IS-4 Records Keeping

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Questions and Answers

According to the Salem Police Department General Order, what is the primary purpose of the document?

  • To outline procedures for handling criminal investigations.
  • To define municipal records as per RSA 33-A:1.
  • To list all CALEA standards relevant to police procedures.
  • To set guidelines for the retention of municipal public records. (correct)

The Salem Police Department's General Order references specific RSA statutes. What aspect of municipal records is primarily addressed by these statutes?

  • The definition of what constitutes a municipal record.
  • The minimum duration for retaining such records. (correct)
  • The penalties for improper record disposal.
  • The process for converting paper documents to PDF.

Under the Salem Police Department's General Order, what constitutes a municipal record?

  • Only financial documents such as tax records and payrolls.
  • Only records directly related to criminal investigations.
  • Any written or computerized material designated by the board, including police reports. (correct)
  • Only physical documents stored in the records department.

According to the Salem Police Department's General Order, how long should records of traffic accidents involving municipal vehicles be kept?

<p>Permanently. (B)</p>
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What is the retention period for 'Calls For Service' or 'General Service Reports' according to the Salem Police Department's General Order?

<p>Five years. (A)</p>
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According to the Salem Police Department's General Order, how long are pawn slips retained?

<p>One year. (C)</p>
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According to the Salem Police Department's General Order, If a police department has a hit and run accident, how long are the records kept?

<p>Statute of limitations plus 5 years (C)</p>
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According to the Salem Police Department's General Order, If a police department has a simple accident, how long are the records kept?

<p>6 years (A)</p>
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If a police department has a non-criminal internal affairs investigation, how long are the records kept, according to the Salem Police Department's General Order?

<p>As required by the Attorney General, Union Bargaining Agreements and Town Personnel Rules. (D)</p>
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If the Salem Police Department has a non-criminal report, how long are the records kept, according to the Salem Police Department's General Order?

<p>Closure plus 3 years (C)</p>
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How long should the police department keep records for motor vehicle violations, according to the Salem Police Department's General Order?

<p>3 years (B)</p>
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According to the Salem Police Department's General Order, regarding Criminal-Closed Cases, how long are the records kept?

<p>Statute of limitations plus 5 years (B)</p>
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After a permit expires, how long are pistol permit applications kept on file, as dictated by the Salem Police Department's General Order?

<p>Expiration of permit plus one year. (D)</p>
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When is the next review of the the Salem Police Department's General Order scheduled for?

<p>2025 (C)</p>
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What CALEA standard does the Salem Police Department's General Order adhere to?

<p>82.1.3 (A)</p>
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According to the Salem Police Department's General Order what records are kept permanently?

<p>All of the above (D)</p>
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Which of the following types of documents can be converted into a PDF, according to the Salem Police Department's General Order?

<p>Any paper document (D)</p>
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Which of the following is NOT explicitly listed as a type of municipal record according to the Salem Police Department's General Order?

<p>Contracts (B)</p>
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What is the General Order number for the the Salem Police Department's General Order on Records Keeping?

<p>GO # IS-4 (A)</p>
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Flashcards

Purpose of General Order

Guidelines for how long municipal public records should be kept.

Municipal Records

All municipal records like reports, minutes, tax records, warrants, payrolls, etc.

Retention of Fatality Accident Records

Records pertaining to fatal accidents are held on file forever.

Retention of Hit and Run Accident Records

Statute of limitations plus five years.

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Retention of Other Accident Records

Six years.

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Retention of Accident records involving municipal vehicles

Permanently.

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Retention of Arrest Reports

Records pertaining to arrests are held on file forever.

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Retention of Calls For Service/General Service Reports

Five years.

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Retention of Criminal-Closed Cases

Statute of limitations plus five years.

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Retention of Criminal-Open Cases

Statute of limitations plus five years.

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Retention of Motor-Vehicle Violation Paperwork

Three years.

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Retention of Non-Criminal Internal Affairs Investigations

As required by the Attorney General, Union Bargaining Agreements and Town Personnel Rules.

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Retention of Non-Criminal/All Other Reports/Files

Closure plus three years.

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Retention of Pawn Slips

One year.

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Retention of Pistol Permit Applications

Expiration of permit plus one year.

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Study Notes

  • Salem Police Department General Order governs records keeping.
  • The GO# is IS-4
  • The CALEA standards are 82.1.3.
  • The date of issue was June 18, 2021.
  • This general order rescinds G.O. # 85-4.
  • The review is scheduled for 2025.
  • The chapter is Police Practices and Procedures.
  • The purpose of this general order is to set guidelines for the retention of municipal public records generated or created by the Salem Police Department agency.
  • The Salem Police Department shall adhere to RSA 33-A: 3-a XVCII- CX and RSA 33-A:5-a, as it relates to the minimum guideline in the retention of municipal records.
  • RSA 33-A:1 defines Municipal Records as all municipal records, reports, minutes, tax records, ledgers, journals, checks, bills, receipts, warrants, payrolls, deeds and any other written or computerized material that may be designated by the board.
  • For the purposes of this general order, this definition means all police reports produced by this agency.
  • RSA 33-A:5-a allows any paper document to be converted into a portable document format (PDF).
  • Records personnel will ensure that records are kept and maintained according to the following guidelines.
  • The Salem Police Department shall keep the following records for the time periods as stated below (82.1.3).

Record Retentions

  • Accidents with fatalities are kept permanently.
  • Hit and Run Accidents: statute of limitations plus five years.
  • All Other Accidents: six years.
  • Accidents Involving municipal vehicles are maintained permanently.
  • Arrest Reports are kept permanently.
  • Calls For Service/General Service Reports: Five years.
  • Criminal-Closed Cases: Statute of limitations plus five years.
  • Criminal-Open Cases: Statute of limitations plus five years.
  • Motor-Vehicle Violation Paperwork: Three years.
  • Non-Criminal Internal Affairs Investigations: As required by the Attorney General, Union Bargaining Agreements and Town Personnel Rules.
  • Non-Criminal / All Other Reports/Files: Closure plus three years.
  • Pawn Slips: One year.
  • Pistol Permit Applications: Expiration of permit plus one year.

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