Georgia Archives

University System of Georgia

Local Government Records Retention Schedules

« Return to Normal View   |   Print Page

CATEGORY:  PUBLIC SAFETY (19)   [ Total entries: 91 ]


LG-19-001 | 911 Emergency Call Recordings

Description:  Digital or analog recordings of emergency calls handled by the 911 center

Retention:  3 years

Updated:  April 05, 2017


LG-19-002 | Accident Reports, Hazardous Material

Description:  Reports on accidents involving the spillage or combustion of hazardous materials

Retention:  50 years

Updated:  April 05, 2017


LG-19-004 | Accident Reports, Private Property

Description:  Reports of accidents on private property

Retention:  1 year

Updated:  October 17, 2017


LG-19-003 | Accident Reports, Traffic

Description:  Reports of traffic and other accidents on public property

Retention:  5 years

Updated:  October 17, 2017


LG-19-014 | AFT License Application for Collector of Curios and Relics

Description:  Document the purchase of guns and other weapons as collectors items

Retention:  1 year

Updated:  April 05, 2017


LG-19-005 | Ambulance Trip Reports

Description:  Record of patient vital statistics form the point at which the ambulance picks the individual up to the hospital

Retention:  5 years

Updated:  April 05, 2017


LG-19-006 | Animal Control Case History Records

Description:  Case history records (cards) maintained on all animal received at an animal shelter

Retention:  1 year

Updated:  April 05, 2017


LG-19-008 | Animal Control/Shelter Operation Records

Description:  Records documenting animal shelter operations not covered elsewhere in the schedule

Retention:  1 year

Updated:  April 05, 2017


LG-19-007 | Animal Intake Reports and Logs

Description:  Records documenting animal intake

Retention:  2 years

Updated:  April 05, 2017


LG-19-009 | Animal Sterilization Citations and Records

Description:  Records documenting animal sterilization

Retention:  1 year

Updated:  April 05, 2017


LG-19-010 | Applications for Tax Paid Transfer and Registration of Firearm

Description:  Document the sale/transfer of weapons requiring registration with the U.S. Department of Treasury in accordance with the National Firearms and Weapons Act

Retention:  1 year

Updated:  April 05, 2017


LG-19-011 | Arrest and Booking Summary Statistics

Description:  Summary of daily, monthly, and yearly totals of arrests

Retention:  5 years

Updated:  April 05, 2017


LG-19-013A, B, and C | Arrest Warrants

Description:  Summons for an individual who has or has not appeared in court for sentencing

Retention:  (LG-19-013A) Executed: 3 years after court Appearance; (LG-19-013B) Open: 50 years for capital offenses, (LG-19-013C)15 years for all other offenses

Updated:  April 05, 2017


LG-19-012 | Arrest Warrants, Recalled

Description:  Those summons later recalled by the issuing court

Retention:  2 years

Updated:  April 05, 2017


LG-19-015 | Automatic Alarms Test and Maintenance Records

Description:  Test and maintenance work performed on automatic fire alarm systems

Retention:  5 years


LG-19-016A and LG-19-016B | Breath Test Reports

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

Retention:  (LG-19-016A) Negative Results: 4 years; (LG-19-016B) Positive Results: 5 years

Updated:  April 05, 2017


LG-19-017 | Cash Bond Docket

Description:  Record of bonds made on individuals charged with criminal offenses

Retention:  5 years

Updated:  April 05, 2017


LG-19-018 | Cash Bond Receipts

Description:  Records documenting the receipt and disbursement of cash bonds posted for criminal offenses

Retention:  10 years after year in which the record was created

Updated:  April 05, 2017


LG-19-019 | Cash Bonds, Forfeited

Description:  Records documenting the remittance of forfeited cash bond to the county treasurer

Retention:  3 years

Updated:  April 05, 2017


LG-19-020 | Certification/On-Site Assessment Files, State Law Enforcement Certification Program

Description:  Certification standards, standards status reports, written directives, photographs, and other documents related to proof of compliance with the Georgia Law Enforcement Certification Program

Retention:  2 years after confirmation of certification/recertification

Updated:  April 05, 2017


LG-19-021 | Civil Arrest Order Log Books

Description:  Documents actions taken on orders for incarceration in civil cases

Retention:  3 years

Updated:  April 05, 2017


LG-19-022 | Condemned Vehicles Account Records

Description:  Records documenting the sale and release of impounded vehicles after condemnation

Retention:  3 years after condemnation of vehicle

Updated:  April 05, 2017


LG-19-023 | Coroner, Inquest Files - Sheriff

Description:  Records documenting hearings conducted to determine if sufficient evidence exists for criminal prosecution

Retention:  50 years

Updated:  April 05, 2017


LG-19-024A AND LG-19-024B | Crime Incident Statistical Reports

Description:  Record summarizing crime statistics in an area

Retention:  (LG-19-024A) Annual report: Permanent; (LG-19-024B) Other periodic reports: 5 years

Updated:  April 05, 2017


LG-19-025 | Criminal Investigation Case Files (Capital Felonies)

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

Retention:  50 years after adjudicated

Updated:  April 05, 2017


LG-19-026 | Criminal Investigation Case Files, Felony

Description:  Investigations of felony crimes other than capital offenses

Retention:  7 years after adjudicated

Updated:  April 05, 2017


LG-19-027 | Criminal Investigation Case Files, Misdemeanors

Description:  See Criminal Investigation Case Files (Capital Felonies)

Retention:  5 years after adjudicated

Updated:  April 05, 2017


LG-19-028 | Criminal Trespass Notifications

Description:  Records advising subjects they are prohibited from entering a given property

Retention:  Retain for useful life

Updated:  April 05, 2017


LG-19-029 | Dead Animal Pick-up Records

Description:  Records documenting the disposition of animal carcasses

Retention:  2 years

Updated:  April 05, 2017


LG-19-030 | Dog Maintenance Records - K-9 Units

Description:  Records documenting the physical health and training proficiency of members of K-9 units

Retention:  4 years after dog leaves the unit

Updated:  April 05, 2017


LG-19-031 | Emergency Dispatch Logs

Description:  Record of emergency calls received over radio and logged at time of dispatch

Retention:  3 years

Updated:  April 05, 2017


LG-19-032 | Emergency Management/Operations Reports

Description:  Record documenting the type of emergency operation and the assistance provided

Retention:  5 years

Updated:  April 05, 2017


LG-19-033A and LG-19-033B | Evidence and Property Logs and Forms

Description:  Documents evidence, property stored for safekeeping, and found property acquired and maintained by the police department

Retention:  (LG-19-033A) Evidence log: 3 years after disposition of property; (LG-19-033B) Logs of property not part of court proceeding:1 year after disposition

Updated:  April 05, 2017


LG-19-034 | Extradition Files

Description:  Records documenting the transfer of a criminal to a different jurisdiction for trial

Retention:  5 years after closed

Updated:  April 05, 2017


LG-19-035 | False Alarm Reports

Description:  Reports of public safety officer response to a false alarm (or prank call)

Retention:  3 years

Updated:  April 05, 2017


LG-19-036 | Fi. Fa. (Fieri Facias) Records, Sheriffs

Description:  Documents relating to serving of Fi.Fa. papers by sheriffs

Retention:  7 years whether entered on GED or not

Updated:  April 05, 2017


LG-19-089 | Field Training Files

Description:  Non-Post Training Files (Post training files are at Post.)

Retention:  5 years

Updated:  October 17, 2017


LG-19-090 | Fingerprint Cards

Description:  Paper copies of fingerprints taken by law enforcement.

Retention:  Keep until entered into the Fingerprint database or part of an investigation file.

Updated:  October 17, 2017


LG-19-037 | Fingerprint Reports to FBI

Description:  Copies of reports submitted to Federal Bureau of Investigation

Retention:  Retain for useful life

Updated:  April 05, 2017


LG-19-038 | Fire Hydrant Inspection Reports

Description:  Records documenting the installation and maintenance of fire hydrants

Retention:  5 years

Updated:  April 05, 2017


LG-19-039 | Fire Incident Reports

Description:  Record of fires and related damage

Retention:  20 years

Updated:  April 05, 2017


LG-19-040 | Fire Log Books

Description:  Record of fire including date, name of caller, stations responding, damage to structure, equipment used, and time required

Retention:  20 years

Updated:  April 05, 2017


LG-19-043 | Fire Plans and Inspection Reports

Description:  Inspections of structures used in fire safety planning

Retention:  5 years

Updated:  April 05, 2017


LG-19-041 | Fire Prevention Plans

Description:  Review of structure, along with flamable material contained within, alarm systems, placement of extinguishers, and emergency numbers

Retention:  5 years after superseded

Updated:  April 05, 2017


LG-19-042 | Fire Safety Inspection Reports

Description:  Reports documenting compliance with and violations of fire regulations

Retention:  5 years

Updated:  April 05, 2017


LG-19-044 | Fireworks Display Registrations

Description:  Registrations of the location of fireworks displays with the fire department

Retention:  3 years

Updated:  April 05, 2017


LG-19-045 | Fugitive/Wanted Persons Files

Description:  Records created or accumulated in the course of apprehending wanted individuals

Retention:  5 years after suspect is apprehended

Updated:  April 05, 2017


LG-19-046 | Grand Jury Lists - Sheriff

Description:  Documents the selection of jurors for a particular term

Retention:  2 years

Updated:  April 05, 2017


LG-19-047 | Holding Cell Videos

Description:  Pictorial recordings (either analog or digital) of jail holding or booking areas

Retention:  180 days

Updated:  April 05, 2017


LG-19-048 | Impounded Vehicle Reports

Description:  Records documenting the towing of vehicles

Retention:  3 years

Updated:  April 05, 2017


LG-19-049 | Impounded Vehicles - Wrecker Service Reports

Description:  Reports identifying the vehicles to be towed and the wrecker service performing the task

Retention:  3 years

Updated:  April 05, 2017


LG-19-050 | Incarceration Lists

Description:  Daily list of inmates in jail

Retention:  1 year

Updated:  April 05, 2017


LG-19-053 | Incident Reports (Capital)

Description:  Reports of incidents of suspected criminal/capital activity investigated by public safety officers

Retention:  50 years

Updated:  October 17, 2017


LG-19-052 | Incident Reports (Criminal)

Description:  Reports of incidents of suspected criminal non-capital activity investigated by public safety officers

Retention:  5 years

Updated:  October 17, 2017


LG-19-051 | Incident Reports (Non-Criminal.)

Description:  Reports of incidents of suspected non-criminal activity investigated by public safety officers

Retention:  1 year

Updated:  October 17, 2017


LG-19-054 | Inmate Case Files

Description:  Records of inmates documenting their case history at the correctional institution

Retention:  10 years after release

Updated:  April 05, 2017


LG-19-055 | Inmate Disciplinary Reports

Description:  Reports of disciplinary problems with inmates

Retention:  10 years after release

Updated:  April 05, 2017


LG-19-056 | Inmate Fund Account Records

Description:  Records of personal monies deposited with the prison by an inmate upon entering incarceration or on behalf of an inmate while incarcerated

Retention:  3 years after release of inmate

Updated:  April 05, 2017


LG-19-057 | Inmate Medical Records

Description:  Records documenting medical care provided to prison inmates

Retention:  10 years after release

Updated:  April 05, 2017


LG-19-058 | Inmate Personal Property Accounting

Description:  Records documenting personal property of inmates being stored during their incarceration

Retention:  4 years after release

Updated:  April 05, 2017


LG-19-059 | Investigation Logs

Description:  Chronological listing of investigations

Retention:  3 years after release of inmate

Updated:  April 05, 2017


LG-19-060 | Jail Booking Records

Description:  Medical and personal information, fingerprints, and associated data gathered during the process of entering an individual in jail (booking them).

Retention:  10 years after release

Updated:  April 05, 2017


LG-19-061 | Jail Registers

Description:  Registers of inmates

Retention:  10 years after last entry

Updated:  April 05, 2017


LG-19-062 | Juror Summons

Description:  Summons of jurors to serve on grand jury and trial juries

Retention:  3 years

Updated:  April 05, 2017


LG-19-063 | Juvenile Complaint

Description:  State form recording any criminal accusations made against a juvenile

Retention:  5 years or adjudication of case

Updated:  April 05, 2017


LG-19-088 | LED Sheets

Description:  GCIC form the Police Department uses to enter stolen properties and vehicles etc. into GCIC

Retention:  30 days

Updated:  October 17, 2017


LG-19-064 | LEDS Warrant Worksheets

Description:  Worksheets used to post data to GCIC/NCIC information system

Retention:  Retain for useful life

Updated:  April 05, 2017


LG-19-065 | Medicaid/Medicare Insurance Claims

Description:  Invoices sent to Medicaid/Medicare for reimbursement

Retention:  5 years after settlement

Updated:  April 05, 2017


LG-19-066 | Misdemeanor Case Files, Traffic Court

Description:  Court adjudication of misdemeanor traffic citations issued by authorized public safety officers

Retention:  6 years

Updated:  April 05, 2017


LG-19-067 | Misdemeanor Investigation Case Files

Description:  Investigation of misdemeanor crimes

Retention:  2 years after close of investigation

Updated:  April 05, 2017


LG-19-069 | Pawn Tickets

Description:  Record of goods sold or pledged in exchange for the loan of money

Retention:  4 years after the year in which the record was created

Updated:  April 05, 2017


LG-19-070 | Prisoner Hold Records

Description:  Records documenting individuals currently in custody who are wanted by other law enforcement offices

Retention:  2 years after prisoner released to requesting agency

Updated:  April 05, 2017


LG-19-071 | Prisoner Mail Logs

Description:  Record of all mail received by an inmate

Retention:  1 year

Updated:  April 05, 2017


LG-19-072 | Prisoner Transfer Files/Extradition Files

Description:  Records documenting the movement of prisoners from facility to facility or transfer to another facility

Retention:  5 years

Updated:  April 05, 2017


LG-19-073 | Proof of Rabies Vaccination

Description:  Records documenting rabies vaccination

Retention:  3 years from date of issuance

Updated:  April 05, 2017


LG-19-074 | Radio Dispatch Logs

Description:  Records of the first offical report of a fire or incident from incoming radio calls

Retention:  3 years

Updated:  April 05, 2017


LG-19-075 | Record of Animal Bites

Description:  Record documenting type of animal, owner, past history of attacks, individual biten, date, physcian treatment, and observation for rabies

Retention:  3 years

Updated:  April 05, 2017


LG-19-076 | Remittance Reports

Description:  Records documenting the remittance of a prescribed portion of court fines and costs to such funds as the Peace Officers Annuity and Benefit Fund and the Sheriff's Retirement Fund, Crime Victims Fund, and the Peace Officer/Prosecutor Training Fund

Retention:  5 years

Updated:  April 05, 2017


LG-19-077 | Report of Multiple Sale or Other Disposition of Pistols and Revolvers

Description:  ATF form F3310.4

Retention:  1 year

Updated:  April 05, 2017


LG-19-078 | Sale and Claim Execution Dockets - Sheriff

Description:  Record of items sold at public auction by the Sheriff

Retention:  7 years

Updated:  April 05, 2017


LG-19-079A and LG-19-079B | Security and Surveillance (Static) Video

Description:  Security Video: building or departmental video that monitors activities or traffic of a department or building. Surveillance (Static) Video: digital or analog video recordings and images from agency security systems. This series also includes digital or audio voice recordings of radio or telephone communications.

Retention:  (LG-19-079A) Known Incident/Accident: Retain until settlement of claims; (LG-19-079B) No known incident/accident: 30 days.

Updated:  October 17, 2017


LG-19-080 | Sex Offender Registration Records

Description:  Information gathered to enter sex offender on registry

Retention:  7 years after registrant moves or is otherwise removed from jurisdiction

Updated:  April 05, 2017


LG-19-081 | Subpoena Logs, Officer

Description:  Documents summons of a public safety officer to appear during a court trial

Retention:  3 year after disposition of case

Updated:  April 05, 2017


LG-19-082 | Temporary Protective Orders

Description:  Records documenting the issuance of temporary protective orders by the court

Retention:  3 years after expiration

Updated:  April 05, 2017


LG-19-083 | Traffic Citation Log

Description:  Listing of parking tickets and other traffic citations issued along with court dates and associated fines

Retention:  5 years

Updated:  April 05, 2017


LG-19-084 | Traffic Citations - Warnings

Description:  Warnings to drivers of the occurrence of equipment malfunctions such as a burned out light

Retention:  2 years

Updated:  April 05, 2017


LG-19-091 | Training Lesson Plans

Description:  Documentation of teaching plans including subject, activity, and/or project

Retention:  2 years

Updated:  October 17, 2017


LG-19-085 | Trust Account Files - Sheriff

Description:  Administration and accounting records of trust accounts for minors established by court order

Retention:  10 years after closed

Updated:  April 05, 2017


LG-19-086 | Uniform Traffic Citations, Summonses, Accusations, and Warnings

Description:  Documents relating to traffic violations

Retention:  2 years

Updated:  April 05, 2017


LG-19-068A and LG-19-068B | Video Footage from Body Cams/Dash Cams /Drone Cams

Description:  Video recording from law enforcement drones or body-worn devices located on or inside of law enforcement vehicles

Retention:  (LG-19-068A) 180 days except (LG-19-068B) if recording is part of a criminal investigation, shows a vehicle accident, shows the detainment or arrest of an individual, or shows a law enforcement officer’s use of force, and then it shall be retained for 30 months.

Updated:  October 17, 2017


LG-19-087 | Writ Dockets - Sheriff

Description:  Record of the receipt and action taken on civil processes (other than execution writs) issued by the court to the Sheriff's department

Retention:  5 years

Updated:  April 05, 2017


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