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Schedule of Records Retention and Disposition
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Click here to view certification and approvals
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| ** NOTE ** Audited means Audited by the Auditor of State and the Audit Report is Released |
** NOTE ** We will be using the "General Geauga County Records Retention / Disposal Schedule"
which was approved prior to August 1992 |
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Criminal Division
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Schedule Number
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Record Title and Description
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Retention Period
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| GCSO-1 |
Accident Reports -- General Public |
3 yrs after end of fiscal year |
| GCSO-2 |
Booking Files - Including:
Booking Sheets, Criminal History, Court Papers (copies),
Inmate Records, and Fingerprint Scans |
Permanent |
| GCSO-3 |
Court Dispositions |
1 Year |
| GCSO-4 |
Incident Reports |
3 Years - Paper |
| GCSO-5 |
Incident Reports |
5 Years - Electronic |
| GCSO-6 |
Informant Files |
Permanent |
| GCSO-7 |
Intelligence Files |
5 yrs from date of last entry |
| GCSO-8 |
Juvenile Arrest Records |
Until expungment order |
| GCSO-9 |
Lockout Waivers |
1 yr after end of fiscal year |
| GCSO-10 |
Recordings |
Until transcribed, or entered into evidence - dispose of with case |
| GCSO-11 |
Traffic Citations (Court and Originals) |
2 Years |
| GCSO-12 |
Traffic Warnings |
1 yr after end of fiscal year |
| GCSO-13 |
Validations -- LEADS |
2 yrs after end of fiscal year |
| GCSO-13 |
Warrant Letters and Recall Letters |
Until certified copy is received |
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Corrections Division
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Schedule Number
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Record Title and Description
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Retention Period
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| GCSO-14 |
Commissary Records |
2 Years |
| GCSO-15 |
Fire Safety Records |
3 Years |
| GCSO-16 |
Incident Reports |
3 yrs from end of fiscal year |
| GCSO-17 |
Inmate Medical Records |
6 Years |
| GCSO-18 |
Jail Register |
Permanent |
| GCSO-19 |
Kitchen Records - Including:
Meal Consumption, Daily Meal Count, Health Dept. Records,
Inventory - Tool Control, Monthly Inmate Stats,
Temperature Logs, and Time Sheets |
5 yrs from end of fiscal year |
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Civil Division
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Schedule Number
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Record Title and Description
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Retention Period
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| GCSO-20 |
Civil Docket - Including:
Sheriff's Returns, Received Writs and Summons, Accrued
Fees, Monthly Reports, Home Execution Docket |
Permanent |
| GCSO-21 |
Criminal Docket - Including:
Service Fees for Conveys, Commits, Warrants,
Discharges, and Monthly Reports |
Permanent |
| GCSO-22 |
Foreign Execution |
Permanent |
| GCSO-23 |
Foreclosures - Including:
Sales and Certified Appraisers Oath |
5 yrs after sale of property |
| GCSO-24 |
Monthly Reports |
3 yrs provided audited |
| GCSO-25 |
Schedule of Unpaid Fees |
until paid if audited |
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Administrative Division
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Schedule Number
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Record Title and Description
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Retention Period
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| GCSO-26 |
Policy and Procedure Manual |
Until Superceded |
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800 System
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Schedule Number
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Record Title and Description
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Retention Period
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| GCSO-27 |
Computer Generated Raw Data |
Dispose after Annual Review by Division Commander |
| GCSO-28 |
FCC / Other Government Licenses |
1 Year - Paper |
| GCSO-29 |
FCC / Other Government Licenses |
Permanent - Microfilm |
| GCSO-30 |
Software & Manuals |
2 Yrs after Software Replaced / Removed from Service |
| GCSO-31 |
Maintenance Repair Service Tickets |
2 Years |
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