Law Enforcement Records Retention Schedule

 

Notice:
The retention information contained on this schedule is the minimum State-required retention for the specified categories. This does NOT authorize disposal action. State approval is expressly required prior to each disposal of records, regardless of format or volume, unless the documents are specifically categorized as non-records. Contact the RIMS office to initiate a records disposal or for the State approved retention period of any items not listed below.

Upon completion of the retention period for law enforcement records they will either be deleted, destroyed, or transferred to the University Archives. Before the retention period expires, please follow the records storage guidelines. For questions or more clarification about the correct process for these actions, please contact the RIMS office.

The Notes column includes pertinent information about the documents, if known, such as the Office of Record and System of Record. If you have a document that does not appear below or if you have further information about the Office of Record or System of Record, please contact RIMS.

A PDF version of this retention schedule is available. Download

The categories of law enforcement records are:

Felony Crimes Files

Felony Crimes Files consist of the cumulative files for each incident, including arrest records, photos, bond information, descriptions of offenses, and other associated documents for cases. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Files for cases of first degree murder 100 years after the date of the report, then transfer to University Archives  
Files for cases of attempt to commit first degree murder 80 years after the date of report, then obtain State approval to dispose  
Files for cases of second degree murder 80 years after the date of report, then obtain State approval to dispose  
Files for cases of criminal solicitation to commit murder 80 years after the date of report, then obtain State approval to dispose  
Files for cases of involuntary manslaughter 80 years after the date of report, then obtain State approval to dispose  
Files for cases of reckless homicide 80 years after the date of report, then obtain State approval to dispose  
Files for cases of leaving the scene of a motor vehicle accident involving death or personal injuries under Section 11-401 of the Illinois Vehicle Code 80 years after the date of report, then obtain State approval to dispose  
Files for cases of failing to give information and render aid under Section 11-403 of the Illinois Vehicle Code 80 years after the date of report, then obtain State approval to dispose  
Files for cases of concealment of a homicidal death 80 years after the date of report, then obtain State approval to dispose  
Files for cases of treason 80 years after the date of report, then obtain State approval to dispose  
Files for cases of arson, residential arson, or aggravated arson 80 years after the date of report, then obtain State approval to dispose  
Files for cases of forgery 80 years after the date of report, then obtain State approval to dispose  
Files for cases of child pornography or aggravated child pornography 80 years after the date of report, then obtain State approval to dispose  
Files for cases of sex crimes with DNA evidence or where the defendant has a professional or fiduciary relationship with the victim 80 years after the date of report, then obtain State approval to dispose  
Files for cases of thefts involving breach of a fiduciary obligation of a disabled victim 80 years after the date of report, then obtain State approval to dispose  
Files for cases of theft involving breach of a fiduciary obligation of a minor victim 20 years after the victim reaches age of 18, then obtain State approval to dispose  
Files for cases of sex crimes against a minor victim that do not have DNA evidence 20 years after the victim reaches age of 18, then obtain State approval to dispose  
Files for cases of sex crimes against an adult victim that do not have DNA evidence and were reported within 3 years of the occurence 10 years after the date of report, then obtain State approval to dispose  
Files for cases of all other felony crimes 7 years after the date of report, then obtain State approval to dispose  

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Misdemeanor Crimes Files

Misdemeanor Crimes Files consist of the cumulative files for each incident, including arrest records, photos, bond information, description of offenses, and other associated documents. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Files for cases of aggravated assault 3 years after the date of report, then obtain State approval to dispose  
Files for cases of damage to property 3 years after the date of report, then obtain State approval to dispose  
Files for cases of prostitution or solicitation 3 years after the date of report, then obtain State approval to dispose  
Files for cases of possession of cannabis 3 years after the date of report, then obtain State approval to dispose  
Files for cases of endangering the life or health of a child 3 years after the date of report, then obtain State approval to dispose  
Files for cases of disorderly conduct 3 years after the date of report, then obtain State approval to dispose  
Files for cases of driving under the influence (DUI) 3 years after the date of report, then obtain State approval to dispose  
Files for cases of harassment 3 years after the date of report, then obtain State approval to dispose  
Files for cases of simple assault 3 years after the date of report, then obtain State approval to dispose  

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Protection of Minors Records

Protection of Minors records consist of forms and documentation completed as required by the university Protection of Minors policy. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Background checks for persons whose duties require close contact with minors 38 years after the date of creation, then obtain State approval to dispose  
Certification of University-approved education program 38 years after the date of creation, then obtain State approval to dispose  

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Federal Disclosure of Campus Security Policy and Campus Crime Statistics (Clery Act)

Federal Disclosure of Campus Security Policy and Campus Crime Statistics (Clery Act) records consist of documentation for federally-mandated crime reports and statistics. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Annual security report 3 years after the date of publication, then transfer to University Archives  
Crime statistic logs 3 years after the date of publication, then transfer to University Archives  
Arrest records 7 years after the date of publication of the report to which they apply, then obtain State approval to dispose  
Referrals for disciplinary action 7 years after the date of publication of the report to which they apply, then obtain State approval to dispose  
Timely warning reports 7 years after the date of publication of the report to which they apply, then obtain State approval to dispose  
Emergency notification reports 7 years after the date of publication of the report to which they apply, then obtain State approval to dispose  

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Motor Vehicle Traffic Accident Incident Reports

Motor Vehicle Traffic Accident Incident Reports consist of files that detail motor vehicle traffic accidents including police accounts, diagrams, photographs, and witness testimony. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Files of traffic accidents involving serious injury or death 7 years after the date of report, then obtain State approval to dispose  
Files of traffic accidents with no serious injury or death 2 years after the date of report, then obtain State approval to dispose  

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Property Incident Reports

Property Incident Reports consist of files that detail non-criminal events where police are involved including vehicle towing and abandoned, lost, stolen, and unclaimed property reports. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Towing reports 2 years after disposal or release of property from custody, then obtain State approval to dispose  
Abandoned property reports 2 years after disposal or release of property from custody, then obtain State approval to dispose  
Lost property records 2 years after disposal or release of property from custody, then obtain State approval to dispose  
Stolen property reports 2 years after disposal or release of property from custody, then obtain State approval to dispose  
Unclaimed property reports 2 years after disposal or release of property from custody, then obtain State approval to dispose  

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Informational Incident Reports

Informational Incident Reports consist of files that document events that are not violations of the law but involve law enforcement officers. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Reports of death where foul play is not suspected 20 years after the date of report, then obtain State approval to destroy  
Written warnings 2 years after the date of report, then obtain State approval to destroy  
Documentation of field identification 2 years after the date of report, then obtain State approval to destroy  
Informational reports 2 years after the date of report, then obtain State approval to destroy  

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Asset Forfeiture and Seizure Records

Asset Forfeiture and Seizure records consist of files documenting the seizure of any instruments, articles, or items designed or intended for criminal use, which have (or may have) been used in the commission of an offense, or which may constitute evidence of an offense; or contraband, the fruits of crime, or things otherwise criminally possessed. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Asset forfeiture and seizure records 7 years after closure of case, then obtain State approval to destroy  

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Non-sustained Complaint Reports Against Officers

Non-sustained Complaint Reports Against Officers consist of documentation of complaints against officers, which are ultimately determined to be unfounded, not sustained, or where the officer is exonerated. Sustained complaints are appended to an officer's personnel file. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Citizen complaint logs 5 years after closure of case, then transfer to University Archives  
Complaint report correspondence 5 years after closure of case, then obtain State approval to destroy  
Complaint report forms 5 years after closure of case, then obtain State approval to destroy  

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Criminal History Records

Criminal History records consist of files documenting an individual's arrest. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Mug shots 1 year after 80th birthday or death of subject, whichever occurs first, then obtain State approval to dispose  
Fingerprint identification records 1 year after 80th birthday or death of subject, whichever occurs first, then obtain State approval to dispose  
Arrest cards 1 year after 80th birthday or death of subject, whichever occurs first, then obtain State approval to dispose  
Criminal History Record Information (CHRI) files 1 year after 80th birthday or death of subject, whichever occurs first, then obtain State approval to dispose  

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Operation Plans

Operation Plans consist of files documenting special events or special operations that are coordinated by police. Operation Plans include organizational documents for sporting events, social events, VIP visits, or special operations to counter criminal activity. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Operation plans 5 years after completion of event or operation, then transfer to University Archives  

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Sworn Officer Training Files

Sworn Officer Training Files consist of certificates of completion of professional law enforcement training classes and programs including but not limited to basic law enforcement courses, continued professional development courses, specialized training courses, and supervision/instructor courses. Retain departmental/unit duplicate copies until there is no longer a business need (e.g., 1-3 years).

DocumentsSorted Ascending press space to sort Descending Retention Press space to sort Notes Press space to sort
Baton certification 40 years after separation from employment, then obtain State approval to dispose  
Taser certification 40 years after separation from employment, then obtain State approval to dispose  
Patrol rifle operator course certificates 40 years after separation from employment, then obtain State approval to dispose  
Policing in a multiracial society course certificates 40 years after separation from employment, then obtain State approval to dispose  
Field training records 40 years after separation from employment, then obtain State approval to dispose  
Law update course certificates 40 years after separation from employment, then obtain State approval to dispose  
Basic criminal investigation course certificates 40 years after separation from employment, then obtain State approval to dispose  
Basic juvenile officer training course certificates 40 years after separation from employment, then obtain State approval to dispose  
Interview and interrogation course certificates 40 years after separation from employment, then obtain State approval to dispose  
Basic SWAT/close quarter battle course certificates 40 years after separation from employment, then obtain State approval to dispose  
Criminal patrol drug enforcement & intelligence gathering traffic stops course certificates 40 years after separation from employment, then obtain State approval to dispose  
Detective training course certificates 40 years after separation from employment, then obtain State approval to dispose  
CPR/first responder instructor course certificates 40 years after separation from employment, then obtain State approval to dispose  
Police firearms instructor course certficates 40 years after separation from employment, then obtain State approval to dispose  
Arrest & control tactics instructor course certificates 40 years after separation from employment, then obtain State approval to dispose  
Patrol rifle instructor course certificates 40 years after separation from employment, then obtain State approval to dispose  

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Primary Audience

This schedule will specifically help those with federal and state compliance requirements and particularly individuals from the following areas:

  • Crime victims
  • Law enforcement
  • State's attorneys
  • Students, parents, guests, and visitors
  • University Counsel

 

Contributors

Our many thanks to the following contributors who worked with us to create this schedule through discussion, collaboration, input, and consensus:

  • UIC University Police - Kevin Booker
  • UIS Campus Police - Donald Mitchell, Bradley Strickler
  • UIUC Division of Public Safety - Jeff Christensen, Tony Brown
  • University Counsel - Laura Clower
  • UIC University Archivist - Scott Pitol
  • UIS University Archivist - Tom Wood
  • UIUC University Archivist - Bill Maher