STATE OF NEW JERSEY
MUNICIPAL POLICE DEPARTMENTS
M900000-009
Prepared by:
DORES Records Management Services
33 West State St. 5th Floor, PO Box 661 Trenton NJ 08646-0661
https://www.nj.gov/treasury/revenue/rms/
609-292-8711
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
Alarm File
0001-0001
Correspondence
---
Letters requesting hookup and emergency phone number update.
3 Years
Destroy
0001-0002
Accidental Alarm Log
---
Lists: time of call, location, and case number. Information is also found in
event cards and in the false alarm card index. Logged by date.
3 Years
After final
entry
Destroy
0002-0000
Alcoholic Beverage Control Permits (Copy)
1 Years
Destroy
Annual Departmental Report
0003-0001
Annual Report Record Copy, Chief's Office
Permanent
Retain at Agency
0003-0002
Annual Departmental Report (Duplicates)
5 Years
Destroy
0004-0000
Applications for Emergency Lights File
---
Applications for civilian, first aid, fire tow truck and other emergency lights.
3 Years
Destroy
0005-0000
Applicants Log Book
---
Lists: name, date, and reason-employment or licensing, excluding
firearms. Fingerprint fee is involved.
3 Years
After final
entry
Destroy
Department:
MUNICIPAL POLICE DEPARTMENTS
Agency Representative:
Thomas Palmisano
Title:
Chief Of Police - Borough Of Belmar
Phone #:
SCHEDULE APPROVAL: Unless in litigation, the records covered by this schedule, upon expiration of their retention periods, will be deemed to have no continuing value to the State of New Jersey and will be
disposed of as indicated in accordance with the law and regulations of the State Records Committee. This schedule will become effective on the date approved by the State Records Committee.
Agency Representative Signature:
Date:
Secretary, State Records Committee Signature:
Date:
9/18/2020
* P - Public, C - Confidential
Page #:1 of 21
Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0006-0000
Arrest Card File
---
Lists: name, address, date of birth, social security number, fingerprints,
photograph, dates of arrest, FBI number, SBI number, arrest number,
offense number, and complaint number of all persons arrested.
75 Years
Destroy
0007-0000
Arrest File (Copy)
---
Copy of arrest report, including: copies of fingerprints, mug shots,
negative, and state and federal rap sheets.
Until final
disposition of
case
Destroy
Arrest Listings
0008-0000
Arrest Listings
0008-0001
Arrest Listings
---
Lists: arrest number, date, name, sex, race, and offense.
1 Years
After final
entry
Destroy
0008-0002
Juvenile Fingerprint and Picture Listings
---
Lists: date, charge, and assigned number of printed and photographed
juveniles.
5 Years
After all
juveniles
assigned
numbers
have reached
age of
majority
Destroy
0009-0000
Assigned Investigation Listings
---
Lists who is assigned to an investigation, complaint number, date
assigned, location, type of incident, and date report was completed.
1 Years
After final
entry
Destroy
0010-0000
Audio Tapes
---
Tape recordings of police dispatches and citizen's calls. Information is
logged into the Event/Dispatcher's Log Book.
31 Days
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0011-0000
Auctioned-Scrapped Vehicles File
---
File containing information and returns of yearly auction of abandoned
vehicles.
6 Years
Destroy
0012-0000
Blotter Sheets/Daily Assignment Sheets
---
Daily entry of all police employees, listing all personnel assigned to
specific shifts including; name of dispatcher, date, hours, assignments,
and other related information. Serves as a time record.
3 Years
Destroy
0013-0000
Breath Test Instrument Inspection Certificate (Copy)
---
Original maintained by the State Police until disposal of equipment.
2 Years
After next
periodic
inspection
Destroy
0014-0000
Broken Streetlights File
1 Years
Destroy
0016-0000
Community Relations Files
---
Consists of public relations information, crime prevention information and
requests for public speaking.
As updated
Destroy
0017-0000
Confidential Informant Report File
---
Contains names; address; confidential informant number issued to ensure
confidentiality; and, monies dispersed.
1 Years
Destroy
0018-0000
Crime Reports
---
Annual crime report prepared the Department for internal use to determine
staff and location assignments.
5 Years
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0019-0000
Criminal History Control Listing
---
Listing of computer entry information containing the criminal history of
convicted individual. Includes date, location, violations, and convictions of
individual and date of transaction, name of operator, and type of search
requested. This listing is required to be kept by the State Police as a
measure to supervise the access to this information. The State Police
maintains a copy of the entry information.
Permanent
Retain at Agency
0020-0000
Crossing Guard Files
---
Log of guards daily activities prepared by supervisor of crossing guards.
1 Years
Destroy
0021-0000
Daily Activity/Tally Sheets/Vehicle Logs
---
Daily activity sheet completed by police officers, listing: time of assignment
and type of work assignments, summaries of assignments equipment.
3 Years
Destroy
0022-0000
Daily Bulletins
---
Informational reports used by patrol officers on criminal activities which
have happened in the previous twenty-four hours.
1 Years
Destroy
0023-0000
Daily Statistical Sheets
---
Record of daily police calls and incidents on Uniform Crime Report (UCR)
reportable crimes. This information is compiled into the monthly UCR
report.
1 Years
Destroy
0024-0000
Dog Licenses (Copiy)
---
Record copy at municipal clerk's office.
1 Years
Destroy
0025-0000
Educational Programs File
---
Safety programs for grades K-12 and adult driver improvement.
Periodic
review
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0026-0000
Event Cards/Complaints Cards
---
Record of a police, fire, and first aid call listing the time of call, dispatch,
arrival, and completion; number of the officer assigned; the vehicle; the
district; tax area; assisting officers; dispatcher's number; name, address,
and phone number of the caller; and the location of the incident. If it is a
major incident, this information along with further investigative information
will be found in the incident report.
5 Years
Destroy
0027-0000
Event Log/Dispatcher's Log Book
---
Lists: name of dispatcher, desk officer, road supervisors for each day and
shift; names of patrol officers; their assigned vehicle; districts; and, time
and location of all calls received for police, fire, and firs-aid services. This
information is logged in for each call received by the police department
and is also found on the event card and daily assignment sheets.
5 Years
After
completion of
log
Destroy
0028-0000
False Alarm Card Index
---
Lists: time of call, location, and case number each time there is a false
alarm. Information is recorded on the event card and in the false alarm log.
Indexed by name.
1 Years
Destroy
Field Contract Cards
0029-0001
Field Contact Cards - Department/Bureau Copy
---
List: name, age, date of birth, social security number of suspicious
persons, etc. These are given to the detective(s) assigned to that particular
area and are used for informational purposes on crime activity in that area.
1 Years
Destroy
0029-0002
Field Contact Cards - Detective's Copy
---
List: name, age, date of birth, social security number of suspicious
persons, etc. These are given to the detective(s) assigned to that particular
area and are used for informational purposes on crime activity in that area.
6 Months
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0030-0000
Financial Log Operating Budget
---
Log book for running account budget. Used in preparation of the Quarterly
Administrative Services Report.
6 Years
Destroy
0031-0000
Firearms Applicant Log Listing
---
Lists: name, date, officer, and business address for firearms, pistol, and
permit to carry applicants.
3 Years
After final
entry
Destroy
Firearms
0032-0000
Firearms Applications File (Copy)
---
Contains: state and federal returns of finger prints, reference letters,
mental health report, and copy of application. (Application for Firearms
Purchaser Identification Card, Application for Permit to Purchase
Handgun, Application for a Duplicate Firearms Purchaser Identification
Card). Original is with the State Police. File expires upon verification of
applicant moving to another jurisdiction or confirmed death. Fee involved
3 Years
After final
expiration
date,
minimum of 6
yrs
Destroy
0033-0000
Forms Control Book
---
Copies of all forms developed and used by the municipal police
department.
As updated
Destroy
Grants and Grant Applications
0034-0001
Signed Originals and Support Material
7 Years
After
termination of
grant
Destroy
0034-0002
Signed Originals and Support Material (Duplicates)
1 Years
After
termination of
grant
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0035-0000
Handicapped Parking Permits
1 Years
Destroy
Incident
0036-0000
Incident Report File
---
May include but not limited to: the account of reported incident and follow
up investigation report for all incidents; the initial event card of event
report, arrest reports, copies of lab reports, polygraph results,
supplementary reports, statements, tapes of statements, and waivers. May
also include: animal bite, drunkenness, fire, disorderly conduct,
department service and assistance reports, and other related reports of
this nature.
0036-0001
Criminal, Excluding Homicide - Arrest (Record Copy)
75 Years
Destroy
0036-0002
Criminal, Excluding Homicide, Missing Persons, And Stolen Weapons - No
Arrest (Record Copy)
7 Years
From date of
crime
Destroy
0036-0003
Non-Criminal, Excluding Drunk Driving (Record Copy)
---
Contains account of reported incident.
2 Years
Destroy
Incident
0036-0004
Drunk Driving (Record Copy)
6 Years
Destroy
0036-0005
Homicide (Record Copy)
Permanent
Retain at Agency
0036-0006
Sudden And Accidental Deaths (Record Copy)
Permanent
Retain at Agency
0036-0007
Incident Reports (Copy)
1 Years
Destroy
0036-0008
Latent Prints, Photographs, And Negatives Except In Cases Of Fatalities
And Sudden Deaths
Retain with
case
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0036-0009
Latent Prints, Photographs, And Negatives In Cases Of Fatalities And
Sudden Deaths
Permanent
Retain at Agency
0036-0010
Drunk Driving Video Tape
---
Consists of a video tape of drunk drivers who have been arrested. Used in
court as evidence for conviction of drunken drivers.
30 Days
After final
disposition
Destroy
0037-0000
Investigations Log Book, Bureau Level
---
Lists name, address of victim, nature of incident, case number, detective
assigned, description of stolen property, and status of case.
1 Years
After case
closed
Destroy
0038-0000
Juvenile Case Files
---
Contains basic information on each juvenile, intake form, client contact
form, juvenile release form, counselor's comments, and referrals.
5 Years
After age of
majority
Destroy
0039-0000
Juvenile File Cards, Reference
---
List: name, address, phone number, birthdate, referral date, and referral
source. Juvenile are referred by courts, schools, and the Juvenile
Conference Committee to Juvenile Bureau. This information is also
contained in the case file.
Periodic
review
Destroy
0040-0000
Juvenile Log Book
---
Contains: name, date and type of offense, complaint number, and date.
Information also found in daily and incident log books.
25 Years
After final
entry
Destroy
0041-0000
Juvenile Pictures and Fingerprints
---
Fingerprints and photographs of juveniles arrested and photographs of
juveniles who have runaway.
5 Years
After age of
majority
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0042-0000
Juvenile Records Cards
---
Contains: name, address, phone, physical description, date of birth,
offense, and description of case. These Cards are maintained on juveniles
arrested or handled and serve as background checks on juveniles.
5 Years
After age of
majority
Destroy
0043-0000
Master Card File/Information Card File
---
Lists: names, addresses, phone numbers, and case numbers of those
individuals and businesses who have had contact with the police
department as a suspect, offender, victim, or witness.
Permanent
Retain at Agency
0044-0000
Master Index to Orders
---
Index to operations and policy orders, general/special orders, and
personnel orders. Lists: title of order, order number, date, and code.
As updated
Destroy
0045-0000
Missing Persons Log
---
Lists: name, complaint number, missing person number, date missing,
date of location, and age of subject. This information will also be found in
the incident log book.
3 Years
After final
entry
Destroy
0046-0000
Missing Persons Report - Juveniles (Copy)
---
Report of missing juveniles only. Record copy is in incident report file.
1 Years
After case
closed
Destroy
0047-0000
Money Log Book
---
Log of all money collected for applications fees.
6 Years
After final
entry
Destroy
0048-0000
Monthly Bureau Reports
---
Monthly activity reports submitted by each bureau.
3 Years
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
Monthly Finance Report
0049-0001
Monthly Finance Reports, Records Bureau (Record Copy)
---
Totals of money collected from counter and mail for each case title.
6 Years
Destroy
0049-0002
Monthly Finance Reports, Records Bureau (Duplicates)
---
Totals of money collected from counter and mail for each case title.
1 Years
Destroy
0050-0000
Motor Vehicle Abstracts Log
---
Lists: request number, driver's name and license number, officer, and
complaint number. This information is sent from the State Division of Motor
Vehicles to be used to prove revocation of license in court.
Until final
disposition of
case
Destroy
0051-0000
Motor Vehicle Accident Listing
---
Lists: case number, date, time, location and driver's and vehicle owner's
name for all motor vehicle accidents.
3 Years
After final
entry
Destroy
0052-0000
Motor Vehicle Accident Location Log
---
Log of all accidents that have occurred within the municipality.
3 Years
Destroy
Motor Vehicle Accident Reports
0053-0001
Reportable and Non-Reportable Accident Report
---
Consists of: major and minor accidents, including police motor vehicle
accident reports and hit and run investigations.
3 Years
Destroy
0053-0002
Fatal Accident Report Files - Closed
Permanent
Retain at Agency
0053-0003
Police Motor Vehicle Accident File
---
Contains: Chiefs final recommendation, review board's investigation and
recommendations, and copy of accident report.
6 Years
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0054-0001
Orders Notebooks/Rules and Regulations
---
Contains all personnel orders, memoranda, instructional material,
personnel information, general/special orders, operational memos and
orders, and rules and regulations governing the police department. Signed
or Issued by department or division head. (Record Copy)
Permanent
Retain at Agency
0054-0002
Orders Notebooks/Rules and Regulations (Copy)
As updated
Destroy
0055-0000
Overtime Reports
---
Completed by officer; listing: name, date, and overtime hours worked.
6 Years
Destroy
0056-0000
Patrol Direction Listing
---
Weekly sheets containing criminal activity by time and district.
3 Years
Destroy
0057-0000
Patrol Look-Out Listing
---
Information to patrol shifts concerning criminal activity in specific districts
and shifts.
1 Years
Destroy
0058-0000
Pawnshop Dealers/Precious Metals Files
---
Contain police reports and other related papers.
1 Years
Destroy
0059-0000
Peddlers/Solicitors License Applications
3 Years
Destroy
0060-0000
Photo Mug File
---
Photographs of person each time arrested.
After death or
75 yrs
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
Police Applications
0061-0001
Police Applications (Accepted)
---
Contain application, fingerprint card of person hired, and copy of
identification card of each person hired. Copy of application is held in
personnel file.
6 Years
After
termination of
employment
Destroy
0061-0002
Police Applications (Rejected)
---
Contain application, fingerprint card of person hired, and copy of
identification card of each person hired. Copy of application is held in
personnel file.
3 Years
Destroy
0062-0000
Prisoner Log Book/Turnkey Record
---
Lists: name of prisoner, date of arrest, reason for arrest, cell number, and
disposition. Required to be kept by State Department of Corrections.
5 Years
After final
entry
Destroy
0063-0000
Property Listings
---
Date, description, location, and disposition on all property that enters the
department. Recorded by complaint number.
Until final
disposition of
all entries
Destroy
0064-0000
Property Sheet/Receipt
---
Lists: complaint number, date, description of item, and patrolman's initials
of property transfer.
3 Years
After final
disposition
Destroy
0065-0000
Quarterly Administrative Services Report
---
Report contains a running quarterly account of operating budget for the
police department.
3 Years
Destroy
0066-0000
Radar And Tuning Fork Calibration
---
A file on the accuracy of police radar and tuning forks.
2 Years
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0067-0000
Radar Log Sheet
---
Reports prepared by operator including the vehicle number, radar unit
number calibration, vehicles stopped, location, and direction of travel.
2 Years
Destroy
0068-0000
Raffle Reports
---
Reports of returns of raffles approved by a municipal agency.
3 Years
Destroy
0069-0000
Receipt Book/Counter Money Log
---
Daily listing of record number, money amount, balance, and initials of clerk
(for copies made, etc).
6 Years
After final
entry
Destroy
0070-0000
Release Forms
---
Form completed by citizen authorizing police to gain entry into locked
automobiles or home, releasing police from damage or injury claims and
for release of individual information.
2 Years
Destroy
Request and Approval for Secondary Employment
0071-0000
Request and Approval for Secondary Employment
0071-0001
Request and Approval for Secondary Employment (Orignal)
---
Original maintained in Chief's Office.
6 Years
Destroy
0071-0002
Request and Approval for Secondary Employment (Division Copy)
---
Copy maintained by Division.
1 Years
Destroy
0071-0003
Request and Approval for Secondary Employment (Supervisor Copy)
---
Copy maintained by Officer/Supervisor.
1 Years
Destroy
0071-0004
Request and Approval for Secondary Employment Daily Log
6 Years
After final
entry
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0072-0000
Requisition Log Book
---
Record of all police requisitions. Does not contain actual requisitions.
1 Years
Destroy
Restraining Orders From Family Court (Copy)
0073-0001
Restraining Orders From Family Court - Final
50 Years
Destroy
0073-0002
Restraining Orders From Family Court - Temporary
1 Years
Destroy
0073-0003
Restraining orders From Family Court - Temporary and Final Dismissed
1 Years
Destroy
Slide Film File
0074-0001
Slide Film File - Fatalities And Sudden Deaths
---
Contain 35mm slides of crime scenes and investigations. These are cross-
referenced to the case files by complaint number.
Permanent
Retain at Agency
0074-0002
Slide Film File - Other Than Fatalities and Sudden Deaths
---
Contain 35mm slides of crime scenes and investigations. These are cross-
referenced to the case files by complaint number.
Retain with
case
Destroy
0075-0000
Special Reports File
---
Multi-purpose reports used to record information or actions for official
purposes where such information is an addition to a previously reported
event.
5 Years
Destroy
0076-0000
Special Report Log
---
Lists: number, date, complaint number (when applicable), subject, who
has prepared the report, and who has received it.
5 Years
After final
entry
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0077-0000
Speedometer Calibration
---
A file on accuracy of police speedometers.
2 Years
Destroy
0078-0000
Statistical Crime Reports
---
Monthly computer printout reports on criminal activity within the
municipality by time, area, and/or event. This information is incorporated
into the annual departmental report.
3 Years
Destroy
Statistical Traffic Rreports
0079-0001
Statistical Traffic Reports (Record Copy)
---
Annual statistical reports on traffic accidents.
5 Years
Destroy
0079-0002
Statistical Traffic Reports (Duplicates)
---
Annual statistical reports on traffic accidents.
1 Years
Destroy
0080-0000
Stolen/Recovered Bicycle Cards
---
List: type (boys/girls), size, color, brand, where stolen/recovered, owner,
value, date, and serial number.
2 Years
Destroy
0081-0000
Subpoena Log
---
Contains: name of defendant, officer, issuing authority, court dates,
received, date notified, and signature.
1 Years
After final
entry
Destroy
0082-0000
Summonses (Copy)
---
Record copy is maintained by the municipal court.
30 Days
After
disposition
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0083-0000
Summonses Log Book
---
Lists: date, summons number, statute number, officer number, court date,
and location. The log keeps a monthly and yearly total of all summonses.
1 Years
After all
summonses
have been
returned to
court
Destroy
0084-0000
Taxi Cab Inspections
---
Inspections which are in additions to those given by the State Division of
Motor Vehicles.
1 Years
Destroy
0085-0000
Telephone Toll Listing
---
Monthly record of all phones, toll calls, repairs, and additions. Bills are kept
separate.
6 Years
Destroy
0086-0000
Three year Crime Comparison Report
---
Monthly statistical report comparing current month and previous two years
of crimes and motor vehicle accidents within the township.
3 Years
Destroy
0087-0000
Tow Truck Operators Schedule
2 Years
Destroy
0088-0000
Towed Vehicle Log
---
Lists: date of tow, complaint number, reason for the tow, description of
vehicle, and date of release of all motor vehicles towed by the police
department.
1 Years
After final
entry
Destroy
0089-0000
Township Licensing Criminal History and Motor Vehicle Check
---
Contains: fingerprint cards, criminal history check, and computer printout
of driving record. This serves as a background check prior to township
clerk issuing license. Only the initial application is checked, not renewals.
Information is also noted in the information/master card index.
6 Months
Destroy
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Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
Traffic Surveys
0090-0000
Traffic Surveys
---
Surveys concerning traffic lights, accident rates, and other traffic related
areas.
0090-0001
Traffic Surveys (Record Copy)
3 Years
Destroy
0090-0002
Traffic Surveys (Copy)
1 Years
Destroy
Training File
0091-0001
Training Materials Created by the Municipal Police Department (Master
Copy)
---
Contain all training materials, reports, grants, and studies.
Periodic
review
Destroy
0091-0002
Training Materials Received at Outside Conferences (Copy)
---
Contain all training materials, reports, grants, and studies.
As updated
Destroy
0092-0000
Uniform Crime Report (UCR) (Copy)
---
Monthly report sent to the State Police listing all major crimes within the
township, including arrests and clearances on these crimes. Original is
held by the State Police.
3 Years
Destroy
0093-0000
Vacant/Unoccupied House Listing
Upon
reoccupancy
of house
Destroy
0094-0000
Vehicle Log Book
---
Maintains status of stolen cars, mopeds, motorcycles, and license plates.
Listed by complaint number.
10 Years
After final
entry
Destroy
* P - Public, C - Confidential
Page #:17 of 21
Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
Video Tapes
0095-0001
Crime Scene Video Tapes - In Cases of Fatalities and Sudden Deaths
Permanent
Retain at Agency
0095-0002
Crime Scene Video Tapes - In Case Other Than Fatalities and Sudden
Deaths
Retain with
case
Recycle
0096-0000
Warrant Log Book
---
Lists all warrants and summonses received by the police department from
all courts throughout the state. Also called the Warrants, Court
Summonses and Subpoena Log.
1 Years
After all
summonses
have been
returned to
court
Destroy
0097-0000
Weekly Jail Inspection Report/Field Report/Daily Detainee Log
2 Years
Destroy
Voluntary Firearms Surrender File
0098-0001
Voluntary Firearms Surrender File - Program Forms
---
File pertaining to the state-wide voluntary firearms surrender program,
conducted in conjunction with the local police department, the County
Prosecutor's Office, and the Office of the Attorney General. File contains:
Notice of Intent to Voluntarily Surrender a Firearm, Firearms Surrender
Information, Voluntary Firearms Surrender Inventory, Request to the
County Prosecutor's Office to Conduct a Voluntary Firearms Surrender
Program, Authorization From the County Prosecutor's Office to Conduct a
Voluntary Firearms Surrender Program, and supporting documentation.
7 Years
Destroy
(N.J.S.A. 2C:1-
6B (3)) (N.J.S.A.
2C:39-12)
0098-0002
Voluntary Firearms Surrender File - Project Final Report (Copy)
---
File pertaining to the state-wide voluntary firearms surrender program,
conducted in conjunction with the local police department, the County
Prosecutor's Office, and the Office of the Attorney General. Original
retained by the Office of the Attorney General.
Permanent
Retain at Agency
(N.J.S.A. 2C:39-
12)
* P - Public, C - Confidential
Page #:18 of 21
Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
0098-0003
Voluntary Firearms Surrender File - Firearms Destruction and Final
Disposition Form
---
File pertaining to the state-wide voluntary firearms surrender program,
conducted in conjunction with the local police department, the County
Prosecutor's Office, and the Office of the Attorney General.
Permanent
Retain at Agency
(N.J.S.A. 2C:39-
12)
Public Safety Answering Points (PSAP) File
0099-0001
PSAP - 9-1-1 Tape Recordings
---
Includes: 9-1-1 tape recordings, all documents related to 9-1-1 calls, and
PSAP call-takers listing,
31 Days
Erase
N.J.A.C. 13:81-
24.
0099-0002
PASP - All Documents Related to 9-1-1 Calls
---
Includes: 9-1-1 tape recordings, all documents related to 9-1-1 calls, and
PSAP call-takers listing,
31 Days
Destroy
N.J.A.C. 13:81-
24.
0099-0003
PSAP - Call-takers Listing and Substitute Call-takers Listing
---
Includes: 9-1-1 tape recordings, all documents related to 9-1-1 calls, and
PSAP call-takers listing.
1 Years
Destroy
N.J.A.C. 13:81-
24.
Internal Affairs Investigative Case File
0100-0001
Internal Affairs Case Files - Criminal With Arrest
75 Years
Destroy
0100-0002
Internal Affairs Case File - Criminal With No Arrest
5 Years
Destroy
0100-0003
Internal Affairs Case File- Criminal Charges Cleared/Expunged
5 Years
Destroy
0100-0004
Internal Affairs Case File - Criminal - Homicide
Permanent
Retain at Agency
0100-0005
Internal Affairs Case File - Non-criminal
5 Years
Destroy
0100-0006
Internal Affairs Case File - Audio/Video Tapes
5 Years
After
transcription
Erase
* P - Public, C - Confidential
Page #:19 of 21
Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
Warnings - Traffic
0101-0001
Warnings Traffic - Record Copy
3 Years
Destroy
0101-0002
Warnings - Traffic - Officer's Copy
1 Years
Destroy
0101-0003
Warnings - Traffic - Log
3 Years
After final
entry
Destroy
Mobil Video/Audio Recording (MVR) Equipment Tapes
0102-0000
MVR Equipment Tapes
---
Used to record information related to motorist contacts and other patrol
related activities. Type of incidents recorded include: traffic/criminal
enforcement stops, in-progress vehicle/criminal code violations, police
pursuits, fatal accident/major crime scenes, operator's situational
awareness, and any applicable special projects.
0102-0001
MVR Equipment Tapes - Criminal - Homicide Recorded
7 Years
After case
closed
Erase
0102-0002
MVR Equipment Tapes - Criminal - Incident - Non-Homicide
5 Years
After case
closed
Erase
*N.J.S.A. 2C:1-6b
(1) Time
limitations.
0102-0003
MVR Equipment Tapes - Routine
31 Days
Erase
Mobil Video/Audio Recording (MVR) Equipment Tapes (In-Car Camera Video Tapes)
0103-0000
Station MVR Equipment Tape Log
---
Contains all activity associated with the station video tapes.
7 Years
After final
entry
Destroy
* P - Public, C - Confidential
Page #:20 of 21
Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule
Record
Record Title and Description
Retention Policy
Disposition
Citation
Series #
Total
Retention
Period
Minimum
Period in
Agency
Megan's Law
0104-0000
Megan's Law Registrant And Community Notification File
---
Includes but not limited to: Risk Assessment Scale, Tier notification,
registration and re-registration forms, community notification materials, etc.
After
Confirmed
Death of
Registrant
Destroy
Communications File
0105-0000
NCIC/SCIC Communications File
---
Includes but not limited to: National Crime Information Center/State Crime
Information Center (NCIC/SCIC) monthly computer printouts, daily and
quarterly NCIC/SCIC computer records concerning verification of accuracy
of entries and crime statistics, information entered by the agency such as
stolen vehicles, bicycles, other criminal occurences; fingerprint results;
information entered by an outside agency that may impact your agency;
statewide information such as weather, training, etc.
0105-0001
NCIC/SCIC Computer Printout - Agency Created
Retain with
case
Destroy
0105-0002
NCIC/SCIC Computer Printout - Created By Outside Agency
1 Years
Destroy
0105-0003
NCIC/SCIC Computer Printout - Information Only
31 Days
Destroy
* P - Public, C - Confidential
Page #:21 of 21
Schedule: 009
Agency: M900000
Records Retention and Disposition Schedule