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Iwasaki Library

Records Retention & Disposition Schedule: Police Department

List of Schedules

Schedule Number Records Series
910 Accident Reports
920 Crime Reports
930 Daily Log
940 Incident Records
950 Incident & Accident Reports

Warning

If your department or office receives a notice of a Records Preservation/Hold Order you must comply with the instructions from General Counsel’s office.  A Records Preservation/Hold Order is an internal procedure to ensure that certain information is preserved which may be needed for reasonably anticipated or actual government investigation, audit, or litigation. A Records Preservation/Hold Order temporarily sets aside the retention period stated in the Records Retention and Disposition Schedule, and suspends destruction for the affected records until the Records Preservation/Hold Order is released.


Accident Reports

These records pertain to all documentation regarding any event deemed an accident at Emerson College.

  Record Holder Retention Period Disposition
Official Record Police Department 7 years after report date Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Crime Reports

These records pertain to all documentation regarding any event deemed a crime at Emerson College.

  Record Holder Retention Period Disposition
Official Record Police Department 7 years after report date Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Daily Log

These records pertain to the daily log which records, by the date the incident was reported, all crimes and other serious incidents occurring on campus, within non-campus buildings or properties, on public property or within the department's patrol boundaries.

  Record Holder Retention Period Disposition
Official Record Police Department Permanent Transfer to Archives
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

 


Incident Records

These records pertain to all records related to any event deemed an incident at Emerson College.

  Record Holder Retention Period Disposition
Official Record Office of Risk Management 5 years Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction

Incident & Accident Reports

These records pertain to all documentation regarding any event deemed an incident or accident at Emerson College.

  Record Holder Retention Period Disposition
Official Record Office of Risk Management 7 years after report date Confidential Destruction
Duplicate Record (reference copy) All other offices Destroy when no longer needed Confidential Destruction