Georgia Archives

University System of Georgia

State Agency Specific Retention Schedules

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Public Safety, Department of   [ Total entries: 92 ]


0466-03-012 | Administrative License Suspension Annual Report

Description:  Annual Report for ALS that documents stats for administrative drivers license hearings. Drivers' who have been ticketed for DUI first appear at an ALS hearing.

Retention:  3 years


0466-05-017 | Administrative/Internal Investigative Case Files

Description:  Records used to investigate complaints against public safety officers; database. When relevant, polygraph case files containing official polygraph reports and associated documents.

Retention:  50 years


0466-03-004 | Adverse Actions Review Files

Description:  Documents related to the official review of adverse actions requested by the employee.

Retention:  10 years after separation


0466-05-011 | After Action Report

Description:  Report analyzing what happened during an incident. The report explained what happened and how to handle similar situations in the future based on lessons learned during the incident.

Retention:  7 years


0466-03-002 | Ante Litem Notice of Claim

Description:  A statutory notice of intent to sue the State in tort.

Retention:  3 years


0466-03-005 | Asset Forfeitures

Description:  Documents relating to asset forfeitures. When assets, such as money, are seized from criminals, the agencies involved split the money amongst themselves. The money is used for specific items, such as cars or radar equipment.

Retention:  6 years


0466-04-010 | Aviation

Description:  Records created by the Aviation Unit, including flight logs, fuel and gas logs, maintenance records, and Pilot's Flight Report.

Retention:  7 years


0466-01-009 | Background Investigation Files (Not Hired)

Description:  Background packets; polygraph videos; polygraph results; polygraph booklet(s) of individuals not hired

Retention:  5 years


0466-01-010 | Background Investigation Files (Not Hired) Background Check Materials

Description:  Credit report checks; GCIC/NCIC criminal history checks; Driving record checks of individuals not hired.

Retention:  Destroy immediately following decision to not hire.


0466-04-023 | Banned Wrecker Files

Description:  Information related to wrecker companies and personnel. Includes lists of the banned companies and records documenting the reasons behind the ban.

Retention:  Retain for useful life


0466-05-004 | Blood/Urine Sample Consent Form

Description:  The form giving consent to obtain a blood/urine sample from suspects.

Retention:  7 years


0466-04-012 | CAD (Computer Automated Dispatch)/ Radio Logs

Description:  Recorded information received through incoming radio calls.

Retention:  7 years


0466-04-008 | CIU

Description:  Records and reports generated by the Criminal Interdiction Unit (CIU)

Retention:  7 years


0466-06-001 | Commercial Vehicle Inspection Reports

Description:  Reports documenting the inspection of commercial vehicles.

Retention:  3 years


0466-01-011 | Compliment/Complaint Log

Description:  Compliments or complaints received regarding an employee. Includes Complaint-Compliment Log; Complaint Form ; Receipt of Complaint Form

Retention:  2 years


0466-04-024 | Concentrated Patrol Report

Description:  Concentrated patrols are increases in police presence in particular areas due to increase in criminal activities, such as DUIs, or in anticipation of trouble. Reports document activity from the patrols.

Retention:  3 years


0466-05-009 | Consent to Search Form

Description:  The form giving consent to search.

Retention:  7 years


0466-05-001 | Crash Reports

Description:  Reports of traffic and other accidents, including MCCP's significant crash reports which document significant crashes involving a commercial motor vehicle

Retention:  7 years


0466-05-019 | Criminal Investigation Case Files (Capital Felony Case Files)

Description:  Investigation of suspected criminal activity in order to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history sheets, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports, and any other documents relevant to the investigation. When relevant, polygraph case files containing official polygraph reports and associated documents.

Retention:  50 years after settlement


0466-05-018 | Criminal Investigation Case Files (Felonies and Misdemeanors)

Description:  Investigation of suspected criminal activity in order to arrest and convict the perpetrators; includes incident reports and supplements, documentary evidence, criminal history sheets, affidavits or other written statements, copies of subpoenas, State Crime Laboratory reports, and any other documents relevant to the investigation. When relevant, polygraph case files containing official polygraph reports and associated documents.

Retention:  20 years after settlement


0466-02-001 | Departmental Awards Submissions

Description:  Applications completed by the Department for various awards programs.

Retention:  5 years


0466-01-006 | Dept. of Labor - Unemployment Requests

Description:  Responses to requests from DOL; appeals

Retention:  2 years


0466-05-002 | Determination of Crash Review Board

Description:  The form used to record the determination of the Crash Review Board, which reviews crashes involving law enforcement officers. Information includes: if the officer was or was not at fault, if the crash was unavoidable, and what caused the crash.

Retention:  7 years


0466-01-004 | Discipline and Adverse Action Logs

Description:  Logs created to keep track of discipline and adverse action files.

Retention:  10 years


0466-01-013 | DPS-830 MCCD - FTO Pay Authorization

Description:  Pay authorization forms for members that are field training officers. Field training officers receive extra compensation when they are training other officers.

Retention:  3 years


0466-04-004 | Drug Seizure Reports

Description:  Reports related to drug seizures. Included is information relating to the types of drugs seized and the weight/amount of drugs seized.

Retention:  7 years


0466-04-020 | Drug Testing Records - Equipment Calibration

Description:  Equipment calibration and other records related to the administration of alcohol and controlled substances testing programs.

Retention:  7 years


0466-04-002 | Duty Roster (by month)-Posts and Troop Command

Description:  Sworn members' duty assignments. Includes GPS, MCCD, and Capitol Police.

Retention:  7 years


0466-06-010 | Emergency Light Permits (Amber, Red & Blue)

Description:  Documents related to emergency light permits.

Retention:  3 years


0466-04-001 | Emergency Relay

Description:  These records document the agency providing assistance in emergency relays. Emergency relays include the transport of various items such as blood and other organs. Includes Communication Emergency Relay Log.

Retention:  3 years


0466-04-031 | Enforcement Photographs

Description:  Photographs from any type of enforcement action

Retention:  7 years


0466-03-008 | Ethics

Description:  Forms and files which document items given to agency personnel that are valued over $25. The department is required to maintain a record of the item, who received it, if it was accepted, and its value.

Retention:  Retain for useful life


0466-05-006 | Evidence Forms

Description:  Records documenting the management of evidence. Includes the Chain of Custody Report; Evidence Storage Area Visitors Log; Storage Area Inventory Report; Release of Evidence Property Record

Retention:  5 years after disposition of property


0466-05-016 | Fatality Reports

Description:  Synopsis of fatal traffic crashes

Retention:  Daily: Transfer to Dept. of Transportation. DPS copy maintained for 2 years


0466-06-006 | Firearm Permits

Description:  Database; Application; Federal Permit and Receipt for the federal permit program. (GPS's participation is ending; therefore, these records are no longer being created.)

Retention:  4 years


0466-01-005 | Fitness for Duty Evaluation Logs

Description:  List of employees referred for evaluation

Retention:  Retain for Useful Life


0466-01-003 | General Orders

Description:  A permanent written directive concerned with policy, rules, and procedures affecting more than one component of the Department.

Retention:  Permanent


0466-06-008 | Hazardous Material Permit Access Database (Trip)

Description:  Documents related to hazardous material permits for trips. Permits are required for those carrying hazardous materials to disposal sites or to other locations for use.

Retention:  3 years


0466-06-009 | Hazardous Material Permit Hardcopies & Access Database (Annual)

Description:  Documents related to hazardous material annual permits. Permits are required for those carrying hazardous materials to disposal sites or to other locations for use.

Retention:  3 years


0466-04-015 | Household Goods Program Records

Description:  Records documenting the activities of the Household Goods Program which issues certificates to and audits the compliance of for-hire carriers of household goods which operate in the state. This unit maintains records of the carrier including insurance filings, initial applications, inspections, and audits.

Retention:  3 years


0466-05-007 | Incident Report

Description:  Reports of incidents of suspected criminal activity investigated by sworn members

Retention:  7 years


0466-03-003 | Intergovernmental (Non-Reality) Agreements

Description:  User agreements between DPS and other governmental agencies. An example is a local agency wants to place its equipment on a DPS-owned tower to improve the locality's communications.

Retention:  7 years


0466-05-005 | Intox Slips

Description:  Reports maintained on individuals given breath tests to determine alcohol level

Retention:  7 years


0466-04-011 | K-9 Records

Description:  Records relating to canines owned by the Department. Includes medical and training records.

Retention:  4 years after dog leaves unit


0466-04-025 | Law Enforcement Officers Killed Nationally In the Line of Duty

Description:  List of law enforcement officers killed/assaulted around the country. DPS sends representatives to the funerals of law enforcement officers killed in the line of duty. Includes the names of the officers killed and a summary of what happened.

Retention:  3 years


0466-03-010 | Legal Updates-Bulletin

Description:  Monthly newsletters which include information on recent court cases and how their outcomes affect the department's work, changes in the law, and reminders of department policies and procedures.

Retention:  Permanent; Retain 1 copy


0466-03-009 | Legislative Updates

Description:  Annual Report of legislation that affects DPS

Retention:  Retain for useful life


0466-04-030 | Liability Waiver Access to Department Motor Vehicle

Description:  Waiver form for liability related to Departmental vehicles.

Retention:  3 years


0466-03-001 | Litigation

Description:  The records document when a law enforcement officer requests the department to assist them with legal representation. These requests result from actions that occur in the line of duty. Includes Request for Representation (Policy Exhibit 8.03-1).

Retention:  10 years after separation


0466-04-026 | Lost, Stolen, Damaged, or Destroyed Property Form

Description:  Notification of lost, stolen, destroyed, or damaged property owned by DPS through the chain of command. Property damaged or destroyed in the line of duty is replaced by the department, officers must replace items damaged or destroyed while not on duty. Includes a description of the property and how the damage occurred.

Retention:  7 years


0466-01-001 | LTD (Limited) Memorandums

Description:  Channels for correspondence of limited effect and distribution. May also be used as forerunners for policy changes.

Retention:  Permanent


0466-06-003 | MCCD Inspection Reports (Related to Investigations)

Description:  Documentation of the commercial vehicle safety inspection and a record of any and all violations discovered during the inspection.

Retention:  7 years


0466-04-029 | Monthly Activity Reports

Description:  Reports of monthly activities of MCCD units and individual officers and CPS officers. Information includes mileage driven, number of arrests, number of warnings, number of crashes worked, and number of inspections performed (MCCD-only).

Retention:  3 years


0466-06-004 | Monthly Inspection Reports

Description:  Permits and inspections of officers, their patrol cars, and their equipment to ensure they are following regulations. Includes officers' name and violations.

Retention:  3 years


0466-04-034 | NCIC/GCIC Record Book

Description:  Record of NCIC/GCIC usage.

Retention:  5 years


0466-04-014 | Non-Consensual Towing Records

Description:  Records documenting the activities of the Non-Consensual Towing Unit which issues permits to carriers for non-consensual towing and audits the carriers for compliance of the laws and tariff. This Unit maintains records of the Carrier including insurance filings, initial application, complaints, and audits.

Retention:  3 years


0466-01-012 | Outside Employment Requests

Description:  Request for Outside Employment

Retention:  Retain until Employmee Separates from Dept.


0466-04-003 | Parental Notification Program

Description:  Notification of parents when their teenaged driver receives a driving citation or warning.

Retention:  3 years


0466-04-016 | Passenger Carrier Program Records

Description:  Records documenting the activities of the Passenger Carrier Program which issues for hire carriers of passenger, passenger permits, and passenger certificates (how many passengers can ride at a time based on vehicle capacity). This unit maintains records of the carrier including insurance filings, initial applications, inspections, and audits.

Retention:  3 years


0466-01-007 | Peer Support Team Operational Records

Description:  The records document the events that peer team members respond to and their training and certification activities. A peer support team is a group of employees who are trained to help in critical incident stress management techniques. They assist fellow employees, their families, and other law enforcement personnel in the aftermath of critical incidents.

Retention:  5 years


0466-05-022 | Polygraph Medical Questionnaires

Description:  Forms used to gather medical information on polygraph participants.

Retention:  2 years


0466-05-021 | Polygraph Sign-In Sheets

Description:  Forms used to sign-in polygraph participants.

Retention:  2 years


0466-04-033 | Post Blotter

Description:  Record of post activities, particularly of noteworthy incidents that occur.

Retention:  Retain for useful life


0466-05-013 | Pursuit Critique

Description:  The form used for pursuit critiques. Information included is the necessity of the pursuit and lessons learned.

Retention:  7 years


0466-06-005 | Radar Permits

Description:  The original resolution and original Dept. of Transportation approved road lists, as well as updates to the road list. Additional records such as applications, officer certifications, calibration records and radio station frequency license.

Retention:  Resolution, original application documents, database and road list - retain in office. Additional records - 6 years


0466-04-005 | Radar/LIDAR Test Log

Description:  The form used to track tests conducted of the Radar/LIDAR devices.

Retention:  7 years


0466-03-006 | Record Restriction

Description:  Formerly called expungment. When a court allows for a person's records to be expunged, the court notifies GPS, which then removes information concerning the individual from GCIC.

Retention:  3 years


0466-05-015 | Records Documenting Unusual Occurrences

Description:  An unusual occurrence happens when officers respond to an atypical incident. An example of one is an officer having to kill an alligator to protect residents. These records summarize what happened.

Retention:  3 years


0466-04-028 | Region 10 New Entrant Employees TDR

Description:  Documents how the MCCD officers'' time is distributed amongst various duties. The time spent is reported to the federal government, so payment may be received for federally funded duties. These documents are for basic MCSAP grants.

Retention:  3 years


0466-01-014 | Request for Transfer

Description:  Form DPS-497; list of current transfer requests

Retention:  List: Retain for Useful Life; Form Retain in personnel file


0466-04-006 | Ride Along Waiver

Description:  The waiver form for ride alongs. Ride alongs are arrangements for civilians and law enforcement trainees to ride along in an emergency vehicle as observers.

Retention:  2 years


0466-04-021 | Roadblock Records

Description:  Records documenting roadblocks including approval Roadblock Approval Forms and Roadblock Final Report, which summarizes what happened during the roadblock.

Retention:  7 years


0466-03-007 | Safety Responsibility Cases

Description:  In the event an uninsured motorist fails to satisfy a claim for damage resulting from a motor vehicle accident, and a claim is filed against them under the Safety Responsibility Act, they will receive an order from DDS suspending their license. The records relate to claims when the damage results from a crash with a department owned vehicle. 1 year after general release

Retention:  Legal


0466-06-002 | School Bus Inspection Report

Description:  Reports created related to school bus inspections. Buses must be inspected annually and cannot be used until all issues cited in the inspection are resolved.

Retention:  3 years


0466-04-007 | SCRT

Description:  Records and reports generated by the State Collision Reconstruction team (SCRT); lesson plans; Data Files (Total Station, Airbag Module, Crash Zone Files).

Retention:  7 years


0466-04-019 | SGT’s Activity Report of Voided Tickets

Description:  Communication through the chain of command that a citation has been voided for a valid reason. Reasons tickets are voided include an error on the officer's part or the violator gave the officer the wrong information.

Retention:  7 years


0466-01-002 | Special Orders

Description:  A written directive affecting only a specific segment of the organization, or a statement of policy or procedure regarding a specific circumstance or event of a temporary nature.

Retention:  Permanent


0466-05-020 | Speed Detection Investigation Files

Description:  Files created during speed detection investigation cases. Local law enforcement agencies must have permission from DPS to set up a radar. Investigations occur when ticketed drivers challenge the legality of the speed detection zone. If the investigation proves the ticket was issued when the radar operators' permits had lapsed or the radar was in a place not allowed as a radar detection spot, the ticket may be voided.

Retention:  20 years


0466-05-010 | State Incident Report

Description:  Report documenting the facts of an incident and created after the incident occurs.

Retention:  7 years


0466-03-011 | Subpoena Document Files

Description:  Database of subpoenas received by the department for the headquarters' staff.

Retention:  5 years


0466-04-009 | SWAT

Description:  Records documenting the activities of SWAT officers. Includes SWAT-specific Training Records (other law enforcement training records are listed elsewhere); Dive Team Records; EOD Records; SWAT After Action Report Command Summary (DPS-207A); SWAT After Action Report Individual Team.

Retention:  7 years


0466-05-014 | Taser Critique

Description:  The form used for taser critiques. Information includes the reason for the use of a taser and whether or not it was warranted.

Retention:  7 years


0466-04-027 | Time Distribution Report (TDR)

Description:  Documents how the MCCD officers' time is distributed amongst various duties. The time spent is reported to the federal government, so payment may be received for federally funded duties. These documents are for the New Entrant High Priority Grant.

Retention:  3 years


0466-04-017 | Traffic Citations

Description:  Documents relating to traffic violations.

Retention:  7 years


0466-04-018 | Traffic Warnings

Description:  Information related to warnings given to drivers.

Retention:  2 years


0466-01-008 | Training

Description:  Training records and requests for training; Physical Fitness Training Results; FTO reports; lesson plans; Trooper School Records/Information

Retention:  40 years


0466-05-012 | Use of Force

Description:  Documents related to reporting use of force. Information contained in the report includes what level of force was used and why. The report supplements the State Incident Reports.

Retention:  7 years


0466-04-013 | Vehicle Tow and Impound Records

Description:  Records documenting the towing and impoundment of vehicles.

Retention:  7 years


0466-05-003 | VHS/DVD/CD Evidence

Description:  Recordings taken from patrol cars of enforcement activities. The recordings begin when the patrol car lights are turned on and continue through the entire stop. Includes DVD/Videotape Evidence Report

Retention:  7 years


0466-04-032 | Visitor Log to State Buildings

Description:  The sign-in forms for State buildings.

Retention:  Permanent for State Capitol, Supreme Court, other high profile buildings. 3 years other state office buildings.


0466-06-007 | Window Tint Exemptions Permits

Description:  Permits regarding window tint.

Retention:  4 years


0466-04-022 | Wrecker Rotation List

Description:  Lists of wreckers approved to be used by the Department.

Retention:  7 years


Georgia Archives, 5800 Jonesboro Road, Morrow, GA  30260
www.georgiaarchives.org