Incident Case Files
Arranged By:
Central file number and Chronological
Application Number:
89-23
Item Number:
380.14
Purpose:
This file series contains the Department's original and/or record copy documentation maintained from its handling of a range of incidents compromising or potentially affecting campus public safety. Specific kinds of incidents documented by the files include investigations, arrests, citations, or police assistance in crimes, misdemeanors, accidents or hazards (fires, bodily injury, etc.), lockouts, security patrol observations, and vehicle tows and/or impounds. Specific forms or documents composing this file series include: Annoyance/Complaint Fact Sheet(s), the primary case file document, showing the central file number, date, time, and remarks of what took place; copies of complaints; voluntary statements; supplementary reports concerning incidents; investigative reports; fingerprint cards; "rap" sheets; evidence receipts; various duplicate court proceedings documents as applicable; Monitor Authorization(s); Disposition Report(s); Request to Open Locked Vehicle; Vehicle Tow and Impound Record; and related correspondence. (Selected data/Complaint Fact Sheet are computerized on hard disk for internal reference.).
Procedure:
For all case files no involved with an arrest and/or prosecution, retain two (2) years in office then dispose of without microfilming providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated. For all case files documenting arrest and/or prosecution, retain two (2) years in office, then microfilm and dispose of original paper. Retain Departmental use record series microforms in office for twenty (20) years, then dispose of providing all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated. Transfer security microforms to the University Archives and/or campus Record Center for twenty (20) years retention, then dispose of. Maintain and dispose of hard disk information upon discretion of the Department.
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