- This topic has 3 replies, 4 voices, and was last updated 1 week, 4 days ago by
.
-
Posts
-
Can anyone share a policy or other information on the retention of disciplines (verbal, written, formal).
Thank you,
Lt. Bill Howell
Sunny Isles Beach Police DepartmentDiscipline Records
1. When an allegation of misconduct is sustained, any discipline imposed, either formal or informal and the associated documents must be kept in compliance with the State of Florida General Records Schedule. The Internal Affairs supervisor shall maintain the records in a secure area.2. A copy of all completed Notice of Disciplinary Action forms shall be forwarded to the Human Resources Section and the Finance Section (if there is loss of pay).
3. Annually, the Internal Affairs Supervisor or designee shall review all employee files and purge disciplinary records as follows:
a. Informal discipline must be kept for three (3) anniversary years after the final disposition date.
b. Formal discipline must be kept for five (5) anniversary years after the final disposition date.We hope this is helpful:)
God blessAttached is our policy for wording (page 21), but we don’t put those things specifically in the policy because they are listed in the General Records Schedule.
GS2 has items that pertain to this:
INTERNAL INVESTIGATION RECORDS: FINAL ACTION SUMMARY Item #59
This record series serves as the final action summary of investigations of allegations of employee or officer misconduct and/or violation of law enforcement agency regulations or orders, state or federal statutes, or local ordinances. Investigations may also cover discharge of firearms or other use of physical force. The completed investigation file is scheduled separately based on the nature of the outcome (sustained formal, sustained informal, or not sustained/unfounded/exonerated). The statement of final action may take many forms, including a memorandum, correspondence, logs, or reports.
RETENTION: Retain as long as the Personnel File.INTERNAL INVESTIGATION RECORDS: NOT SUSTAINED/UNFOUNDED/EXONERATED Item #136
This record series documents the investigation of allegations of employee or officer misconduct and/or violation of law enforcement agency regulations or orders, state or federal statutes, or local ordinances. Investigations may also cover discharge of firearms or other use of physical force. These records document cases in which the charges were determined to be unsustained or unfounded or the employee or officer was exonerated. The series may include, but is not limited to, statements by the employee, witnesses, and the person filing the complaint.
RETENTION: 1 anniversary year after final disposition.INTERNAL INVESTIGATION RECORDS: SUSTAINED FORMAL Item #134
This record series documents the investigation of allegations of employee or officer misconduct and/or violation of law enforcement agency regulations or orders, state or federal statutes, or local ordinances. Investigations may also cover discharge of firearms or other use of physical force. These records document cases in which the charges were sustained and formal discipline administered. “Formal discipline” shall be defined as including demotions, removals, suspensions, or similar
action. The series may include, but is not limited to, statements by the employee, witnesses, and the person filing the complaint.
RETENTION: 5 anniversary years after final disposition.INTERNAL INVESTIGATION RECORDS: SUSTAINED INFORMAL Item #135
This record series documents the investigation of allegations of employee or officer misconduct and/or violation of law enforcement agency regulations or orders, state or federal statutes, or local ordinances. Investigations may also cover discharge of firearms or other use of physical force. These records document cases in which the charges were sustained and informal discipline administered. “Informal discipline” shall be defined as including written or verbal reprimands, memoranda,
or similar action. The series may include, but is not limited to, statements by the employee, witnesses, and the person filing the complaint.
RETENTION: 3 anniversary years after final disposition.Lt Howell,
The state retention minimums for retention of discipline can be found in the General Schedule (GS)-1, Municipal Government, or GS-2, Police agencies. If you need a copy, let me know I’ll email them to you.
Rick Fitzgerald
North Port Police Department
nfitzgerald@northportpdfl.gov
941-429-7315
- You must be logged in to reply to this topic.