PS4075-01e INTERNAL AFFAIRS INVESTIGATION RECORDS Written complaints and records of oral complaints received from the public concerning the conduct of law enforcement officers, fire department personnel, and emergency medical personnel that do not lead to an internal affairs investigation. Determination not to initiate an internal affairs investigation + 2 years. PS4075-02 OFF-DUTY ASSIGNMENT RECORDS Records concerning off-duty assignments of public safety personnel, including applications for such assignments. 2 *PS4075-03 CRIMINAL HISTORY CHECKS Pre-employment background checks of persons with law enforcement licenses hired as law enforcement officers. Date of separation + 5 years By regulation – 37 TAC §217.7(h). Retention Note: See GR1050-36 for all employment related criminal history checks. *PS4075-04 APPLICATIONS FOR DEPUTIES Copies of applications submitted to a commissioners court for deputies, assistants, or clerks. AV. SECTION 1-4: EMERGENCY COMMUNICATIONS RECORDS Retention Note: This part supplements and should be used in conjunction with Part 3 of Local Schedule GR (Records Common to All Governments). Record Number Record Title Record Description Retention Period Remarks PS4100-01 9-1-1 MASTER FILES Master file on residents in a 9-1-1 service area containing name, address, 9-1-1 address, telephone number, and information needed to provide service. US.
Record Number Record Record Description Retention Period Remarks *PS4225-05 VIDEO RECORDINGS [JUVENILE DETENTION HEARINGS] Video recordings of detention hearings involving juveniles. The earlier of (1) the 91st day after the date on which the recording is made if the child is alleged to have engaged in conduct constituting a misdemeanor; (2) the 120th day after the date on which the recording is made if the child is alleged to have engaged in conduct constituting a felony; or (3) the date on the adjudication hearing ends. By law - Family Code §54.012(c). *PS4225-06 JUVENILE DELINQUENCY RECORDS [INFORMAL DISPOSITION CASES] Offense reports, disposition reports, fingerprints, photographs, arrest reports and other records relating to the investigation of an offense or alleged offense committed by a juvenile and the taking of the juvenile into custody in those instances in which the juvenile is made subject to informal discipline, rather than being referred to a juvenile court or placed in a first offender program. Must be destroyed upon completion of informal disposition. By law- Family Code §58.001(c). *PS4225-07 JUVENILE DELINQUENCY RECORDS [INFORMAL DISPOSITION CASES], REPORT ON Annual statistical reports from a law enforcement agency to an office of official designated by the juvenile of a county on the number and kind of dispositions made with regard to juveniles without referral to a juvenile court or a first offender program. 2 years. *PS4225-08 JUVENILE DELINQUENCY RECORDS [FIRST OFFENDER PROGRAM] Reports, photographs, fingerprints, arrest reports and copies of notices to parents by a law enforcement officer referring a child to a first offender program without referral to a juvenile court. Must be destroyed the 90th day after the date the juvenile successfully completes the first offender program. By law - Family Code §58.001(c). Retention Note: If the does not successfully complete the program, by his or her own volition; is withdrawn from the program prior to its completion by the parent, guardian, or other custodian; or if
1. If a petition alleging that the juvenile engaged in delinquent conduct or conduct indicating a need for supervision is not filed, the proceedings are dismissed, the juvenile is found not to have engaged in the alleged conduct, or the juvenile is found to have engaged in the conduct but has reached the age of 18 and there is no record that he or she committed a criminal offense after reaching the age of 17. 2. If the juvenile is to have engaged in the conduct, has reached the age of 18, but there is a record that he or she committed an offense after reaching the age of 17: A) If the person has not been convicted of a felony as an adult. B) If the person has been convicted of a felony as an Must be destroyed immediately upon fulfillment of any of the conditions listed. the individual is 23. Until the individual is 33. Retention Note: law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court’s own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in (2)(B). PS4225-14b FINGERPRINTS AND PHOTOGRAPHS OF JUVENILES Fingerprints and photographs for offenses committed between 1 September 1987 and 31 December 1995: 1. If a petition alleging that the juvenile engaged in delinquent conduct or conduct indicating a need for supervision is not filed, the proceedings are dismissed, or the juvenile is found not to have engaged in the alleged conduct; or the juvenile is found to Must be destroyed immediately upon fulfillment of any of the conditions listed.
2. If the person has been convicted of a felony as an Until the individual is 33. PS4225-17b JUVENILE CASE PAPERS (PROSECUTING ATTORNEYS) Case papers for offenses committed between 1 September 1987 and 31 December 1995: 1. If the person has not been convicted of a felony as an 2. If the person has been convicted of a felony as an adult. 3. If the juvenile is to have engaged in conduct involving a violation of the penal code of the grade of felony. Until the individual is 23. Until the individual is 33. Date of judgment in disposition hearing + 25 years. Retention Note: State law requires that the records can only be destroyed at this point on the motion of a person in whose name files and records are kept or on the court’s own motion. Local governments wishing to dispose of juvenile records at the expiration of the retention period prescribed under these circumstances should petition the court for an order directing that the records be destroyed. Local governments may dispose of the juvenile records on their own initiative only according to the retention period set out in PS4225-17(b)(2). *PS4225-17c JUVENILE CASE PAPERS (PROSECUTING ATTORNEYS) Case papers for offenses committed on or after 1 January 1996: 1. The most serious allegation adjudicated was conduct indicating a need for supervision; or the referral or information did not relate to conduct indicating a need for supervision or delinquent conduct and the juvenile court or the court’s staff did not take action of the referral or information for that reason. Until the individual is at least 18 years of age. By law - Family Code §58.0071(d)(1).
PS4375-02b INQUEST CASE FILES Photographs and tissue slides. AV. Retention Note: The retention period of as long as administratively valuable is assigned to inquest-related documentation under (b) and (c) because the value of the various documents and photographs varies greatly depending on the circumstances of the death investigated. For example, the value of case papers arising from the investigation of a death that is subsequently certified as being from natural causes is generally much less than that in which the certification is homicide. In another example, personal property inventories, of minor value in a case in which the decedent died of natural causes and the property has been claimed, are often of crucial importance in a case in which the decedent has not been identified. PS4375-02c INQUEST CASE Requests and consents for autopsy; funeral home releases; reports of death; copies of cremation certificates; personal effects inventories; reports from law enforcement agencies, physicians, funeral homes, and hospitals; correspondence, subpoenas, and other court-issued process; copies of injury reports submitted to the Texas Department of Health; and similar documents relating to an inquest investigation. AV. See retention note for PS4375-02b. PS4375-02d INQUEST CASE FILES Notices of and documentation concerning organ removal for transplant purposes. 3 PS4375-03 INQUEST AND/OR AUTOPSY LOGS Logs or lists of deaths investigated and/or autopsies performed. PERMANENT. Retention Note: The requirement that a log or list of deaths investigated by a medical examiner be retained PERMANENTLY may be satisfied by the PERMANENT retention of an index to the inquest case files (see item number PS4375-02a). PS4375-04 MISSING PERSONS DOCUMENTATION Reports on missing persons received from law enforcement and other agencies. AV. PS4375-05 MORGUE REGISTERS Registers or log sheets recording the arrival and removal of bodies from the morgue. AV. PS4375-06 OUT-COUNTY AUTOPSY RECORDS Originals or copies of reports of autopsies performed for other counties on a fee basis, including any associated photographs, tissue slides, and laboratory reports. 5 years.
PS4450-03 FIRE RECORD A log or register consolidated other periodic report, or any other form of record that provides in summary form information on each fire or other incident to which fire or emergency medical personnel have responded, including, at a minimum, the date, time, location, and nature of the incident. 2 years, or 2 years after last entry, if in bound volume. *PS4450-04 INCIDENT REPORTS Reports, including those completed on TEXFIRS or other incident reporting system forms, of each fire or other incident to which a firefighting or other fire agency unit has responded, detailing the type of incident, units responding, action taken, equipment used, and other pertinent data. 5 years. SECTION 4-2: FIRE PREVENTION AND INSPECTION RECORDS Record Number Record Title Record Description Retention Period Remarks *PS4475-01 ALARM PERMITS, AUTOMATIC SPRINKLER SYSTEM PERMITS, AND ASSOCIATED DOCUMENTATION ALARM PERMITS, AUTOMATIC SPRINKLER SYSTEM PERMITS, AND ASSOCIATED DOCUMENTATION Installation and test certificates for fire detection, fire alarm devices or systems, or automatic sprinkler systems filed with fire agencies. Life of device or system. ALARM PERMITS, AUTOMATIC SPRINKLER SYSTEM PERMITS, AND ASSOCIATED DOCUMENTATION Applications for fire detection, fire alarm, and automatic sprinkler system permits and copies of permits or other documentation evidencing issuance. Expiration, cancellation, revocation, or denial + 2 years. *PS4475-01c ALARM PERMITS, AUTOMATIC SPRINKLER SYSTEM PERMITS, AND ASSOCIATED DOCUMENTATION Inspection or evaluation reports prepared during a permit period, if permits are required by local policy. 3 PS4475-02 [WITHDRAWN – SEE PS4475-01]