Department of State >> Delaware Public Archives

Police

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS
       

LGPOL-001

COMPLAINT LOGS (DAILY LOGS, BLOTTERS)

Consist of a log or similar record of all formally recorded police activities and responses, which may include incidents, summonses, and arrests. Log shows date, time, location of response or action, associated complaint or report numbers, summarized information on the nature of the complaint or report, summarized information on the complainant, all officers dispatched/responding, and initial disposition of the incident.

VITAL

Retain at agency on appropriate media 100 yrs; migrate/refresh as required; delete/destroy.

LGPOL-002

COMPLAINT RECORDS (INCIDENT RECORD/ORIGINAL RECORD OF ENTRY)

Original record of entry associated with a complaint or incident response as covered by the Complaint Log (LGPOL-001). Record is completed at the time of the initial request for service or response of officer. Include the names of known complainants; names of known victims; officer or personnel completing the log; initial action taken; time of dispatch, arrival, service and clearance; and immediate disposition, as well as any associated Incident Report (LGPOL-005), Accident Report (LGPOL-041), or Investigation Record (LGPOL-004) data.

 

NCC Police, Dover Police, Wilmington Police:

Retain at agency on appropriate media 100 yrs; migrate/refresh as required; delete/destroy. Retain convenience copies at agency until no longer needed; destroy.

All Others:

Retain at agency 10 yrs; destroy. Retain convenience copies at agency until no longer needed; destroy.

LGPOL-003

IDENTIFICATION FILES

Information file on each person for whom a formal contact, arrest, or wanted bulletin has been issued by police. This is a local file only and does not comprise an arrest history in terms of the Delaware State Police Criminal History Record. In addition to summary card or sheet, may also contain arrest reports, copies of offense reports, fingerprint cards, rap sheets, missing person reports and supplemental materials, correspondence, court orders, copies of booking sheets or commitment cards, photographs, and other information pertinent to the person described.

VITAL

Retain at agency until: (1) known dead; or (2) presumptive dead - age 85; or (3) age unknown and no criminal activity for 30 yrs; destroy.

(11 DE Code, Chapter 85)

LGPOL-004

INVESTIGATION RECORDS

Record of investigation of criminal offenses, missing persons, traffic offenses, accidents, and significant events requiring police response. Records contain various types of report forms and those parts of a subsequent file, such as supplementary offense reports, witness statements, latent fingerprints, interview sheets, tape recordings, results of chemical analysis, laboratory tests, polygraph tests, and similar reports and documents which are not made a part of a subsequent Identification File (LGPOL-003)

VITAL

NCC Police, Dover Police, Wilmington Police:

Retain at agency on appropriate media 100 yrs; migrate/refresh as required; delete/destroy. Retain convenience copies at agency until no longer needed; destroy.

All Others:

Retain at agency 10 yrs; destroy. Retain convenience copies at agency until no longer needed; destroy.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-005

INCIDENT REPORTS

Reports concerning incidents or complaints which, upon investigation, were of a non- criminal nature.

 

Retain at agency 3 yrs; destroy.

LGPOL-006

FIELD INTERVIEWS/FIELD CONTACTS/CRIME PREVENTION CHECKS

Consist of a limited informational report filled out by an officer concerning persons or vehicles that are suspicious at the time or place of contact. Records the subject’s name, address, height, weight, color of hair and eyes, date, time and location of occurrence, name of associates, officer who is conducting the interrogation, and reason(s) detained. No arrests are made or other reports filed for this momentary detention. May also include the field interview report, which consists of officer contacts with suspicious persons who will require follow-up, research and/or an interchange of information over an extended period of time.

 

Retain at agency 1 yr; destroy.

LGPOL-007

CRIMINAL HISTORY DISSEMINATION RECORDS

Document the dissemination of criminal histories and other law enforcement information to other agencies or criminal information systems when the record of that dissemination is not made part of an identification record or other scheduled department file.

 

Retain at agency until: (1) known dead; or (2) presumptive dead - age 85; or (3) age unknown and no criminal activity for 30 yrs; destroy.

NOTE: If criminal history record information no longer exists with State Bureau of Identification, retain permanently at agency.

LGPOL-008

PUBLIC INFORMATION STATEMENTS

Information released to the public or news media concerning the activities and investigations of the department.

 

Retain at agency 3 yrs; destroy.

LGPOL-009

COMMUNICATION LOGS OR TAPES

Logs or recording tapes of incoming and/or outgoing communications, including radio, telephone, 911 emergency calls, etc. See also LGCOM-001.

 

Retain at agency 2 months; destroy.

LGPOL-010

ASSIGNMENT ORDERS/WORK SCHEDULES (SHIFT ASSIGNMENTS)

Work, shift, or case assignment schedules or rosters that show activities, cases, or duties assigned to each officer.

 

Retain at agency 1 yr; successful audit per requirements of local jurisdiction; destroy.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-011

SIGN-IN LOGS

Record of officers reporting for duty. May also be included in the daily log or other continuously recorded file schedule contained herein.

 

Retain at agency 1 yr; successful audit per requirements of local jurisdiction; destroy.

LGPOL-012

ACTIVITY REPORTS

Consist of reports of activities of individual officers on each shift. Reports include original comparative monthly reports on all criminal activity, including complaints and arrests, traffic violations, accidents, rescue service calls, hours worked, zone, miles traveled, actual miles patrolled by officer, location of officer, reason for stopping for each action, type of call, time of call, complainant’s address and special details worked.

 

Retain at agency 3 yrs; destroy.

LGPOL-013

NCIC VALIDATION/INQUIRY RECORDS

Logs or similar hard copy records which detail records entered into or inquiries made against DElJIS, CLUES, NCIC or other law enforcement information networks; or requests made to other agencies involving missing persons, wanted persons, stolen vehicles and other property, etc.

 

Retain 1 yr after cancellation or clearance unless made part of another file; destroy.

LGPOL-014

TELETYPE FILES

Teletype messages sent requesting, or responding to, specific inquiries for service from other agencies and/or information networks that are not placed in other scheduled department files.

 

Retain at agency 1 yr; destroy.

LGPOL-015

CRIME ANALYSIS FILES (CRIMINAL INTELLIGENCE FILES)

Records created to anticipate, prevent, or monitor possible criminal activity, including crime patterns, crime analysis, and modus operandi reports; information on potential problems; forecasts; movement of known offenders; alerts from other agencies; etc. Records may contain, but not be limited to, letters, magnetic tapes or sound recordings, television tapes, photographs, movie film, completed investigative reports, arrest record information, crime analysis reports, criminal profile information, computer printouts and inter-office memoranda generated or gathered in connection with the investigation.

 

Retain at agency 1 yr after close of investigation; destroy.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-016

JAIL RECORDS

Records on prisoners in confinement, which may include prisoner conduct, medical history, property, visitors, phone calls, and similar information, if not placed in Identification File (LGPOL-003) or included in some other investigative file.

 

Retain at agency 2 yrs; destroy.

LGPOL-017

BOOKING RECORDS

Document the incarceration and transfer/release of prisoners.

 

Retain at agency 2 yrs; destroy.

LGPOL-018

HEADCOUNT RECORDS

Consist of daily lists of all inmates incarcerated in each detention facility. This information includes date, name, race, sex, age, charge, cell location, and prisoner counts.

 

Retain at agency 1 yr; destroy.

LGPOL-019

MEAL RECORDS

Describe the food served for prisoners’ meals. Show names of prisoners held in jail and which of those received meals.

 

Retain at agency 6 months; destroy.

LGPOL-020

INTERNAL AFFAIRS CASE FILES

Records relating to internal affairs investigations of alleged officer misconduct, from initiation and investigation through disposition of case.

 

Retain at agency until: (1) known dead; or (2) presumptive dead - age 85; or (3) no other activity for 30 yrs; destroy.

LGPOL-021

TRAINING RECORDS

Document training undertaken by local government police departments, showing hours, accomplishments, and certifications. NOTE: This is a different record than Training Records, LGPER-027.

VITAL

Transfer certification documentation to Personnel Record (LGPER-001).

LGPOL-022

GENERAL AND OPERATIONAL ORDERS

Official orders, policy statements, and directives governing the organization and operation of the department or the procedures and standards of behavior for its officers.

VITAL

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-023

STATISTICAL REPORTS

Statistical reports and summaries of crime incidents or other law enforcement related activities, including copies of Uniform Crime Reports submitted to the Delaware State Police.

 

Retain at agency until no longer needed; transfer to Archives for permanent preservation.

LGPOL-024

PHYSICAL FORCE RECORDS

Consist of written reports made by any police officer/deputy or an employee of a detention facility who applies physical force to a prisoner or a detainee. Contain statements of force used and the circumstances under which it was used.

 

Retain at agency 5 yrs after incident; destroy.

LGPOL-025

POLYGRAPH RECORDS

Document polygraph tests given to prospective employees, suspects, etc. Contain pre-examination records; charts; examination question reports for persons interviewed or who have submitted to polygraph examinations; juvenile release form; lie detector examination; statement of consent; polygraph analysis report; examiner’s original test question list; examination chart tracing report; chart of polygraph results and conclusions; statements of interviewee; and background information.

 

Retain at agency 2 yrs after submission of report if not made part of Investigation Record (LGPOL-004); destroy.

LGPOL-026

KEY CONTROL RECORDS

Consist of complete inventory of all keys, reports on any malfunctioning locks, broken or lost keys, and receipts for keys drawn by employees.

 

Retain at agency 1 yr; destroy.

LGPOL-027

KEY LOGS

Consists of an ongoing log of keys picked up and returned to the dispatcher for buildings, vehicles, and gas pumps.

 

Retain at agency 1 yr; destroy.

LGPOL-028

FINGERPRINT CLASSIFICATION INDICES

Consist of a number index by fingerprint classification serving as a point of entry into the Identification File (LGPOL-003). Classification assigns numerical values to identify fingerprint patterns. See also Latent Fingerprint Cards (LGPOL-029).

 

Retain at agency until: (1) known dead; or (2) presumptive dead - age 85; or (3) age unknown and no criminal activity for 30 yrs; destroy.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-029

LATENT FINGERPRINT CARDS

Consist of cards containing unattributable finger and palm prints found at crime scenes. Prints are compared with those of suspects who have fingerprint cards on file at the police department.

 

Retain at agency 50 yrs; destroy.

LGPOL-030

IDENTIFICATION PHOTOS (MUG SHOTS)

Photographs of persons taken in association with the Identification Files (LGPOL-003).

 

Retain at agency 5 yrs; destroy unless transferred to Investigation Record (LGPOL-004).

LGPOL-031

CHEMICAL ANALYSIS RECORDS

A. Reports

Consist of information gathered when chemically testing individuals either arrested for driving while intoxicated or suspected of driving under the influence. Information includes: location where test was performed; date and time of test; type of testing instrument; serial number of instrument; location of instrument; subject’s name, age, race, and sex; blood alcohol test results; chemical test operator; arresting officer and agency; citation number; charge; accident (if any); operational checklist; total time subject was observed; date of preventive maintenance on testing machine; person performing preventive maintenance; date and time simulation performed; date last simulation test conducted; simulator concentration; results of simulation test and operator; and chemical test operator and agency.

B. Logs of Tests Administered

Maintained for tracking equipment performance and indexing tests.

VITAL

Retain as a part of the Investigation Record (LGPOL-004). If not made a part of LGPOL-004, destroy at agency discretion.

Retain at agency 5 yrs after date of last entry; destroy.

LGPOL-032

INTOXILYZER CALIBRATION RECORDS

Standards testing conducted on breath-testing equipment for DUI enforcement. Include maintenance records, calibration reports, and certifications of accuracy.

VITAL

Retain at agency for life of equipment plus 3 yrs; destroy.

LGPOL-033

MASTER NAME INDICES

Consist of information on individuals who have been field interrogated, arrested, suspects or accomplices in crimes, victims of crimes, or complainants/witnesses to police incidents.

 

Retain at agency until no longer needed; destroy.

LGPOL-034

OPERATION IDENTIFICATION FORMS

Consist of forms completed by citizens who borrow an engraver to mark their possessions.

 

Retain at agency until no longer needed; destroy.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-035

SPEED ENFORCEMENT AND MEASUREMENT RECORDS

Used to provide evidence substantiating arrests for speeding.

 

Retain at agency 3 yrs; destroy.

LGPOL-036

SPEED ENFORCEMENT & MEASUREMENT DEVICE CALIBRATION RECORDS

Consist of maintenance reports, calibration reports, and certifications of accuracy. Include certifications of the tuning forks used to field test accuracy.

VITAL

Retain at agency for life of the equipment plus 3 yrs; destroy.

LGPOL-037

STOLEN OR RECOVERED MOTOR VEHICLE LISTS

Lists received from Delaware State Police noting motor vehicles stolen or recovered during the previous month.

 

Replace as updated.

LGPOL-038

TRAFFIC CITATIONS

Consist of pre-numbered traffic citations and complaints which notify the alleged violator to appear and answer to charges of violating traffic or other local government ordinances. Traffic citations and complaints contain case docket number, court location, name, address, and pertinent facts concerning the offense. May also be known as “Parking Ticket”, “Parking Citation”, “Traffic Summons”, or “Non-moving Citation”.

 

Retain at agency 3 yrs; destroy.

LGPOL-039

TRAFFIC CITATION TRANSMITTALS

Lists of traffic citations and citation numbers issued and sent to the Delaware State Police and Division of Motor Vehicles.

 

Retain at agency 3 yrs; successful audit; destroy.

LGPOL-040

PARKING SUMMONSES/TICKETS

Information on issued parking tickets, including tag number of vehicle in violation, date, time, location, make of vehicle, and officer’s badge number.

 

Retain at agency 3 yrs; destroy.

LGPOL-041

ACCIDENT REPORTS

Reports and supporting documentation concerning traffic collisions investigated, including accident reports, photographs, videos, correspondence, and related information that are not made part of a subsequent Investigation Record (LGPOL-004).

 

Retain at agency 10 yrs; destroy.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-042

IMPOUNDED AND ABANDONED VEHICLES

Records relating to impoundment or abandonment of motor vehicles as reported by garagekeepers or citizens. Include impoundment reports, tow-in slips, notifications by garagekeepers, and notifications of impoundment/abandonment sent to owners and lien-holders.

 

Retain at agency 3 yrs after return or disposal of impounded or abandoned vehicle; destroy.

LGPOL-043

PROPERTY RECORDS

Document evidential, stolen, or recovered property held by the department, including records relating to their release.

VITAL

Retain at agency 3 yrs after return or disposal of property; destroy.

LGPOL-044

PROPERTY SALE RECORDS

Lists, notices, letters of inquiry, property tags, receipts, and similar records concerning the sale or auction of unclaimed or impounded property.

 

Retain at agency 3 yrs after sale of property; successful audit; destroy.

LGPOL-045

PAWN SHOP TICKETS/TRANSACTIONS

Duplicates of pawn shop tickets/transactions prepared by pawnshop personnel.

 

Retain at agency 1 yr; destroy.

LGPOL-046

VEHICLE SPEEDOMETER CALIBRATIONS

Calibration reports of speedometers.

VITAL

Retain at agency for life of equipment plus 3 yrs; destroy.

LGPOL-047

SPECIAL OPERATION ORDERS

Orders and advance plans for police response, control, and staffing for scheduled special events or other occurrences not related to an Investigation Record (LGPOL-004). May include crowd or traffic control for sporting events, parades, demonstrations, strikes, concerts, etc.

 

Retain at agency 5 yrs after completion of the covered operation; destroy.

LGPOL-048

FREEDOM OF INFORMATION ACT (FOIA) REQUESTS

Requests for agency information per the Freedom of Information Act. If information is provided, request form should be retained with requested record. If information cannot be provided for any reason, request should be retained. See also LGADM-026.

 

Retain at agency 5 yrs from date of request; destroy.

POLICE

SERIES #

SERIES TITLE AND DESCRIPTION

VITAL

RETENTION INSTRUCTIONS

       

LGPOL-049

BICYCLE REGISTRATIONS

Record of original bicycle ownership.

 

Retain at agency 2 yrs; destroy.

LGPOL-050

PHOTOGRAPH/VIDEO FILES

Photos (with negatives) and videos of evidence.

 

Retain current yr plus 10 at agency; destroy.

EXCEPTIONS: Files relating to investigations involving homicide; attempted homicide; manslaughter; suicide; attempted suicide; suspicious death; unexplained death; sudden death (non-natural causes); unidentified victims; and fatal accidents involving agency personnel should be retained 10 yrs at agency; transfer to Archives for permanent preservation.

LGPOL-051

POLICE VIDEOS

Video tapes of police actions taken from patrol car video cameras.

 

ROUTINE: Retain at agency 30 days; re-use/destroy.

EVIDENTIARY: Retain at agency 30 days after close of case; destroy.

LGPOL-052

WEAPONS ISSUANCE FILES

Record of any armaments issued to police officers.

 

Replace as updated.

OR

Retain at agency 1 yr after separation; destroy.

LGPOL-053

VICTIM SERVICES CASE FILES

Document the rendering of assistance and referrals to victims of crimes or accidents. Arranged by victim name and assigned number.

 

Retain at agency 2 yrs after initial contact; destroy.

Last Updated: Tuesday, 05-Jan-2010 11:10:20 EST
site map   |   about this site   |    contact us   |    translate   |    delaware.gov