Police Department Retention Schedule
BGSU Schedule of Records Retention
Office: University Police Department
In accordance with ORC Section 149.33 and the Bowling Green State University Board of Trustees, a schedule for Records Retention and Disposition for the following records is hereby established. This schedule supersedes any and all previous schedules for these records. The records covered by this schedule, upon expiration of the listed retention periods, shall be destroyed unless otherwise specified. 1 No record shall be destroyed, however, that pertains to any pending claim, action, litigation, or request.
Approvals:
Department Official: Signed
Date: 02/14/2017
Records Manager: Signed
Date: 02/20/2017
Notes:
- A Certificate of Records Disposal (CRD) should be prepared prior to the disposal of any records listed on this schedule and retained by the office/department for 10 years after the date of disposal. A copy of the CRD should also be sent to the University Records Manager. Confidential paper records must be disposed of through shredding with the University's approved shredding vendor.
- University records include all information, regardless of format (paper, electronic, microform, etc.), created or received by a university office that documents the functions, policies, procedures, decisions, operations or other activities of the office. Retention periods apply to all records regardless of format.
- The University Archives will only collect those record series listed on the attached schedule as transferrable to the Archives that at its discretion have continuing historical value. Other historic items listed on the attached schedule or on the university's General Retention Schedule may also be collected, at the discretion of the Archives.
- Storage of inactive/non-permanent records is available at the University Records Center.
- Other common records that may not be listed on this schedule may be on the university's General Retention Schedule; offices may use retentions listed on the General Retention Schedule for records not listed on their departmental schedule.
| Schedule Number | Record Series Title | Location and Main Format(s) | Minimum Retention Period | End of Retention Period Action | Schedule Source |
|---|---|---|---|---|---|
| 5-01 | Accident Reports - traffic accident reports filed for on-campus vehicle collisions | Records Section Paper | Active + 6 years | Destroy | IUC-SEC-00-03 |
| 5-02 | Annual Shift Request Files - Requests for preferred shift by officers and dispatchers | Chief's Office Paper | 3 years | Destroy | ADM 9910 |
| 5-03 | Applicant Selection Files - Employee selection process materials to include, test scores and materials, polygraphs, psychological assessments, selection methods, background investigations, and other selection documents | Admin Asst Office Paper | 3 years | Destroy | PER2000 IUC-HR-40-07 |
| 5-04 | Bursar Bag Forms - Form for requests to pick up money bags | Records Section Paper | 1 year | Destroy | ADM9900 |
| 5-05 | CALEA Accreditation Files - University, college, or department files documenting accreditation review by CALEA | All Sections Electronic/Paper | Until next accreditation period | Send 1 copy to University Archives; destroy rest | IUC-ADM-10-01 |
| 5-06 | Citations - Tickets completed for traffic or moving violations and minor misdemeanors | Records Section Paper | 4 years | Destroy | IUC-TRA-00-03 |
| 5-07 | CLERY Reports/Uniform Crime Report/National Incident Based Reporting System (NIBRS) - Data from records management software and University policies to create a summary or report | Records Section Chief's Office Electronic/Paper | 7 years | Destroy | CLERY requirement |
| 5-08 A | Correspondence, Routine: Referral letters, requests for routine information or publications provided to the public by an agency which are answered by standard form letters | All Sections Electronic/Paper | Until no longer of administrative value | Destroy | IUC pp. ix-x |
| 5-08 B | Correspondence, General: Internal and external letters and memos to/from individuals, companies and organizations requesting information pertaining to agency and legal interpretations and other miscellaneous inquiries. | All Sections Electronic/Paper | 1 year | Destroy | IUC-ADM-00-02 |
| 5-08 C | Correspondence, Executive: Dealing with significant aspects of office administration, including policy, program, fiscal or personnel matters. | All Sections Electronic/Paper | 3 years | Send to University Archives to appraise for historical value | IUC-ADM-00-01 |
| 5-09 | Criminal Incident Reports Arrest Reports, and Associated Case Files - Reports and associated files created by the BGSU Police Department regarding criminal activity | Records Section Electronic/Paper | Active +20 years EXCEPT: Murder/Aggravated Murder retain permanently Rape/Rape Kits retain 30 years | Destroy | Ohio Municipal Records Manual, various items |
| 5-10 | Department Retention Schedule | Records Section Electronic/Paper | Until superseded | Destroy | IUC pp ix-x |
| 5-11 | Departmental Firearms Inventory - record of inventory, assignment, and maintenance of all departmental firearms | Armory Electronic/Paper | Until individual firearm is disposed, transferred or destroyed | Destroy | ADM9900 |
| 5-12 | Dispatch CAD Incident - Initial information recorded by the dispatcher on calls for service | Records Section Dispatch Electronic | 3 years | Destroy | Ohio Municipal Records Manual, police records #20 |
| 5-13 | Dispatcher Activity Logs in CAD - Dispatcher activities and radio logs | Records Section Dispatch Electronic | 3 years | Destroy | Ohio Municipal Records Manual, police records #20 |
| 5-14 | DNA Collection Arrest Sheets - List of DNA packets sent to BCI | Records Section Dispatch Paper | 1 year | Destroy | Columbus PD 94-244 |
| 5-15A | Employee Training Files - Individual training requests, courses attended, training acquired, educational and training certificates | Compliance Section Electronic/Paper | Active +3 years Permanent records (including letters of commendation and reprimand, transfer requests, leave forms, evaluations, reclassifications, certifications, promotions) transferred to Human Resources 6 weeks after separation for inclusion in master personnel file | Destroy | IUC-HR-40-62 |
| 5-15B | Miscellaneous Training Files - knowledge and ability assessments and FTO books | Records Section Electronic/Paper | 5 years | Destroy | Columbus Police Department 94-284 PER3010 |
| 5-16 | Employee Work Schedules - Department shift schedules for officers and dispatchers | Chief's Office Electronic/Paper | 5 years (to match bargaining cycle) | Destroy | ADM9910 |
| 5-17 | Evidence Room Log Book - Date, time, case number and description of what's being placed into evidence room | Evidence Room Paper | 25 years | Destroy | Ohio Municipal Records Manual, police records #44 |
| 5-18 | Expunged Records - Contain court orders and some original documents | Records Section Paper | Active + 6 years; name off file immediately | Destroy | LEG4000 |
| 5-19 | Firearms Qualification Records - Record of target scores | Armory Paper | 3 years | Destroy | PER2000 |
| 5-20 | Internal Affairs Files - Investigations concerning employee criminal and non-criminal reports and minor complaint reports | Chief's Office Electronic/Paper | Non-Criminal Investigations: Criminal investigations: | Destroy | Ohio Municipal Records Manual, police records #29 |
| 5-21 | Key Authorization Card - Record of grand master keys issued to BGSU employees, accompanied by appropriate correspondence from departments requesting keys | Lieut's Office Electronic/Paper | 1 year after separation of employee from BGSU | Destroy | ADM4000 |
| 5-22 | Key Transaction Log - Records date, time and person who signed out University or Department keys | Dispatch Paper | 1 year | Destroy | ADM4000 |
| 5-23 | Lost and Found Log - List of misplaced items brought to the department | Dispatch Paper | 1 year | Destroy | ADM9900 |
| 5-24 | Maintenance Agreements - General and motor vehicle agreements | Capt's Office Admin Assist Office Paper | Until no longer administrative value | Destroy | ADM9900 IUC-SEC-00-02 |
| 5-25 | Misdemeanor and Traffic Citation Daily Log - List of daily court work: traffic citations and misdemeanors | Dispatch Paper | 1 year | Destroy | ADM9900 |
| 5-26 | Missing Persons Entry - NORIS, LEADS, NCIC and BMV database information gathered as required for entry into NORIS/LEADS/NCIC | Dispatch Electronic/Paper | Until person is found or case disposed of | Destroy | ADM9900 |
| 5-27 | Motorist Assist Forms - forms for request of vehicle jump starts and/or vehicle unlocks | Records Section Paper | 1 year | Destroy | ADM9900 |
| 5-28 | Mutual Aid Agreements | Chief's Office Electronic/Paper | Until superseded | Contact University Archives to appraise for historical value | ADM9910 |
| 5-29 | Non-Criminal Incident Reports - reports created by officers to document non-criminal incidents | Records Section Electronic/Paper | 6 years | Destroy | IUC-SEC-00-1 |
| 5-30 | NORIS/LEADS
| Records Section Dispatch Paper | 3 years | Destroy | ADM9910 |
| 5-31 | Orders: a. General and Special Orders b. Personnel Orders and Training Orders | All Sections Electronic/Paper | a. Until superseded b. Until no longer of administrative value (minimum 3 years) | Destroy | ADM9900/9910 |
| 5-32 | Overtime Documents - records of posting for overtime for shift coverage and special events; overtime logs for shift coverage and special events | Lieut's Office Electronic/Paper | 5 years | Destroy | PER6000 |
| 5-33 | Performance Records - does not contain items that would be retained permanently in official personnel file | Supervisor's Office Paper | Until no longer of administrative value | Destroy | PER3010 |
| 5-34 | Personnel Assignment and Report Summary - Material acquired by OIC's for use in briefing personnel and informing them of their daily activities | Records Section Paper | 1 year | Destroy | ADM9900 |
| 5-35 | Photographs a. Evidence - digital photographs of evidence for use in criminal prosecution, non-criminal reports and traffic accident reports b. Non-Evidential / Historic/ | Records Section CD/DVD | a. Active +20 years b. Until no longer of administrative value | a. Destroy b. Contact University Archives to appraise for historical value | To match schedule items 5-09 and 5-20 |
| 5-36 | Property Tag/Card & Release Form - used to keep track recovered or abandoned property | Dispatch Paper | 1 year | Destroy | ADM9900 |
| 5-37 | Records Destruction Reports Certificate of Records Disposal) - Lists schedule number, record series inclusive dates, and date of disposal | Records Section Paper | 10 years Forward one copy to Records Manager, CAC, 5th Floor Jerome Library | Destroy | IUC-ADM-20-01 |
| 5-38 | Records Requests - requests for records made directly to Police Department | Records Section Electronic/Paper | 3 years | Destroy | IUC-LEG-30-01 |
| 5-39 | Request Forms for Event Security | Lieut's Office Electronic | 5 years | Destroy | PER6000 |
| 5-40 | Ride Along Request Form | Records Section Paper | 3 years | Destroy | ADM9900 IUC-SEC-00-02 Ohio Municipal Records Manual, police records #49 |
| 5-41 | Student Safety Services - Student Employee Files | Records Section Electronic/Paper | Active + 6 years | Destroy | IUC-HR-40-25 |
| 5-42 | Tele-types, NORIS, LEADS, NCIC, and BCI Information | Dispatch | Until no longer of administrative value | Destroy | ADM9900 |
| 5-43 | Time Sheets - record of time worked by employees used to input hours in to the payroll system | Admin Assist Office Electronic/Paper | 5 years | Destroy | IUC-HR-50-10 |
| 5-44 | Towed Vehicle - tow sheets and tow log sheets | Dispatch Paper | 1 year | Destroy | ADM9900 |
| 5-45 | Transient Documents - Includes telephone messages, post-it-notes, and other limited documents that serve to convey information of temporary importance in lieu of oral communication. | Electronic/Paper | Until no longer of administrative value | Destroy | IUC pp. ix-x |
| 5-46 | Unlock Book - List of buildings that need to be unlocked/locked at certain times and days and candle permits | Dispatch Paper | Until no longer of administrative value | Destroy | ADM9900 |
| 5-47 | Vehicle Break Down Form - report of disabled vehicles on campus | Dispatch Paper | Until no longer of administrative value | Destroy | ADM9900 |
| 5-48 | Voice Logger/Telephone and Radio Audio Transmissions - recordings of telephones and radio transmissions (including 911 calls) | Dispatch Electronic | 30 days provided no action pending | Destroy | Ohio Municipal Record Manual, police records #45 |
| 5-49 | Warrant Records, Temporary Protection Orders, ALS Suspensions, and Subpoenas - NORIS, LEADS, NCIC and BMV database information gathered as required for entry into NORIS/LEADS/NCIC | Dispatch Electronic | Until case is disposed of and original record is returned to court | Destroy all copies | Ohio Municipal Records Manual, police records #53 |
Updated: 03/16/2026 10:18AM