Skip to Content
California State University, Long BeachCalifornia State University, Long Beach

Information Security

6.0 University Police

Get Acrobat Reader
print version
Record Identifier Record Title Custodian of Records Record Value Retention Source Authority Retention Period

 

 Operations Records:

 

 

 

 

6.1

Daily Activity Records

 

 

CSU Practice

 

6.1.1

911 Calls

Chief of Police

O,L

 CSU Practice

30 days active/2 years inactive

6.1.2

All incoming calls not classified

Chief of Police

O

CSU Practice

120 Days

6.1.3

ARMS (per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O,L

 CSU Practice

Indefinitely

6.1.4

CLETS/CORI Logs

Chief of Police

O,L

Peace Officers Standards and Training

Destroyed after annual CLETS audit.

6.1.5

Dispatch Telephone Recordings

Chief of Police

O,L

CSU Practice

120 Days

6.1.6

RIMS - Felony (per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

 

CSU Practice

7 Years

6.1.7

RIMS - Misdemeanor (per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O,L

CSU Practice

3 Years

6.1.8

Video Camera Media

Chief of Police

O,L

CSU Practice
System wide Chief Law Enforcement Officer Email 11-16-11

120 Days
30 Days

6.1.9

Daily Activity Logs.

Chief of Police

O,L

Peace Officer Standards & Training

2 years - Per Campus Police 3-13-14, CSULB keeps these 7 years for Clery Act reporting

6.1.10

Daily Crime Log

Chief of Police

O,L

Crime Awareness & Campus Security Report (Jeanne Clery Act)

90 days

6.1.11

Dispatch Logs  (per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O,L

Peace Officer Standards & Training

2 years

6.1.12

Evidence Room Log

Chief of Police

O,L

Peace Officer Standards & Training

Indefinitely

6.1.13

Traffic Citation Book Log

Chief of Police

O,L

Peace Officer Standards & Training

2 years

6.2

Sealed Records

 

 

 

 

6.2.1

Adult found factually innocent

Chief of Police

L

PC 851.8

Mandatory destruction upon and pursuant to Court Order

6.2.2

Adult, Completion of Program

Chief of Police

L

PC 1203.45

Mandatory destruction upon and pursuant to Court Order

6.2.3

Juvenile

Chief of Police

L

WIC 826(a) 7 (b) WIC 781(A)

Mandatory destruction upon and pursuant to Court Order

6.3

Arrest Reports

 

 

 

 

6.3.1

Arrest/conviction H&S Sections 11357 (b), (c), (d), (e) or H&S Section 11360(b) violations

Chief of Police

O,L

H&S 11361.5

2 years after date of conviction or arrest if not convicted

6.3.2

Arrest/conviction H&S section 11357(e) by a juvenile

Chief of Police

O,L

H&S 11361.5

Record is destroyed when the juvenile attains the age of 18 years old

6.3.3

Arrests - 647(f) Drunk

Chief of Police

O,L

Peace Officer Standards & Training

2 Years

6.3.4

Arrests - later termed "detention only" under 849(b) PC

Chief of Police

O,L

Peace Officer Standards & Training

5 Years

6.3.5

Arrests - violation of local ordinances

Chief of Police

O,L

Peace Officer Standards & Training

2 Years

6.3.6

Felony Arrest Reports - no disposition, no conviction

Chief of Police

O,L

Peace Officer Standards & Training

7 Years

6.3.7

Felony Arrest Reports reduced to misdemeanors

Chief of Police

O,L

Peace Officer Standards & Training

7 Years

6.3.8

Misdemeanor Arrests - no disposition, no conviction

Chief of Police

O,L

Peace Officer Standards & Training

5 Years

6.3.9

Misdemeanor Arrests sex and narcotics violations

Chief of Police

O,L

Peace Officer Standards & Training

7 Years

6.3.10

Misdemeanor arrests w/conviction

Chief of Police

O,L

Peace Officer Standards & Training

7 Years

6.3.11

Citations

Chief of Police

O,L

 

 

6.3.12

Citation Transmittals, Adult and Juvenile

Chief of Police

O,L

CSU Practice

2 Years

6.3.13

Parking Citations

Chief of Police

O,L

CSU Practice

5 years (Listing of citations forwarded to court, filed for reference)

6.3.14

Traffic Citations

Chief of Police

O,L

CSU Practice

2 years (Originals are forwarded to court, includes citations electronically created.)

6.4

Crime/Case/Supplemental Incident Reports & Records

 

 

 

 

6.4.1

Alarm Received Records

Chief of Police

O,L

CSU Practice
System wide Chief Law Enforcement Officer
Email 6-29-12

6 months

6.4.2

Child abuse & Neglect Reports

Chief of Police

O,L

PC 11170(a)(3)

10 years from date of last incident

6.4.3

Citizen Complaint Report

Chief of Police

O,L

PC 832.5(b)

5 Years

6.4.4

Criminal History Inquiry Log

Chief of Police

O,L

CSU Practice

3 Years

6.4.5

Detective Case Files

Chief of Police

O,L

Peace Officer Standards & Training

5 Years

6.4.6

Evidence Disposal Records

Chief of Police

O,L

CSU Practice

Indefinitely

6.4.7

Evidence / Property

Chief of Police

O,L

CSU Practice

Case Active

6.4.8

Evidence - Body Fluids

Chief of Police

O,L

CSU Practice

Active/Minimum 10 Years

6.4.9

Evidence - Audio/Video

Chief of Police

O,L

Peace Officer Standards & Training

Same Retention as Associated Crime Report

6.4.10

Field Interview Records

Chief of Police

O,L

CSU Practice

2 Years

6.4.11

Felony Crime report w/out an arrest - PC Sections 799, 800, 801, 801.5

Chief of Police

O,L

PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and 802(c)

Retention per Statue of Limitation

6.4.12

Felony Crime reports

Chief of Police

O,L

Peace Officer Standards & Training

7 Years

6.4.13

Felony Crime reports - murder, embezzlement of public monies; kidnapping for ransom, etc., falsification of public records

Chief of Police

O,L

PC 799

Permanent

6.4.14

Misdemeanor Crime reports

Chief of Police

O,L

Peace Officer Standards & Training

3 Years

6.4.15

Misdemeanor Crime reports w/out arrest - section PC 799 800, 801, 801.5

Chief of Police

O,L

PC 799, 800, 801, 801.5, 801.6, 802(a), 802(b), and 802(c)

Retention per Statue of Limitation

6.4.16

Incident Reports (Non-Criminal)

Chief of Police

O,L

CSU Practice

2 Years

6.4.17

Incident reports; found property; lost or missing property reports

Chief of Police

O,L

CSU Practice

2 Years

6.4.18

Miscellaneous Complaint Reports

Chief of Police

O,L

CSU Practice

2 Years

6.4.19

Non-criminal Occurrences*

Chief of Police

O,L

Peace Officer Standards & Training

2 Years

6.4.20

Offenses where there are no statute of limitations

Chief of Police

O,L

Peace Officer Standards & Training

Permanent

6.4.21

Fingerprint Applications/Live Scan

Chief of Police

O,L

CSU Practice
System wide Chief Law Enforcement Officer Email 6-29-12

2 Years
While case is active or 1 year, whichever is greater

6.4.22

Key Issue Log (per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O,L

CSU Practice

Permanent

6.4.23

Lost/Stolen Key Reports

Chief of Police

O,L

CSU Practice

Indefinitely

6.4.24

NCIC Validation

Chief of Police

O,L

CSU Practice

2 Years

6.4.25.

Officer Involved Shooting Report

Chief of Police

O,L

Peace Officer Standards & Training

Permanent

6.4.26

Prisoner Detention Logs

Chief of Police

O,L

CSU Practice

1 Year

6.4.27

Property Records - Case Files/Non-Evidence

Chief of Police

O,L 

CSU Practice System wide Chief Law Enforcement Officer Email 6-29-12

3 years
2 years

6.4.28

Restraining Orders

Chief of Police

O,L

Peace Officer Standards & Training

Until Expired

6.4.29

State Property Injury Reports (Trip and fall reports)

Chief of Police

O,L

Peace Officer Standards & Training

5 years

6.4.30

Stored/Impounded Vehicle Reports (not associated with arrests)

Chief of Police

O,L 

Peace Officer Standards & Training

2 years

6.4.31

Supplemental Reports

Chief of Police

O,L

CSU Practice

Same as parent report

6.4.32

Traffic accident - fatal

Chief of Police

O,L

CSU Police Departments System wide Operational Guidelines, Chapter 5

Permanent

6.4.33

Traffic accident report involving felony arrest

Chief of Police

O,L

Peace Officer Standards & Training

7 years

6.4.34

Traffic accident reports - all others

Chief of Police

O,L

CHP Recommendation

2 years

6.4.35

UCR

Chief of Police

 

CSU Practice
System wide Chief Law Enforcement Officer Email 6-29-12

3 years

6.5

Metrics, Reports, Summaries

 

 

 

 

6.5.1

Crime Stats

Chief of Police

O

CSU Practice

7 years

6.5.2

Monthly Crime Reports

Chief of Police

O,L

CSU Practice

7 years

6.5.3

SWITRS Reports  (Per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O,L

CSU Practice

3 years

6.5.4

Weekly Media Logs  (Per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O

CSU Practice

 

6.5.5

Alarm History Files

Chief of Police

O,L

CSU Practice
System wide Chief Law Enforcement Officer  Email 6-29-12

2 years
6 months

6.5.6

Administrative Reviews

Chief of Police

O,L

CSU Practice

2 years
5 years

6.5.7

Crime Awareness & Campus Security Report (Jeanne Clery Act)

Chief of Police

O,L

Dept. of Education

7 years

6.5.8

CSU Chancellor's Office Statistical Report

Chief of Police

O,L

Chancellor's Office

Permanent

6.5.9

Uniform Crime Reporting

Chief of Police

O, L

Dept. of Justice

Permanent

6.6

Office and Maintenance Records

 

 

 

 

6.6.1

Citizen Academy Classes  (Per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O

 

3 years

6.6.2

Evidence Records

Chief of Police

O

CSU Practice

Active

6.6.3

Live Scan

Chief of Police

O, L

CSU Practice
System wide Chief Law Enforcement Officer Email 6-29-12

1 Year

6.6.4

Misc. Events / Presentations (CSULB Public Police Presentations)

Chief of Police

O

CSU Practice

3 Years

6.6.5

Property Records Equipment

Chief of Police

O,L

CSU Practice
System wide Chief Law Enforcement Officer Email 6-29-12

5 Years
2 Years

6.6.6

RAD
Rape & Aggression Defense Course Records  (RAD)

Chief of Police

O

CSU Practice
System wide Chief Law Enforcement Officer Email 6-29-12

3 Years

6.6.7

Radar Calibration

Chief of Police

O,L

CSU Practice

1 Year

6.6.8

Range Records

Chief of Police

O

CSU Practice

Indefinitely

6.6.9

Ride-Along

Chief of Police

O

CSU Practice

1 Year

6.6.10

Vehicle Maintenance

Chief of Police

O

DGS Recommendation

Life of the vehicle

6.6.11

Weapons Records

Chief of Police

O, L

CSU Practice

Indefinitely

6.6.12

Work Order Requests/Fiscal/Payroll Record
Fiscal/Payroll Timesheet

Chief of Police

O

CSU Practice

3 Years
4 years

6.7

Personnel Records

 

 

 

 

6.7.1

Background Files - Current Employees

Chief of Police

O,L

Peace Officer Standards & Training

Indefinitely

6.7.2

Background Files - Former Employees

Chief of Police

O,L

Peace Officer Standards & Training

5 years after termination of employment

6.7.3

Background Files - Non-hires

Chief of Police

O, L

Peace Officer Standards & Training

2 Years

6.7.4

Community Service Assistant Interview Files
Community Service Officers Interview Files

Chief of Police

O, L

CSU Practice

1 year plus current year

6.7.5

CSA Personnel Files  (per campus police 3/13/14, CSULB does not maintain these records)

Chief of Police

O,L

CSU Practice

2 Years

6.7.6

Internal Affairs Files

Chief of Police

O.L

PC 832.5

5 Years

6.7.7

Personnel Files - Current Employees

Chief of Police

O,L

Peace Officer Standards & Training

Indefinitely

6.7.8

Personnel files - Former Employees

Chief of Police

O,L

Peace Officer Standards & Training

5 years after termination of employment

6.7.9

Psych Suitability for Appointment Letter - Current Employees

Chief of Police

O,L

Peace Officer Standards & Training

Indefinitely

6.7.10

Psych Exams - Current Employees

Chief of Police

O,L

Peace Officer Standards & Training

Greater of 2 years or on completion of probation

6.7.11

Psych Recommendation - Former Employees

Chief of Police

O,L

Peace Officer Standards & Training

5 Years

6.7.12

Psych Recommendation - Non-hires

Chief of Police

O,L

Peace Officer Standards & Training

2 Years

6.7.13

Recruitment Process Records

Chief of Police

O,L

Peace Officer Standards & Training

2 Years

6.7.14

Rape & Aggression Defense Course Records (Refer 6.6.6)

Chief of Police

O,L

CSU Practice

2 Years

6.7.15

Training files - current employees (including Peace Officer Standards & Training training)

Chief of Police

O, L

Peace Officer Standards & Training

Indefinitely

6.7.16

Training files - former employees (including Peace Officer Standards & Training training)

Chief of Police

O, L

Peace Officer Standards & Training

5 years after termination of employment

6.7.17

Training Lesson Plans

Chief of Police

O, L

Peace Officer Standards & Training

Until superseded by revision or revoked

6.7.18

Training - Range Records

Chief of Police

O, L

Peace Officer Standards & Training

Indefinitely

Notes:

Italic text Indicates CSU Long Beach campus specific modifications to this schedule.

Record Values: O – Operational, F – Fiscal, L – Legal, H – Historical, V – Vital

*Typical documents may include a variation of standard State forms.

1Please refer to Coded Memorandum HR 2007-11 (http://www.calstate.edu/HRAdm/pdf2007/HR2007-11.pdf) for further information regarding the "Internet Applicant Rule." CSU's Record Retention policy of 3 or 5 years, depending upon the type of separation, exceeds the 2-year period required by the Office of Federal Contract Compliance Programs (OFCCP) regulations. Accordingly, these records should be retained pursuant to CSU's Record Retention policy.

Revision History

  1. Final:12/12/2007
  2. Revised: 5/4/2017 (CSULB)