Kent Police – Disposal policy肯特郡警方–处置政策

Kent Police – Disposal policy肯特郡警方–处置政策 Kent Police – Disposal Schedule Introduction The main policyholders within the Force are responsible for the disposal policy of records held in their name & associated with those policies. Information holders/owners are responsible for ensuring that information in both manual & electronic forms are maintained in accordance with the Schedule. Disposal schedules have been prepared & are tabled in the area of responsibility as shown in the contents list below. Policies are listed in alphabetical order under the Directorate who owns them. Principle records are listed alphabetically in the Index within Section 10. Where possible a standard disposal code has been applied as shown on Page 2. Section Sub Contents Page Section Sub Contents Page Section Section 1 Area Operations 6 6 Personnel & Training 34 1.1 Criminal Justice 6 1.2 Tactical Operations 8 7 Finance & Administrative Services 44 1.3 Strategic Crime Reduction 11 7.1 Finance 44 7.2 General Services 45 2 Criminal Investigation 13 7.3 Engineering Services 48 2.1 Organised Crime 13 7.4 Estate 49 2.2 Major Crime 16 2.3 Intelligence 20 8 Corporate Communications (Inc Media) 51 3 Professional Standards 27 9 Legal Services 52 4 Force Communications (Including FCC) 29 10 Index to Principal Records 53 5 Organisation & Development 31 1 Disposal codes Standard Disposal to apply Code A Retain locally for 2 years, plus current year, then to central storage. Destroy after seven years from completion or finalisation of the record. Retain locally for 2 years, plus current year, then to central storage. Destroy after seven years from finalisation of the case. *Where defendant sentenced to an order or imprisonment then retain locally for duration of order or sentence. Then to central storage for 7 B years. *Subject to C below. C Major crime enquiry conducted centrally or on area. Refer to schedule & Policy Guidance. (Draft Policy – see Page 3-5.) D Refer to Department Policy & text in schedule. E Retain locally for 3 months then to central storage. Destroy after 7 years from finalisation of the record. F Retain locally for three years then destroy. G Retain locally for current plus 1 year then destroy. H Retain locally for three months then destroy. I Retain for length of employment plus six years then destroy. NS Non-standard disposal. Refer to text in schedule. Policy may be merged with another so may change number Policy Archived 2 Storage/Disposal of Major Crime & Critical Incident Investigation Case Papers Introduction Document retention, in general, is covered by policy PAGES ref: B09. It was designed to assist in dealing with a growing number of civil claims. However, the Freedom of Information & Data Protection legislation places us under an obligation to prescribe how we deal with the archiving of the material put together during the investigation of a major/serious crime or incident. The new policy must be based upon legislation and/or clearly evidenced business needs. Scope Suggested definition of “major/serious crime or incident investigation”: An investigation into any of the following whether or not a person was charged as a result of that investigation: Murder (and attempts) Manslaughter, Any investigation into the unlawful actions of a person(s) (or organisation) which led to the death of another, Fatal or life changing road crashes, Grievous bodily harm with intent, Rape, Terrorist offences, Explosive offences, Kidnap, Abduction, Blackmail, Other serious assault or sexual offences, which form part of a series, Major offences against property (dishonesty or damage) which may form part of a series or which have attracted significant public/political interest Any other “Indictable Only”offence Many of these cases will be investigated by central teams such as Major Crime Department or Serious Crime Unit etc but will often be carried out by Area. 3 Storage All such material will be securely packaged – in accordance with Policy B09 – & stored on the Area where the event occurred for the first 2 years of retention. Thereafter it will be archived centrally in accordance with Policy B09. Disposal Policy In any such case, as defined above, all relevant material will be retained for a period, which is: a) not less than 7 years from the date of the event or conviction whichever is the latter & in any event, b) not before the expiry of the sentence imposed following the conviction of an offender Upon reaching that date, the case will be assessed for disposal. The following ACPO generic risk criteria will be used: “Where the review of a record shows the occurrence to have involved: a. Loss of life/serious injury b. Serious damage to property c. Serious loss or reduction in service to the public d. Serious loss or reduction in service to the criminal justice system e. Adverse impact on the operational ability of the Force f. Adverse impact on the reputation of the Force g. Adverse impact on the partnerships/communities h. Known or anticipated public and/or media interest i. Activity that results in significant change to the Force or its partner agencies j. Events that involve a high profile public personality or venue k. Impact on Force policy & procedure l. Decisions made by police at major and/or critical incidents m. Events anticipated to be the subject of subsequent litigation, internal/external enquiry or other investigation; Retention periods may be extended beyond that specified.” One important factor will be whether there is an offender still outstanding for a serious offence. If, following the risk assessment, it is decided to delay disposal, then a date will be set for a further review. This review date will be no longer than 5 years from the date of the risk assessment. 4 The risk assessment & any subsequent review will be the responsibility of the Area Crime Manager who should consider liaison with any central team, which had responsibility for the original investigation. Rationale If we seek to prosecute an offender then, under CPIA 1996 all material, which may be relevant to the investigation, must be retained. Where an accused is convicted & a custodial sentence has been imposed, all material that may be relevant must be retained at least until the convicted person is released from custody. (Consider life sentences – although the offender may be released from custody they will continue to serve the sentence i.e. be on licence for the remainder of their lives / other early release schemes where sentence is served other than in prison) If an appeal against conviction is pending all material must be retained until the appeal is determined. Similar responsibilities apply if the Criminal Cases Review Commission is considering an appeal. Appeals can eventually be heard many years after conviction. Forensic Science Service will retain material in connection with a list of offences similar to that above for a minimum of 30 years. In general terms no civil action can be taken after 6 years has elapsed from the event in question. References: ACPO Freedom of Information Act Project – Record Disposal Guidance Criminal Procedures & Investigation Act 1996 (CPIA). st October 2003 MOU between ACPO, CPS & FSS 21 (DCC Martin Baker Gloucestershire Constabulary), Civil Litigation (Limitation, Act 1980). 5 Section 1 Area Operations 1.1 Criminal Justice Ch Supt Area Operations Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Operational Policing Overt Use of Video M05 Forms 2890 (application) & 2891 (use) E Civil litigation Medium record Cameras by Police (Limitation Act 1980) Personnel Operational Policing Home Office Prisoners M10 Prisoner accounting booklets form 2720 A Civil litigation Medium record Court Escort service M10A (Limitation Act 1980) Risk Assessment & M10C Prisoner Escort Records Operational Policing Fixed Penalty Scheme M56 Fixed penalty notices Form, Mitigation form CTO 3476 F Civil litigation Low record (Limitation Act 1980) Operational Policing Warrants M82 Live warrants A Civil litigation Medium record M82_SOP Live warrants as per (Limitation Act 1980) M82 SOP Other papers Code A as per BO9. Operational Policing Prosecution & MO1 Prosecution diversion Files E Civil litigation High record Diversion Reprimands MO1A Cautions (Limitation Act 1980) & Final Warnings MO1A_SOP Reprimands & final warnings (Case file containing Forms 1285a & KO4 associated papers) Drug support programme Form 3197 Crime policing record Suspect Identification N12 Suspect identification system Disposal of images used as per PACE 1984 NS Civil litigation Medium System N67 & Code of Practise D Policy under review. (Limitation Act 1980) Crime policing record SIU Intelligence - IT N40 SIU Intelligence records on Genesis NS RIPA, CPIA, DPA High Protocols Review required. Operational Policing Arrest & Detention N63 Custody records A Civil litigation High record Children in the Care of N63A Audio tapes, Video tapes (Limitation Act 1980) Detained Persons Doctors examination notes Appropriate Adult N63B Search records Service Other documents required by The Police & Criminal Evidence Act 1984 & the Codes of practise relating to the arrest & detention of persons. Operational Policing Court bail records N64B Court bail records G Civil litigation Low record Form 3181 Notification / Form 1256 front counter record (Limitation Act 1980) Operational Policing Pocket notebook policy N65I Pocket notebooks A. Civil litigation High record N65I_SOP (Limitation Act 1980) 6 Crime policing record Identification N67 Identification pack forms & associated letters & documents NS Civil litigation High procedures policy Master video tapes Policy under review (Limitation Act 1980) Operational Policing Case file preparation N70 Prosecution files B Civil litigation High (See also Policy BO9 record policy Case files containing MG forms & other documentation as required by (Limitation Act 1980) SOP re earlier archive to the manual of guidance. central storage) Operational Policing Refused charges N90 Non-prosecution files. Refused charge records. (Casefile containing E Civil litigation High record form 1819) (Limitation Act 1980) Crime policing record Retention of records N96D Retention of records where no conviction or caution. Forms 3356, 3357, NS PNC retention policy Medium following acquittals or 3358, property & offence retention documents Store 5 years with discontinued cases FIB then review for without caution des. or further ret. for 5 years. Crime policing record Protection from N99 Protection from harassment Genesis records. A Civil litigation Medium harassment Act N99_SOP (Limitation Act 1980) 7 Section 1 Area Operations 1.2 Tactical Operations Chief Supt, Area & Central Ops Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Operational Policing Major Incidents & M02 Major Incident Manual A Civil litigation High Emergencies (Limitation Act 1980) Operational Policing Public Order M07 Public Order Incident Policy Log A Civil litigation High (Limitation Act 1980) Operational Policing Method of Entry M07A Pocket book, Form 1803 - Premises Searched record A Civil litigation High (Limitation Act 1980) Operational Policing Armed Response M12 Record of deployment of firearms by Kent Police officers – to be kept by A Civil litigation High Vehicles Tactical Operations dept (Limitation Act 1980) Operational Policing Searching of Persons, M17 Form 1800 Combined Search Record A Civil litigation High Vehicles & Road Forms 3303 (old paper system in existence before 01 April 2002), Record (Limitation Act 1980) Checks Of Persons / Vehicles Searched Form 3304 `Authority To Implement A Road Check' Form 1805 Vehicles Stopped At A Road Check Form 3308 Authority To Stop And Search In Anticipation Of Violence Operational Policing Bombs M26 STORM incident record NS Policy Log Review Required Operational Policing Future Events M30 Event Notification Forms (Form 2385) G Low Operational Policing Pedlars M44 Form 3071 `Application For A Pedlars Certificate' NS Form 3071c `Pedlar's Certificate' Review Required. Operational Policing Firearms Incidents – M81 Records of reviews of Standard Operating Procedures NS Civil litigation High Post Incident Procedure Exercise Training Records Destroy 7 years after (Limitation Act 1980) Archived Policy guidance & procedures the conclusion of the review Operational Policing Performance Indicators M88 Electronic Record of Performance Indicators. NS record Review required Operational Policing Mileage Log Books M97 Mileage Books NS Low Record With the vehicle for the “ Police” life of the Vehicle. Then retained for 6 years on Area. Crime Policing Unidentified Firearms N03A Recorded in Special Property Book. A Civil litigation High Record OIS, Now Storm Record Created. (Limitation Act 1980) Crime Policing Crime Reporting & N08 Reported at Police Station – Crime Report A Civil litigation High Record Investigating Reported by phone to CCRU, Genesis Record (Limitation Act 1980) 8 Crime Policing Tape Recorded N65E Audio Tapes, Master & Working Copies NS Record Interview Master Copy to be retained in secure storage for 6 years from the date of interview Crime Policing Searching of Premises N66 Form 3307 Application for a Premises Search Warrant from Court. A Civil litigation High Record Form 1803 Authority for a Sec 18 PACE Search, (person in Custody). (Limitation Act 1980) Form 1818L – Authority for Section 18 Search where Insp. unable to endorse Custody Record. Form 3293 – Notification of Damage to a Fire Door. Prison Searches- Written request to the Prison Governor Interception Warrant - between sender & intended recipient) of any communication (mail, telephone calls etc.) Traffic Policing Speed Enforcement P04 Test of Speed Check Portable Detection Device - All tests carried out must F Civil litigation Low Record be recorded by the officer for evidential purposes. Any prosecutions by (Limitation Act 1980) Fixed Penalty Ticket way of summons –A Summonses Traffic Policing Commercial & Vehicle P06 Vehicle Defect Rectification Scheme Form F Civil litigation Low Record Defect Rectification (Limitation Act 1980) Schemes Commercial Vehicle Defect Rectification Scheme Form. Traffic Policing Vehicle Retention P07 Form PG9 – Prohibition of a vehicle F Civil litigation Low Record Form PG10 – Removal of Prohibition from vehicle (Limitation Act 1980) Traffic Policing Prohibition of P07A Form 2414 `Combined Certificate of Weight & Prohibition of Movement' F Civil litigation Low Record Overweight Vehicles - Form 2415 `Combined Certificate of Weight & Prohibition Release Any prosecutions by (Limitation Act 1980) Policy Notice' way of summons –A Over 5% & up to 10% Fixed Penalty Notice to driver. Report for summons for the owner, or report for summons for the owner/driver. Traffic Policing Prohibition of Defective P07B Form PG9 – Prohibition of a vehicle F. Civil litigation Low Record Vehicles - Policy Form PG10 – Removal of Prohibition from vehicle (Limitation Act 1980) Traffic Policing Prohibition of Vehicles P07C Full Prohibition Order F. Civil litigation Low Record - Drivers' Hours Interim Prohibition Order (Limitation Act 1980) Offences - Policy Tachographs seized. Traffic Policing Complaints of Bad P17 Form 3114 – Allegation of Bad Driving F Civil litigation Low Record Driving - Policy Form 3115 - Allegation of Bad Driving (Limitation Act 1980) Letter & Statement to Complainant Traffic Policing Traffic Process Forms - P20 Form 1111- Accident Report Card F Civil litigation Low Record Policy Form 1113 – Statistical Information Form. (Limitation Act 1980) Form 1108 no injury is apparent Where case forms Form 1109 - i when an accident report is completed. part of prosecution Notice of Intended Prosecution, (NIP). file -A 9 Form 1027 – Receipt for Driving Documents produced at a Police Station. Forms HORT 1&2 Forms HORT - G Monthly Returns of ethnicity from HORT 1, for BIU Traffic Policing Prohibition of Hazmat P28 Deferred Prohibition Notice NS Civil litigation Low Record Vehicles - Policy Immediate Prohibition Notice All records that do (Limitation Act 1980) letters or appeal notices to not form part of a owners/company secretaries regarding offences relating to offences under prosecution case – the Carriage of Dangerous Goods By Road Regulations 1996 or the destroy 2 years after carriage of Dangerous Goods By Road (Driver Training) Regulations closure of 1996. investigation. 10 Section 1 Area Operations 1.3 Strategic Crime Reduction Ch Supt Strategic Partnerships Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Operational Policing Community Disorder J05 Incident records created on OIS. A Civil litigation Medium record Recording of Incidents J05_SOP Crime Report (Limitation Act 1980) Operational Policing Neighbourhood Watch K02 5x5x5 5x5x5 A Civil litigation Medium record F3124 F3214 D (Limitation Act 1980) (destroy on removal from database) Operational Policing Drug Intervention & K04 Drug support programme Form 3197 A Civil litigation High record Support Programme Referral Agency Report (Limitation Act 1980) LEA/Police Protocol in relation to Drug related incidents in Schools possibly leading to: Police Notebook PACE Stop Search Record Crime Report Intelligence Report 5x5x5 Operational Policing Anti-Social Behaviour K05 Policy recently or currently being reviewed & not shown on PAGES as a B Civil litigation High record Orders result. (Limitation Act 1980) Operational Policing Housing Act 1996 – K06 F3270 A Civil litigation High record Disclosure of Personal K06_SOP F3271 (Limitation Act 1980) Data PNC/ Court Conviction Records Sanitised OIS records Pocket notebooks Operational Policing Community Crime K10 Written record of a „risk? plan in deciding to release photographs A Civil litigation High record Reduction Partnership Record of registered crime reduction partners allowed to receive (Limitation Act 1980) photographs Copy of original agreements with above Receipt of photographs record Copy of JAPAN decision making process Review of photographs being out using F3795 & F3796 Operational Policing Rural Policing K11 Kent Rural Policing Partnership agreement NS Low record Partnership Retain locally and destroy after date of expiry Operational Policing Intensive Supervision & K13 Information sharing protocols between police & relevant agencies NS Civil litigation High record Surveillance of Young K13_SOP Taped records (see policy N65E) Master copy to be (Limitation Act 1980) Offenders retained in secure storage for 6 yrs 11 Operational Policing Test Purchase of K14 Memo of understanding between Police/KCC/Medway Council. A Civil litigation High record Alcohol K14_SOP Intelligence Reports 5x5x5 (Limitation Act 1980) NPA 01 & NPA 02 & NPA 03 Operational Policing Service of Exclusion K15 New policy being written. Not yet on system A Civil litigation High record Notices by Police (Limitation Act 1980) Operational Policing Collaborative K17 Intelligence reports 5x5x5 A Civil litigation High record Intelligence K17_SOP Network Association Chart (Limitation Act 1980) Management Kent Police Action Log Book Pocket Notebook Operational Policing Operation Lancaster M100 Policy recently or currently being reviewed & not shown on PAGES as a A Civil litigation High record result. (Limitation Act 1980) Operational Policing DVLA Referrals for M101 Policy recently or currently being reviewed & not shown on PAGES as a A Civil litigation High record Drug Drivers result. (Limitation Act 1980) Operational Policing Special Constabulary M71 Kent Special Constabulary Operational Handbook F (Disposal refers to Civil litigation Medium record out of date versions) (Limitation Act 1980) Operational Policing Removal of Truants M77 Information Exchange Protocol NS Civil litigation High record F3187 Supt?s Authority for removal of truants. F3187 filed with (Limitation Act 1980) F3188 Crime Reduction Co- ordinator for 6 years after child reaches 18. F3188 for 6 years. Operational Policing Licensing Act Closure M90 Policy recently or currently being reviewed & not shown on PAGES as a A Civil litigation High record Orders result. (Limitation Act 1980) Operational Policing Seizure of vehicles used M95 Pocket Notebook A Civil litigation High record in Anti-social Manner F3220a Warning Notice (Limitation Act 1980) Intelligence Report 5x5x5 F3220c Warning notice to owner F3220b Letter to parents of a juvenile OIS Record F3219a (VRS 59) Vehicle seizure form F3220d Nuisance vehicle seizure letter to owner of vehicle Operational Policing Seizure of Property N74 Under review A Civil litigation High record from Pawnbrokers (Limitation Act 1980) Premises Operational Policing CCTV in Public Places N79B record Operational Policing Housing Act 1996 –N99A Under review A Civil litigation High record Injunctions against N99B (Limitation Act 1980) Anti-Social Behaviour 12 Section 2 Criminal Investigation 2.1 Organised Crime Det Ch Supt Central Ops Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Nationality Nationality Department G04 Register of Foreign Nationals, containing registration details of NS Department record individuals Text required Crime policing record Acts of Terrorism G05 Authorisation document by Assistant Chief Constable to stop a vehicles A Civil litigation M Section 44 Terrorism Act 2000 Form TACT 12 (Limitation Act 1980) Authorisation as above but to search pedestrians in specified areas. Form TACT 12 Authorisation by Superintendent under Section 33 Terrorism Act 2000, making an area a “cordoned area” Authorisation by officers below Superintendent rank to make an area designated Search warrants copies Premises searched records Restriction of parking authorisation under Section 48 Terrorism Act 2000 Forms relating to Schedule 7 examinations HOTACT 1 – 12 & detention of individuals under Terrorism Act 2000 Crime policing record Air Support M24 RIPA applications & authority granted for air support to take place. NS RIPA Aerial Photography Request Form 2998. Contact sheet relating to the Review Required deployment Crime policing record Product Contamination N02 Paper records relating to original call B Civil litigation High Policy files (Limitation Act 1980) HOLMES database records Case files relating to prosecution of individuals Intelligence records Custody records & other documents relating to the arrest of individuals Officers police Notebooks Scenes of crime records relating to examinations of scenes Crime policing record Financial Investigations N07 Database of financial investigations B Profiles of suspects linked to investigations Referrals from NCIS re suspicious movements of cash Applications for cash forfeited / confiscated (on MG6) Forms 2993 requesting details from investigating officers Customer information order request forms Account monitoring order request forms Crime policing record Disclosure of N07A Form 2993A Request forms B Information by Inland Revenue 13 Crime policing record Proceeds of Crime Act N113 Applications to Magistrates Court to seize cash B Powers of Search, Referral to Financial Investigation Unit Forms seizure & detention of Records of Search under Section 289 POCA 2002 cash Applications for Continued Detention of Cash Forms Detention of Cash Hearing forms Search Register & Premises Search forms 1803 Crime policing record Reporting Convictions N16A Reports relating to deportation case & MG5 B of Persons Subject of Notice of liability to deportation Immigration Controls to Police case file Home Office Crime policing record Fraud Squad N18 Intelligence packages of referrals to Fraud Squad A RIPA 2000 Referrals form NCIS – Inter policing agencies CPIA, DPA Requests for Production Orders Enquiries with outside agencies recorded (Land Registry, Expertain) CIFAS etc Crime policing record Drugs N20 Intelligence (Genesis) Records B Civil litigation High 5 X 5 X 5 Documents (Limitation Act 1980) Intelligence Packages on Individuals Target Packages on Individuals RIPA 2000 Financial Profiling of Subjects CPIA, DPA Chemist Registers Index of Registered Addicts Copy of Crimsec 38s Crime Reports Special Property Document Forensic Submission Form Case Files Crime policing record Counterfeit Currency N22 Copy of NC01/02 B Civil litigation High Crime Report (Limitation Act 1980) Special Property Document RIPA 2000 Case files relating to Suspects CPIA, DPA Crime policing record Intellectual Property N36 Case Files A Civil litigation High Rights Theft Copy Search Warrants (Limitation Act 1980) Special Property Registers RIPA 2000 Requests to Interview Officers CPIA, DPA Crime policing record Behavioural N48 Profile A Civil litigation High Investigative Advisor Requests to enlist support of Behavioural Investigative Advisor (Limitation Act 1980) (Offender Profiling) Contracts made with BIA RIPA 2000 CPIA, DPA 14 Crime policing record Diplomatic Immunity N88 Records of contacts with a Diplomat (Pocket Book / Report) A Civil litigation High Custody Records / Case Files / Special Property Records (Limitation Act 1980) RIPA 2000 CPIA, DPA Crime policing record Cheque & Credit Card N91 Intelligence Records (5 X 5 X 5s etc) regarding use of cheques & credit B Civil litigation High Unit cards (Limitation Act 1980) Analysis records of all cheque & credit cards seized RIPA 2000 Special Property Records CPIA, DPA Case Files CCTV tapes Crime Reports Form 3235 Bank Referral Crime policing record Recording of Cheque & N91A Crime Reports A Civil litigation High Credit Card Offences Form 3235 Bank Referral (Limitation Act 1980) RIPA 2000 CPIA, DPA 15 Section 2 Criminal Investigation Det Ch Supt Central Ops 2.2 Major Crime Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Crime investigation Industrial Accidents M06 STORM records. Statements & PNBs of officers who attended the scene. A Civil litigation High If fatal - C (Limitation Act 1980) If fatal injuries refer to Policy N39A Refer to policy N39A RIPA 2000 CPIA, DPA Operational Policing Child Prostitution M18 Child Protection Referral. Crime report. Prosecution file B Civil litigation High record (Limitation Act 1980) RIPA 2000 CPIA, DPA Operational Policing Mental Health Incidents M63 Documents required stated in the Mental Health Act 1983.(section 2.1) NS Record Review required Operational Policing Sudden Deaths, M64 Form 1050 “Report of death to Coroner” NS Coroner?s rules N/A record Coroners & Coroners Form 2052 “Recognition of life extinct” Records are owned & Officers Identification statement retained by HM Coroners Operational Policing Identification of M68 Genesis Nominal records NS Civil litigation High record Vulnerable Victims & Review required (Limitation Act 1980) Offenders on Genesis RIPA 2000 CPIA, DPA Operational Policing Fires M72 Form 1072 “Police/Kent Fire Brigade liaison” NS Civil litigation, appeals High record Original to Kent Fire against conviction Brigade for retention, copy retained with crime report or prosecution case file, then as per N70 Operational Policing Sexual Acts & M78 Genesis crime reports, secondary incident & intelligence reports, NS Civil litigation High record Indecency in Public Prosecution file. Review required (Limitation Act 1980) RIPA 2000 CPIA, DPA Operational Policing Police Protection, S46, M89 Police Protection Record. Record of referral to Social Services. NS Civil litigation High record Children Act 1989 Original to SIU, DI & (Limitation Act 1980) then held indefinitely RIPA 2000 in SIU CPIA, DPA Operational Policing Family Liaison M96 FLO selection for deployment risk assessment forms NS Civil litigation, appeals High record FLO logs To be included in the against conviction 16 investigation / prosecution case file - then as per N70 Operational Policing Youth & Criminal N109 Witness Assessment form. Interview planning form. Interview records NS Civil litigation High record Evidence act 1999 & tapes 2 years on Area & (Limitation Act 1980) further 18 years in RIPA 2000 secure storage, CPIA, DPA Belverdere Operational Policing Recording & Storage of N112 Witness Assessment form. Interview planning form. Interview records NS Civil litigation High record Video Evidence under & tapes Masters as above. (Limitation Act 1980) the YJCE Act 1999 Working masters & RIPA 2000 audios on Area for 5 CPIA, DPA years Operational Policing Management of Sex & N115 Under review Record Dangerously Violent Offenders Operational Policing Child Protection N21 Crime reports, prosecution files, computer records, referrals to Social B Civil litigation High record Services. (Limitation Act 1980) RIPA 2000 CPIA, DPA Central Operations Missing Persons N37 Misper 1 & associated documents relating to enquiries e.g. statements. NS Operational response High (Investigations) FIB – Missing Persons Database (Cardbox) & associated paperwork. Outstanding cases –Civil litigation Locally held computer database for missing persons destroy aged 100 (Limitation Act 1980) Found cases – destroy 2 years from date found. Risk assess frequent reports. Operational Policing Suspicious Deaths N39 Scene attendance log NS Civil litigation, appeals High record retain with against conviction. prosecution case papers or retain on Area until HM Coroner decides death due to natural causes. Crime investigation Work Related Deaths N39A STORM records. Statements & PNBs of officers who attended the scene. C Civil litigation High HM Coroner?s reports & associated paperwork. Audio, video & CCTV (Limitation Act 1980) tapes. Policy files. Medical notes, custody records, forensic evidence such RIPA 2000 as photos of the scene & the subsequent post mortem. CPIA, DPA ICase files containing MG forms & other documents as required by the Manual of Guidance. 17 Other documents as required by the Police & Criminal Evidence Act 1984 & the codes of practice relating to the arrest & detention of prisoners. Crime investigation Deaths in HM Prison N51 STORM records. Statements & PNBs of officers who attended the scene. C Civil litigation High Establishments HM Coroner?s reports & associated paperwork. Audio, video & CCTV (Limitation Act 1980) tapes. Policy files. Medical notes, custody records, forensic evidence such RIPA 2000 as photos of the scene & the subsequent post mortem. CPIA, DPA If a prosecution ensues this will result in prosecution papers / case file containing MG forms & other documents as required by the Manual of Guidance. Other documents as required by the Police & Criminal Evidence Act 1984 & the codes of practise Operational Policing Child Abduction Act N56 Crime reports, prosecution files, computer records, referrals to Social B Civil litigation High record 1984 Services. (Limitation Act 1980) RIPA 2000 CPIA, DPA As above Central Operations Major Crime Reviews N62 Review report & associated paperwork C Civil litigation High (Investigations) e.g. copy statements, interview notes. (Limitation Act 1980) Criminal Case Review Database held of G Drive. Contains computer- based record including archive of review reports. Operational Policing Child Video Evidence-N65H Witness Assessment form. Interview planning form. Interview records NS Civil litigation High record transcript of Videos & tapes Masters as above. (Limitation Act 1980) Working masters & RIPA 2000 audios on Area for 5 CPIA, DPA years Operational Policing Protection of N65T Refer to government?s “No Secrets: The Protection of Vulnerable Adults” NS Record Vulnerable Adults document for guidance. Review required Operational Policing Computer Pornography N85 Images/disks/e-mails/CDs/websites/tapes/cassette tapes. Any documents NS Civil litigation Medium Record required by policy?s N19 (seizure) & B07 (property) (sections 2.3 & 2.4) To be retained as per (Limitation Act 1980) rules governing case RIPA 2000 files CPIA, DPA Operational Policing Sex Offenders Act 1997 N96 Records required by Act & Policy NS Record Refer to guidance in policy Operational Policing Disclosure of Personal N96A Disclosure information sheets. Reports authorising disclosure of personal A Civil litigation High Record Information on details. Any documents required by N24, N45, N86 & N29 (Limitation Act 1980) Paedophiles & Suspect RIPA 2000 Persons to the Public CPIA, DPA Operational Policing Kent Child Witness N97 Copy of referral form NS Civil litigation Medium record Service Retain with case file (Limitation Act 1980) RIPA 2000 CPIA, DPA 18 Operational Policing Investigating the N98 Any documents required that comply with the Data Protection Act 1998 B Civil litigation High Record Conduct of Agencies & the Human Rights Act 1998. (section 3.4.1) (Limitation Act 1980) Preceding a Serious RIPA 2000 Incident involving CPIA, DPA people with Serious Mental Ill Health 19 Section 2 Criminal Investigation Det Ch Supt Central Ops 2.3 Intelligence Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Force Policy Nuisance Telephone M15 NS Civil litigation High , STORM records recording initial complaint Calls (Limitation Act 1980) , Crime Report Policy under review RIPA 2000 , 3137a Paper records CPIA, DPA Crime Policing KCC Act 2001 & M83 Form 1122 NS Civil litigation High Record Medway Council Act UMIC quarterly reports Retain 6 years on (Limitation Act 1980) 2001 Regulation of CCRU Genesis records Area/FIB RIPA 2000 Second Hand Good PNBs re police visits CPIA, DPA Trade Policy Documentation relating to police visits Crime Policing Vehicles (Crime) Act M91 Genesis log of police checks NS Civil litigation High Record 2001 Copies of Trader records Retain 6 years on (Limitation Act 1980) Warrants & documentation relating to entries to premises Area/FIB RIPA 2000 CPIA, DPA Criminal Test purchasing M93 Sensitive policy file NS Civil Litigation High Investigation Product Continuity register Retain at FHQ for 7 (Limitation Act 1980) Pocket Notebooks years. Audio product Review prior to Video Product destruction Authority – CHIS Authority - DS Crime Policing Firearms – EU tracing N101 NCIS notification of seizure form NS Civil litigation Medium Record of Retain in FIB 6 years (Limitation Act 1980) RIPA 2000 CPIA, DPA Crime Policing Technical Support N10 Form 2992 (application for use of surveillance equipment). A Civil litigation High record Local database entry. (Limitation Act 1980) RIPA 2000 CPIA, DPA Crime Policing Criminal Records N106 NS Civil litigation High record Bureau ACPO Sensitive Disclosures Retain for 10 years (Limitation Act 1980) then destroy RIPA 2000 CRB Checks Retain for 6 months CPIA, DPA then destroy CRB Audits Retain for 1 year then destroy Disputes Retain for 10 years 20 then destroy Crime Policing Serious Crime Analysis N107 SCAS forms NS Civil litigation High Record Section Standard letter to OICs In FIB 6 years (Limitation Act 1980) RIPA 2000 CPIA, DPA Crime Policing Radio alarms N10A Form 2992. A Civil litigation High record STORM entry. (Limitation Act 1980) RIPA 2000 CPIA, DPA Crime Policing Requests for N110 DWP request forms NS Civil litigation Medium Record Information from In FIB 6 years (Limitation Act 1980) Department of Work & RIPA 2000 Pensions CPIA, DPA Crime Policing Criminal Intelligence N15 Unable to review – restricted policy NS Record Sensitive Material Criminal Covert Human N17 Pre authorisation authority NS RIPA, CPIA High Investigation Intelligence Sources Pre authorisation review Appeal CHIS authority For the lifetime of Civil Litigation Risk assessment CHIIS (Limitation Act 1980) Profile Payment requests Lifespan of any Payment authorities sentence imposed as Payment receipts a result of Reviews intelligence provided Contact records Tasking Source enquiry requests P.I. application P.I reviews File notes Intel disseminated Criminal Record devices N17A Authority to record NS As N17 above High Investigation Original recording As N17 above Working copy Transcript Intelligence disseminated Criminal Interview persons in N17B Authority to interview NS As N17 above High Investigation custody – (Intelligence) Record of interview As N17 above Intelligence disseminated 21 Operational Policing Production of prisoners N26A Form 3087 production request. A Civil litigation Low record into Police Custody Prison Intel Unit checklist authorising production. (Limitation Act 1980) RIPA 2000 CPIA, DPA Operation Policing Prison intelligence N26B Form 3086a Prison Intelligence request. NS Civil litigation High record 5x5x5 intel reports Retain at Prison Intel (Limitation Act 1980) Unit for 3 years. RIPA 2000 Then to central CPIA, DPA storage. Destroy after 7 years Crime Policing Police National N29 Descriptive search of Wanted/Missing index – Fax to Hendon NS Civil litigation High record Computer (PNC) VODS Form 3166 Retained for 5 years (Limitation Act 1980) QUEST Form 3167 then destroyed RIPA 2000 #TE Form 3168 CPIA, DPA Tagged Vehicles 3132 Untagging Vehicles 3133 Form 3134 Form 3130 Request Form Retained for total PNC screen print pre & post blocking length of time vehicle Copy of letter to DVLA is blocked on PNC Criminal Area foot surveillance N31A Surveillance Log B RIPA, CPIA High Investigation teams 5x5x5 Appeal Photographs Civil Litigation Video footage (Limitation Act 1980) R v Johnson record DPA Operational order Further investigation Chief of staff staffing bid Form 3165 Policy N65I Application for surveillance authority Risk assessment Statements MG6D & E Criminal Directed & non directed N31A As per policy N31A NS As per Policy N81 High Investigation surveillance product Retained as one file within COG in compliance with the policy for retention of surveillance records Criminal Directed & non directed N31A As per policy N31A B Civil litigation High Investigation surveillance product (Limitation Act 1980) RIPA 2000 CPIA, DPA 22 Criminal Observation vehicles N31B Vehicle mileage books – see N31C B As for N31A above High Investigation Criminal Covert surveillance N31C Covert surveillance resources F 3751 As for N31A above High Investigation resources Analytical charts NS Aerial Photos Genesis Photos Retained as one file COG minute file within COG in COGIS record compliance with the Surveillance log policy for retention of Personal issue log book surveillance records Diary notes Operational order Op order distribution list 5x5x5 Photographs Video footage Photograph & video description forms Evidence bags Exhibits Maps Log summary R v Johnson record Observation point record Application for surveillance authority Risk assessment Policy file Statements MG6D &E Disclosure officer minutes COG SOPs Criminal Covert rural N35 1. Initial tasking Human rights Act 1998 High Investigation surveillance 2. COGIS record NS RIPA 2000, Police Act 3. Operational minutes 1997 4. App for surveillance authority Retained as one file 5. Reconnaissance photographs within COG in 6. Ariel photographs compliance with the 7. Operational orders policy for retention of 8. Briefing plans surveillance records 9. Record of covert deployment 10. Surveillance logs 11. F2995 R v Johnson 12. F2991 (Consent to installation of technical equipment) 13. Record of video recording 14. Video output log 23 15. Technical surveillance feasibility 16. Technical deployment & servicing record 17. Data retrieval & processing record 18. Operational closure report Crime Policing Technical Surveillance N45 Form 2992. A Civil litigation High record Equipment – Radio Local database entry. (Limitation Act 1980) Scanners RIPA 2000 CPIA, DPA Crime Policing Police National N29 NS Civil litigation High Unconvicted Sex Offenders record Computer (PNC) (previously Retained for 5 years (Limitation Act 1980) Form 3354 – Application for Retention of Sexual Case Details on PNC (previously PNC – N46) then reviewed by RIPA 2000 Form 3356 – Risk Analysis for the Retention of Sexual Case Details on Names Application) Supt. FIB. If further CPIA, DPA PNC retained on PNC Form 3357 – Notification of Sexual Offence Acquittal / Discontinuance retain for further 5 Court Result, PNC & Genesis Prints for retained not guilty sexual years. If not further offences retained then destroy. Retained for 5 years Confirmed Dead CRO then destroyed Dead Proforma PNC & Genesis Prints Photograph / Genesis Image Retained indefinitely Unconfirmed Dead CRO Dead Proforma PNC & Genesis Prints Photograph / Genesis Image Missing Persons Retained for the Original Circulation – email / storm notification length of time the Misper 1 Form person is missing Any correspondence relating to the Missing Person from Area or PNMPB then destroyed. Form 1837A B Form 1270 Sex Offender Registration Retained for 5 years Orders for Harassment, Exclusion & ASBOs then destroyed Operation Policing Temporary Release- N49 Prison form ROTL4A NS Civil litigation High record Risk Assessment Retain at Prison Intel (Limitation Act 1980) Unit for 3 years then RIPA 2000 destroy. CPIA, DPA 24 Crime Policing Police National N29 E form of notification & cancellation G Civil litigation Medium Record Computer (PNC) (previously (Limitation Act 1980) (PNC – Wanted N55) RIPA 2000 Persons Circulation) CPIA, DPA Crime Policing Police National N29 E Forms of notifications & cancellations G Civil litigation Medium Record Computer (PNC) (previously (Limitation Act 1980) (previously PNC – N58) RIPA 2000 Stolen Vehicles & CPIA, DPA Property) Crime Policing CCTV – Evidence & N79 All tapes seized as evidence forming part of criminal investigation. NS Civil litigation High record Procedure Form 2997 (request for tape copying). Master tape retained (Limitation Act 1980) Local database entry. by TSU Audio Visual RIPA 2000 Services for six years CPIA, DPA from conclusion of proceedings, or the duration of any custodial sentence plus 28 days, whichever is the longer. Criminal RIPA Act 2000 N81 Application to carry out investigation NS Civil litigation High Investigation Where material has (Limitation Act 1980) been obtained that RIPA 2000 has, or could be CPIA, DPA subject to CPIA – destroy after 7 years. In all other cases 3 years. Crime Policing Comparative Case N82 FIB Proforma NS Civil litigation High Record Analysis Retained for 5 years (Limitation Act 1980) then destroyed RIPA 2000 CPIA, DPA Operation Policing Post Trial Reports N83 Form 3042 post Trial report NS Civil litigation low record Retain at Prison Intel (Limitation Act 1980) Unit for 3 years then to central storage. Destroy after 7 years Crime Policing Recording of N29 Paper copies not kept but Word documents kept NS Civil litigation High Record Convictions of (previously Letters in correspondence between employers & Police relating to C919 Retained Indefinitely (Limitation Act 1980) Professional Persons N86a) letters sent out Subject to review RIPA 2000 CPIA, DPA 25 Criminal Area intelligence N94 Vehicle mileage record book A Civil litigation Low Investigation vehicle fleet (Limitation Act 1980) RIPA 2000 CPIA, DPA 26 Section 3 Professional Standards Force Security Manager Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Operational Policing Contractor Vetting D05 Personal Information Questionnaire NS ACPO National Vetting record Financial Questionnaire One year after an Policy (2004) Record of checks carried out individual has left the company Operational Policing Basic Check D09 Record of checks carried out NS ACPO National Vetting High record 6 years after any Policy (2004) vetting clearance is Cabinet Office Manual refused or withdrawn. of Protective Security 6 years after leaving 2004 Force. For NPPV – I year after an individual has left the company. Data access records Data Protection - D02A Individuals right of access to police information relating to themselves F Civil Litigation L Subject access & (Limitation Act 1980) disclosure Data access records PNC - Disclosure of D12 An individuals check with the police whether a motor vehicle is stolen or F Civil Litigation L PNC Stolen/Plant not. (Limitation Act 1980) Information to the Public Professional Complaints against I01 Form 1003 (Complaint Files), Custody Records, Witness statements, NS Civil Litigation High Standards Police Pocket Notebooks, Medical Examinations, Regulation 9 Notices, OIS Retained in P.S.D. (Limitation Act 1980) records. for 7 years. Professional Police Misconduct I02 Formal Written Warning, Pocket Notebooks, Misconduct Files, Custody NS Civil Litigation High Standards Records, Audio Tapes, Video Tapes, Doctors examination notes, Search Retained in P.S.D. (Limitation Act 1980) Records, Discipline Book, Suspension Papers, Form 1003 (Complaint for 7 years. Files), Prosecution Files, Witness Statements. Discipline Book kept indefinitely. Professional Police Vehicle I04 Forms 1400, 1111, Genesis E form, Police Vehicle Accident files. NS Civil Litigation High Standards Accidents Prosecution files. Retained in P.S.D. (Limitation Act 1980) for 7 years Professional Independent Custody I07 Custody Records, Forms LV1 & LV2, Witness Statements. A Civil Litigation High Standards Visitors (Limitation Act 1980) Professional Detention of Police I10 Pocket Notebooks, Custody Records A Civil Litigation High Standards Employees (Limitation Act 1980) 27 Operational Policing Management Vetting I11 Personal Questionnaire NS ACPO National Vetting High record Procedure Financial Questionnaire 6 years after any Policy (2004) Vetting Check records vetting clearance is refused or withdrawn. Security Questionnaire for SC clearance & CTC check. 6 years after leaving Force. For NPPV – I year after an individual has left the company. Operational Policing Key Security I12 Reports of loss of keys NS Civil litigation High record Retain by Area (Limitation Act 1980) Commanders/Heads of Departments/Force Security Manager – 7 years Operational Policing Protective Marking I13 Protective Marking Register NS Civil litigation High record Retain by Area (Limitation Act 1980) Commander/Heads of Department 7 years Professional Excited Delirium I14 Pocket Notebooks, Custody Records A Civil Litigation High Standards (Acute Behavioural (Limitation Act 1980) Disturbance) Professional Notification of I17 Prosecution files NS Civil Litigation High Standards Convictions by Kent Retained in P.S.D. (Limitation Act 1980) Police Employees for 7 years. Policy Operational Policing Professional Standards I18 Reports into matters reported NS Civil litigation High record Reporting Retain by (Limitation Act 1980) investigating officer 7 years Professional Revelation of Criminal I19 Form 1003 (Complaint Files), Prosecution files, Misconduct files, MG6B, NS Civil Litigation High Standards & Misconduct findings 1068, MG16, MG17 forms. Written records of adverse judicial findings, Retained in P.S.D. (Limitation Act 1980) against Police Staff to Form COND-31, JOPI Annex A Disclosure list. for 7 years. the CPS Reg 17(2) of the Police Form COND-31 Regs 1995 as amended expunged after 12 by Reg 23 of the Police months, 3 years or 5 (Efficiency) Regs 1999. years as appropriate. Paper record remains on file. 28 Section 4 Force Communications Ch Supt FCC Policy owner: NatPolicy ID Record type Policy Title number Description of record Disposal code Rationale Risk Force Radio Systems F08 1.5 Central computerised record of radio equipment – kept by Code required Civil Litigation Medium communications Telecomunications Dept (TCD?) (Limitation Act 1980) 2.12 Written records of fill gun replacement or new codes 4.1 (ii) form TCD/RO1 (fault report) (iv) maintenance database & form TCD/R02 4.3.2 3C form TCD/R03 (installation or removal of VHF radios) Radio equipment for evidence (sent for review April 2004) Force Control Rooms M04 Old Policy – now FCC – telephone calls as N65K? Code required communications OIS-STORM Force Reporting Lost, Stolen M102 (Last reviewed July 2004) NS communications & Recovered Passports Form LS01 – filled out by person who loses passport no mention of Use code for lost copy being kept – apart from normal crime or loss recording /stolen property or procedure & allocation of a force crime or loss number – on crime reports as Lost/Stolen report form. appropriate Form R01 – filled out by police & forwarded to UKPS to report NS passports that have been recovered in circ where identity fraud or Kept for 1 year after related crime is known to have taken place – no mention of keeping date of report (unless copy active) Force Animals Unlawfully M22A (To be reviewed November 2004) Code required communications Landed in Great Britain No documentation/forms mentioned Or entry deleted if no independent records used. Force Call Response M75 Code required Civil Litigation High OIS-STORM communications (Limitation Act 1980) Force DVD Recordings in the N65K All telephone calls made to the FCC NS Civil Litigation High communications Force Communications (reviewed April 2004 – with Force Solicitor) DVD retention Discs (Limitation Act 1980) Centre – two identical discs labelled with a unique identification number/times & dates of their insertion into & removal from the recording decks – one 29 (master) kept at KPC in fireproof safe for seven years cannot be a accessed without order of a court, the other stored at FCC for seven years – not sealed to allow access to it so data may be copied to audiotape for use in court 30 Section 5 Organisation & Development Head of Organisation & Development Policy owner: Policy Record type Policy Title number Description of record Disposal code Rationale Risk Organisation record Agendas and Minutes from Planning meetings Retain locally for 5 Agendas and minutes from other Corporate meetings yr as per policy B09 Projects – Project papers or computer generated data for projects & research Retain for 10 years Retained for Low Research & undertaken resulting in changes implemented in the Force from completion of reference material for development project then destroy future projects. Change adopted subject to review or Civil litigation rules. retain for a further five years & destroy Projects – Project papers or computer generated data for projects & research where Retain for 5 years Retained for Low Research & further actions did not result or were rejected. from completion of reference material for development project then destroy future projects. Not progressed subject to review or retain for a further five years & destroy Organisation records Release of Police Data A10 Contract between Chief Constable & External Agent NS for Academic Research Transfer & storage of data & files supplied by Kent Police to external Retain for duration of agent project plus three years & review. Working Copy Destroy if project complete or further 3 yr reviews Organisation records Conducting User A16 Records of exclusions from survey G Satisfaction Surveys Records of those included/excluded from samples ADR Forms Records of conducted telephone surveys Records of postal surveys Questionnaires Any completed questionnaires/surveys Working copy 31 Organisation records Correspondence B06 F General Orders Correspondence Letters marked confidential Letters requesting police assistance Letters from members of the public – general Letters of appreciation & replies Emails to external agencies Correspondence requesting alternative formats to provided information Intranet/pages version Organisation records Marketing & B14 Questionnaires which list police priorities (incomplete & complete) NS Reassurance Group – Leaflets with venue on Retain locally for 5 Public Meetings Survey responses years then destroy Agendas from meeting Minutes from meetings Any informal/formal feedback. Organisation records Centrex Genesis B15 Accounts of persons with access NS Database Undertaken by Items sent for inclusion onto database Centrex User Account Manager Working Copy Updated version only retained Organisation records Statistics & F20 Data Returns for: F Management Accidents involving police vehicles & fatalities Policy under Information Assaults on police construction Breath tests Court forms Crime arrests Crime reports Criminal damage returns Criminal justice returns Download of incident & manpower from database from OIS Drug seizure Emergency 999 calls & % answered in 10 secs. Intimate search PACE arrests Road checks Stop checks Telephone/Switchboard direct dialling calls VDR Vehicle Ratification Warrants of further detention Written warnings (traffic) 32 Policy pages/intranet copy Organisation records Policy Unit Policy N100 Archived Policies NS Audit Trails for all policies/SOPs Retain locally for 5 (amended policies/SOPs, associated forms etc) years then destroy Working copy Organisation records Post Sentence N104 Audit of Force Registrar NS Admissions See N114 below Policy pages/intranet copy Organisation records Home Office Counting N114 Crime reports & detection file on Genesis NS Rules Amendments & disposal of discontinuance charges All Crime reports & Discontinued TiC – Crime reports & file. secondary incidents are retained for 5 Pages/intranet copy years on Genesis unless they relate to one of a series of offences that are preset to be retained indefinitely. The list of these offences as of 11/11/04 is available via the Genesis Management team FHQ 19-4646 It is possible for the users to set the “Retain” flag on any crime report if that retention can be justified e.g. where forensic evidence is held but no offender has been identified. Organisation records Genesis Secondary N99B Crime Reports taken by CCRU NS Incidents Crime Reports by Officers See N114 above Pages/intranet copy 33 Section 6 Personnel & Training Head of Personnel & Training Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Ethnic monitoring Equal Opportunities L01 Anonymous categorisation of new applicant for post by ethnic origin H Time limit for ET claim Medium forms based upon Race Initial report Disability L01A Factual report on Personal File describing ability of individual to carry I S6 DDA & also limit Medium assessing ability out role for ET claim based upon disability Yearly assessment of Yearly update of assessment ability Notification of Police Maternity L03 Letter/report from individual I Financial record, Medium pregnancy entitlement to pay, possible impact upon Notification of return pension & reckonable to duty service for certain pay types Record of restricted Factual report of restrictions on working duties (Latter two cases, Risk Assessment Assessment of risks to ensure safe system of work for individual HASAWA) Application to Part Time Working for L05 Letter/report from individual I Payroll/pensions; Medium become part time Police Officers compliance with SDA Management Memo from management response Application to revert Letter/report from individual to full time Management Memo from management response Application form Career Break Scheme L06 Details of request for career break I Eligibility for career Medium break to be determined. Career break Details of agreement/contract for career break Total time allowed 5 Agreement years but needs to be aggregated. Payroll /pension compliance 34 ISIS database career Police Tenure L07 Posting dates retained on career history I Personnel record for Low history reference by individual officer Appraisal form Staff Appraisal : Police L08 Annual competency based assessment & PDR NS Career development / Low 5 years personal progression Report or submission Honoraria awards & L10 Endorsed local report or confirmation from remuneration panel I Payroll/pensions; equal Medium to remuneration panel Accelerated Increments approving honorarium or accelerated increments pay act Record of working Working Time L100 Details of time worked, rest breaks etc NS Statutory instruments/ Medium time (where not Regulations 2 years DTI guidelines computerised) Night work Completed questionnaire & record of it being forwarded to Occ Health For duration of assessment shift/night working Opt out Completed 48 hour opt out form where applicable For duration of secondary employment/special constabulary/ voluntary work File note File Notes L102 Note or memo from management on personal file NS Internal contractual / Medium 6 months, depending regulatory procedures/ upon circumstances litigation /ET proceedings Report on personal Parental Leave & Time L103 Endorsed report agreeing to or declining request I Statutory requirements / Low file Off for Dependents pay & pensions / ET proceedings Letter/report from Flexible Working – The L105 Application request & management response agreeing to or declining I Statutory instruments & Medium individual & Right to Apply application, details of permanent change of contract potential litigation management through ET procedure response Application form Bonus Payment Scheme L106 Application forms on list to remuneration panel Home Office guidelines Low from individual Management letter approving or otherwise to personal file I Payroll & pensions purposes Yearly report to KPA on amount spent on scheme Regulatory compliance Claim forms Reimbursement for L107 Claim forms, backed by receipts where necessary NS Financial regulations/ Low Food & 6 years payroll purposes Accommodation – Police Officers 35 Application form Special Priority L108 Application forms on list to remuneration panel 6 years Home Office guidelines low from individual Payment Scheme Payroll purposes Management letter approving or otherwise to personal file I Regulatory compliance Yearly report to KPA on amount spent on scheme 6 years Notification letter Maternity Leave & Pay L109 Letter notifying employer of dates of maternity leave I Payroll/pensions / Low Fact Sheet regulatory compliance/ MAT B1 Statutory form confirming date of birth of baby potential ET Risk assessment Health & Safety assessment Letter from Personnel Letter detailing entitlements to pay, leave etc Assistant Payroll & Pensions Forms detailing pay & pensions provisions forms Advice note Discipline Procedure – L11 NS Contract of Medium Police Staff Letter/memo from management 6 months employment/ case law/ACAS guidelines/ st1 level warning Letter from management 6 months employment rights act etc nd2 level warning Letter from management 12 months Also pay & pensions final warning - Letter from management 18 months purposes where normal demotion and/or downgrading features final warning – Letter from management 24 months special Suspension Letter from management the latter of expiry of notification investigation or expiry of warning period Investigation bundle Letters of notice, investigation notes/tapes, photographic or other limitation on claims at evidence, notification of hearing, minutes of hearing, decision, warning I ET etc at tribunal letters, notification of appeals & confirmation of results discretion or further management action Report requesting Paternity/Maternity L110 Endorsed report agreeing to or declining request I Payroll/pensions/ Low leave Support Leave & Pay – regulatory compliance/ Fact Sheet potential ET Report requesting Adoption Leave & Pay L112 Endorsed report agreeing to or declining request I Payroll/pensions/ Low leave Fact Sheet – Police regulatory compliance/ Staff potential ET 36 Report requesting Adoption Leave & Pay L113 Endorsed report agreeing to or declining request I Payroll/pensions/ Low leave Fact Sheet – police regulatory compliance/ officers potential ET Report requesting Adoption – L114 Endorsed report agreeing to or declining request I Payroll/pensions/ Low leave Paternity/Adoptive regulatory compliance/ Support Leave & Pay potential ET Fact Sheet Notification letter Maternity Policy – L115 Letter notifying employer of dates of maternity leave I Payroll/pensions/ low Police Staff regulatory compliance/ potential ET MAT B1 Statutory form confirming date of birth of baby Risk assessment Health & Safety assessment Letter from Personnel Letter detailing entitlements to pay, leave etc Assistant Payroll & Pensions Forms detailing pay & pensions provisions forms Memo from Occ Police Efficiency – L117 Up to date Occupational Health assessment of officer?s ability to carry Regulatory compliance Medium health unsatisfactory out role & medical condition. NS attendance Management report Report stating the reasons why formal action has proven necessary 2 years providing no further action taken, Written Report from officer stating reasons why it is inappropriate to take or following Chief representation from formal action against them Constable?s review officer stating attendance Letter from management requiring attendance at formal interview was acceptable or Letter to officer following a stnd Record of 1 and, where necessary, 2 interview, including actions successful appeal to Minutes arising from interview. the Police Appeals Tribunal Letter from Letter stating improvement in attendance management Letter from Letter from management requiring attendance at formal hearing management Bundle of relevant information, medical updates, action taken to date Case papers etc to form the basis of the hearing Tape recording Record of formal hearing Letter from Letter stating outcome of formal hearing management 37 Appeal to Chief Letter from individual stating reasons for appeal against decision at Constable formal hearing Appeal to Police Letter from individual stating reasons for appeal against decision of Appeals tribunal Chief Constable Advice note Capability Proceedure: L12 NS Contract of Medium Police Staff Letter/memo from management Not normally more employment/ case st1 level warning than 6 months law/ACAS guidelines/ Letter from management Dependent upon employment rights act nd2 level warning circumstances etc Letter from management As above final warning - Also pay & pensions normal Letter from management As above purposes where demotion and/or final warning – downgrading features special Letter from management As above Suspension notification Letter from management the latter of expiry of investigation or expiry of warning limitation on claims at period ET etc at tribunal Investigation bundle Letters of notice, investigation notes/tapes, photographic or other discretion or further evidence, notification of hearing, minutes of hearing, decision, warning I management action letters, notification of appeals & confirmation of results Application & Removal Expenses – L13A Details of removal expenses paid & recovered I Pay & recovery Medium approval for removal Police Transfers from purposes expenses Other Forces Pol Regs Application form Work Experience L14 Personal details to determine suitability & clearances for work NS Record for potential Medium Information consent experience 3 years legal issues arising out form of placement Declaration form Record of placement Security of information form Protection form Diary / report Student correspondence Accommodation Residential L19 Request from Area/Dept officers for residential accommodation H Resource management Low request form Accommodation: In House Courses 38 Initial submission for Grading Reviews & L20B NS Contract law/ Equal Low review appeals Form from manager, endorsed by Area Commander/Head of Unlimited – Pay Act, Department organisation file HAY JDQ Form describing job in Hay terms As above Hay evaluation Form describing points score at panel As above Notification letter Letter to relevant manager confirming grade As above Appeal notification Memo from manager appealing against grade for specified reasons As above Notification to Employment Stability L21 Letter from management NS Employment Rights Medium UNISON Policy N/A (Employment Act, TULCRA Faculty case file) Notification to Pay & pension affected individuals Letter from management I purposes Recruitment & Selection purposes Statement of Redeployment Policy L22 Letter from management I Employment Rights Medium individual rights Act, TULCRA, DDA Pay/pension/Recruit- ment & Selection purposes Flexi-sheet (where Guidance for use of the L23 Record of time worked NS Working time Medium computer system authority?s flexi-time 2 years regulations unavailable) scheme Record of protected Shift allowances – L24 Letter/contractual provision/pay form indicating amount of shift I Pay/pension records/ Low shift allowance police staff payment contract provision Form – application to Standby (On call) – L25 Endorsed report approving payment NS Pay/pension records/ Low remuneration panel police staff 6 years Report authorising Acting Up L26 Factual report on Personal File describing reasons for payment I Financial record, Medium payment arrangements possible impact upon pension & reckonable service for certain pay types Details of projected Weekend working L28 Memo from authorised manager I Financial/pensions Medium weekend working allowances – police records (protected staff only) staff 39 Application & Disturbance Allowance L29 Details of removal expenses paid & recovered I Pay purposes & Medium approval for removal – police staff recovery purposes expenses Contract compliance Claim forms Overtime – police staff L30 Details of overtime worked & approved – paper records G Pay purposes & Low (this does not apply to records transferred onto ISIS) recovery purposes Contract compliance HASAWA Approved list for Long police service & L31 List of officers NS One off need Medium receipt of medal good conduct medal For ceremony Check list for Letter to individual I Policy compliance personal file Request form (where Annual leave - police L33 Form requesting annual leave for given dates, authorised by manager & G Working time Low not computerised) duty planner regulations/ police regulations/ HAWASA/ pay Request form (where Annual leave – police L33A Form requesting annual leave for given dates, authorised by manager & G Working time Low not computerised) staff duty planner regulations/ police regulations/ HAWASA/ pay Record for personal Place of Duty L34 Memo to individual/ note for file I Postings history/ Medium File RIDDOR/ hurt on duty, future litigation claims Record for personal Temporary Transfers L35 Memo to individual/ note for file I Postings history/ Medium File RIDDOR/ hurt on duty, future litigation claims Sickness absence Absence Management L39 Record of sickness – time absent I Payroll / pension Medium record Report on personal circumstance in relation to applications for pay compliance Management report extension Minutes of AMG Minutes of discussions at AMG re individuals Forms for processes Ill Health Retirement L39A Guidance & admin process for permanent disability NS Right to appeal case & Medium & appeals Life of police officer need for review after retirement Exit questionnaire Exit interviews L40 Exit Questionnaire NS Time to process Medium 6 months after information gained & leaving potential litigation Report on personal Transfer of staff & L45 Endorsed report from individual authorising payment I Payroll & pension Medium file payment of allowances purposes 40 Application forms Selection Processes: L49 & L49a Details of candidates NS Reference for appeals Medium Shortlisting forms Police Officers & Considered suitability or otherwise for a particular post 2 years against assessment Interview assessment Police Staff Records of assessment & feedback to applicant / candidate decisions sheets & marking sheets Feedback notes Contracts Charging for the Use of L54 Contract for hire of facilities NS Financial rules Low Facilities at Kent Police Costing sheet See section 7 – College Invoice financial records Application for study Training Provisions & L55 Letter/report from individual I Payroll/pensions; Medium Allowances (Police compliance with SDA Course report Staff) Report form Study centre Expenses claims Expenses forms Pay progression Record of incremental progression Personal information Recruitment Vetting L56 Personal details determining suitability for appointment NS Force Security High questionnaire Criteria 2 years Result of vetting form Correspondence Financial information forms Notification to Death of a Police L57 Administration around the death of police officers & pensioners & NS Necessary admin Low pensions dept. re next Officer, Pensioner or widows Notification around the notification of kin. Widow destroyed on receipt of death of serving of pension. officer/pensioner. Probationary record Specialist Posts: L58 Continuous development & assessment of performance for NS Development / Low Sergeants confirmation 5 years objectives to be met Report on personal Local Government L60A Letter from management utilising specific discretion I LGPS regulations Medium file Pension Scheme Regulations (1997) Report or memo Compassionate Leave L62A Request for & granting of or refusal of compassionate leave F Pay, Low contractual/regulatory, potential litigation Reference request Provision of L64 Letter from another organisation requesting information about previous I Equality legislation / Low Employment member of staff contractual provisions/ References litigation/ET Response from Kent Letter to another organisation providing information about previous Police member of staff Details of projected Night Time Allowances L66 Letter/memo/ contractual provision pay form authorising protected I Pay/pension/contractual Low night working – Police Staff allowance (protected staff only) 41 Claim form Overtime – Police L71 Appropriately authorised, or otherwise, paper record claim form G Pay/pensions/ Low Officers (Note this does not apply to records placed on ISIS) regulatory position Duty roster Rostering of Duties – L74 Spreadsheet showing scheduled duties, rest days, non-working days etc NS Contractual provisions, Low Police Staff for next 6 weeks For life of duty roster pay Report on Personal Police Housing L77 Endorsed report granting exceptional discretion for housing occupancy I Policy adherence Medium File Health & safety Health & Safety L79 Required records NS Potential exposure to Low record Life of medical file blood borne viruses Health & safety Accident Management L79A Required records NS Health & safety Low record Retain locally for 7 legislation years Civil Litigation Retain for life of (Limitation Act 1980) medical file Citation Awards L81 Citation NS Personal records Low Background papers Retain on personal Ceremony invitation file when Code I applies. Application form Accelerated promotion L82 Application for the scheme NS Continuity of Medium PDR Scheme / High Potential Feedback from Application process Life of scheme development ADR Development Scheme membership Development reviews & ongoing objectives Form 3025 Business Interests - L87 Application form & letter of agreement / rejection I Security High Letter of agreement Police Correspondence Papers outlining grounds for appeal regarding appeals Record of appeal & decision Appeal decisions Application Forms Police Convalescent L89 Guidance on attendance at Flint House Destroy after 1 year No re attendance Low Home allowed within 1 calendar year Request for access/ Access to Personal Files L90 Authorised letter from individual G Data protection / Medium copying subject access provisions Health & safety Health & Safety Noise L92 Required records NS Health & safety Low record Policy Retain for 40 yrs legislation Civil Litigation (Limitation Act 1980) Endorsement Civilian Detention L93 Endorsement on personal file in form of brief signed statement NS Discipline/complaints Medium Officers Duration of processes, civil employment as litigation detention officer 42 whilst a special constable Sharps Injury Report Sharps Injury L97 Guidance on treatment & reporting of Sharps injuries NS Potential exposure to Low Form Life of medical file blood borne viruses Health & safety Exposure to Toxic/ L98 Required records NS Health & safety Low record Hazardous Materials Retain for 40 yrs legislation Civil Litigation (Limitation Act Grievance forms Grievance Resolution L99 Investigation notes/tapes, photographic or other evidence, notification I Contract of Medium Procedure of hearing, minutes of hearing, decision, letters, notification of appeals employment/ case Mediation & confirmation of results law/ACAS guidelines information limitation on claims at Grievance resolution ET etc at tribunal forms discretion or further management Investigation bundle action 43 Section 7 Finance & Administration 7.1 Finance Head of Finance Policy Owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Financial records Finance Dept As per list D Civil litigation Low For all financial records relating to Income & Expenditure. See (Limitation Act 1980) separate finance policy guidelines number 26 held in Finance Dept Payroll records / Paid Invoices – revenue Destroy after 3 years Financial records subject to VAT (see note 12 of policy) Destroy after 6 years Tax records -(income & corporation) Collection & deposit books Voluntary fund/ social club financial records Not to be destroyed Capital Invoices Revenue invoices paid under sealed contracts Destroy after 12 yrs Payroll forms Length of employment Final accounts & main cash books. Not to be destroyed All financial records relating to the year being audited which do not fall The end of external into any of above categories audit (see para. 13 of guidance) Bond records Destroy after 10 years 44 Section 7 Finance & Administration 7.2 General Services: Head of General Services Policy owner Policy Record type Policy Title number Description of record Disposal Code Rationale Risk General services Use of External A11A Code required Civil litigation Low Text required records Consultants. (Limitation Act 1980) Estate Property Management B01 As required by Estate dept. D Civil litigation Low Refer to Estate dept (Limitation Act 1980) policy (under construction) Requisition Procurement Unit B04 1007 Uniform Requisition. Code required Civil litigation Low 1206 Stores Requisition (Limitation Act 1980) Administration Administration B05 3150 Inventory. NS Low Records Kept on file locally to Financial regulations be updated yearly. 1061 Claim for Damage to Personal Property. F Civil litigation (Limitation Act 1980) 2146 Use of HQ Facilities. H 1015 Meals Requisition. D 1016 Meetings Voucher. Refer to finance Financial regulations Spectacles form (supplied by UVEX). section 1038 Expense Claim Form (Finance form). 1068 Report Form. F RL55 Drowning Report (Royal Life Saving Society). Indemnity form for using facilities/premises belonging to others. F Administration Contractors on HQ Site B05A Form 3062 notification of contractors on site F Civil litigation Low record (Limitation Act 1980) Administration Establishment & B05C 3999 Registration of force Forms NS Low record Production of Force Current database to Forms be maintained Policing records - Property – Special, Lost B07 Found Property Register. NS Civil litigation Medium administration & Found Lost Property Register. Live records held on (Limitation Act 1980) 1600 Special Property Form area –dead records 1600A Disposal of Property For a. code A applies 1600B Prisoner Case File Property. See also BO9 below 1600C Retention by Owner. 45 CRIMSEC 14 Register of Drugs seized (Home Office Form). Code required 2130 Disposal of Drugs in Police Possession. Code required Waste Pre-Notification (Environment Agency). Code required Carriers Schedule Special Waste Regulations (Environment Agency). Code required Administration Disposal/Sale of Micro B08 3063 Equipment Disposal Form. D Computers, Software & 3064 Request to Purchase Equipment. Refer to finance Equipment. 2129 Transfer Note for Movement of Waste. section Policing record Document Retention B09 & Audio tapes A BO9_SOP Video tapes NS refer to text in BO9_SOP Crime reports A Custody records A Pocket Notebooks A Nuisance incident records A Special property records A Search records NS refer to text in Discipline grievance records BO9_SOP Chief officer post / replies / policing plans CJO Files A or B - refer to text in BO9_SOP Major/serious crime files C Vehicle removal & Vehicle Removal & B10 3219 Vehicle Retention Document. NS recovery Recovery 2245A Advice of the Retention of Vehicle. Whilst vehicle is 2244 Kent Police Notice of Intent. retained. 2245B Letter detailing defects found/not found by Vehicle Examiner. 3219A Seizure 3 months. 3529VA Notification of Vetting Clearance. 5 years. 3529VB Refusal of Vetting Clearance. 5 years. Building records Police Housing B11 2133 Requirements on Vacation of a Police House. (Correspondence D Low records generated by officers vacation, notice to vacate, Refer to Estate correspondence & court papers if the officer fails to vacate, Department Policy correspondence & once the property is vacant, paperwork relating to sale of the property including copies of legal documentation as a result of the sale). Policing record Seizure of Straying B12 Any records relating to seizure & costs D Civil litigation Low Horses & Ponies Refer to Finance (Limitation Act 1980) policy 46 Administrative record Copyright Licence - B13 Forms for additional copies F Civil litigation Low Restrictions (Limitation Act 1980) Administrative record Identification of B16 3393 Notification to Driver H Station security Low Vehicles on Police Premises Administrative record Removal, Retention & H03 3395 Request for advice about Disposal of Property. NS Civil litigation Medium Disposal of Stolen 3395A Request for advice about Disposal of Property (For manual Live records held on (Limitation Act 1980) Property completion). area –dead records code A applies Policing record Firearms Department N03 3088 Request for Information Firearms, Shot Guns & Explosives.(All NS Firearms Legislation. Medium data relevant to the licensing & maintenance of Firearms, Shot Guns & Revocations, Refunds ACPO Guidelines. Explosives). & Failure to Renew Home Office Firearms Certificate – Life or Law Guidance to until subject is Police. 100yrs. Visitors – 5 years or when new Certificate is granted. Contd. - Transfers Out – Removed when transferred. Cancelled Certificates – 5 Yrs 47 Section 7 Finance & Administration 7.3 Engineering Services Head of Engineering Services Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Vehicle Insurance Vehicle supply, O01 Insurance claim & all associated paperwork & correspondence D Civil Litigation Medium claims maintenance & Destroy after 6 years Disposal Form 1400 claim unless claim is still open rdCorrespondence with 3 parties & other insurance companies Destroy after 6 years unless claim is still Invoices, external & internal for repairs to vehicles open Destroy after 6 years unless claim is still open Force owned vehicle Vehicle supply, O01 Vehicle specifications, orders, invoices, vehicle life history of D Civil Litigation Low records maintenance & disposal maintenance & repairs & final disposal details, registration documents Destroy after 6 years & test certificates Work completed on Essential Users O04 Job card records of work completed D Civil Litigation Low employees vehicles & Vehicle servicing & Destroy after 6 years other non-force repairs vehicles Mobile phones Force mobile phones O06 Mobile phones itemised call listings D Civil Litigation Low Destroy after 3 years Fuel usage Vehicle supply, O01 Records of fuel purchased & issued D Civil Litigation Low Maintenance & disposal Destroy after 2 years Workshop Vehicle supply, O01 Records of workshop performance D Civil Litigation Low management Maintenance & disposal Destroy after 2 years Fleet management Vehicle supply, O01 Replacement policy, fleet lists, fleet location. D Civil Litigation Low Maintenance & disposal Destroy after 2 years Fleet management Vehicle supply, M97 Vehicle usage (mileage books) NS Civil Litigation Low Maintenance & disposal With the vehicle for the “ Police” life of the Vehicle. Then retained for 6 years on Area. 48 Section 7 Finance & Administration 7.4 Estate Force Surveyor Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Building records - Title deeds and other documents relating to freehold Retain for duration of Title deeds ownership – transfer to new owner on disposal Building records – Documents other than title deeds relating to the sale of buildings Destroy 10 years after Sale of buildings sale completed or records when police interest finalised, if later. Building records – Planning consents and associated papers and correspondence for new Review 25 years after Planning consents builds or alterations issue and destroy Building records – Listed building records and papers relating to archaeological features. Review 25 years after Listed buildings and issue and destroy archaeological features Building records – Leases, Sub leases, Licences, Way leave agreements, letting and Destroy 16 years after Legal documents tenancy agreements, registers and other similar documents surrender, termination or expiry Building records- Fire reports Retain for duration of Reports relating to Insurance reports ownership of building „Risk? factors for Hazardous substances reports and review for buildings destruction Building records – Registers, incidents reports, records, inspections. Retain for life of Asbestos building and review for destruction in line with current legislation. Building records – All drawings, maps, photographs, schedules, survey material, Maintain for life of Work completed or correspondence, design reports and calculations of work which was building. installed completed or accepted for final inclusion of work completed. Destroy 10 years after disposal of building 49 Building records – All drawings, maps, photographs, schedules, survey material, Retain for 10 years correspondence, design reports and calculations of work which was not from proposal or Work not completed completed or accepted for final inclusion of work completed. feasibility study then destroy. If property disposed of then destroy on disposal of building. Building records - Maintenance surveys, reports, logs, Health and safety inspections, Retain for 10 years Maintenance records schedules and other material for contracted work for maintenance of from end of contract building or disposal of property and destroy Building records – Maintenance and other operating manuals Transfer to new Maintenance manuals owner. 50 Section 8 Corporate Communications Head of Corporate Communications Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk Media records Dealing with the NS Civil litigation Low media/public Press releases; press reports digests Retain for 7 years then destroy Historic reference Press cuttings Retain for 1 month material then destroy Operational notes (e.g. notices to press re forthcoming events or Retain for 3 months conferences) then destroy Press conference reports/previews Retain for 3 years then destroy Media Internal Internal records NS Civil litigation Low records (Media) Correspondence with branches of the media; Reports on media/public Retain for 7 years relations then destroy Historic reference material Policy & administrative records Keep until second review (25 years) then destroy. Handbooks and guides to media/public relations Destroy when superseded Image library records Destroy when no longer required Media records Media - special events NS Civil litigation Low Correspondence and papers; Reports Keep for 7 years then destroy Historic reference material Visitor books; Calendars; Brochures & guides Keep for 3 years then destroy 51 Section 9 Legal Services Head of Legal Services Policy owner: Policy Record type Policy Title number Description of record Disposal Code Rationale Risk High ASBOs Legal documents 6 years after Civil litigation Contract & Trusts Correspondence completion (Limitation Act 1980) CICA Briefs to Counsel of case/matter Civil Action Court Orders Court Orders Witness Statements Crime Attendance Notes Disciplinary Solprops Disclosure Police evidence files Disclosure – Sensitive Employment Firearms Football General inc Finance and Personnel Human Rights Indemnity Judicial Review Licensing Medical Operations PACE Property – personal Property – real POCA Public Order Succession and Probate 52 Index to Principal Records Record Policy Section Absence management L39 6 Academic Research – release of data A10 5 Accelerated increments & Honoraria awards L10 6 Accelerated promotion scheme L82 6 Acting up duties L26 6 Administration records – contractors on HQ site B05A 7 Administration records – Force forms B05C 7 Administration records – general B05 7 Administration records – Sale of computers & equipment B08 7 Adoption & Adoption leave L112/3/4 Agendas & minutes B09 5 Air support policy M24 2 Annual leave – police L33 6 Annual leave – police staff L33A 6 Appraisal forms L08 6 Archived policies/SOPs including working copies N100 5 ASBO (see also – Housing Act) KO5 1 Audio Tapes BO9 7 Audio Tapes N63 1 Audio Tapes N65E 1 Awards L81 6 Bail records N64B 1 Bonus payment scheme L106 6 Building records B11 7 Business interests L20 6 Capability – police staff L12 6 Career break L06 6 Caution files (Prosecution diversion) MO1 1 CCTV in public places N79B 1 Centrex genesis database B15 5 Cheque & credit card offences N91 2 Chief Officer Post/replies/plans BO9 7 Children- Investigation/protection issues/vulnerable witnesses Various 2 Claim forms L107 6 Communications – STORM, OIS, Radio & other force comms Various 4 Compassionate leave L62A 7 Complaints Against Police I01 3 Complaints Against Police Records Various 3 Computer & software disposal BO8 7 Contracts – Kent Police College L54 6 Convalescent home L89 6 Coroners records M64 2 Correspondence & letters BO6 5 Counterfeit currency N22 2 Crime policing & investigation records Various 2 Crime reduction partnership K10 1 Crime reporting & investigation NO8 1 Crime reports – filing B09 7 Crime review – major crimes N62 2 Custody records N63 1 Custody records BO9 7 53 Data protection & subject access Various 3 Death – Police Officer – pensions L57 6 Deaths – sudden, work related, industrial, Prison, suspicious etc Various 2 Detention Officers (Endorsement) L93 6 Diplomatic immunity N88 2 Disability policy L01A 6 Discipline grievance records BO9 7 Discipline procedure – Police staff L11 6 Disclosure – Inland revenue N07A 2 Disturbance allowance – police staff L29 6 Document retention B09 Drivers/vehicles Various 1 Drug Intervention KO4 1 Drugs investigation N20 2 Employment stability L21 6 Engineering services records Various 7 Equal opportunities L01 6 Estate records (see also property management) Various 7 Event notification forms M30 1 Exit Interviews L40 6 File notes L102 6 Final warning files (Prosecution diversion) MO1 1 Finance records Various 7 Financial investigations NO7 2 Firearms – post incident procedure M81 1 Firearms deployment M12 1 Firearms records NO3 7 Firearms unidentified NO3A 1 Fires M72 2 Fixed Penalty Notices M56 1 Flexi time – guidance L23 6 Flexible working – applications L105 6 Found property register BO7 7 Fraud – intelligence packages N18 2 General orders B06 5 Genesis secondary incidents N99B 5 Grading reviews & Appeals L20B 6 Grievance Resolution L99 6 Harassment records N99 1 Health & safety - accident management L79A: 6 Health & safety – Exposure to toxic / hazardous material L98 6 Health & safety – Noise L92 6 Health & safety – record L79 6 Health & safety – sharps injury L97 6 Home office counting rules N114 5 Honoraria awards & accelerated increments L10 6 Horses – seizure records & costs B12 7 Housing Act – ASBO N99A 1 Housing Act – disclosure KO6 1 Identification issues Various 1 Ill health retirement L39A 6 Immigration – reporting of convictions N16A 2 Intellectual property rights N36 2 54 Intelligence & surveillance major policies including PNC Various 2 Intelligence records – collaborative K17 1 Intelligence Records (Cheque & credit card unit) N91 2 Intelligence Records (Drugs) N20 2 Inventory BO5 7 ISIS - career history L07 6 Letters & correspondence B06 5 Licensing - closure orders M90 1 Long service & good conduct medal L31 6 Lost property register BO7 7 Major incident & public order records Various 1 Major/serious crime files BO9 7 Management information & statistics F20 5 Marketing questionnaires surveys & associated papers B14 5 Maternity leave – letters / records L109 6 Maternity policy – Police L03 6 Maternity policy – police staff L115 6 Maternity support – leave & fact sheet L110 6 Meal requisitions/vouchers BO5 7 Mental health M63 2 Mental health – investigation of series incidents N98 2 Mileage books M97 1 Minutes – planning N/a 5 Minutes & Agendas BO9 5 Missing person reports N37 2 Missing persons N37 2 Nationality Dept policy GO4 2 Neighbourhood watch KO2 1 Night work allowances – police staff authorisations etc L66 6 Nuisance records BO9 7 Offender – sex/dangerous or violent offender management N115 2 Offender profiling N48 2 Overtime – police officers L71 6 Overtime – police staff L30 6 Parental & dependant leave L103 6 Parental leave – support L110 6 Part time working – Police Officers L05 6 Pawnbrokers – seizure of property N74 1 Pedlars M44 1 Pension scheme regulations L60A 6 Personal files (access requests) L90 6 Personnel & training issues & reports Various 6 Place of duty record L34 6 PNC – Intelligence Various 2 PNC – Names application N29 2 Pocket notebooks BO9 7 Pocket notebooks MO7a 1 Police efficiency – unsatisfactory attendance L117 6 Police housing B11 7 Police housing (exceptional occupancy) L77 6 Police Vehicle Accidents I04 3 Policing partnerships Various 1 Post sentence admissions N104 5 55 Prisoner accounting booklets M10 1 Proceeds of crime N113 2 Product contamination NO2 2 Professional standards - Reporting, security, vetting etc. Various 3 Projects – research & development N/a 5 Property - Lost, found, special BO7 7 Property – stolen, removal retention & disposal HO3 7 Property management (see also estate records) BO1 7 Prosecution case files N70 1 Public Order Policy log MO7 1 Recruitment vetting L56 6 Redeployment policy L22 6 References – provision of L64 6 Removal expenses – police transfers L13A 6 Reprimand files (Prosecution diversion) MO1 1 Requisitions BO4 7 Residential accommodation – request forms L19 6 Roster of duties – police staff L74 6 Search records BO9 7 Search records N63 1 Search records GO5 2 Search records M17 1 Search records N66 1 Selection – specialist posts L58 6 L49 & Selection procedure L49a 6 Serious crime files BO9 7 Sex offenders – registration & records N96 2 Sexual acts & indecency M78 2 Shift allowances – Police staff L24 6 Special constabulary M71 1 Special priority payment scheme L106 6 Special property records BO7 7 Special property records BO9 7 Speed enforcement PO4 1 Speed enforcement P04 1 Staff appraisal – forms L08 6 Standby – (on call) police staff L25 6 Statistics & Management information F20 5 Statistics & management information F20 5 Stolen property – removal retention & disposal HO3 7 Stolen property – removal, retention & disposal H03 7 Storm recording M75 4 Surveillance & intelligence Various 2 Surveys – user satisfaction A16 5 Tape recorded interviews N65E 1 Temporary transfers L35 6 Terrorism records GO5 2 Test purchases M83 2 Traffic – vehicles, drivers Various 1 Training & personnel issues & reports Various 6 Training provision & allowances L55 6 Transfer of staff – payment of allowances L45 6 56 Truancy – removal of M77 1 Vehicle rectification forms PO6 1 Vehicle removal & recovery B10 7 Vehicles – mileage books M97 1 Vehicles – overweight – Defective – driver hours P07 1 Vehicles – overweight – Defective – drivers hours PO7 1 Vehicles – Police – supply, maintenance, servicing – records O01 7 Vehicles – seizure of vehicles used in anti social manner M95 1 Vehicles/Drivers Various 1 Vetting & security issues Various 3 Video tapes N63 1 Video tapes BO9 7 Vulnerable adults N65T 2 Warrants M82 1 Weekend working allowances – police staff L28 6 Work experience L14 6 Working time regulations L100 6 * 57