General Records Schedule GS2 for Criminal Justice Agencies and District Medical Examiners
***LAW ENFORCEMENT RECORDS***
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
VIOLATION RECORDS: 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 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 #435, “FINANCIAL TRANSACTION 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.
COMPLAINT/INCIDENT LOGS Item #24
This record series lists all complaints or incidents to which a unit or officer responded. The log shows such information as
name(s) of individual(s) involved, address, time, charges, complaint number assigned, report number, date, capsule
information on complainant, nature of complaint, officers dispatched (if any), and immediate disposition of case. In some
agencies, these records may be generated from Computer Aided Dispatch (CAD) systems or other similar systems. See also
“COMPLAINT/INCIDENT REPORTS.”
RETENTION: 2 anniversary years after last entry.
COMPLAINT/INCIDENT REPORTS Item #25
This record series consists of reports completed by officers responding to a crime, disturbance, complaint, or other incident.
The reports provide such information as date; time; type of call; complaint number assigned; complainant’s name, address, and
phone number; name of victim (if any); desk officer; officer assigned; how complaint was reported; location of complaint or
incident; responding officer(s); response/action taken; time and date unit was dispatched, arrived at scene, and returned to
service; and immediate disposition of case. This report may be referred to as a “First Contact Police Report,” “Offense/Incident