46 Pa. Code § 15.59 - Police records
Police records shall be maintained as follows:
(1)
Animal law enforcement
records. Retain these records 2 years.
(2)
Bicycle registration
records. Retain these records 2 years.
(3)
Calibration records, including
chemical analysis intoxilizer, vehicle speedometer, radar, vascar and other
speed measuring devices. Retain these records 5 years after expiration
of certification.
(4)
Citations.
(i)
Traffic. Retain these records 5 years if not part of criminal
history case file.
(ii)
Nontraffic. Retain these records 5 years if not part of
criminal history case file.
(5)
Community relations files,
including information relating to business and home security surveys, crime
prevention, educational programs, neighborhood crime watch and public
safety. Retain these records as long as of administrative
value.
(6)
Complaints,
incident reports or initial activity reports. Retain these records 3
years if not part of criminal history case file.
(7)
Court orders. Retain
these records as long as of administrative and legal value if not part of
criminal history case file.
(8)
Criminal history/investigatory case files. These records
include, but are not limited to, arrest and detention records, citations and
complaints, crime analysis records, evidence records, field notes, hospital and
medical records, lab reports, offense reports, probation and parole records,
press releases, search warrants, subpoenas and vehicular reports.
(i)
Homicides/suspicious
deaths/missing persons. Retain these records 75 years.
(ii)
Summary cases. Retain
these records 5 years after close of investigation.
(iii)
Other cases. Retain
these records 20 years after close of investigation.
(9)
Criminal history dissemination
records. Retain same length of time as case file. If no criminal
record is found, retain 2 years.
(10)
Daily activity records,
including assignment sheets, officer activity reports, patrol logs, sign-in
logs and work schedules. Retain these records 2 years.
(11)
Daily bulletins/blotters/logs;
chronological summary of departmental activities. Retain these records
as long as of administrative value.
(12)
Dispatcher's log books
. Retain these records 2 years after last entry.
(13)
Firearms and
ammunition-records/inventories (departmental). Retain these records 2
years after superseded or obsolete.
(14)
Hunting accident reports,
submitted to the Pennsylvania Game Commission. Retain these records 2
years.
(15)
Internal
affairs case files.
(i)
Incident log. Retain these records 7 years after last
entry.
(ii)
Substantiated
charges. Retain these records 3 years after termination of
employment.
(iii)
Unsubstantiated charges. Retain these records 3 years after
close of investigation or comply with union rules, if applicable.
(16)
K-9 corps
records. Retain veterinary and training records 2 years after
retirement or death of dog.
(17)
Master name index. Retain these records as long as of
administrative and legal value.
(18)
Motor vehicle records.
(i)
Accident reports. Retain
these records 5 years after close of investigation if not part of criminal
history case file.
(ii)
Parking violations (tickets). Retain these records 1 year
after all fines have been paid.
(iii)
Police requests for removal of
abandoned or impounded vehicles. Retain these records 2
years.
(iv)
Recommendations
for special driver's examinations. Retain these records 1
year.
(19)
Pennsylvania Uniform Crime Reporting Program worksheets and
printouts. Retain these records 2 years.
(20)
Permits and related
applications. Retain these records 2 years after expiration.
(21)
Property records;
evidence/found/recovered. Retain these records 10 years after property
is no longer in custody of the police department if the record is not part of
the criminal history case file.
(22)
Temporary detention
records.
(i)
Detention
reports. Retain these records 3 years if not part of criminal history
case file.
(ii)
Inspection
reports from the Department of Corrections. Retain these records 4
years.
(23)
Towing records.
(i)
Tow truck operator's schedules. Retain these records as long
as of administrative value.
(ii)
Towing service records. Retain these records 1 year after all
fines have been paid.
(24)
Vacation/vacant house check
records. Retain these records 30 days after re-occupancy.
(25)
Video/audio tapes.
(i)
Training documentation.
Retain these records 2 years.
(ii)
Officer activity documentation. Retain these records as long
as of administrative and legal value.
(26)
Waivers for riding in police
vehicles. Retain these records as long as of administrative and legal
value.
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