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Questions and Answers
Who is responsible for maintaining unit files of members assigned to their element?
Who is responsible for maintaining unit files of members assigned to their element?
How are documents filed in the unit file?
How are documents filed in the unit file?
What happens to a member's unit file when they transfer to another element of assignment?
What happens to a member's unit file when they transfer to another element of assignment?
Where is medical information retained?
Where is medical information retained?
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What is the purpose of the Demeanor Record, Form 386 P.D.?
What is the purpose of the Demeanor Record, Form 386 P.D.?
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How are sections organized in the unit file?
How are sections organized in the unit file?
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Can members review their unit file without permission from their supervisor/commander?
Can members review their unit file without permission from their supervisor/commander?
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What is saved to electronic media and attached to the member's unit file?
What is saved to electronic media and attached to the member's unit file?
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What is the purpose of the unit file?
What is the purpose of the unit file?
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Where is the most current Demeanor Record, Form 386 P.D. located in the unit file?
Where is the most current Demeanor Record, Form 386 P.D. located in the unit file?
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What happens to a unit file if there is a current 'Litigation Hold' on a record issued by the Office of the General Counsel (OGC)?
What happens to a unit file if there is a current 'Litigation Hold' on a record issued by the Office of the General Counsel (OGC)?
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How should confidential records in unit files be destroyed?
How should confidential records in unit files be destroyed?
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What is the purpose of established retention periods for items in unit files?
What is the purpose of established retention periods for items in unit files?
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How often will unit files be updated using retention periods?
How often will unit files be updated using retention periods?
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What is the retention period for Demeanor Records?
What is the retention period for Demeanor Records?
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Who can purge items not listed in the retention periods table?
Who can purge items not listed in the retention periods table?
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What is the retention period for Commendations?
What is the retention period for Commendations?
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What is the retention period for Requests for Transfer, Form 4 P.D?
What is the retention period for Requests for Transfer, Form 4 P.D?
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Who should be contacted with questions regarding Litigation Holds and purging of files?
Who should be contacted with questions regarding Litigation Holds and purging of files?
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What is the retention period for New Employee Orientation Checklists?
What is the retention period for New Employee Orientation Checklists?
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What is the maximum duration of a permanent instructional notice?
What is the maximum duration of a permanent instructional notice?
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What is the purpose of forms 5444 P.D. and 5442 P.D.?
What is the purpose of forms 5444 P.D. and 5442 P.D.?
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Who is responsible for sending the completed employee exit evaluation forms to the Personnel Records Section?
Who is responsible for sending the completed employee exit evaluation forms to the Personnel Records Section?
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Under what circumstances can members obtain purged documents from their unit file?
Under what circumstances can members obtain purged documents from their unit file?
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Who is the Chief of Police as mentioned in the policy?
Who is the Chief of Police as mentioned in the policy?
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What is the date of adoption of this policy by the Board of Police Commissioners?
What is the date of adoption of this policy by the Board of Police Commissioners?
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Where can the public access the policy?
Where can the public access the policy?
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What is the purpose of the Distribution section of the policy?
What is the purpose of the Distribution section of the policy?
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Who is the Board President as mentioned in the policy?
Who is the Board President as mentioned in the policy?
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What type of leave is mentioned in the policy?
What type of leave is mentioned in the policy?
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Study Notes
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.
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Description
This policy outlines the guidelines for unit files, including employee evaluation processes, in the Kansas City Police Department.
