§ 15.59. Police records.
Police records shall be maintained as follows:
(1) Animal law enforcement records. Retain these records 2 years.
(2) Bicycle registration records. Retain these records 2 years.
(3) Calibration records, including chemical analysis intoxilizer, vehicle speedometer, radar, vascar and other speed measuring devices. Retain these records 5 years after expiration of certification.
(4) Citations.
(i) Traffic. Retain these records 5 years if not part of criminal history case file.
(ii) Nontraffic. Retain these records 5 years if not part of criminal history case file.
(5) Community relations files, including information relating to business and home security surveys, crime prevention, educational programs, neighborhood crime watch and public safety. Retain these records as long as of administrative value.
(6) Complaints, incident reports or initial activity reports. Retain these records 3 years if not part of criminal history case file.
(7) Court orders. Retain these records as long as of administrative and legal value if not part of criminal history case file.
(8) Criminal history/investigatory case files. These records include, but are not limited to, arrest and detention records, citations and complaints, crime analysis records, evidence records, field notes, hospital and medical records, lab reports, offense reports, probation and parole records, press releases, search warrants, subpoenas and vehicular reports.
(i) Homicides/suspicious deaths/missing persons. Retain these records 75 years.
(ii) Summary cases. Retain these records 5 years after close of investigation.
(iii) Other cases. Retain these records 20 years after close of investigation.
(9) Criminal history dissemination records. Retain same length of time as case file. If no criminal record is found, retain 2 years.
(10) Daily activity records, including assignment sheets, officer activity reports, patrol logs, sign-in logs and work schedules. Retain these records 2 years.
(11) Daily bulletins/blotters/logs; chronological summary of departmental activities. Retain these records as long as of administrative value.
(12) Dispatcher’s log books. Retain these records 2 years after last entry.
(13) Firearms and ammunition—records/inventories (departmental). Retain these records 2 years after superseded or obsolete.
(14) Hunting accident reports, submitted to the Pennsylvania Game Commission. Retain these records 2 years.
(15) Internal affairs case files.
(i) Incident log. Retain these records 7 years after last entry.
(ii) Substantiated charges. Retain these records 3 years after termination of employment.
(iii) Unsubstantiated charges. Retain these records 3 years after close of investigation or comply with union rules, if applicable.
(16) K-9 corps records. Retain veterinary and training records 2 years after retirement or death of dog.
(17) Master name index. Retain these records as long as of administrative and legal value.
(18) Motor vehicle records.
(i) Accident reports. Retain these records 5 years after close of investigation if not part of criminal history case file.
(ii) Parking violations (tickets). Retain these records 1 year after all fines have been paid.
(iii) Police requests for removal of abandoned or impounded vehicles. Retain these records 2 years.
(iv) Recommendations for special driver’s examinations. Retain these records 1 year.
(19) Pennsylvania Uniform Crime Reporting Program worksheets and printouts. Retain these records 2 years.
(20) Permits and related applications. Retain these records 2 years after expiration.
(21) Property records; evidence/found/recovered. Retain these records 10 years after property is no longer in custody of the police department if the record is not part of the criminal history case file.
(22) Temporary detention records.
(i) Detention reports. Retain these records 3 years if not part of criminal history case file.
(ii) Inspection reports from the Department of Corrections. Retain these records 4 years.
(23) Towing records.
(i) Tow truck operator’s schedules. Retain these records as long as of administrative value.
(ii) Towing service records. Retain these records 1 year after all fines have been paid.
(24) Vacation/vacant house check records. Retain these records 30 days after re-occupancy.
(25) Video/audio tapes.
(i) Training documentation. Retain these records 2 years.
(ii) Officer activity documentation. Retain these records as long as of administrative and legal value.
(26) Waivers for riding in police vehicles. Retain these records as long as of administrative and legal value.
Source The provisions of this § 15.59 adopted February 18, 1994, effective February 19, 1994, 24 Pa.B. 993.
Cross References This section cited in 46 Pa. Code § 15.51 (relating to general provisions); and 46 Pa. Code § 15.52 (relating to applicability).
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