| 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 |
