DISPOSITION SCHEDULE H: LAW ENFORCEMENT
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.
The "retention" column indicates either 1) a limited period after which the records may be destroyed, or 2) the word "Permanent," indicating the records may not be destroyed and must be retained permanently.
Unless otherwise noted, please refer to the following citations for confidentiality restrictions:
(1) Federal Privacy Act of 1974 (Section 7 of Pub. L. 93-579 in Historical Note), 5 U. S. C., § 552a;
(2) Social Security Act, 42 U. S. C. §§ 408(a)(8) and 405(c)(2)(C)(viii)(I);
(3) Family Educational Rights and Privacy Act, 20 U. S. C. § 1232g;
(4) Standards for Privacy of Individually Identifiable Health Information (HIPAA), 45 CFR Section 160 through 164.
For citations (1) and (2), the primary records concerns are redaction of social security numbers and proper disposal of nonpermanent records containing them. The presence of a social security number does not, by itself, render an entire document confidential.
Series Series Title / Description and Confidentiality Status Retention
H.01.a Accident records, Nonfatality 25 years following accident
Copies of records maintained by Traffic Division, State Police, for traffic accidents in which no one was killed. Retained long enough so that any juvenile involved has time to attain majority and file suit before records are destroyed. Not Confidential
H.01.b Accident records, Fatality 15 years following accident
Copies of records maintained by Traffic Division, State Police, for traffic accidents resulting in at least one death. Not Confidential
H.02. Arrest Records Until age 80 and State Police Bureau of Identification confirms no contact with criminal justice system for past 5 years
Record of arrest, including mug shots and fingerprints. Not Confidential
H.03. Complaint Logs/Cards Permanent
Log kept in any format by law enforcement agency, recording all complaints. Not Confidential
H.04. Communications Records 2 years
Log of radio transmissions. Also called Dispatch Records. Not Confidential
H.05.a Investigative Case Records, Homicides Permanent
Investigation files for homicides. Confidential
(Title 16, Section 614)
H.05.b Investigative Case Records, Criminal Cases/Cleared Until age 80 and State Police Bureau of Identification confirms no contact with criminal justice system for past 5 years
Investigation files for criminal cases that have been closed. Confidential
(Title 16, Section 614)
H.05.c Investigative Case Records, Criminal Cases/Open Until age 80 and State Police Bureau of Identification confirms no contact with criminal justice system for past 5 years
Investigation files for criminal cases that remain open. Confidential
(Title 16, Section 614)
H.05.d Investigative Case Records, Sudden/Accidental Death Permanent
Investigation files for sudden or accidental deaths (not classified as homicides). Confidential
(Title 16, Section 614)
H.05.e Investigative Case Records, All Other 7 years
All other investigative cases not covered under H.05.a, H.05.b, H.05.c, or H.05.d. Confidential
(Title 16, Section 614)
H.06. Juvenile Records Until former juvenile is 23 years old
Records of juveniles who are the subject of investigations. Confidential
(Title 15, Chapter 507, § 3308)
H.07. Pawn Slips 6 years
Record of pawn shop activity. Not Confidential
H.08. Summonses Issued by Animal Control Officers and Local Shellfish Wardens 3 years
Summonses issued by local animal control officers and shellfish wardens. Not Confidential
H.09. Telecommunication Terminal Logs (Teletype) 2 years
Teletype from telecommunication terminals. Not Confidential
H.10.a Telecommunications Terminal Messages (Master Copy Retained by State Police) - NCIC III Inquiry Logs Until NCIC audit
National Crime Information Center inquiry logs. Not Confidential
H.10.b Telecommunications Terminal Messages (Master Copy Retained by State Police) - All Other Current plus one year
All telecommunications terminal messages except NCIC. Cannot be destroyed if METRO (Maine Telecommunications and Radio Operations) Manual requires otherwise. Not Confidential
H.11. Uniform Crime Reports Current month plus one year
Uniform Crime Reports. Not Confidential
H.12. Uniform Traffic Ticket and Complaint Until final court disposition
Traffic tickets. Not Confidential
*Until age 80 IF State Police Bureau of Identification confirms no contact with Criminal Justice System in last 5 years.
Page Updated October 26, 2005.
