Security & Police Records
| Title of Series | Description | Retention |
|---|---|---|
| Accreditation | CALEA documentation, proofs, applications, inspections, audits | 4 years +current Accreditation cycle |
| Alarm Information | Alarm account and server records | Active + 1 year |
| Arrest Warrants | Arrest warrants issued by Portage Courts | Until served or recalled by court |
| Bond Receipt Book | Court-provided bond receipt book | Until full |
| Breath-testing Instrument Documents | All records associated with Departmental breath-testing instruments | Current + 3 years |
| Clery Records | Crime statistics and documentation, Daily Crime and Fire Logs | Current + 7 years |
| Confidential Files | CI and drug investigation files | Active + 4 years |
| Complaint Files | Complaints against the department or its employees | 6 weeks after employee separation from department |
| Dispatch Activity Logs | Form for recording Dispatch Activity when CAD system is inoperable | Destroy when no longer in use |
| Expunged Records | Case records expunged/sealed by court order | Current + 4 years |
| LEADS - Other | Leads logs, audit and validation documents | According to LEADS schedule |
| LEADS Printouts | Printouts of LEADS responses to inquiries | Destroy when no longer in use |
| Logs | Sign-out sheets (EX: key equipment, records, supervisor, Etc), call off sheets | 4 years + current |
| OPOTA Certification | OPOTA forms documenting sworn status of LE personnel | Active + 1 year |
| Personnel Training Records | Training certificates, training summaries, unapproved training requests | 1 year after separation |
| Property Records | Sign-in/out logs for evidence storage, Property sheets | Indefinite |
| Police Reports - Felony | Felony reports and arrests, cases involving possible DNA evidence retained pursuant to Ohio SB 77 | Indefinite |
| Police Reports - Misdemeanor | Misdemeanor reports and arrests | 10 years after disposition |
| Police Reports - non-criminal | Non-criminal reports; Accident reports with no associated charges | Current + 4 years |
| Report Review Forms | Documenting reports returned for completion | Current + 4 years |
| Security Surveillance Camera Recordings | Recordings produced by University cameras used for surveillance purposes as defined in University Policy 5-12.17 | 30 days |
| Selection Records | Classified staff hiring records, examination results, backgrounds, interview data, summary spreadsheets | 4 years + Current |
| Shift Requests and employee schedules | Annual selection of shift preference documents, monthly work schedules | 4 years + current |
| Training Course Records | Requests for internal and external training, course descriptions, Course attendance records, and course payment records | 4 years + current |
| Unsecured Building Cards | Cards for recording broken or unsecured doors or windows on campus | Current + 1 year |
| Written Directives | General Communications, Personnel, and Special Orders, Training Bulletins; Order Approvals | Active + 4 years |