CITY OF MT. HEALTHY RECORDS RETENTION SCHEDULES

Transcription

1 State Administration Rissel, Ray AD Accident Files 2 years, provided no action pending Administrative Memoranda and Executive Orders Until superseded; Appraise for Administration Rissel, Ray AD Historical value Administration Rissel, Ray AD Annual Budget Y Administration Rissel, Ray AD Bids, Successful (Equipment, Labor, Service) 15 years Administration Rissel, Ray AD Bids, Unsuccessful 2 years after letting contract Administration Rissel, Ray AD Contracts and Agreements 15 years after expiration Administration Rissel, Ray AD Council Agendas 2 years Administration Rissel, Ray AD Grants Expiration of grant plus audit period Administration Rissel, Ray AD Grievance Hearing Files Until resolved Insurance Certificates 2 years after expiration, provided no Administration Rissel, Ray AD claims pending Administration Rissel, Ray AD Insurance Enrollment Record Until employee terminates Insurance Policies 2 years after expiration, provided all Administration Rissel, Ray AD claims settled Administration Rissel, Ray AD Labor Union Agreements years Administration Rissel, Ray AD Leases 2 years after expiration Administration Rissel, Ray AD Phone Logs 2 years Administration Rissel, Ray AD Project Plans, Drawings and Maps Life of project, Appraise for historical value Administration Rissel, Ray AD Purchases and Bids Until audited Administration Rissel, Ray AD Reference Materials Until superseded or replaced Administration Rissel, Ray AD Reports (, Committee) Until superseded or replaced Administration Rissel, Ray AD Soliciting Permits 1 year after expiration Administration Rissel, Ray AD Tax Collection, Tax Receipts, W-2 Tax Forms 6 years if audited Administration Rissel, Ray AD Waste Collection years if audited Administration Kramer, Stephen R. AD Agenda Current year /0/2017 Kocher, William Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Administration Kramer, Stephen R. AD Minutes Perpetual 10/0/2017 Kocher, William Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Administration Kramer, Stephen R. AD Destruction Tickler File Until no longer administratively necessary 10/0/2017 Kocher, William Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Building/Zoning Knight, William BZ Annexation Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Building Permits Life of structure 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Building Inspection Files 5 years 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Building Plans Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ City Maps Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ County Auditor's Plats Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Master Plan Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Ordinance Copies Until superseded 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Planning Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Single Family Rental Registration Until superseded 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Street and Sidewalk Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Subdivision Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Surface Improvement Plans Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Surveys Y 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Underground Sanitary Sewers 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Underground Storm Sewers 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Building/Zoning Knight, William BZ Zoning Books Until superseded 11/12/2014 Knight, William Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Accounts Ledger 5 years after last entry audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Accounts Payable Record years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. New 02/14/06; Rev 06/2/07

2 State Finance Branditz, Melanie F Accounts Receivable Ledger years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Annual Appropriations Ordinance Y 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Appropriations Ledger 5 years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Annual Financial Report Y 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Annual Report to Auditor of State 5 years 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Annual Budget 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Budget Reports and Working s 5 years 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Bank Deposit Slips years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Bank Reconciliations years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Bank Statements years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Bond Register Y 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Cancelled Checks and Copies years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Cash Journal years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Check Stubs years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Check Register years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F City Council Minutes Y 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Contracts 15 years after expiration 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Deposit Slips - Pink Copy of Record years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Employee Sick Leave/Vacation 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Final Tax Return for the Year 6 years 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Indebtedness Statements Y 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Notice of Publication of Legal Notice 10 years 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Ordinances Y 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Overtime years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Pay In Orders years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Payroll - Employee Earnings 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Personnel including income tax withholding years if audited certificates 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F PERS 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F /Fireman's Disability and Pension Fund 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F-14-0 Uniform Allowance Record 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Purchase Orders years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Quarterly Federal Tax Return 4 years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Recordings of Council Meetings years 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Requisitions years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Resolutions Y 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Waste Receipts years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Worker's Comp. Claims 10 years after final payment 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Finance Branditz, Melanie F Timesheets years if audited 11/12/2014 Claire, Jill Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Alarm Response Reports 5 years 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Annexation Files Until superseded 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Arson Reports 50 years appraise for historical value Y 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Burning Complaint File 1 year 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Disciplinary Actions 4 years 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Disaster Plan Until superseded 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Emergency Medical Services Reports 7 years 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Fire Code Until superseded 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Fire Incident Reports 10 years 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Fire Investigation Files and Index 50 years appraise for historical value Y 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. New 02/14/06; Rev 06/2/07

3 State Fire Lawson, Stephen FD Fire and Loss Record /Electr onic 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Fireworks Application and Permits 1 year after expiration 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Hydrant Location Record 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Hydrant Maintenance Record 2 years after test date 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Inspection Reports/Cards - all types years /Electr onic 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Medical of hired personnel 2 years after employment ends 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Mutual Aid Agreements 10 years after superseded 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Pre-Hire Physicals for non-hires 2 years 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Radio/Phone Calls/Audio Recordings 0 days then erase and reuse provided no action pending 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Standpipe Test years 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Station House Daily Logs 10 years appraised for historical value Y 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Violation Notices 1 year after violation corrected 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Fire Lawson, Stephen FD Water Surveys years 11/12/2014 Lawson, Stephen Claire, Jill Latta, Kevin Meek, Martin E. Mayor's Court Crawford, Ja'net MC Traffic Citations Court Record Not Scanned Year of completion+ if audited (white or yellow) Mayor's Court Crawford, Ja'net MC Traffic Citations Court Record Scanned Date of completion +10 days (white or yellow) Mayor's Court Crawford, Ja'net MC Traffic Citations Court Record Scanned Year of completion+ if audited Court Docket, Index, Journal Mayor's Court Crawford, Ja'net MC Y Mayor's Court Crawford, Ja'net MC Parking Citations (Finalized) When paid, if audited Mayor's Court Crawford, Ja'net MC Criminal Citations Court Record - Not Scanned Year of completion+ if audited (white) Mayor's Court Crawford, Ja'net MC Criminal Citations Court Record - Scanned Date of completion +10 days (white) Mayor's Court Crawford, Ja'net MC Criminal Citations Court Record Year of completion+ if audited Mayor's Court Crawford, Ja'net MC Criminal Citations Prosecutor Copy Date of completion +10 days (green) Mayor's Court Crawford, Ja'net MC Criminal Citations form used for Re-Cite only Court Record (included in, scanned with, or attached to original file or citation) Same schedule as original case (white) Mayor's Court Crawford, Ja'net MC Criminal Citation form used for Re-Cites of Mayor s Court Defendants only (Prosecutor Copy and Copies) Destroy upon receipt (blue, green) Mayor's Court Crawford, Ja'net MC Case Files Criminal and Traffic, except OMVI Current + 5 years if audited Mayor's Court Crawford, Ja'net MC Case Files OMVI Current + 50 years if audited Mayor's Court Crawford, Ja'net MC Fine and Fee Current + years if auditted 10/14/2016 Crawford, Ja'Net Claire, Jill Rindler, Amanda D. Meek, Martin E. Citywide see Contact MH Voice Message Until administrative purpose is served Citywide see Contact MH Transitory Correspondence -- created primarily for informal communication Until administrative purpose is served All Citywide see Contact MH Routine Correspondence -- Internal correspondence (letters; memos) and correspondence from various individuals, companies and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. Current + 1 year All New 02/14/06; Rev 06/2/07

4 State Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide Kramer, Stephen R. MH Citywide Kramer, Stephen R. MH Citywide Kramer, Stephen R. MH Citywide Kramer, Stephen R. MH Citywide Kramer, Stephen R. MH Citywide see Contact MH Citywide see Contact MH Official Correspondence -- Messages that deal with significant aspects of the administration of the public office, including information concerning the office's policies, programs and fiscal and personnel matters. Current + 5 years Vehicle Maintenance records Until Vehicle Sold All Office and Technical Equipment manuals and maintenance records Until Equipment Disposed of Facsimile Machine Send Confirmation printouts Until administrative purpose is served Cash receipts, receipt books, ledgers, and journals (after last entry) Certificate of Disposal (-) for all departments Retention (-2) for all departments (official) On-Line Retention s (-5) for all departments (subordinate to official documents) Retention (-2) at public access points as applicable for each department One-Time Disposal of Obsolete (-1) for all departments Annual Reports (All s, Council, Mayor's Court, Committees, and s) Current + years if audited Until superseded Until superseded All All Certification of Publishing Legal Notice Current + 2 years Y 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. Citywide see Contact MH Legal Notices (copies) Current + 5 years 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. Citywide Rissell, Ray MH years (electronically deleted) 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. License Current + 1 year after expiration Citywide see Contact MH /0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. Citywide see Contact MH Personnel 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Citywide see Contact MH Reports (, Committee) 1-5 years Property inventories Until superseded if audited Minutes or Meeting Notes (all Council, s, Offices, Committees, s official meetings) Reference Materials As long as administrative value Personnel Certifications, Authorizations, Permits, and Licenses (Except ) 2 years after termination Employee Training 2 years after termination General Orders, Directives, Policies, Regulations, or Procedures Archived General Orders, Directives, Policies, Regulations, or Procedures Archive when superseded. Grant applications and records (Successful) Expiration of grant plus audit period 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. New 02/14/06; Rev 06/2/07

5 State Citywide see Contact MH PD Grant applications and records (Unsuccessful) Current + 5 Years Ohio Traffic Crash Reports (previously named Accident Reports) Current +2 years no pending action except PAMET data if unrecoverable. Also available at Ohio State Patrol website 04/0/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Alarm Reports - reports of officers on each shift 2 years PD Attendance Reports / / Differential Time Sheets Current + 6 years PD Audit Record Results 2 audit cycles PD Breathalyzer Reports Current + years PD Complaint Reports Current + 2 years no pending action PD Daily Logs () 5 years PD Daily Logs (paper) 1 year Berning, MaryLou PD Evidence / Property Receipts 5 years after destruction of property and/or Berning, MaryLou Berning, MaryLou PD Field Training Manuals Emplyee retains until retirement or termination PD Field Training Program (Daily Observation and Evaluation Reports) Current + 2 years after completion of Field Training Officer Program PD Handwritten dispatch notes Destroyed after electronic entry PD Jail Log Register Y PD Jail Currrent + years PD Junk Vehicle (est. by O 451.6) Current + 2 years no pending action PD Missing Person report Current + 20 years if not found, else 6 years except PAMET data if unrecoverable PD Monthly reports Until incorporated into annual report PD Parking tickets Current + 2 years, if audited PD surveillance videos - in car, on officer, on station Current + 90 days if no action pending Berning, MaryLou Berning, MaryLou PD-14-0 Property Room logs Current + 25 years PD Property Room Current + 25 years except PAMET data if unrecoverable PD Ride Along Request Forms Current + 1 Year PD Subpoenas and Court Notifies 1 year from court date and PD Union Contract file PD PD Vacation House Check Record Cards - Citizen's notification they will be away, additional patrol requested Warrants from Mayor's, Juvenile, Muncipal, Common Pleas, Federal or other courts of record 0 days after owner returned 1 year after service or returned unable PD Traffic Citations (Agency Record - 2) Current + 2 years (blue) Traffic Citations (Agency Record) Retained by officer as desired then (pink) PD destroyed PD Business File (Locations Module in Pamet) Dynamic filed updated as necessary New 02/14/06; Rev 06/2/07

6 State PD MUTT Log (hard cover of MUTT Book) Current + 1 year after completion PD Roll Call Training Log Until entered into PD RMS PD Impound Report Current + years after disposal of vehicle 10/0/2017 Demasi, Vincent Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. PD Criminal Citations ( Copy) Current + 2 years (green) PD Criminal Citations (Officer s Copy) Retained by officer as desired (white) PD Criminal Citation form used for Re-Cites only (Court Record, Prosecutor Copy, Copy) Forward to applicable court (white, blue, green) PD Incident Report Minor Misdemeanor & Misdemeanor Current + 2 years, no pending action except PAMET data if unrecoverable or if Case Jacket made 12/04/2019 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Incident Report Felonies except Aggravated Murder, Murder or listed in (A)()(a) Current + 6 years, no pending action except PAMET data if unrecoverable or if Case Jacket made 12/04/2019 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Incident Report Felonies listed in (A)()(a) Current + 20 years, no pending action, assess for historical value except PAMET data if unrecoverable or if Case Jacket made 12/04/2019 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Incident Report Murder or Aggravate Murder Current + 0 years, assess for historical value except PAMET data if unrecoverable or if Case Jacket made 12/04/2019 Kocher, William Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Citation Cancellation Investigation and Request of Courts Current + 2 years PD Roll Call copies and printouts Current +12 months Use of Force, Injury to Prisoner, Discharge of Weapons Current + 6 years PD reports and investigative case files PD Liquor Permit Application Until Permit Expired/ Cancelled Outside Training Requests Current + 5 years PD PD Supervisor's Review of Vehicle Crash Current + 5 years (copy to Vehicle File) ( copy) PD Field Interrogation and Interview Reports Current + 5 years Berning, MaryLou PD Property Release to Owner or to Other Receipts Current + 5 years PD Personnel Certifications, Authorizations, Permits, and Maintain in Personnel File Licenses PD Vice, Drug, DART Activity Report Current + 4 years Berning, MaryLou PD Personnel exemptions from grooming standards files Until employment terminated Background Investigation Reports of Job Applicants Current + 2 years and Berning, MaryLou PD Berning, MaryLou PD Berning, MaryLou PD PD Polygraph for Employment Applicants (Unsuccessful) Polygraph for Employment Applicants (Successful) Current + 5 years Until Passes Probation Polygraph for Criminal Cases In Case Jacket PD Blotter Entries (non-offense Reports) Current + 5 years New 02/14/06; Rev 06/2/07

7 State PD PD Evaluation Supplemental Log Death Investigations (non-criminal) Solved Current + years except PAMET data if unrecoverable Current +6 years except PAMET data if unrecoverable or if to document deficiency or if Case Jacket made PD Death Investigations(non-criminal) Unsolved Until Solved except PAMET data if unrecoverable or if Case Jacket made Berning, MaryLou PD PD PD Berning, MaryLou PD Recovered Property Record 2 years after disposal except PAMET data if unrecoverable or Internal Investigation case files Current + 10 years and Citizen Complaint Reports and Resolution files Current + 6 years Personnel Medical Files, including injury reports, Worker s Compensation reports, time off requests for FMLA, Forms WH80 and WH82, drug screening results, employee medical evaluation Year of separation + 2 years PD Property Inventories Current + years 12/04/2018 Kocher, William Kramer, Stephen R. Hissong, Amy C. C. Meek, Martin E. Berning, MaryLou PD Cash Transfer to Finance Report Current + years Berning, MaryLou PD Chief, Magistrate, Court Orders for Property Disposition years after property disposed of PD Arrest Report Blue copy Place in Case Jacket PD Minutes: Training Advisory Board Perpetual Y 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. PD Public Appearance Notification form Current +2 years 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Michael, Nicholas PD Impounded Vehicle File Year of Disposition +2 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Michael, Nicholas PD Vehicle Impound Report Copy File in Impounded Vehicle File 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Michael, Nicholas PD Unclaimed and Abandoned Junk Motor Vehicle Affidavit File in Impounded Vehicle File 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Michael, Nicholas PD Affidavit for Title Submission Form File in Impounded Vehicle File 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Michael, Nicholas PD Letter to owner/lien hold of impounded vehicle File in Impounded Vehicle File 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Michael, Nicholas PD Photograph print or hard copy of impounded vehicle File in Impounded Vehicle File Photo paper or paper 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Michael, Nicholas PD Impounded Vehicles Tickler File (kept to ensure all steps taken in processing vehicles) Until no longer administratively necessary 10//2017 Demasi, Vincent L. Kramer, Stephen R. Rindler, Amanda D. Meek, Martin E. Berning, MaryLou PD Annual Performance Evaluation Termination + 1 year 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Court Case Continuance Request Current + 1 Month after court date 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Copies of receipts/invoices submitted to Finance Current + 1 year personnel 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD PD PD PD PD Arrest/Citation Report for warrant filed for offense(s) in another jurisdiction Current + 1 year Training Request Form Current + 1 year Check Off List (list showing officer was advised regarding the subject of the list) Video Training Check Lists Current + 1 year Current + 1 year if entered into employees personnel file Parking Ticket, MUTT, and NTA books Sign Out Sheet Current + 1 year 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. New 02/14/06; Rev 06/2/07

8 State PD Juvenile Detainee Log Adult Facility OJJDP Compliance Survey Current + 1 year 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Traffic Enforcement Officer (TEO) Log Current + 1 year 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Overtime Parking Logs Current + 1 year 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD OVI Logs Current + 5 years 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. Jones, DET Christopher PD Portable Audio/Video Recorder (Body Worn Cameras) Current Days recordings 4//2018 Demasi, Vincent L. Kramer, Stephen R. Hissong, Amy C. Meek, Martin E. PD Case Jackets (including any incident report, investigative notes, paper or optical disk evidence, etc.), except Senate Bill 77 incidents If unsolved, same as statute of limitation for highest verified criminal offense or, if solved, until there is no pending legal action except PAMET data if unrecoverable PD Berning, MaryLou PD PD Case Jackets (including any incident report, investigative notes, paper or optical disk evidence, etc.) for Senate Bill 77 incidents Ohio Attorney General Notice of Peace Officer Appointment (Form SF400adm) Same as SB77 evidence requirements for highest verified criminal offense reported except PAMET data if unrecoverable In Personnel IC AD / New Employee Form Employment Termination + 2 years Berning, MaryLou PD MHPD to Release Information Current + 2 years Hamilton County Clerk of Courts Web Access Form: Until Employment Terminated PD Law Enforcement Personnel PD Hamilton County Clerk of Courts Court Management System CMSNet Badge Add/Change Request Employment Termination + 2 years PD PD eclear Mobile Officer MOU Employment Termination + 2 years IC VPM Remote Access Agreement Employment Termination + 2 years PD MHPD Uniform and Equipment Check-Off List and supportive records In Personnel Berning, MaryLou PD MHPD Application for Employment () In Personnel Berning, MaryLou PD MHPD New Photo ID Card Information Sheet In Personnel Berning, MaryLou PD MHPD Notice of Fraud in pre-employment process Employment Termination + 2 years Berning, MaryLou PD Berning, MaryLou PD Standard Operating Procedure Manual and SOP and Policy Acknowledgements Employment Termination + 2 years Report of Reprimand, Suspension, Termination See contract and Berning, MaryLou PD Mayor s Court Docket Bailiff Copy Current month + 12 END OF CHART New 02/14/06; Rev 06/2/07