Document 1533468

DTMB-0043
Rev 0612016
State of Michigan
Records Management Services
P.O. Box 30026
Lansing, Ml 48909
RECORDS RETENTION AND DISPOSAL SCHEDULE
CHECK APPLICABLE: D COUNTY C CITY D VILLAGE
C TOWNSHIP C COURT U SCHOOL DISTRICT C OTHER
GOVERNMENT UNIT NAME:
APPROVALS
(SIGNATURES)
AGENCY REPRES NTATIVE
DATE
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND
BUDyRECORD!øNAGj4NT SERVICES
DATE
Charter Township of Bloomfield
s
DEPARTMENT NAME:
Bloomfield Township Police Department
,,‘
-
/
Bloornfl&d Hills Mi 48302
The records described herein are deemed necessary:
(1) for the continued effective operation of this agency;
(2) to constitute an adequate and proper recording of its activities; and
(3) to protect the legal rights of the government entity and of the people of
This Retention and Disposal Schedule meets the admInistrative, legal and
fiscal requirements of this agency,
,
NOTE: This schedule must be signed by all approving entities before the
dispose of an yre Co rds
;.
[
ITEM
NUMBER
DEPARTMENT OF NATURAL RESOURCES, ARCHIVES OF
MICHIGAN
7
/
.( e4
STATE ADMINISTRATI
2
DATE
c.
DATE
C SOARD
RECORDIRECORD SERIES TITLE AND DESCRIPTION
RETENTION PERIOD
**THIS SCHEDULE SHALL SUPERCEED THE PREVIOUS SCHEDULE
DATED APRIL: 21, 1987**
Accident reports:
*Fatal Complete investigation including follow-up
through prosecution (if any)
—
Permanent
*PersonaI Injury and Property Damage A record of accidents reported,
officer findings, witness statements and UD-IG forms
CR+3
2
Alarm Billings records related to false alarm bUling. May include
statements, waivers, denials and receipts.
CR-1
3
Breathalyzer Records (Datamaster) Evidential breath testing accuracy
Check log and OD-Sa accuracy Check test results
CR+3
4
Case files:
*Death reports including but not limited to: Homicide, Natural death and/or
suicide
—
—
—
Permanent
r
*Felony Crimes against persons including but not limited to: Attempt murder,
CSC, Felonious assault, Robbery, Intimidation andfor Stalking
20 years
*AII other crime reports including but not limited to: Drug arrests, Larceny,
Fraud, MDDP, OWl arrest UDM, Warrant arrest, Weapon arrests
CR+7
*NonCriminaI reports including but not limited to: 911 hang up, Animal
complaints, Assist Citizen, Civil matter, False alarms, Information reports,
Lost properly, Noise complaints, Suspicious Circumstances, Traffic
complaint
‘21J
CR+3
5
Complaint logs/Day sheets A sequential record of incidents handled by
the police department on a daily basis
7 years
6
Employee Personnel File Employment history of employees which may
include applications, leave records, disciplinary actions, work history,
commendations, citations, recommendations and educational history
Until death of
employee +7
years
7
Employee Labor Contracts
police department
Permanent
—
—
—
Contracts for the bargaining units within the
Employee Overtime and Attendance records Overtime record of each
employee’s overtime, describing activity and amount of time. Attendance
record of each employee reflecting use of sick and vacation time
2 years
9
Evidence/Property cards
each tern
10 years after
final disposition
10
Orders General Orders, Special Orders and Memorandums establishing
department policy and administrative guidelines
Permanent
12
Receipt books These books are used to document money received for
PBT’s, reports, alarm fees, etc.
CR+2
13
Stolen Gun Records Description of each weapon stolen and
accompanying incident report
ACT until weapon
is recovered
14
Stolen Property records File containing the description of all serialized
stolen property entered into LEIN
ACT until property
is recovered
15
Warrants (Cancelled) Arrest warrants obtained by the department and
entered into LEIN. Required until arrest is made or warrant recalled by
court.
CR+2
—
8
—
Contains location, description and disposition of
—
—
—
—
—
DTtwlO.0043
Rev C612016
State of Michigan
Records Management Services
P.O. Box 30026
Lansing, MI48909
RECORDS RETENTION AND DISPOSAL SCHEDULE
CHECK APPLICABLE: C COUNT? D CITY D VILLAGE
APPROVALS
—
C TOWNSHIP U COURT X SCHOOL DISTRICT C OTHER
GOVERNMENT UNIT NAME:
(SIGNATURES)
AGENCY REPRESENTATIVE
DATE
Freeland Community School District
DEPARTMENT OF TECHNOLOGY, MANAGEMENT AND
flU
RECORD
MENTSERVICES
DEPARTMENT NAME:
District Office
/
necessary;
(1) for the continued effectiv, operation of this agency;
DEPARTMENT OF NATURAL RESCURCES ARCHIVES OF
The records
described herein are deemed
MICHIGAN
(2) to constitute an adequate and proper recording of its activItIes and
3) to protect the legal rights of the government entity and of the people o
Michigan.
This Retention and aisposal Schedule meets the administrative, legal and
fiscal requirements of this agency.
NOTE: This schedule must be signed by all approvina entities before (he
acency
zt
E. t(
STATE ADMINISTRATIVE SCARS
DATE
/
DATE
C)
diseases of any recerds.
ITEM
NUMBER
RECORD!RECORD SERIES TITLE AND DESCRIPTION
RETENTION
PERIOD
1.
Volunteer information Packet
These records document that criminal background checks were conducted
for all volunteers assisting the school district. They were created to provide
a process through which the criminal history of volunteers can be obtained.
These records are organized by year and contain: the volunteers name,
address, phone numbers, conviction disclosure form, and authorization for
the District to complete a criminal investigation (this includes full name, birth
date, race, and gender). The results of the ICHAT are also included. We
have been totd that many other districts have requested the one (1) year
retention period for their volunteer information packets. It is a reasonable
time period that makes sense, as we are not aware of a legitimate reason to
retain the records longer than a calendar year.
1 year
DTMB-0504
Re’i. 6/2011)
STATE OF MICHIGAN
RECORDS RETENTION AND DISPOSAL SCHEDULE
39JDFCH
DEPARTMENT OF TECHNOLOGY, MANAGEMENT & BUDGET
RECORDS MANAGEMENT SERVICES
DEPARTMENT
D[VJSON
Health and Human Services
Family and Community Health
This schedule revises item #35881
-
35882.
APPROVALS
The
(1)
(2)
(3)
THE UNDERSIGNED HAVE ND OBJECTION TO THE RETENTION AND/OR DISPOSAL OF RECORDS AS SET FORTH IN THIS SCHEDULE
records described herein are doomed necessary:
for the continued effective operation of this agency;
to constitute an adequate and proper recording of its activities; and
to protect the legal rights of the government of the state of Michigan and of the people.
This retention and disposal schedule meets the administrative, legal and fiscal requirements of this agency.
AGENCY REPRE5ENTATIVE:SJRTUtTTLE
fk
DATE
fl/I
1/Utt%&il& f%;L/i1t7
7/ -f
PREPARER
DATE
ARCHVES OF MCHLGAN
DATE
SThTE ADMIMSTRAtVE BOARD
DATE
AJfl
DATE
R GEN RAL
K
State of Michigan
Department of Technology, Management and Budget Records Management Sen’ices
Records Retention and Disposal Schedule
-
Dept Code
Dept Name
/39/DFC’H”
11cm Number
OJNTRO
Division ofFamth’ and Conwiunity Health
Agent-v
Retention
Series Title
Total
Retention
State
Administrative Board
Approval Date
-
The Division of Family and Community Health (DEC-I) includes a
number of programs targciing birth outcomes md child health including
childhood lead poisonin prevention. adolescent health centers.
\lichigan Abstinence Program. School Health. Oral Health, Newborn
Hearing Screenirm, Nurse/Family Partnership projects, Maternal Infant
Health ProEra Family Planning. SIDS and Oilier Infant Deaths.
Feral-Infant Siodalitv Review projects. Fetal Alcohol Syndrome and
Prenatal Smokini Cessation. DFCH works with the Medical Ser;ices
Administration on Maternal and Infant Support Services and coverage
for other maternal and child health cnj- The division contracts vitli
local health departments. private clinics and physicians, and other
providers, to implement maternal and child health senices at the
community level,
Maternal Infant HealIh 1’roraTn Provider Reports
CR+7
CR+7
These records document quarterly reports sent to providers regarding
home visit support for pregnant mothers and infants on Medicaid. They
may include statistical information about services provided, number of
individuals served, medicaid services, cost summaries, etc.
35882
-
Maternal Infant Health Pro,!ram Application Data
CR+30
CR+30
These records document data generated from Medicaid claims regarding
home visit support for pregnant mothers and infants on Medicaid. They
may include provider information. bcncflciamy information, risk
identifiers, discharges, supporting documentation, etc.
ACtActivc
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07122016 10:21:54 Al
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EXP
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ExpiraIhin
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—
Fiscal Vc,r
lmmrtllale Disposal
Pa2e
OEPARflSITOF
AUORNEY GENERAL
MEMORANDUM
August 19, 2016
T0
Raymond Howd
Division Chief
Health, Education & Family Services
noa Thomas Quasanno1&J
Assistant Attorney General
State Operations Division
Rt
Records Retention and Disposal Schedules:
Department of Health and Human Services: Family and Community Health
Please review the attached retention schedule for the Department of Health
and Human Services, I suggest that you keep a copy of the schedule reviewed by
your division. After your review and approval of the schedule(s), please sign, date,
and return directly to:
DTMB/Records Management Services
Attention: Samantha Beland
3400 N. Grand River Avenue
lansing, Michigan 48906
If you have suggested changes to the schedule please direct them to Ms.
Caryn Wojeik, the analyst that prepared the schedule. Her address is the same as
that listed r Ms. Beland.
Please instruct staff not to hole punch the original retention schedule(s).
You may call Samantha Beland at 335•9132 if you have any questions
regarding the schedule(s) you are reviewing.
TQ/liw
Aft.
a Samantha Beland wlout enclosures
&\SO.fanqondence\TQ2OI6-HEPFS Pam flya.dCama.mlty3oc
.
DTKIB-C504 (Rev- Sf2011)
a
STATE OF MrCHJGAN
RECORDS RETENTION AND DISPOSAL SCHEDULE
64/AFCC
DEPARTMENT CF TECHNOLOGY, MANAGEMENT & BUDGET
RECORDS MANAGEMENT SERVICES
DEPARTMENT
DEViS;CN
Licensing and Regulatory Affairs
BCHS
Adult Foster Care and Camps Dvson
The Adult Foster Care Licensing program provides licensing and regulation of adult foster care homes, homes
for the aged and specialized programs for developmentally disabled and/or mentally in individuals who reside in
adult foster care homes.
The Camp Licensing program provides licensing, regulation and inspection of camps. It is a cooperative
venture involving the public, camp directors and BCHS. The goal is safe, healthy and worthwhile camping
experiences for all campers.
APPROVALS
THE UNDERStGNED HAVE NO OBJECTION TO THE RETENTtON AND/CR DISPOSAL OF RECORDS AS SET FORTh IN THIS SCHEDULE
The records described herein are deemed necessary:
(1) for the continued effective oporatian of this agency;
(2) to constitute an adequate and proper recording of Its activities; and
(3) to protect the legal rights tithe government of the State of Michigan nd of the people.
This retention and disposal schduIe meets the admins:ntive. legal and fiscal requirements of this agency.
;sEs r REkasENTAT;vE: SG,ATtRE A.D T;TLE
DATE
Arc
p;
b.cr
£.tefl.b
FRErARER
DATE
h;VESCChAN
RECORDS 1MIJAGEMENT RV’CES
DATE
ASSLSTANTAflOR
SATE
AbOHOR GE ERAL
STATE ADMJN]STRATLVE BOARD
7k
/
GENERAL
DATE
DATE
State of Michigan
Department of Technology, Management and Budget Records Management Senice
Records Retention and Disposal Schedule
-
Dept Name
Dept Code
/64/AFCC/
BCHS Adult Foster Care and Camps Division
-
Item Number Series Title
O.INTRO
Agency
Total
Retention
Retention
State
Administrative Board
Approval Date
-
The Adult Foster Care Licensing program provides licensing and
regulation of adult foster care hDmes, homes for the aged and
specialized programs for developmentally disabled and/or mentally ill
individuals who reside in adult foster care homes.
The Camp Licensing program provides licensing, regulation and
inspection of camps. ]t is a cooperative venture involving the public,
camp directors and BCHS. The goal is safe, healthy and worthwhile
camping experiences for all campers.
40366
-
Unlicensed Faclith 1nvcstiations
ACT+3
ACT+3
These records document investigations that are conducted on unlicensed
facilities. The investigations deEermine if licensing is necessary and to
identify [legal operations. Facilities are given an opportunity to receive
a license or cease pro’ ding care. If they do not comply, a complaint is
forwarded to the Department of Attorney General or a local prosecuting
aflomev These files may include complaints. investigation materials,
coffespondence. supporting documents, c]ip-pins. reports, etc. ACT =
until investigation is closed.
30367
-
Variance Log
CR+I0
CR+10
These records document the volume and npc of variances that arc
requested for each Administrative Rule.
30368
-
Administrative Reviews
CR+60
CR+60
These records document reviews that are conducted for applicants with
a criminal history to determine if their license can be renewed. A copy
of the review is also maintained in the licensing file.
ACT
=
Active
SUP
GDO 1016 HIS 3 ANI
CR
=
Superseded
Creation
[NP
EVT
=
Event
=
EpiraUon
0151’
FY
=
Fiscal Year
Immediate Disposal
Page I
Dept Code
Dept Name
/64/1FCC
BC’HS Adult Foster Care and Camps Division
-
Item Number
Series Title
40369
Serious Incident Log
-
Agency
Retention
Total
Retention
CR+1O
CR+jO
Stale
Administrative Board
Approval Date
These records document serious incidents lijal take place at adult foster
care facilities. They are used to identify trends and generate statistics
about serious incidents.
ACT
Active
SUP
6)20/2016
1:38:14AM
CR
Superseded
Creation
EXP
EVT
=
Event
Expiration
FY = Fiscal Year
13151’ = Immediate Disposal
Page2
DT’’E-D4 •PDe
STATE OF MCHIGAN
RECORDS RETENTION AND DISPOSAL SCHEDULE
DEPARTMENT OF TECHNOLOGY, MANAGEMENT & BUDGET
RECORDS MANAGEMENT SERVICES
23/IWF
DEPARTMENI
DVIS]ON
State
lnterna Work flow
-
This schedule cevses tern #27400.
APPROVALS
THE UNDERSIGNED HAVE NO OBJECTION TO THE RETENTION AND/CR DISPOSAL OF RECORDS AS SET FORTH IN THIS SCHEDULE
The records described herein are deemed necessary:
(or the contn’jed effaclive operalon ci tP%s agDncy;
0 ccnstitut an adequate and proper recording of its activitIes: and
(2)
(3) to protect the legal rights of the government of the State of Mchlgan and of the people.
This retention and disposal schedule meets the administrative legal and fiscal requirements of this agency.
,T:;HE AID ThT..
4E9CY RRESENT AT.V
tATE
]A2ecLJZ
PREP
‘OATE
jARCHIVESOMCHIGAN
DATE
‘c rANT AVOANEY GE’
DATE
7/IL
V
_flA’
roDY
LATE
kJ
Slate of Michigan
Department of Technology, Management and Budget Records Management Services
Records Retention and Disposal Schedule
-
Dept Code
Dept Nijme
/23/JWF/
Internal Work Flow
Item Number
Series Title
2730(1
Abandoned Vehicle Records
-
Agency
Relenlion
Total
Retention
CR±2
CR+1O
Stoic
.Administrati; e Board
Approval Date
These records document the confiscation and sale of abandoned
chides. Owners of abandoned vehicles re r:otifld about the locali on
o: he vchic!c before it is juctioned so they can claim it within 20 da S.
I hey may nelude NH of sale leners, IR 1038 correctiOns. dupLicafl2
bills of sale, etc.
CI
Acti’c
S. P
07,U 201612:3548 PM
CR
—
Supentdcil
=
Creoion
FXI’
LVI
E tnt
=
Expiration
DISP
fl
=
FkcaI ear
immediic DiposaI
Page I
DTMO-0504
(Rev, 312016)
STATE OF MICHIGAN
RECORDS RETENTION AND DISPOSAL SCHEDULE
DEPARTMENT OF TECHNOLOGY. MANAGEMENT & BUDGET
RECORDS MANAGEMENT SERVICES
55/SOD
OEPARWENT
DNISoN
Michigan State Police
Special Operations Division
The Special Operations Division (SOD) supports the rest of Michigan State Police through specialized
units including the Underwater Recovery Unit, Canine Unit, Aviation Unit, Emergency Support Team,
State Security Operations, and Bomb Squad.
All SOD Units: 40260, 40261 40262, 40263, 40264
Aviation Section: 40265, 40266, 40267, 40268
Bomb Squad: 40269, 40270
Canine Unit 40271
State Security Operations: 40272, 40273
Emergency Support Team: 40274
Marine Services Team: 40275
Note: This document does not identify which records are authorized for storage at the State Records Center, Please refer
to the Versatite database for additional information regarding offsite storage for inactive records.
APPROVALS
THE UNDERSIGNED HAVE NO OBJECTION TO THE RETENTION ANDIOR DISPOSAL OF RECORDS AS SET FORTH
IN THIS SCHEDULE
rhe records described herein are deemed necessarf:
1. for the continued effecUve operation of this agency;
2. to constitute an adequate and proper recording of ts activities; and
3. to protect the legal rights of the government of the State of Mchigan and of the people.
rhis retention and disposal schedule mqets the administrative, legal and fiscal requirements of this agency.
AGENCYREPRESENTATIVE
PREPARER
RECO
SGNATUREAt4
o16%2r
NAG
(J3
EN SERVlCS
1}zy
STATE ADMINISTRATIVE BOARD
TiTLE
DATE
DATE
ARCHIVES OF MICHIGAN
DATE
gil/ftp
DATE
AsSISTANT ATIOR EY
DATE
AUDITOR GENEPAL
NERAL
DATE
DATE
la)ic
Th;s a;ency-spedf:t schedule s ppimets the app’ced ceneral schedies
GeneraL srhedu!es are avaab]e onilne at
.mchoan eov/recordsmanaoement
Per MCL 399 5, records shaH not be destroyed without the approvaL of a Retention and DSposaI Schedule
item 1*
Series Title
Series Description
Retention
Period
Approval
Date
All SOD Units
40260 Operational Plan These records document the plan for a
Destroy 5 years
significant upcoming event or activity,
after creation.
They may include people assigned,
ocation, equipment, intelligence local
resources, risk assessments, mission,
Mc.
40261 Prescription Drug These records document the weight of
Destroy 3 years
Destruction
drugs received for destmction. They may after creation.
Records
include the location, weight, activity
dates, people involved, etc.
40262 Specialized
These records document special
Destroy 7 years
Training Records trainings of pilots, bomb technicians,
after
divers, etc. These documents are for
employment
specialized skills and are not
ends.
professional development trainings. They
may include proof of attendance
supporting documentation, etc.
40263 Equipment
These records document all equipment
Destroy when
Inventory
used by the Special Operations Division. the equipment is
They may include tag numbers,
returned, re
descriptions, people assigned, etc.
assigned, or
sedof.
40264 Officer Daily
These records document daily activities
Destroy 3 years
Activity Report
of enforcement officers. They may
after creation.
include UD-2s, supporting
documentation, etc.
Aviation Unit
40265 Pilot
These records document the
Destroy 7 years
Qualification
qualifications of all pilots employed by
after
Files
MSP. They may include physical exams, employment
training, certifications, etc.
ends.
40266 Aircraft
These records document the
Destroy when
Maintenance
maintenance of aircraft owned by MSP.
the equipment is
Records
They may include titles, assignments,
returned, re
repair history, incident reports, etc.
assigned, or
sedot._
40267 Risk
These records document assessments
Destroy 5 years
Assessments
of risk that are created prior to each
after creation.
flight. They may include flight time,
weather conditions, pilot information, etc.
—
—
-
40268
Sd Flight
-____
-j
-
They are used to tally the level of risk
associated with the mission, and high
risk missions must be approved up the
chain of command.
These records document Safe City
Destroy 5 years
This gercy-se:tc s:hadu.e suppemrts t’,e ap.zroyed gere’a sciedues
Gsnera schedues re a:a:abe c.ne at ‘.v-; mcHcan sreccrjsmar?emert
Per MCL 399 5, recorus shs[ n3t e destroyed w;thDu: :e epprova of a Retention and Dspos& Schedwe
2
item #
Series Title
Schedules
Bomb Squad
40269 Explosive
Disablement
Data
40270
Explosives
Inventory
I
Canine Unit_________
40271 Canine Liability
Records
Series Description
Initiative (SCI) patrol flights that are
conducted over the cities of Detroit, Flint.
and Saginaw. They may include monthly
reports containing times, piiot
information, locations, etc.
These records document the techniques
and procedures used to disable an
explosive. They may include case
studies, supporting documentation, etc.
These records document explosives
owned by MSP that are stored in trucks,
bunkers, etc. They may include weekly
reports that contain the explosive type,
These records document the waivers of
liability that are signed by owners of
retired MSP canines.
State Security Operations
40272 1 Clvii Disorder
These records document officers who
Training Roster
received training in cMl disorder
response tactics for apparatus removal,
and who are also knowledgeable and
able to train others. They may include
information about the officers and the
training they received,
40273 Security Surveys These records document the evaluation
of state owned buildings to identify risks
and needed improvements. They may
include survey documents, supporting
documentation, etc.
Emergency Support Team
40274 Warrant Risk
These records document assessments
Assessments
of risk that are created prior to the
execution of a warrant. They may
include assessment information,
supporting documentation, etc.
Retention
Period
after creation.
Approval
Date
Destroy when
the records are
no longer used
to support the
unit.
Destroy 5 years
after creation.
Destroy 5 years
after creation.
Destroy outdated
information when
applicable.
.
—-
Destroy 5 years
after creation.
Destroy 10 years
after creation.
.
They are used by EST and FSB to tally
the level of risk associated with the
mission, and high risk missions must be
approved up the chain of command.
Marine Services Team
Th:s asency-spec:Lc schedu!e suppements tie approved aeneral scbedues
Genera scheduies are avaabe cnHr-e at ;vwIm::hQar! oc-v!recQrdsmar.ace!yent
Per MCL 3995. reco,ts sh3H nm be desiroed wtnoui inc approva of a Retention snd DsposaI Scheiue,
3
Item #
40275
Series Tifle
Sonar
Recordings
Series Description
These records document the search for
underwater objects. They may include
readings created by sonar equipment,
supporting documentation, etc. NOTE: It
object has been found, the information
will be stored with the other case
records.
Retention
Period
Destroy when
determined
nothing has been
found
Approval
Date
This a3ency-spez:.f Echedue suDlenents the approved cerera sChedLes
General schedues are avaabe on:Ene at w.w mcbican cov.teccrdner.aoemar.:
Per MOL 3995, records shall not be destroyed wfthout the approval of a Retenfion and Dsposai Schedule
4
DEPARTMENT OF
ATtORNEY GENERAL
MEMORANDUM
August 19, 2016
TO:
FROM:
RE:
Samantha Beland
Department of Technology, Management and Budget
Records Management Services
Quasarano1/
Thomas
Assistant Attorney General
State Operations Division
Records Retention and Disposal Schedule:
Michigan State Police Special Operations Division
Attached is the Records and Retention Schedule that I have signed regarding
the matter stated above. If you have any questions, please do not hesitate to
contact our office at (517) 373-1162.
TQ/llw
Enc.