935-6 unit files

Unit Files Policy

• All members of the Kansas City, MO Police Department have a unit file maintained at their element of assignment.
• Commanders and supervisors are responsible for maintaining unit files of members assigned to their element.
• Members may not review their unit file without permission from their supervisor/commander.

Organization of Unit Files

• Unit files will be organized using the following sections:
  • Inside front cover: Most current Demeanor Record, Form 386 P.D.
  • Commendations
  • Disciplinary Actions
  • Personnel Actions
  • Performance/Training
  • Inside back cover: Miscellaneous and administrative items

Updating and Purging Unit Files

• When a member transfers to another element, their unit file will be updated with a new Demeanor Record and purged prior to the transfer.
• A copy of a member's Demeanor Record will be saved to electronic media and attached to the member's unit file when it is initially created and updated.
• Medical information will be retained in the Employee Benefits Unit (EBU).
• If there is a current "Litigation Hold" on a record, the unit file will not be purged.
• Records maintained in unit files may contain confidential information and must be securely destroyed.
• Retention periods have been established to provide guidelines for purging items found in unit files.

Retention Periods

• Demeanor Record: Most current, with an electronic copy attached to the unit file
• Commendations: Permanent
• Disciplinary Actions: Permanent
• Personnel Actions:
  • Letters of Appointment: Permanent
  • Letters of Transfer: Permanent
  • Requests for Transfer, Form 4 P.D.: Three years
  • Notice of Personnel Action, Form 164 P.D.: Most current
  • Personnel Data Sheet, Form 167 P.D.: Most current
• Performance/Training:
  • Firearms Training Form, 5332 P.D.: Three years for active members
  • Element Orientation Checklists: Permanent
  • Vehicle Accident History: Permanent
  • New Employee Orientation Checklist, Form 5449 P.D.: Permanent
  • Employee Evaluation, Form 203 P.D.: Permanent
  • Instructional Notice: One year maximum
• Administrative:
  • Application for Leave, Form 1 P.D.: Three years
  • Miscellaneous: Discretionary

Separation from the Department

• When a member separates from the Department for any reason, the immediate commander/supervisor will send the completed Sworn Employee Exit Evaluation, Form 5444 P.D., or Civilian Employee Exit Evaluation, Form 5442 P.D., along with the member's unit file, through the member's chain of command to the Personnel Records Section.

This policy outlines the guidelines for unit files, including employee evaluation processes, in the Kansas City Police Department.