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Schedule No. 100 Public Safety Records

Issued: July 2012
Updated: July 12, 2022

General Description: Records relating to the emergency, enforcement, and protective service functions.

No record may be destroyed under this General Retention Schedule without the approval from the Records Department and the City and County of Denver’s Records Manager. Additionally, no record may be destroyed if the record is subject to an active litigation hold (refer to Executive Order 143-C). For additional information about the records program or records retention refer to Executive Order 143-B. The Records Management Program Policies and Procedures Manual for instruction about records creation, management, and disposition of individual records. The minimum retention periods specified in this schedule apply to the information contained within the record, regardless of the format of the record (paper, microfilm, electronic, etc.). Each agency must decide on the format for retention of each type of record, ensuring authenticity, readability, and accessibility for the entire retention period. Duplicate copies are NOT records. Copies that are created for administrative, convenience, reference or other purpose are NOT records and should be retained only until no longer useful. Electronic Records and Data must remain accessible, authentic, reliable, and useable through any kind of system change, update, or system end of life for the entire period of its retention, which shall be defined by information-type, as presented in this General Retention Schedule. Provided the data is an accurate representation of the information contained in the source documents from which the data was derived, the source documents need not be retained unless they contain other record information not contained in the electronic repository.

100.010 AMBULANCE LICENSING AND OPERATION RECORDS

Records relating to the licensing and operations of Denver ambulance services.

Ambulance Licensing Records
Records relating to licensing and level of service certification of ambulance vehicles and operations.
Retention: 2 years after license or certification expires
Ambulance Run and Patient Records
Call sheets, logs, patient treatment and transport records or other records of ambulance runs.
Retention: 5 years

100.20* RESERVED

100.21* CADET PROGRAM RECORDS

Records including the program materials, courses schedules, ratings and program progress as outlined by the Program Administrator.

Retention: 3 years after termination

100.22* CASE FILE ON PERSONAL/FOUND PROPERTY (Reference: DPD Policy)

Retention: 1 year

100.23* COMMUNITY RE-ENTRY PROJECT RECORDS

Client records associated with the Community Re-Entry Project that inmates are offered services to help to succeed upon release. [Note: This record type can be found at the Crime Prevention and Control Commission (CPCC).

Retention: 10 years

100.24* CONFIDENTIAL INFORMANT RECORDS (Reference: DPD Criminal Intelligence Policy 118.03, 28CFR Part 23)

Records of Confidential Information (CI) application packet that contains informant information package checklist, informant activation form, informant liability waiver, personal history form, defendant cooperation agreement, confidential source information card, criminal history of the CI, arrest warrant search, driver’s license search, photograph of the CI, fingerprint card of the CI, CI payment card, etc.

Retention of paper records: 5 years after confidential informant was last used in any criminal investigation unless:

The record has been subject to subpoena in a criminal or civil case in the last ten (10) years, in this case, the retention for subpoenaed records is 10 years, OR
The informant has been decertified; in which case this record should be retained permanently.

Retention of electronic records: an electronic record of the informant that will contain only the following data will be retained permanently: identifying information on the informant, the officer(s) who controlled the informant, and dates of service.

100.30 DISPATCH RECORDS

Dispatch Recordings
Audio recordings made to monitor and record law enforcement and other protective or emergency services radio transmissions, including police and fire radio transmissions, police emergency 9-1-1 calls and fire, rescue, or ambulance dispatch calls.

Retention: 90 days
Emergency 9-1-1 System
Records relating to emergency 9-1-1 and reverse 9-1-1 system management.
Retention: 2 years after system is superseded

100.31* DIVISION OF COMMUNITY CORRECTION RECORDS

Records relating to the community corrections program, client referrals and the Denver Community Corrections Board operation. (Reference Colorado Revised Statues Title 17)

Audit Reports on Facilities
Audit reports including records on auditing staff and facility requirements that provide for appropriate in-house client programming and management, and the design, implementation, and facilitation of active participation in community services within their neighborhoods. (Reference CRS Title 17-Corrections)

Retention: Permanent
Client Files
Client files for Pre-trial and Electronic Monitoring

Retention: 1 year after discharge
Client Referrals
Client referrals records from the Department of Corrections and Judicial Department referrals
Retention: 7 years after discharge

100.32* EQUIPMENT CALIBRATION AND TESTING RECORDS

Records pertaining to all types of equipment, mechanisms and systems and their maintenance, inspection, and repair history; measuring and weighing devices; tools; office equipment, recording systems; etc. Documentation includes warranties, operating manuals, calibration and testing records, inspections, vehicle registration certificates, titles, bills of sale, etc.

Retention: Until equipment is no longer under municipal control or life of equipment + 3 years and/or after audit.

100.40 EMERGENCY PLANNING AND RESPONSE

Emergency Operations and Management Plans
Records relating to disaster, emergency and civil defense planning and implementation and testing of disaster warning systems. Includes emergency operations plans, incident response plans, and disaster management, response, and recovery plans.

Retention: Until Superseded
Incident Records – Major Disasters and Emergencies
Documentation of the extent and impacts of major natural or manmade disasters and emergency incidents and actions taken in response to such incidents; includes logs, diaries, damage assessment and response reports, situation and resource allocation reports, incident plans, resource ordering and tracking, financial documentation, photographs, and similar incident-related documentation. A major disaster or emergency incident is defined as one that may have historical significance and/or a federal or state disaster declaration, i.e., the 2008 Windsor tornado, the Granby armored bulldozer incident.

Retention: Permanent

100.50* FIRE AND RESCUE RECORDS

Records pertaining to fire suppression and prevention and emergency rescue functions.

Administrative Records
Applications for modification, alternative methods or materials and the final decision of the fire code official.

Retention: Permanent [IFC §104.6.4]
Apparatus Inspection Records
Records of checks of vehicles, mechanical systems, and equipment such as breathing apparatus.
1. Daily or Weekly Inspections
  Retention: 1 year
2. Monthly Inspections
  Retention: 3 years
Approval Records
Records of approvals by the fire code official of certificates of occupancy, alarm systems, smoke and fire detection systems, and other matters regulated by the fire code.

Retention: Not less than 5 years or for as long as structure or activity to which such records relate remains in existence, unless otherwise provided by other regulations [IFC §104.6.1]
* Construction Documents
Construction documents reviewed by the fire code official.
1. Chemical and Fuel Tank
  Retention: Permanent
2. Others
  Retention: Until final approval of work [IFC §105.4.6]
Fire Hydrant Records
Documentation of locations, specifications, maintenance, testing and repair of fire hydrants.
Retention: 1 year after hydrant is replaced or removed from service
Fire Records
Records of fires within the jurisdiction, facts concerning the fires, statistics as to the extent of such fires and the damage they caused and other information required by the fire code official.

Retention: Not less than 5 years or for as long as structure or activity to which such records relate remains in existence, unless otherwise provided by other regulations [IFC §104.6.3]
Incident Call or Run Sheets
Retention: 5 years
Incident Case Files
Records pertaining to incidents and follow-up investigations, including incident reports, supplemental reports, photographs or video recordings, diagrams, copies of police or insurance reports, etc. [General Reference: IFC §104.10]
1. Arson With Fatality
  Retention: Permanent
2. Arson Without Fatalities
  Retention: 10 years
3. Misdemeanor
  Retention: 3 years
Inspection Records
Records of each inspection made, notices and orders issued and findings and disposition of each inspection; may include building plans or system specifications. See also Schedule 100.052

Retention: Not less than 5 years or for as long as structure or activity to which such records relate remains in existence, unless otherwise provided by other regulations [8 CCR 1507-11 5.4.1, IFC §104.6.2]
Intelligence Files (Arson)
Records containing information regarding individuals and groups potentially linked to arson investigations.

Retention: No longer than 5 years after obsolete or no longer relevant [28 CFR 23.20(h)]
Requests for Service
Retention: 3 years
Removed
Accident Records when DFD Responds
1. Traffic Accident Arrest Records – No Criminal Charges Filed
  1. Fatal Traffic Accidents
    Retention: 10 years
  2. Non-Fatality Traffic Accidents
    Retention: 3 years

100.51 Fire Prevention Schedule [Reference: County Schedule 17.70]

Retention: 2 years

Fire Code Inspection Reports [Reference: County Retention Schedule 1.150]

Records of final on-site inspections done by the county or by its agency to determine the compliance of building construction, electrical, plumbing, mechanical and other systems with requirements of the county, uniform codes and all other adopted fire code standards adopted by the county.

Retention: Permanent

100.60* HAZARDOUS MATERIALS ENFORCEMENT RECORDS

Records relating to hazardous materials regulation, prevention, safety and incident response and investigation.

Incident Case Files
Records of hazardous materials incidents and investigations, including incident reports, copies of fire and rescue reports, narratives, memos, etc.
1. Criminal and Non-Criminal Hazardous Materials Incidents
  Records of incidents occurred within or adjacent to a structure which Fire Prevention has involvement, for example, toxic chemical releases, clandestine methamphetamine laboratories, etc.
  
  Retention: Life of Structure
2. Noncriminal Hazardous Materials Incidents
  Records of hazardous materials incidents and investigations where Fire Prevention has no involvement.
  
  Retention: 2 years after costs are recovered
S.A.R.A. Tier II Reports – Fire Department's Copies
S.A.R.A. Title III (EPCRA) Tier II emergency and hazardous chemical inventory forms submitted annually, or within 90 days of exceeding the EPCRA threshold, to the fire department by facilities that use or store chemicals requiring a material safety data sheet.

Retention: 2 years

100.070 IMMIGRATION STATUS REPORTING RECORDS

Arrest Reports – Possible Illegal Presence in the U.S.
Reports made to U.S. Citizenship and Immigration Services (USCIS) regarding any person arrested that the law enforcement department believes is not legally present in the United States; and reports to the Colorado Legislative Council of the total number of reports made to USCIS. [General References: SB 06-090; CRS 29-29-103]

Retention: 3 years after last contact
Systematic Alien Verification for Entitlements (SAVE) Program Records
Reports relating to verifications of U.S. citizenship status of applicants for local licenses, credentials, rebates, employment and/or benefits. Note: Reports to the federal government are filed electronically as part of the SAVE verification process, and some municipalities may retain reference copies.

Retention: 3 years

Police Records [General Reference: CRS 24-72-304]

Arrest Records
1. Adult Offender Arrest Records
  1. Felony Arrests (Major Felonies and Violent Crimes)
    Cases such as arson with fatalities, homicides, kidnapping, deaths related to criminal acts, missing persons (excluding runaways), forgery and officers killed.
    
    Retention: Permanent
  2. Felony Arrests (Other)
    Other felony cases, special investigations related to cases such as aggravated assault, arson without fatalities and similar cases.
    
    Retention: 10 years
  3. Misdemeanor Arrests
    Misdemeanor cases, petty offenses, traffic offenses and similar cases.
    
    Retention: 3 years
  4. Sexual Assault Arrest Records
    Retention: 99 years
  5. Sexual Assault on a Child Arrest Records
    Retention: Permanent [CRS 16-5-401]
2. Arrest and Booking Logs
  Retention: 5 years
3. Expungement Records – Arrests
  Records of sealing or expungement of arrest records, retained with the expunged record.
  Retention: Until sealed record is destroyed pursuant to this Retention Schedule
4. Juvenile Offender Arrest Records [General Reference: CRS 19-1-304]
  Retention: Until 19 years old
5. Traffic Accident Arrest Records – No Criminal Charges Filed
  1. Fatal Traffic Accidents
    Retention: 10 years
  2. Non-Fatality Traffic Accidents
    Retention: 3 years
Case Records
Case files, incident reports, offense reports, crime stoppers reports, activity summaries, accident reports, fingerprint cards and files, photographic records of suspects and persons convicted of crimes (including photographic prints and negatives), photographic records of crime scenes (including photographic prints and negatives), video and audio recordings of crime scenes and interviews with witnesses or suspects, lie detector test records and other records pertaining to cases handled by the police department.
1. Death Case Records – Noncriminal
  Retention: 10 years
2. Felony Case Records (Major Felonies and Violent Crimes)
  Cases such as arson with fatalities, forgery, unrecovered firearms, homicides, kidnapping, deaths, missing persons (excluding runaways) and officers killed.
  
  Retention: Permanent
3. Felony Case Records (Other)
  Other felony cases, special investigations related to aggravated assault, arson without fatalities and similar cases.
  
  Retention: 10 years [CRS 16-5-401]
4. Misdemeanor Case Records
  Misdemeanor cases, petty offenses, traffic offenses and similar cases.
  Retention: 3 years
5. Sex Offender Case Records
  Retention: Permanent
6. Sexual Assault Case Records
  Retention: 99 years
7. Sexual Assault on a Child Case Records
  Retention: Permanent [CRS 16-5-401]
8. Traffic Accident Arrest Records – No Criminal Charges Filed
  1. Fatal Traffic Accidents
    Retention: 10 years
  2. Non-Fatality Traffic Accidents
    Retention: 3 years
Community Relations Records
Records of outreach and public relations efforts, including routine requests for police department contact, follow-up, services, etc., not involving a police report; neighborhood mediation; police presentations; and similar community outreach efforts.

Retention: 2 years after completion
Crime Lab Records
1. Crime Lab Reports and Supporting Documentation
  Reports regarding crime lab work and findings, and supporting documentation such as laboratory request forms, vehicle hold/release sheets, sketches, etc.
  
  Retention: Life of related police case file
2. Logs – Crime Lab
  Automatic fingerprint identification system (AFIS) fingerprint logs, crime scene processing logs, laboratory fieldwork logs, laboratory work logs, marijuana testing logs, etc.
  
  Retention: Permanent, as documentation of qualifications of crime lab technicians as expert witnesses
Criminal History Files
1. Felonies
  Retention: 10 years [CRS 16-5-401]
2. Homicides
  Retention: Permanent
3. Misdemeanors
  Retention: 3 years
Evidence Records
Records pertaining to the collection and storage of evidence collected at crime scenes and during police investigations. Note: Physical evidence, including DNA evidence, is destroyed in consultation with, and upon written authorization from, the district attorney. Since the retention and destruction of physical evidence related to crimes is determined by the police department in consultation with the district attorney, the retention of such physical evidence is therefore not covered in this Retention Schedule. Note: Retention periods apply provided that offenses are not affected by statute of limitations.
1. Chemical Blood Testing Reports
  Reports requested by the police department for chemical blood testing (such as DNA testing) to determine genetic markers, performed by CBI or other agencies.
  
  Retention: Life of related case file or life of defendant, whichever is later [CRS 18-1-1101, et seq.]
2. Evidence and Property Audit Records
  Audit reports detailing the authorized destruction or disposal of property and evidence associated with police cases, including drugs, drug paraphernalia, weapons, currency, explosives, armored or bulletproof clothing, unlawful property, etc.
  
  Retention: Until completion of next succeeding evidence and property audit
3. Handling and Storage of Evidence Records
  1. Case-Specific Evidence Logs
    Logs documenting the receipt, transfer and release of materials taken into evidence for specific cases, including property reports, release records, evidence tags and similar records.
    
    Retention: Life of related case file or life of defendant, whichever is later [CRS 18-11101, et seq.]
  2. Evidence Logs Documenting Multiple Cases
    Logs documenting the receipt, transfer and release of materials taken into evidence for multiple cases, including property reports, release records, evidence tags and similar records.
    
    Retention: 7 years
4. Lie Detector Test Administration Records
  Records retained by the test administrator to document expertise in the administration of lie detector tests using the computer voice stress analyzer, polygraph, and other lie detector test equipment.
  
  Retention: Permanent
False Alarm Records
Records of false alarms, warnings issued and user fee assessments, notifications of unreliable alarm systems, etc.

Retention: 2 years
Field Contact Records
Records of contacts with businesses, complainants, juveniles, victims, or witnesses after which no incident report is filed.

Retention: 3 years
1. Recorded Interviews &ndash Field Contacts
  Recorded interviews conducted during field contacts in which no incident report is filed.
  
  Retention: 90 days if transcribed, or life of case file if not transcribed
General Orders
Directives or standard operating procedures issued by the police chief governing the overall operation and administration of the police department.

Retention: Permanent
Intelligence Files (Police)
Records containing information regarding individuals and groups.

Retention: No longer than 5 years after obsolete or no longer relevant [28 CFR 23.20(h)]

K*-1 Removed

K*-2 Removed
* Passive Surveillance Records
1. License Plate Recognition Data
  Data and images recorded by means of automated license plate recognition systems (one or more mobile or fixed high-speed cameras combined with computer algorithms to convert images of registration plates into computer-readable data) used to capture license plate numbers for parking enforcement, booting, stolen vehicle identification or other law enforcement purposes.
  
  Retention: 21 days for data and images with a mandatory destruction after 365 days, except that "hits" are retained for life of related case file
2. Photo Red Light Video
  Data and video images recorded by means of red-light enforcement camera systems.
  
  Retention: Mandatory destruction after 365 days for data and images except data and images retained as part of case file are retained for life of related case file.
3. H.A.L.O. Camera Video
  Video images recorded by fixed and mobile overt public area surveillance cameras
  
  Retention: 30 days unless retrieved pursuant to H.A.L.O. policy; mandatory destruction after 365 days except video images retained as part of case file are retained for life of related case file
Logs - Routine
Listings tracking specific routine daily activities, such as alarm check logs, logs of court subpoenas served, logs of crimes in specific areas, criminal history check log sheets retained for National Crime Information Center (NCIC) audits, dispatch logs, DUI logs, home check logs, offense logs, traffic accident lots, welfare check logs, etc.

Retention: 2 years
National Crime Information Center/Colorado Crime Information Center (NCIC/CCIC) Teletypes
Informational teletypes received via NCIC and CCIC for entry to the police department's computer system, follow-up teletypes from other law enforcement departments.

Retention: 30 days
Parole Card File
Retention: Until no longer needed
Prisoner Transport Records
Retention: 2 years
Registered Sex Offenders
1. Information Request Forms – Sex Offenders
  Forms completed by parties interested in inspecting public information regarding sex offenders. [General Reference: CRS 16-22-112]
  
  Retention: 2 years
2. Sex Offender Registration and Cancellation Forms
  Notifications completed by convicted sex offenders regarding residence addresses and contact information. [General Reference: CRS 16-22-108]
  
  Retention: 5 years after offender leaves jurisdiction
3. Sexually Violent Predators – Public Notifications
  Notices given to the public regarding sexually violent predators in the community. [General References: CRS 16-22-108 and CRS 18-3-414.5]
  
  Retention: Permanent

Ride-Along Program Records
Records of police programs that allow citizens to ride along with police officers.

Retention: 3 years
Seizure Fund Documentation
Records relating to the fund for monies accrued as a result of court-ordered seizures and disposition of property connected to vice, narcotics and other crimes.

Retention: 7 years
Statistical Files
Card or other indexes for statistical reporting of data by class of crime and other statistical information.

Retention: 5 years
Summonses and Complaints
Duplicate copy of summonses and complaints.

Retention: 2 years
* Training Records
Records documenting training for police personnel, including K-9 training records; firearms range scores, test scores, lesson plans, class schedules and training reports.

Retention: Permanent
Uniform Crime Report
National Incident Based Reporting System (NIBRS) annual uniform crime report.

Retention: Permanent
Vehicle Impound Records
Records documenting the impoundment of licensed and non-licensed motorized vehicles and sports craft that have been taken into custody for violations of laws that govern their use, operation, and ownership.

Retention: 2 years after vehicle is released to owner or otherwise disposed of
Victim Assistance and Counseling Records
Case records, including contact sheets, relating to victim assistance and advocacy.

Retention: 2 years after completion of assistance
Video and Audio Recordings - Secured Police Facilities
Video and audio recordings made in secured areas of jails, holding areas, booking areas or lock- ups.

Retention: To be determined administratively by law enforcement agency, provided that any pertinent recordings are retained until final resolution of any related potential or pending claim or litigation
Video Recordings - Vehicle and Officer Recording Systems
Video recordings and logs made from police vehicle or officer-carried recording systems.

Retention: 60 days, except that portions of recordings relating to specific cases may be captured separately and retained as part of case record for life of case record
Weapons and Firearms Records
1. Authorizations to Carry
  Records of types of firearms and weapons carried by officers indicating authorization to carry weapons, that the weapon has been checked, and that the officer qualifies to use it.
  
  Retention: 2 years after weapon is no longer in use
2. Weapons Maintenance Records
  Records relating to in-house and external maintenance work on weapons.
  
  Retention: 3 years
Police Action Reviews at the Denver Police Department
Records pertaining to reviews of Use of Force, Forced Entries and After-Action reports.

Retention: 5 years
Subpoena duces tecum at the Civil Liability Bureau
Retention: 2 years

100.090* INTERNAL AFFAIRS

Internal Affairs Records used by various safety departments

* Internal Affairs Investigations
Records pertaining to internal investigations regarding conduct or actions, board of inquiry or internal affairs administrative inquiries and proceedings, and any subsequent disciplinary actions. Note: Substantiated investigations and substantiated review and disciplinary documentation should be transferred to the record copy custodian for personnel records to be retained or destroyed according to personnel policy unless there are conflicts with union policy.

Retention: 5 years with exceptions noted
1. * Official notification of discipline letter from all “sustained” investigation files.
  Retention: Permanent
2. * “Asterisk List” files – Records of officer’s name on a witness list that involve sustained findings for policy violations related to credibility. The list is provided by the District/City Attorney.
  Retention: Permanent
3. * “Commander Letter”, Internal Affairs Bureau Case Investigation Summary Report or equivalent case summary document from all “sustained” investigation files. The “Commander Letter” is a letter summarizing the facts of the incident a revealed through the investigation.
  Retention: Permanent
* Internal Affairs Information Only Files
Complaints that are received in the Internal Affairs Bureau that are of such a vague, general nature that further investigation is not possible or warranted will be filed and categorized as an Information Only file. No investigation will be conducted unless additional information is brought forward that necessitates an investigation.

Retention: 5 years after date of complaint

100.100* SHERIFF RECORDS

* Civil Process Records
Case file including records relating to civil process such as executions, attempts, attachments, receptions of executions, etc.

Retention: 2 years after case is resolved
* Inmate Records not including health medical records
Routine records including housing trips, legal jackets, etc. and non-routine records such as grievances, incident reports, conduct adjustment reports, etc.

Retention: 10 years
* Jail Register Intake Log
Retention: Permanent
* Training Records
Records documenting training for sheriff personnel, including K-9 training records, firearms range scores, test scores and monthly training reports.

Retention: 5 years after employee's termination
* Removed

100.110* SAFETY YOUTH PROGRAMS

* Juvenile Case Files
Retention: 4 years
* Referral Logs / Sign in Logs
Retention: 2 years

Cross References

Agreements and contracts – 40.030*, Agreements and Contracts
Billing records – 30.020*. Accounts Receivable (A/R) Records
Code enforcement records – 100.080*. B.4, Misdemeanor Case Records
Collective bargaining records – 90.050, Collective Bargaining Records
Concealed weapons permit – 75.020*. F, Permits Issued by the City and County of Denver in General
Correspondence – Schedule 145*, Correspondence Records
Equipment calibration, maintenance, and testing – 35.010*, Equipment Records in General
Fire Code – 40.070.A, Codes Adopted by Reference
Fire Code Board of Appeals – 05.040*, Building Review Board Case Files
Fire insurance rate maps – 40.180, Maps, Drawings and Supporting Documentation
Hazardous waste – 25.020*, Hazardous Waste Storage and Transport Records
Licenses and permits – Schedule 75, Licenses and Permits
Material safety data sheets – 25.030, Material Safety Data Sheets (MSDS)
Policies and procedures – 40.220*, Policies and Procedures Documentation
Reports – 40.290, Reports
Rules, regulations, and standards – 40.310, Rules, Regulations and Standards
S.A.R.A. Tier II reports submitted to CHPDE and Fire Department – 25.040, S.A.R.A. Tier II Reports – Submitting Facility's Copy
Security records – 105.020*, Security Records – Denver Facilities
Toxic sites – 25.060, Toxic Sites
Traffic Code – 40.070.A, Codes Adopted by Reference
Training and certification records – 90.070*, Employee Records – Active and Terminated
Vehicles and equipment – Schedule 35, Fleet and Equipment Records
Warning systems – 35.010*, Equipment Records in General