UNIVERSITY OF WISCONSIN River Falls

Police Services

UWPP200
Police Services Annual Report

Annual report of the campus police services.

Retention Time Period
Original: CR + 5 fiscal years (EVT=Creation)
Copies: Do not retain duplicates longer than original
Disposition: Transfer to University Archives

UWPP201
Police Chief Correspondence and Administrative Files

Correspondence and files of the Chief of Police Services and other office files which may contain policy documents, letters, and administrative information of long-term value.Note: Some institutions may consider some or all of these records to have archival value;consult your institution's archives for additional information.

Retention Time Period
Original: CR + 5 years (EVT=Creation)
Copies: Do not retain duplicates longer than original
Disposition: Destroy or Transfer to Archives per institutional policy
PII: No
Confidential: No

UWPP202
Citations

Citations are tickets written for ordinance and non-criminal traffic violations.

Retention Time Period
Originals: CR + 5 years (Creation)Copies: Do not retain duplicates longer than original|
Disposition: Destroy confidential
PII: Yes
Confidential: No

UWPP203
Case files

These records maybe called incident reports, investigation reports, offense reports,juvenile police reports or case files. They may include reports on juvenile offenders,misdemeanors (including criminal traffic incidents), and felonies. They may include evidence reports, photographs, mugshots, etc. Cases maybe open or closed. Campuses may, per local policy, keep homicide and sexual assault cases permanently. Selected cases may have historical value.Retention:

203A Juvenile Offender Misdemeanor Case Files Open cases should be retained until closed or have passed the statute of limitations for the charge Closed cases retention: EVT+ 4years (EVT=18th birthday)

203B Juvenile offenders - Felony Case files Open cases should be retained until closed or have passed the statute of limitations for the charge Closed cases retention: EVT+ 8years (EVT= 18th birthday)

203C Adult Misdemeanor Case Files Open cases should be retained until closed or have passed the statute of limitations for the charge Closed cases retention: EVT + 25 years (EVT = Date of incident)

203D Adult Felony Case Files Open cases should be retained until closed or have passed the statute of limitations for the charge 

Closed cases retention: EVT + 25 years (EVT = Date of incident)
Disposition (all case file types): Destroy confidential
PII (all case file types): Yes
Confidential: Some, see e.g., Wis. Stats, ch. 19.35(l)(a)2 (personally identifiable information that would endanger safety or security), ch. 19.36(8) (identities of law enforcement informants), ch. 48.396 (juvenile justice records); ch. 51.30(mental health records)

UWPP204
Officer and Department activity reports

These records cover daily and weekly logs/reports of officer activities, including work schedules and court rosters.

Retention Time Period
Originals: CR + 3 years (EVT=Creation)
Copies: Do not retain duplicates longer than original
Disposition: Destroy
PII: No Confidential: No

UWPP205
Campus security activities records

Records in this series include bicycle license registrations, motor vehicle lockouts, room lockouts, ride-along programs, motor vehicle and driver authorizations, and similar activities.

Retention Time Period
Original: EVT + 3 years (EVT = occurrence of activity or creation of the record
Copies: Do not retain duplicates longer than original
Disposition: Destroy
PII: Yes
Confidential: No

UWPP206
Dispatch and radio logs

Records of requests for police assistance and police responses, often in electronic format.

Retention Time Period
Original: CR + 120 days (EVT=Creation)
Copies: Do not retain duplicates longer than original
Disposition: Destroy confidential
PII: Yes
Confidential: Some (see Wis. Stat. ch. 19.35(l)(a)2)

UWPP207
Security Video/Audio Surveillance Records

Video or audio associated with facility related surveillance of persons entering,using, or departing campus buildings or property.

Retention Time Period
Original: CR+ 120 days (EVT=Creation; PRB has established a 120-dayminimum to meet requirements of Wis. Stat. ch. 893.80.)
Copies: Do not retain duplicates longer than original
Disposition: Destroy
PII: Yes
Confidential: No

NOTE 1: If a surveillance record is requested for an investigation, a retention of 3 years from the date the investigation is closed is established for the portion of the surveillance copied.

NOTE 2: If a surveillance record is used in the prosecution of a case, the record becomes part of the case file and subject to the retention period for that type of case file.

UWPP208
Access Cards, Keys, Official Identification Badges Rosters

Lists of those University employees who have access cards and/ or keys for University facilities and those who have official identification (i.e.name badges,university photo identification cards). Employees shall report missing cards/keys and /or identification as needed and shall surrender such items at the end of employment. Format may be a paper or electronic.

Retention Time Period
Original: Current list
Copies: Do not retain duplicates longer than original
Disposition: Retain for 6 months after (event) date the card/key is returned or reported lost; destroy
PII: Yes
Confidential: No

UWPP209
Field Training Files

Field training is a requirement of all new employees and conducted during their probationary periods. If the field training is not completed successfully, the individual is terminated. The content of the field training is part of the National Field Training Program used by many law enforcement agencies. It is a twelve week process. UW Police Policy states that successful candidates for staff positions on UW Police forces must meet the standards of the training program. Files are maintained on both successful and unsuccessful candidates. Training files of successful candidates are not included in their official personnel files.

Retention Time Period
Original: EVT + 7 years (EVT= date of termination)Copies: Do not retain duplicates longer than original
Disposition: Destroy confidential
PII: Yes
Confidential: Yes (UWADM 014)

UWPP210
Clery Act Report Files

This series consists of information complied for Clery Act for Higher Education (20U.S.C. 1092(f)) reports. It includes a daily occurrence log that describes case #, date/time,case type, location, address, status and occurrence and other documents used in the preparation of the annual report. Official copy may be created and/or held at a higher administrative level.

Retention Time Period
Original: CR+ 7 years(Creation)
Copies: Do not retain duplicates longer than original
Disposition: Destroy daily logs. Annual reports should be offered to the University Archives.
PII: No
Confidential: No

UWPP211
Uniform Crime Reports

Monthly statistical report sent to the Wisconsin Department of Justice, which compiles a state report that is sent to the U. S. Office of Justice Statistics.

Retention Time Period
Original: CR + 3 years (Creation)
Copies: Those held by other campus offices may be destroyed when no longer needed for administrative purposes.
Disposition: Destroy
PII: No
Confidential: No