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City of Santa Ana Records Retention Schedule <br />POLICE DEPARTMENT <br />RECORD CATEGORY RECORD SERIES RECORD DESCRIPTION <br />EVIDENCE Negalives by Case Number Negatives of photos taken from crime scenes <br />(Cont'd.) <br />FIELD INTERVIEW CARDS By Name Documentation of a field contact by an officer <br />FINANCE Petty Cash Receipts-by Expense vouchers aoo ralmbursamant request• FIB<:DI Year <br />FINANCIAL DISCLOSURE ByName ConHdentlal financial dioclosure form completed <br />FORM by employees working designated assignments <br />GRAFFITI TASK FORCE Correspondence, records of Interdepartmental <br />actions concemlnQ Task For-ce Issues <br />JAIL ADMINISTRATIVE lnmale Grievances Inmate complaints and dispositions <br />REPORTS <br />JAIL ADMINISTRATIVE lhSpacUons Results of other governmental agen<les <br />REPORTS Inspections <br />Inmate Mall Log Inmate mall summary <br />Intake Statistics Dally summary of intakes <br />Population Roster Doily populalion rosier <br />JAIL INMATE RECORDS By lnmala Name Booking, release and custody files <br />JAIL OPERATIONS Activity Summary Synopsis of populadon demography <br />REPORTS <br />Incident Report Detailed occurrence documentation <br />Shift ActlVlty Log Significant events, welfare checks, etc. <br />MINUTES Uniform Committee Meeting minutes <br />PERSONNEL By Name City employment requests for record cnecks of <br />new emoloyees and suooorting documents <br />By Name Explorer Post applications and performance <br />records of exolorers <br />PETITIONS Petlllon and Orders unoeJ Court Orders requiring the sealing of records <br />PC I 034 (no case numbers) <br />POLICE REPORTS Crime Reports Traffic Incidents wheraln a casa number is issued <br />Rapor\s Information <br />Reports <br />Exhibit J <br />RECORD RETENTION REMARKS CUSTODIAN START DATE PERIOD <br />Dale Obtained 5 Years GC34090 ID lob <br />Dale Written 2 Years GC 34090 Records Dlvision <br />Date of 2 Years GC34090 Special <br />Reimbursement lnvesllaallons <br />Separation date from 2 Years GC 34090 <br />designated <br />asslanment <br />Data of Incident 3 Years Ge 34090 Oistact <br />lovestlaallons <br />Dale of Completion 10 Years Agendy Polley Jail Facility <br />Data of Inspection 2 Years GC34090 Jail Facility <br />Date of log 2Vears GC 34090 Jail Facility <br />Dale of Summa,y 2 Years GC 34090 Jail Facility <br />Dale of Log 2 Years GC 34090 Jail F acl lily <br />Date ol Arrest 10 Years Agency Policy Jail F acllily <br />Dale of Log 2 Years GC 34090 Jail Facility <br />Dale of Report 2 Yea,-s GC 34090 Jail Facility <br />Date of Log 2 Years GC34090 Jail Facility <br />Dale of Meeting 2 Years GC 34090 Field Operations <br />Date of Request 2 Yeara GC 34090 Records Division <br />Dale ofTermlnatlon 2 Yaars GC 34090 Training Division <br />Date of Order 2 Years GC 34090 Records Division <br />Dale of Report Permanent Records Division <br />2 of 4 <br />EXHIBIT 5