RECORD RETENTION AND DISPOSTION SCHEDULE

DEPARTMENT: State of New Jersey Four Year College
SCHEDULE/AGENCY NUMBER: S510501 VERSION: 001

DIVISION: Campus Police and Vehicle Registration

BUREAU: Campus Police

Records
Series #

Record Title & Description

Retain In

Disposition

Agency

Records Center

0001-0000

Appeal File – Motor Vehicle Violation Citation
Contains: appeal application, appeal notice, appeal information sheet, sign-in sheet, final decision, and supporting documentation

3 years

  Destroy

0002-0000

Arrest Report – Adult
List: name, address, date of birth, social security number, arrest date and number, photograph, fingerprints and supporting documentation.

75 years

  Destroy

0003-0000

Call Log

3 years

  Destroy

0004-0000

Campus Grounds/Building Checklist

1 year

  Destroy

0005-0000

Campus Police Duty Assignments

3 years

  Destroy

0006-0000

Campus Police Suggestion Form

1 year

  Destroy

0007-0000

Contract for Police Services (copy)
Original is retained in the Dean of Students’ Office. The scheduler and event sponsor keep copies.

1 year after completion of contract

  Destroy

0008-0000

Correspondence Log – Incoming and Outgoing

3 years

  Destroy

0009-0000

Daily Patrol Report

3 years

  Destroy

0010-0000

Daily Student Patrol Activity Log and Supplemental Report

3 years

  Destroy

0011-0000

Defective Lightning Reports

1 year

  Destroy

0012-0000

Disabled Vehicle List

1 year

  Destroy

0013-0000

Duty Report Deficiency Notice

3 years

  Destroy

0014-0000

Field Interrogation Card
Lists name, age, date of birth and social security number of persons under surveillance in a specified area. Used for informational purposes only.

1 year

   Destroy

0015-0000

Fire and Fire Alarm Report

7 years

  Destroy

0016-0000

Firearm File
Contains: firearm weekly cleaning certificates, daily firearm issue/turn-in inventory certificate and supporting documentation.

3 years

  Destroy

0017-0000

Fleet Vehicle Dispatch List and Condition Report

1 year after final entry

  Destroy

0018-0000

Impounded Vehicle Notice and Agreement

3 years

  Destroy

0019-0000

Incident Report File
Contains incident card and account and follow up investigations reports. File may also include rights form and reports pertaining to: vehicles, medical assistance, operations, property, missing persons, unacceptable behavior, request for examination of evidence, consent to search and serious incidents.

 

    

0019-0001

Criminal, Excluding Homicide – Arrest (record copy)

75 years after final disposition of case

  Destroy

0019-0002

Criminal, Excluding Homicide – No Arrest (record copy)

7 years from date of crime

  Destroy

0019-0003

Non-Criminal (record copy)
May include: missing persons, fire, animal bite, drunkenness and disorderly conduct.

2 years

  Destroy

0019-0004

Drunk Driving

7 years

  Destroy

0019-0005

Homicide (record copy)

Permanent

  Permanent

0019-0006

Sudden and Accidental Death (record copy)

Permanent

  Permanent

0019-0007

Incident Reports (copies)

1 year

   Destroy

0020-0000

Inventory of Stolen Property

3 years

  Destroy

0021-0000

Investigation Report

7 years after case is closed

  Destroy

0022-0000

Juvenile Custody Report
Lists: name, address, phone number, date of birth, referral date and sources, intake form, client contact form, juvenile release form and counselor’s supporting documentation.

5 years after age of majority

  Destroy

0023-0000

Key Sign – Out Log

3 years

   Destroy

0024-0000

Motor Vehicle Accident File
Contains: accident reports, exchange of information forms and supporting documentation.

6 years

  Destroy

0025-0000

Motor Vehicle Violation Citation File
Contains: vehicle parking violations list, ticket fact sheet, ticket payment appeal/waiver, and ticket payment/waiver form.

7 years

  Destroy

0026-0000

Motor Vehicle Violation Citation (copy)
Municipality retains record copy.

30 days after disposition

  Destroy

0027-0000

Municipal and State Police Crime Statistics File (copy)
Originals are kept by the New Jersey State Police.

3 years

  Destroy

0028-0000

Office Register Log

3 years

  Destroy

0029-0000

On-Campus Special Event Report

2 years

  Destroy

0030-0000

Parking Lot Capacity Statistics

3 years

   Destroy

0031-0000

Police Blotter

3 years

   Destroy

0032-0000

Pre-Billed Student Fine Clearance Form

7 years

   Destroy

0033-0000

Request for Services of Campus Police

3 years

  Destroy

0034-0000

Roadway Deficiency Report

2 years

   Destroy

0035-0000

Towed Vehicle Report

1 year

  Destroy

0036-0000

Traffic and Security Survey

3 years

  Destroy

0037-0000

Traffic System Request List

3 years

  Destroy

0038-0000

Uniform Replacement Request

3 years

   Destroy

0039-0000

Vehicle Maintenance File
File contains vehicle maintenance schedules and reports and supporting documentation.

3 years after disposal of vehicle

   Destroy

0040-0000

Visitor Register

2 years

  Destroy