Total entries: 92 (Listed alphabetically by title)
Description: Reports related to drug seizures. Included is information relating to the types of drugs seized and the weight/amount of drugs seized.
Retention: 7 years
Description: Equipment calibration and other records related to the administration of alcohol and controlled substances testing programs.
Retention: 7 years
Description: Sworn members' duty assignments. Includes GPS, MCCD, and Capitol Police.
Retention: 7 years
Description: Documents related to emergency light permits.
Retention: 3 years
Description: These records document the agency providing assistance in emergency relays. Emergency relays include the transport of various items such as blood and other organs. Includes Communication Emergency Relay Log.
Retention: 3 years
Description: Photographs from any type of enforcement action
Retention: 7 years
Description: Forms and files which document items given to agency personnel that are valued over $25. The department is required to maintain a record of the item, who received it, if it was accepted, and its value.
Retention: Retain for useful life
Description: Records documenting the management of evidence. Includes the Chain of Custody Report; Evidence Storage Area Visitors Log; Storage Area Inventory Report; Release of Evidence Property Record
Retention: 5 years after disposition of property
Description: Synopsis of fatal traffic crashes
Retention: Daily: Transfer to Dept. of Transportation. DPS copy maintained for 2 years
Description: Database; Application; Federal Permit and Receipt for the federal permit program. (GPS's participation is ending; therefore, these records are no longer being created.)
Retention: 4 years
Description: List of employees referred for evaluation
Retention: Retain for Useful Life
Description: A permanent written directive concerned with policy, rules, and procedures affecting more than one component of the Department.
Retention: Permanent
Description: Documents related to hazardous material permits for trips. Permits are required for those carrying hazardous materials to disposal sites or to other locations for use.
Retention: 3 years
Description: Documents related to hazardous material annual permits. Permits are required for those carrying hazardous materials to disposal sites or to other locations for use.
Retention: 3 years
Description: Records documenting the activities of the Household Goods Program which issues certificates to and audits the compliance of for-hire carriers of household goods which operate in the state. This unit maintains records of the carrier including insurance filings, initial applications, inspections, and audits.
Retention: 3 years
Description: Reports of incidents of suspected criminal activity investigated by sworn members
Retention: 7 years
Description: User agreements between DPS and other governmental agencies. An example is a local agency wants to place its equipment on a DPS-owned tower to improve the locality's communications.
Retention: 7 years
Description: Reports maintained on individuals given breath tests to determine alcohol level
Retention: 7 years
Description: Records relating to canines owned by the Department. Includes medical and training records.
Retention: 4 years after dog leaves unit
Description: List of law enforcement officers killed/assaulted around the country. DPS sends representatives to the funerals of law enforcement officers killed in the line of duty. Includes the names of the officers killed and a summary of what happened.
Retention: 3 years
Description: Monthly newsletters which include information on recent court cases and how their outcomes affect the department's work, changes in the law, and reminders of department policies and procedures.
Retention: Permanent; Retain 1 copy
Description: Annual Report of legislation that affects DPS
Retention: Retain for useful life
Description: Waiver form for liability related to Departmental vehicles.
Retention: 3 years
Description: The records document when a law enforcement officer requests the department to assist them with legal representation. These requests result from actions that occur in the line of duty. Includes Request for Representation (Policy Exhibit 8.03-1).
Retention: 10 years after separation
Description: Notification of lost, stolen, destroyed, or damaged property owned by DPS through the chain of command. Property damaged or destroyed in the line of duty is replaced by the department, officers must replace items damaged or destroyed while not on duty. Includes a description of the property and how the damage occurred.
Retention: 7 years
