Directive: AS-13-001
Retention of ACCESS Data

General Order Reference: 82.1

Implementation Date: 3/5/13

Purpose: To establish standards for retention of ACCESS media

Scope: All employees

Detail:

The following policy and procedure shall govern the retention of ACCESS media:

I.    ACCESS media will be shredded upon disposal.

II.    ACCESS rap sheet media shall not be retained in case records.

III.    ACCESS rap sheet media may be temporarily retained in officers’ working files, but only for as long as the data has immediate value to the officer.

A.    No ACCESS rap sheet retained temporarily in a working file shall be left unattended on any desktop, in any unlocked desk drawer or file cabinet, or in any other area where record security cannot be guaranteed.

B.    An ACCESS rap sheet retained temporarily in a working file shall be destroyed by shredding as soon as it no longer has immediate value to the officer.

C.    The officer temporarily retaining an ACCESS rap sheet shall assure proper destruction of such data by placing it in one of the Department’s shredding bins or by personally shredding the document in a shredding device.

IV.    Officers may not submit ACCESS media to Records with case reports.

V.    Computer hard-drives that contain ACCESS information will be “wiped” using Department of Defense standards before disposal.

By: L. Wohl, Police Administrative Services Manager