General Records Schedule GS2 for Law Enforcement, Correctional Facilities
and District Medical Examiners
***LAW ENFORCEMENT RECORDS***
Statutes, Traffic citations, or Section 327.74(6), Florida Statutes, Uniform boating citations. See also “CITATION LOGS” and
“CITATIONS.”
RETENTION: 1 fiscal year.
CITATIONS Item #103
This record series consists of citations and complaints notifying the alleged violator to appear and answer to charges of
violating traffic, wildlife, boating, or other municipal ordinances or state or federal laws. The series contains the case docket
number; court location; name, address, and pertinent facts of the offender; description of the vehicle; types of offense and
prevailing conditions; name and badge number of the officer or other complainant; court appearance date; and the signature
of the offender. Issued along with traffic citations may be an “affidavit-of-compliance” indicating that a non-commercial vehicle
is operating in an unsafe manner or with inoperable equipment, per Section 316.610, Florida Statutes, Safety of vehicle;
inspection. This series includes voided citations. Copies of citations go to the Clerk of Court, the individual cited, and any
applicable state agency (Department of Highway Safety and Motor Vehicles, Department of Environmental Protection, or the
Florida Fish and Wildlife Conservation Commission). This retention is for the copy retained by the issuing agency, not for the
copy sent to the Clerk of Court, Department of Highway Safety and Motor Vehicles, the Department of Environmental
Protection, or the Fish and Wildlife Conservation Commission. Citations may also be known as “parking tickets,” “boating
tickets,” “wildlife citations,” “parking citations,” “traffic summons,” or “non-moving citations.” These records are created
pursuant to Section 316.650, Florida Statutes, Traffic citations; Section 327.74, Florida Statutes, Uniform boating citations; or
Section 379.333, Florida Statutes, Arrest by officers of the commission; recognizance; cash bond, citation. For Code
Enforcement citations, see General Records Schedule GS1-SL for State and Local Government Agencies, Item #236,
“CODE ENFORCEMENT HEARING CASE FILES,” Item #237, “CODE VIOLATION RECORDS: NO CITATION ISSUED”
and item #398 “CODE VIOLATION: CITATION ISSUED.” See also “ACCIDENT RECORDS: MOTOR VEHICLE,”
“ACCIDENT REPORT FORMS: MOTOR VEHICLE,” “ACCIDENT REPORT LONG FORMS: MOTOR VEHICLE (Dated prior to
2012),” “ACCIDENT REPORT SHORT FORMS: MOTOR VEHICLE (Dated 2010-2012),” “CITATION LOGS,” “CITATION
TRANSMITTAL RECORDS” and “NOTICES: TO APPEAR IN COURT.”
RETENTION: 60 days after citation issued or voided.
CITIZEN RIDE-ALONG REQUEST AND RELEASE RECORDS Item #158
This record series consists of citizen applications to ride in a patrol car and/or patrol vessel with an officer and observe during
the officer’s shift. The records provide date and time of ride-along and a liability release. The retention period is pursuant to
Section 95.11, Florida Statutes, the Statute of Limitations for negligence and wrongful death.
RETENTION: 4 anniversary years after ride-along.
CIVIL PROCESS/RETURN RECORDS Item #19
This record series documents process serving by law enforcement agencies and may include such information as name of
plaintiff and defendant, type of writ, case number, cause of action, court, receipt, deposit, attorney, date received, name, date,
time of service, and costs. This series also includes any indexes to the records. If this is the only record of financial
transactions relating to civil process and returns, see General Records Schedule GS1-SL for State and Local Government
Agencies, Item #365, “RECEIPT/REVENUE RECORDS: DETAIL.” See also “EXECUTION DOCKET RECORDS,”
“EXECUTION RECORDS: RECEIPT FOR RETURN,” “EXECUTION RECORDS: SATISFIED,” “EXECUTION RECORDS:
SUPPORTING DOCUMENTS” and “EXECUTION RECORDS: UNSATISFIED.”
RETENTION: 3 fiscal years.
CODE SHEETS Item #20
This record series consists of code sheets that are used to transmit statistical information for crime prevention. Codes might
be referred to by other names, such as nature codes or disposition codes.
RETENTION: Retain until obsolete, superseded, or administrative value is lost.
COMBAT AUTO THEFT (CAT) PROGRAM RECORDS Item #159
This record series documents citizens’ participation in the Combat Auto Theft (CAT) Program. This program is designed to
reduce the number of auto thefts by allowing law enforcement officers to perform an investigative stop of a participant’s vehicle
during designated hours to determine if the vehicle has been stolen. The series may include, but is not limited to,
consent/registration forms, address and phone number updates, and withdrawal forms required from participants removing a
vehicle from the program. The retention period is based on Section 95.11(3), Florida Statutes, the Statute of Limitations for
filing an action based upon negligence, false arrest, false imprisonment, and malicious interference.
RETENTION: 4 anniversary years after vehicle withdrawn from program.
COMMITMENT TO SERVE SENTENCE FORMS Item #21
This record series consists of forms completed by the court and signed by the judge committing an individual to jail or to pay a
fine. The form provides such information as name of person charged, date of conviction, type of offense, amount of fine, and
length of sentence. The law enforcement agency’s record copy is a duplicate of the official record copy on file with the Clerk of
the Circuit Court. See also “BOOKING RECORDS.”
RETENTION: Retain until obsolete, superseded, or administrative value is lost.