University Police/Public Safety Records, Information Technology Services, UNCG

UNC General Records Retention and Disposition Schedule:
University Police/Public Safety Records

This Schedule applies to records in all media, unless otherwise specified.

Items – a sample listing of items found within a series. Other related records not listed may also be part of a series.
Disposition – all dispositions are minimum requirements and include, where applicable, transfer to the custody of the University Archives for appraisal and final disposition.
Destruction – takes place in the office. Any record with confidential or sensitive information shall be properly destroyed by shredding or by means to ensure that the records cannot be physically recreated.
Original and Reference Copy –original copy (also known as a record copy) is the official authorized copy kept by the office charged with creating or maintaining the record copy. Reference copies (also known as convenience copies) are preserved for the convenience of reference or ease of access.

No destruction of records may take place if litigation or audits are pending or reasonably anticipated or foreseeable.

Refer to prefatory material for additional instructions or contact your university's records officer for clarification.

GU324 Alarm Monitoring Reports
GU325 Bans / Trespass Warnings
GU326 Building and Grounds Security Checks
GU327 Duty Assignment
GU328 Case Records
GU329 Communications / Dispatch
GU330 Confiscated Property
GU331 Controlled Substance Seizure
GU332 Evidence Tracking
GU333 Liability Waiver
GU334 Lost and Found Log
GU335 Parking Tickets
GU336 Police Incident Report
GU337 Security / Surveillance / Mobile Video Recordings
GU338 Traffic Accident Reports
GU339 Towed Vehicle Reports
GU340 Traffic Citations
GU341 Traffic Stop Reports
GU342 Vehicle Registration

University Police/Public Safety Records

Series #	Series Title	Series Description	Items	Disposition
GU324	Alarm Monitoring Reports	See Series Title	fire and security alarm reports	Destroy in office after 2 years.
GU325	Bans / Trespass Warnings	See Series Title	name, social security number, date of birth, type of offense	Destroy in office 2 years after ban removed.
GU326	Building and Grounds Security Checks	See Series Title	logs and reports	Destroy in office after 3 years.
GU327	Duty Assignment	See Series Title	name, dates	Destroy in office after 5 years.
GU328	Case Records	Felony / misdemeanor investigations. Comply with 20 U.S.C. 1232g, confidentiality of records G.S. 20-166(l), G.S. 97-02(b) and G.S. 132-1.1.	arrests, investigations, statements, incident reports, photographs, evidence sheets, dispatch, name, warrant, recording	Destroy in office closed felony case records after 20 years. Destroy in office closed misdemeanor case records after 5 years.
GU329	Communications / Dispatch	Radio, telephone and 911 emergency recordings of incoming and/or outgoing communications and/or related database.		Transfer felony/misdemeanor dispatches to appropriate Case Records File when created. Destroy in office remaining records when administrative value ends.
GU330	Confiscated Property	Confiscation, control and return or disposal of weapons confiscated during searches or arrests.	name, property, reports	Destroy in office after 5 years.
GU331	Controlled Substance Seizure	Confiscation / receipt, control and return or disposal of controlled substances.	name, substance	Destroy in office 3 years after disposal of items.
GU332	Evidence Tracking	Used to receipt for, control, track, account for, dispose of or return evidence.	name, receipt, item, report	Destroy in office 3 years after final disposition of evidence.
GU333	Liability Waiver	Waiver used when unlocking vehicles.		Destroy in office after 3 years.
GU334	Lost and Found Log	See Series Title		Destroy in office after 3 years.
GU335	Parking Tickets			Destroy in office after 3 closed fiscal years and when released from all audits.
GU336	Police Incident Report	Comply with G.S. 20-166(i), G.S. 97-92(b) and G.S. 132-1.1.	incident type, case number, NCIC (National Crime Information Center) entries, property estimates, names, affidavits, descriptions, photographs	Transfer felony and misdemeanor reports to appropriate Case Records File when created or opened. Destroy in office remaining records after 5 years
GU337	Security / Surveillance/Mobile Video Recordings	Security camera recording file showing activities on campus.		Transfer as needed to Evidence File. If not required to support investigations or litigations reuse or destroy in 30 days.
GU338	Traffic Accident Reports	See Series Title	location, accident sequence and diagram, vehicle inquiries, investigating officers’ description, apparent violations	Transfer to NC Division of Motor Vehicles within 10 days. Destroy in office duplicate/reference copy when reference value ends. If accident does not meet the requirements for reporting to Division of Motor Vehicles, destroy after 3 years.
GU339	Towed Vehicle Reports	See Series Title		Destroy in office after 3 years.
GU340	Traffic Citations	See Series Title		Original: Transfer to Clerk of the Court. Reference: Destroy in office after 3 years.
GU341	Traffic Stop Reports	See Series Title	name, race, sex, violation, actions of police and offender	Destroy in office after 3 years.
GU342	Vehicle Registration	See Series Title	bicycle registration, vehicle registration, name	Destroy in office when administrative value ends.

Information Technology Services

UNC General Records Retention and Disposition Schedule: University Police/Public Safety Records

University Police/Public Safety Records

UNC General Records Retention and Disposition Schedule:
University Police/Public Safety Records