONTACT RECORDS Item# 4This record series consists of alarm registration records, night reference forms, and emergency contact lists. It may consist offorms completed by a business naming emergency contacts, name of business owner, type of alarm, location of safe and alarmcompany name. These records are used to contact a business owner if his business is vandalized or damaged. It also allowsthe officer to contact the alarm company to have an alarm shut off or reset after responding. This series may include a cardwhich is a part of a form sent out by the city/county Occupational License Inspector. It asks the licensee to complete and returnfor contact in case of an emergency. See also "SPECIAL WATCH RECORDS."RETENTION:a) Record copy. Retain until obsolete, superseded or administrative value is lost.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.AMBULANCE LOGS Item# 5This record series consists of a record of ambulances dispatched at police request through a central communications facility. Itmay serve as the basis for changes submitted by the ambulance companies. Information may include date/time called, locationof call, zone, ambulance called and responding, special remarks, call canceled and reason and offense number. This record isused to verify that the ambulance was requested by an officer for payment purposes. This series does not include medicaltreatment information.RETENTION:a) Record copy. 3 fiscal years provided applicable audits have been released.b) Duplicates. Retain until obsolete, superseded or administrative value is lost.1 1/99