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Lake County Sheriff's Office 
Sheriff Daniel A. Dunlap

Records Retention Schedule

 

TITLE: Record Retention Schedule                       GENERAL ORDER:  2008-104-i

EFFECTIVE DATE:  February 12, 2008              REVISED:

DISTRIBUTE TO: All Employees                          APPROVED:  Daniel A. Dunlap, Sheriff
 

 
POLICY:

The purpose of this order is to establish an internal guideline for the RETENTION and DESTRUCTION of documents generated by employees as a result of business operations.  This policy is meant as an internal guide to the Lake County Sheriff's Office employees and is not meant to convey any substantive rights to any person.  This policy is also not an enlargement of any deputy's civil duties to members of the general public. 

The following schedule is a guideline for employees for records retention periods within the Lake County Sheriff’s Office.  The information identifies how long a physical record must be archived.  The Lake County Records Commission and the Ohio Historical Society have approved these retentions periods.  This schedule also incorporates the records retention schedule set by the Lake County Prosecutor’s Office. 

PROCEDURE: 

The chart on the following pages identifies documents and the associated retention periods.  These files will be stored as identified. 

On an annual basis, documents in our archives will rotate.  For example, the documents from the year that has just concluded will be stored and to be accessed as needed.  The oldest year stored will be removed for processing to be shredded.  This will be in accordance with the schedule on the following pages. 

The documents to be shredded must be identified and forwarded to the Records Custodian.  A RC-3 form must be completed documenting the records being destroyed.  The original RC-3 is sent to the Ohio Historical Society.  A copy is sent to the Lake County Records Commission and a copy is maintained in our files. 

The Records Custodian or designee will make arrangements with a shredding company to have empty bins delivered.  Once these bins are full, the will be picked up by the shredding company.  A certificate is received from the shredding company that they have shredded these records.

Records Retention Schedules 

Type of Record Description Actual Documents Imaged Report Comments
Accident Reports Motor Vehicle Crash Reports 3 years   Fatals - Permanent
Appraisement Sheets   3 years    
Arraignment Sheets Weekly schedule prepared by Jail Records 3 years    
Attorney Inmate Log Logs attorney visits to inmates 2 years    
Civil Cases Records Civil Orders served by the Sheriff showing county from which the order was received, date received and served, type of service, server, mileage and type of case 5 years    
CCH Logs & CCH Fax Receipts   Current Year Plus the previous year    
Clergy Inmate Log Logs clergy visits to detention facility 2 years    
Commissary Records   2 years    
Court Commitments Original Orders to commit persons to the county jail, showing person commited, date of order, court, offense charged and length of commit 6 years after commitment   Falls under approved 6 year retention period for Inmate Booking Packets
General Incident Reports As made by the Deputies, shows name and address of complainant, date and time reported, narrative summary of complaint and investigation and investigating officer 5 years    
Criminal Files Contains criminals arrested to include name, date of arrest, offense, previous criminal record, newspaper clippings relating to the case, fingerprint car, arrest report, disposition of the case and photograph and signature of prisoner 10 years   Providing  they all are outside the statue of limitation for prosecution both criminally and/or civilly.  If not, must be kept permanently.
Daily Medication & Dental Records/Inmates   6 years    
Dispatch and Communication Logging Tapes Archives phone calls and radio transmissions 90 days   Absent notification of any pending action, the tapes may then be reused.
Executions and Attachments   5 years   From the Sheriff Sales work area
Expungement File Destroy all files, records and computer reference upon receipt of the Expungement Order from a Court 2 years after the order   Destroy Juvenile file at the time of the order.
Extradition List   2 years    
Fingerprint Cards Contains the finger and/or palm print of the prisoner, name date of birth, social security number and last know address     See Inmate Booking Packet
         
Foreign Summons Service received from outside of Lake County 7 years    
Furtherance Of Justice  (F.O.J.) Funds Permanent    
Grant Records   Life of grant plus 3 years    
Inmate Booking Packets  Contains inmate intake sheets, booking sheet with mug shot, court commits, property inventory, fingerprint cards and all other paperwork associated with incarceration excluding medical 6 years   As approved by the Records Commission and Ohio Historical Society, 12/2006.
Inmate Medication Records Contains the name of the prisoner, name of medications and the time administered. 6 years    
Inmate Property Receipts   2 years    
Jail Registers Contains a record of prisoners confined in the county jail showing for each: name, number, nativity, offense, commitment date, by what authority committed, term of confinement and the date of discharge 25 years    
Jail Daily Log   5 years    
Jail Reports Daily report showing the date of report, number of prisoners at beginning of the day, number admitted and discharged and total number of prisoners at end of the day. 3 years    
Juvenile Arrest Records & Offense Reports   Until the offender turns 18 years old    
LEADS Newsletters   Current Year plus the previous two years    
LEADS Work Sheets   When no longer of administrative value    
LEADS Teletypes Informational teletypes received from LEADS Placed where directed    
LEADS Teletypes Sent teletypes and other teletypes received from other agencies When no longer of administrative value    
Monthly F.B.I. Reports (UCR Reporting)   3 years    
Orders of Sale Contains a record of sales ordered in foreclosure showing date of order, litigants, attorneys, appraisers, title of case, judgment, rate of interest, amount of appraisement, date sale advertised, description of property to be sold, date and amount of sale and to whom sold. 5 years or until obsolete   Providing all monies have been disbursed.
Photo Log (Mug Shots)   6 years   See Inmate Booking Packet
Records of Accrued Fees   2 years   Provided audited
Records of Monies Turned over to the Treasurer   3 years    
Records of Writs and Summons   7 years    
Sheriff's Returns   2 years   Two years after date of filing with the clerk of courts
Sheriff's Sale Publication Record   5 years    
Unclaimed Fee Records   3 years    
Visitation Log   1 year    
911 Call Logs From printer 1 year