FORMS RETENTION SCHEDULE -
Numerical Listing
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
School Safety Resource Survey
Pending
7/20
Y
School Safety Resource Survey
Pending
7/20
Y
Registered Envelope Receipt (for Bail Bond Money)
11.110
File (Misc. Receipt Book)
3/14
11.1
N
Chicago Police - Operations Calendar
11.143
Does Not Apply
Annual
Y
Chicago Police Department Inter-Office Communication
11.155
1 year until no longer useful
9/03
11.88
Y
Emergency Medication Plan - Household Information
Form
11.165
Does Not Apply
5/10
Y
Personnel Jacket File Certification Card
11.169
Until filled
8/05
11.7
Y
Routing Slip
11.178
Does Not Apply
6/14
Y
City Of Chicago Employee Ethics Training
Administrator's Evaluation Form
11.193
Does Not Apply - Retained
by Chicago Board of Ethics
4/07
Y
City Of Chicago Employee Ethics Training Employee
Evaluation Form
11.194
Does Not Apply - Retained
by Chicago Board of Ethics
4/07
Y
City of Chicago Hiring Plan Contact Letter
11.195
Pending
3/23
Y
Notice Of Exception To Eligible Users List - City Of
Chicago Employee Ethics Training
11.200
Does Not Apply - Retained
by Chicago Board of Ethics
1/22
Y
Consent Decree Draft Document Cover Sheet
11.201
Pending
1/23
N
Consent Decree Draft Document - Comment Review
11.202
Pending
1/21
N
Consent Decree Document For Production Cover Sheet
11.203
Pending
7/20
N
Consent Decree Bi-Weekly Call Agenda
11.210
Pending
7/20
N
Meeting Notes-Biweekly Call-Consent Decree
11.211
Pending
7/20
N
Data Analysis Input Verification
11.220
Pending
2/23
Y
Mass Arrest Persons In Custody
11.300
Pending
7/20
Y
ICS-211 Incident Check-In
11.301
Pending
12/21
Y
Incident Response
11.302
Pending
1/21
Y
Social Media Information Request
11.310
Pending
10/20
Y
Missing Persons Information Notice
11.350
None
1/24
Y
Tactical Response Report
11.377
3 yrs. unless litigation
12/20
11.122
Y
Tactical Response Report - Investigation
11.377-I
Pending
4/21
Y
Taser Non-Field Discharge Report
11.379
2 years
2/20
Y
General Offense Case Report
11.380
See: Case Report File
8/96
N
Victim Information Notice
11.383
None
6/21
Y
Victim Complainant Signature
11.385
Pending
7/03
Y
Police Shooting Checklist
11.386
3 yrs. unless pending
litigation
10/15
11.123
Y
First Amendment Investigations Unit Log
11.387
Pending
8/03
N
Police Parole Compliance Missing Log
11.390
5 years
3/12
22.192
Y
Hospitalization Case Report
11.406
See: Case Report File
1/04
N
Missing/Found Person Case Report
11.407
File (Case Report) Open
Cases -Perm. Cleared
Cases-1 year Pink-60 days
Open Cases - Permanent
Cleared Cases - 1 year
60 days (pink copy) 60 days
11/90
49.1
N
Lost & Found Case Report
11.408
See: Case Report File
4/84
100.28
N
Recovered Vehicle Supplementary Report
11.409
File (Case Report)
4/84
N
Page 1 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Supplementary Report
11.411-A
File (Case report) (Pink
copy )-60 days
8/85
11.10
N
Supplementary Report -Bureau of Detectives
11.411-B
File (Case Report)
2/12
11.10
N
Vehicle Theft Case Report
11.412
See: Case Report File
(copies) 1 year
9/03
36.13
N
Vehicle Tow Report
11.413
(white) 1 year (pink) 60 days
(pink) 60 days 15.4
3/15
88.2
N
Vice Case Report
11.414
See: Case Report File
8/96
43.100
N
Worthless Document Case Report
11.415
See: Case Report File
5/00
N
Case Report Transfer List
11.417
(pink) Until yellow returned
(white & yellow) 1 period
8/14
11.82
N
Miscellaneous Incident Exception Report
11.419
1 year
7/72
15.1
Y
Arrest Report
11.420
(orig) 2 yrs.Ident, 6 yrs Rec.
Storage;non-stat.-perm juv-
legal age +1 yr. (buff) perm
(blue) 6 mos(pink&gldn.
rod) destroy if release w/o
charg.or6mo
3/02
49.5
N
Approval For Ride-Along For City Of Chicago
Employees
11.424
1 year after expiration
8/19
Y
Approval for Ride-Along For Persons Not Employed By
The City Of Chicago
11.425
1 year after expiration
8/19
121.15
Y
Search Warrant Log
11.426
2 yrs. from last entry
11/96
11.95
Y
Notice Of Violation Of Business Solicitation On The
Public Way
11.429
Does Not Apply
3/12
Y
Arrest Information
11.430
Permanent
11/72
11.13
N
Arrestee Control Sheet
11.432
(copy) 6 months or no
longer useful
2/06
Y
Mass Arrest Card
11.433
None
9/18
Y
Specialized Transportation Voucher
11.435
7 years
8/17
11.89
Y
Domestic Violence Liaison Officer Monthly Report
11.436
2 years
2/18
Y
CHRIS Case Problem
11.439
2 years
11/99
11.105
Y
First Amendment Worksheet
11.440
10 years
10/03
11.124
Y
Law Enforcement Report of Conviction
11.441
Does Not Apply
6/93
Y
Request for Non-Suit Personal Service Citation
11.442
(yellow) 5 years
(pink) per Dept. Notice
8/16
11.102
N
Domestic Incident Notice
11.443
Does Not Apply
11/23
Y
Sr. Citizens'-Disabled Persons'
Emergency I.D. Program
11.446
Until no longer useful
1/07
11.17
Y
Towed Vehicle Disposition
11.452
1 year
10/14
88.2
Y
Dying Declaration
11.454
File (Case Rep.)
3/01
11.19
Y
Supervisor's Management Log
11.455
3 periods
3/19
11.21
Y
Vehicle/Equipment Inspection Report
11.457
3 months
2/17
11.22
Y
Unit Inspection Report
11.458
1 yr.
11/07
50.17
Y
Suspect Person/Suspect Vehicle (card)
11.460
Until no longer useful
11/88
11.23
N
Information Report
11.461
(Without Sex Offender
Information) 1 yr. & no
longer useful (With Sex
Offender Information) 15
yrs. (First Amendment
Information) 10 years
6/18
12.06
Y
Material Submitted for Use in the Daily Bulletin
11.463
5 years
3/12
49.13
Y
Announcements For The Daily Bulletin
11.464
5 years
1/14
Y
Page 2 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Special Event Evaluation Report
First Amendment Information
11.466
60 days/no longer useful
10 days
9/17
12.12
Y
LEGAL NOTICE for City of Chicago Municipal and
State Violations Animal Seizure
11.468
Pending
4/15
Y
Attorney/711 Visitation Notification Limited Waiver
11.473-A
Pending
5/20
Y
Vehicle Relocation Report
11.475
13 periods
11/79
11.26
Y
Police Notice-Your Car Has Been Involved In an
Accident
11.476
Not Applicable
10/19
N
Public/Private Parking Complaint
11.478
Attach (White - Original) to
appropriate violation,
(Yellow) copy given to
complainant
12/13
11.27
N
Relocated Vehicle Release
11.479
13 periods
11/79
11.28
Y
Required Warnings to be Given Prior to Interrogation
11.480
Does Not Apply
11/87
N
Consent to Search
11.483
Permanent
5/07
11.29
Y
Miscellaneous Incident Reporting Table
11.484
Does Not Apply
2/13
Y
Administrative Message
11.490
orig. 1 year
2/18
78.34
Y
Request to Review/Hold Recording Tapes
11.491
1 year after release
10/92
78.25
Y
Cancellation/Administrative Release of the
Administrative Notice of Ordinance Violation (ANOV)
11.492
6 months
10/14
11.97
Y
Administrative Citation Control Sheet
11.495
6 months
11/01
11.113
Y
Citation Control Sheet
11.496
Upon issuance of Dept.
Notice (no less than 6 mos.)
1/17
15.9
Y
Citation Control Sheet (For Ordinance Complaints)
11.496
6 months after last entry
1/17
15.9
Y
Administrative Notice of Ordinance Violation (ANOV)
11.497
3 years
1/06
11.98
N
Possession of Cannabis (MCC 7-24-099) ANOV Mail-
In Option
11.497-S
NO RETENTION
7/12
N
Transfer Listing for MCC Administrative Notice of
Ordinance Violation (ANOV)
11.498
(white, yellow, pink) 6
months after last entry
12/99
11.99
N
Request for Administrative Release of Violation Notice
11.499
Canary: 5 yrs., pink: per
Dept. Notice
4/13
11.32
N
Personal Property Envelope (Plastic bag) Size 7.5 x
12.5
11.500-A
Destroy after use
1/90
11.33
N
Personal Property Envelope (Plastic bag) Size 15 x
22.5
11.500-B
Destroy after use
1/90
11.33
N
Personal Property Form
(yellow - book)
11.502
5 years after last entry
3/14
93.8
N
Leg Iron Control Sheet
11.505
6 months
8/02
11.125
Y
Consent To Search Data Sheet
11.509
Pending
5/07
Y
Evidence (plastic bag)
11.511
Destroy upon disposition of
property
10/96
11.35
Y
Deceased Remains Transportation Report
11.512
5 years (White Copy),Case
Report File (Goldenrod
Copy)
4/04
N
Detention Report
11.516
3 years
6/14
93.10
Y
Report of Strip Search (original)
11.521
Permanent
5/16
3.5
Y
Guidelines for Arrestee Screening and Monitoring
11.523
Does Not Apply
5/13
Y
Arrestee Medical Clearance Report
11.524
3 years
6/82
11.38
Y
Inner Evidence Bag
11.525
Destroy upon disposition of
property
11/14
11.35
N
Court Complaint Transmittal (pink)
(gold)
11.551
Automated in the CLEAR
system
9/03
11.40
Y
Court Appearance Information
11.552
Does not apply
3/15
N
Court Notification/Sworn Member
11.554
Destroy after compliance
11/89
11.41
Y
Page 3 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Notification of Court Absence
11.560
1 period after filled
4/02
11.45
N
Court Citing Date Card For The Case Assignment
Category Entitled "Misdemeanor & City Ordinances"
11.562
Does Not Apply
Annual
Y
Nonconsensual Blood Draw Request
11.564
Attach to CPD-22.118
Alcohol/Drug Influence
Report - 10 years
6/12
28.18
Y
Administrative Notice of Ordinance Violation Hearing
Date/Hearing Time Change(s)
11.566
Pending
8/20
Y
Business Closed by Order of Superintendent of Police
Notice & Sticker
11.567
None
6/15
Y
Attorney/711 Visitation Notification
11.573
Pending
2/23
Y
Domestic Incident Notice (Braille Version) Log
11.574
Does Not Apply
10/22
Y
Juvenile - Attorney/711 Visitation Notification
11.575
Pending
2/23
Y
Sexual Assault Incident Notice (Braille
11.576
Pending
10/22
Y
Personnel Card
11.600
Retain in member's unit;
File (Personnel Jkt.) after
termination
3/85
11.48
N
Unit Personnel Desk Reference
11.601
Until no longer useful
5/74
11.49
N
Time & Attendance Record
(Time & Transfer Record)
11.602 (A,B,S)
2 yrs.after last entry in unit
+ 5 yrs Records Storage
+ 5 yrs. Records Storage. If
terminated while card in unit
transfer to Pers. Jkt., Pers.
Div.
each yr.
11.50
N
Attendance & Assignment Record (original)
11.605
7 years & audit (1 period
unit, balance Records
Storage)
6/91
66.1
N
Attendance & Assignment Record (Unit Copy)
11.605
6 periods
6/91
11.51
N
Overtime/Compensatory Time Report
11.608
2 years
1/12
16.14
N
Furlough Selection/Absence Summary
11.609
Until return from furlough
3/12
47.10
Y
Annual Furlough Application - Exempt Personnel
11.610
Until return from furlough
11/11
39.12
Y
Personnel Change Notice
11.611
3 years
2/20
66.17
Y
Personnel Action Request
(pink - orig.)
11.612
File (Personnel) or 1 yr. or
depending on type of action
(green) Until white returned
(white) 1 yr. duration of
leave. If excused w/o pay
retain 3
9/20
11.52
N
Personnel Index
11.613
Until transferred
9/88
11.53
N
Honorable Mention Award
11.620
Not Applicable (Note: CPD-
11.620 is not imprinted on
this form)
3/05
N
Summary of Honorable Mention Awards
11.626
6 periods
3/04
40.3
Y
Summary of Complimentary Letters
11.627
6 periods
9/21
11.59
Y
Summary of Certificate of Recognition
11.628
6 periods
2/95
11.86
Y
Watch Selection Request
11.629
1 year
3/12
11.83
Y
Vacation Request - Civilian
11.634
Pending
11/10
Y
Out of Grade Work Authorization
11.639
2 1/2 years
9/05
11.63
Y
Voluntary Special Employment Work Report
11.641
2 years
1/87
11.64
Y
Grievance Report
11.642
5 years after arbitration or
settlement, (Unit copy) 1
year after satisfied
1/24
63.4
N
Acting in a Higher Rated Position (Civilian)
11.646
2 1/2 years
4/02
11.66
Y
Request for Change of Job Assignment
11.647
6 mos. after end of yr.
9/10
11.67
Y
Page 4 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Request for Use of Department Owned Locker
11.658
Personnel Jacket
2/13
Y
Period Strength Report
11.660
14 periods
4/84
11.69
Y
Civilian Vacancy Status Report
11.661
1 year
7/90
11.70
Y
Behavioral Intervention System Counseling Record
11.665
1 year
11/10
11.71
Y
Counseling Session Report
11.666
1 year from last incident
4/98
11.84
Y
Stress Management Training Application
11.667
1 year
12/23
11.90
Y
Tour of Duty Exchange Report
11.675
Pending
10/12
Y
Bureau of Patrol Day Off Group Selection Request
11.677
Pending
12/14
Y
Certifying Statement
11.702
Pending
9/20
Y
Inquiry Request Worksheet
11.704
2 years
8/00
11.106
Y
P.B. & P.A. Member's Grievance Report
11.706
(white copy) 5 yrs. (yellow
copy) 1 yr. after settlement
12/03
N
Equal Employment Opportunity Complaint
11.707
3 years after settlement,
(Copy 1 & 2) 5 years after
investigation
4/10
11.107
Y
Release of Liability
11.708
1 year
10/00
11.108
Y
Notice To Volunteer Participants In The Chicago Police
Department/Cellular One Partnership Program
11.709
Does Not Apply
10/00
Y
Notification to Consular Officers of Arrests or
Detentions Mandatory Reporting Country
11.714-A
If arrested - Permanent, Not
arrested - 5 years
Not Arrested - 5 yrs.
12/12
11.119
Y
Notification to Consular Officers of Arrests or
Detentions Non-Mandatory Reporting Country
11.714-B
If arrested - Permanent, Not
arrested - 5 years
Not arrested - 5 yrs.
12/12
11.120
Y
Forms Retention Schedule
11.717
NONE
4/11
Y
Department Records Index
11.718
Does Not Apply
2/92
N
City Claims Notification
11.719
7 mos.
3/12
11.127
Y
Safe School Plan Information Sheet
11.720
1 year
1/18
11.114
Y
Event Notification Form
11.803
3 months
7/01
11.111
Y
Major Incident Notification Index
11.804-C
Permanent Data Base
10/04
N
Major Incident Notification Detail
11.805-C
Permanent Data Base
10/04
N
Major Incident Media Notification List
11.806-C
Permanent Data Base
10/04
N
Major Incident Notification Patrol Summary Report
11.807-C
Permanent Data Base
10/04
N
Chicago Police Officer's Guide to Domestic Violence
Incidents
11.811
Not Applicable
4/23
Y
Domestic Violence Assessment
11.812
Pending
10/23
Y
Pawnbroker Hold/Release Order
11.813
Pending
1/15
N
Military Leave of Absence
11.840
Pending
11/14
Y
Department Wide Weekend Deployment
11.850
Pending
5/14
N
Photo/Live Lineup Advisory Form
11.900
Pending
7/20
Y
Equipment Transaction Receipt - Deployment
Operations Center
11.903
Pending
9/17
N
Application for Use of Chicago Police Department
Facility
11.904
Pending
12/11
Y
Headquarters Parking Registration
11.905
Pending
4/19
Y
Command Staff Vacation Carryover Request
11.907
Pending
6/10
N
Bail Bond Manual
11.909
Does Not Apply
10/10
Y
Investigatory Stop Report
11.910
Pending
7/17
Y
Page 5 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Investigatory Stop Receipt
11.912
Not applicable
6/16
Y
Investigatory Stop Report Deficiency Notification
11.914
Pending
10/19
Y
Investigatory Stop Audit Report
11.917
Pending
11/19
Y
Investigatory Stop Report - Unit Monthly Audit
11.918
Pending
5/18
Y
Unit Commanding Officer Transition Checklist
11.920
Pending
9/15
Y
Public Safety Investigation Instructions
11.921
Not Applicable
9/21
Y
Notice For Free Legal Services (Poster)
11.940, A & B
Does Not Apply
9/20
Y
Pest Sighting Control Sheet
11.941
4/17
Y
Right to Communicate with Attorney and Family while
in Police Custody Sign
11.945
Not Applicable
2/22
Y
Notice of Rights of Persons Under Arrest (Poster)
11.950,-A-F
Does Not Apply
2/17
Y
No Firearms Beyond This Point (Poster)
11.955
Does Not Apply
10/17
N
Force Options Model ( Poster)
11.960
Does Not Apply
11/17
Y
Swiping Procedures (Sign)
11.970
Does Not Apply
9/19
N
Swiping Reminder (Sign)
11.971
Does Not Apply
9/19
Y
Traffic Communications Guide
11.980
Not Applicable
7/21
Y
Foot/Bicycle Pursuit Report
11.990
Pending
5/22
Y
Foot Pursuit - Watch Operations Lieutenant Review
11.991
Pending
5/22
Y
Approval For Observation Of Use Of Force Tactical
Training
11.995
Pending
6/22
Y
Search Warrant Resource and Service Information
Notice
11.996
Pending
12/22
Y
Intra-Departmental Routing
12.104
Purge when attached
material is destroyed
8/92
2.2
N
Intra-Departmental Memo/Admin. Asst.
12.106
1 year
12/15
2.3
N
Correspondence Log
12.111
13 months
3/99
2.5
N
Intra-Departmental Memo
12.113
1 year
12/19
2.6
Y
Biographical Index
12.120
Until no longer useful
8/80
2.7
N
Form Letter To Accompany Subpoena
12.121
Does Not Apply
3/03
Y
Civil Litigation Arising Out of City Business Involving
Department Members
12.122
N/A
12/08
N
Administrative Duty Assignment For Firearm
Discharge Incidents Checklist
12.124
Pending
3/23
Y
Cannabis Field Test Affidavit
12.125
Pending
3/14
N
Notification to ANOV Respondent of Negative
Cannabis Test
12.126
NO RETENTION
7/12
Y
Cannabis Flowchart
12.127
NO RETENTION
2/15
N
Police Record Request to the Office of Legal Affairs
12.131
30 days after conclusion of
litigation
2/15
2.11
N
CPD Certification of Record Search
12.132
Pending
5/16
Y
Receipt for Original Chicago Police Department
Records
12.133
Pending
5/16
Y
Notice to Process Server
12.139
Pending
11/21
N
Gang Audit Questionnaire
12.140
Pending
7/13
Y
Subpoena Request Guidelines
12.145
Does Not Apply
5/14
Y
Retirement Letter of Recognition Request
12.150
PENDING
9/13
Y
Notice if Hearing before the Review Board
12.151
Pending
8/20
Y
Review Board Process - Voting Member Determination
12.152
Pending
9/20
Y
Page 6 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Review Board Determination Notice
12.153
Pending
9/20
Y
Determination in the Appeal of the Review Board
Decision
12.154
Pending
9/20
Y
Information Regarding Personal Property Seized by
the CPD
12.155
Not Applicable
9/14
Y
Information Regarding Vehicles Seized or Impounded
by the CPD
12.156
Not Applicable
9/14
Y
Information Regarding Money Seized by the CPD
12.157
Not Applicable
9/14
Y
Notice of Forfeiture Preliminary Review Hearing
12.158
Not Applicable
1/20
Y
Public Safety Headquarters Incident Log
12.170
Pending
6/23
Y
Public Safety Headquarters Weapon Check-In Log
12.171
Pending
8/23
Y
Task Record
15.104
File (Task) or 7 yrs.
Index-permanent
10/17
55.6
Y
Review Record
15.112
File (Task, Sugg., etc.)
9/22
56.4
Y
Forms Numbering Record
15.135
Permanent
12/71
56.6
N
Form History
15.136
Permanent
3/80
56.7
N
Request for Letter of Support
15.140
1 year
1/98
56.15
Y
Grant Proposal Concept
15.141
1 year
1/98
56.16
Y
BAS Service Request Results Report
15.142
Pending
3/08
N
Approved Manufacturer Recognition Agreement
15.150
Permanent
5/21
N
Task History
15.153
File in Task File Permanent
10/17
Y
Transmittal Response Sheet-Forms Management
15.155
Pending
7/19
Y
Annual Forms Review Report
15.160
Pending
12/20
N
Focus Group Attendance Sheet
15.201
Pending
4/21
Y
Focus Group Agenda
15.202
Pending
4/21
Y
Focus Group Notes
15.203
Pending
4/21
Y
Focus Group Summary
15.204
Pending
4/21
Y
Focus Group Comments
15.205
pending
4/21
Y
Request to Discontinue CPD Form
15.271
File (Form History)
5/09
Y
Request for New CPD Form
15.272
File (Form History)
3/20
56.9
Y
Request for Revised CPD Form
15.273
File (Form History)
3/20
56.14
Y
Request to Automate an Existing CPD Form
15.274
File (Form History)
5/09
Y
Memo on New or Revised CPD Form
15.275
File (Form History)
7/09
N
Memo - Forms Section
15.276
File (Form History)
7/09
N
Monthly List of CPD Forms Activity
15.277
Does Not Apply
2/24
N
L.E.A.D.S. Certification Transmittal Listing
15.512
Pending
4/05
N
Illinois Traffic Stop Statistical Study Sticker
15.516
Sicker on the back of the
(White) copy (Traffic Stop
Statistical Study Copy) of
the Personal Service
Citation
12/11
N
Request for Crisis Intervention Team (CIT) Training
15.518
Pending
9/22
Y
Request to Opt In or Out for Crisis Intervention Team
(CIT) Offcier Designation
15.519
Pending
9/22
Y
Crisis Intervention (CIT) Report
15.520
Pending
4/23
Y
Mental Health Incident Notice
15.521
Pending
4/23
Y
Quick Tips For Desk Personnel Safe Haven
Relinquishment
15.523
Does Not Apply
5/10
Y
Page 7 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Cindy Bischof Law/G P S Monitoring For Violation Of
Order Of Protection
15.524
Does Not Apply
5/10
Y
Uniform and Personal Equipment Field Testing
Acceptance
15.525
Pending
2/14
N
Crisis Assistance Response and Engagement (CARE)
Information Card
15.527-A & B
Not Applicable
3/23
N
Uniform Configurations Poster
15.530
Not Applicable
5/14
Y
CALEA Task Record
15.532
Permanent- Task File
5/15
Y
CALEA Observation Standards Checklist
15.534
Pending
4/16
N
CALEA Analysis
15.535
File (Task) or 7 years
5/15
55.6
Y
Haircut & Grooming Standards Poster - Male
15.540
Not Applicable
9/15
Y
Haircut & Grooming Standards Poster - Female
15.541
Not Applicable
9/15
Y
Field Test Authorization Card
15.545
Pending
4/18
N
CIT Documentation & Response Evaluation Report
15.600
Pending
3/23
Y
CIT Report Monthly Audit - CIT District, Operations,
Community Support - Administration
15.601
Pending
3/23
Y
OEMC CIT Monthly Audit - CIT District, Operations,
Community Support - Administration
15.602
Pending
3/23
Y
District-Level Strategy for Crisis Intervention Team
(CIT) Program
15.605
Pending
1/21
N
Naloxone Request
15.610
Pending
5/23
Y
Quality Control Check Off List
16.100
Pending
4/22
N
Submission History
16.101
Pending
4/22
N
Consent Decree Project Tracking Schedule
16.102
Pending
4/22
N
Extreme Weather Report Results
20.003
Pending
3/12
Y
Confidentiality Policy - Tactical Review and Evaluation
Division
20.006
Pending
2/23
Y
Request for Time Extension - Tactical Review and
Evaluation Division
20.007
Pending
2/23
Y
Operation Protect Youth Program - Daily Activity Report
20.010
Pending
7/12
Y
Weekly Assignment Schedule/ Det. Services
20.021
1 year
6/09
13.5
Y
Strategic Decision Support Center (SDSC) Site Visit
Log
20.022
Pending
9/19
Y
Strategic Decision Support Center (SDSC)
Unannounced Staffing and Operations Visit
20.023
Pending
7/19
Y
Strategic Decision Support Center (SDSC) Continuity
Log
20.024
Pending
7/19
Y
Contact Information Card
21.101
1 year
8/06
15.6
N
Juvenile Contact Information Card
21.102
1 year
8/06
22.178
N
Traffic Stop Statistical Study - Driver Information Card
21.103
Pending
12/11
N
Open & Vacant Building Checklist
21.111
1 year
5/18
22.162
Y
UUW Felony Charges Card
21.113
Does Not Apply
4/00
N
Infraction Report
21.116
1 year unless litigation
6/12
14.10
Y
Cruelty/Illegal Animal Fighting ILCS Quick Reference
Guide
21.122
Does Not Apply
6/13
N
Language Identification Card
21.125
Does Not Apply
6/16
Y
Language Assistance Notice
21.126
Does Not Apply
9/08
Y
Supervisor's Guide to Order of Protection Short Form
Notification
21.127
Does Not Apply
12/10
Y
Short Form Notification (Illinois Attorney General)
21.129
N/A
9/22
N
Page 8 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Body Worn Camera Video Review
21.130
Pending
12/23
Y
Body Worn Camera Videos Viewed
21.131
Pending
12/23
Y
Engaging Youth and Emerging Adults Evaulation
Report
21.135
Pending
9/19
Y
Community Mediation Card
21.140
Not Applicable
6/18
N
Neighborhood Policing Program -Problem Solving
Report-Identification
21.141-A
Pending
1/19
Y
Neighborhood Policing Program - Problem Solving
Report - Follow UP
21.141-B
Pending
1/19
Y
Neighborhood Policing Program - Problem Soving
Report - Closure
21.141-C
Pending
1/19
Y
Neighborhood Policing Program - Daily Activity Report
21.142
Pending
1/19
Y
Community-Driven Approaches to Crime Reduction
Strategic Bureau Plan
21.143
Pending
12/20
Y
Community-Driven Approaches to Crime reduction
Strategic District Plan
21.144
Pending
10/22
Y
Community Driven Approaches to Crime Reduction
Strategic District Plan Progress Report
21.146
Pending
4/21
Y
Neighborhood Policing Program - Beat Officer Daily
Support
21.151
Pending
11/19
Y
Neighborhood Policing Program - DCO/Beat Officer
Daily Debriefing Log
21.152
Pending
11/19
Y
Neighborhood Policing Program - Violent Incident
Follow Up Form
21.153
Pending
11/19
Y
Positive Community Interaction Card
21.155
Pending
3/22
Y
Language Assistance Feedback Report
21.170
Pending
12/20
Y
Language Identification Guide
21.171
Not Applicable
12/20
Y
Request For Translation
21.172
Pending
1/21
Y
Guide to Language Assistance Flyer
21.173
Not Applicable
11/23
Y
I-Speak Card
21.174
Not Applicable
4/22
N
Labor Controversy Interview Report
21.180
5 years
9/97
22.12
Y
Vehicle Theft Questions (Card)
21.181
Not Applicable
2/13
N
Language Phone Application Notice
21.184
Not Applicable
5/22
N
Log of Persons Referred to the Narcotics Arrest
Diversion Program
21.185
Pending
12/19
Y
Remedial Training Notification
21.187
Pending
5/21
Y
Police Misconduct Poster
21.188
Not Applicable
9/22
Y
Neighborhood Watch Sign
21.189
Not Applicable
10/22
Y
Filing Misconduct Complaints
21.190
Not Applicable
11/23
Y
Office of Community Policing-District Daily Report
21.191
Pending
11/23
Y
Bail Bond Cash Envelope & Receipt
21.200
Attach Bail Bond Cash
Receipt to CPD-21.920
(Cash Bail Transmittal) for 2
periods
11/12
22.88
N
Covert Vehicle Log
21.204
1 year
10/00
22.163
Y
Covert Vehicle Control Sheet
21.206
1 year
7/07
22.172
Y
City Service Request
21.208
3 mos.
1/09
121.25
Y
Beat Community Meeting Log
21.220
1 year
3/12
22.153
Y
Intra-Departmental Support Service Request
21.224
Retain pink, white, yellow
copies 1 year
4/09
22.154
Y
Meeting Notification
21.227
1 year
1/09
22.174
Y
Page 9 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
District Meeting Sign in Sheet
21.228
1 year
12/09
22.175
Y
Authorization for Photographic Use
21.230
Pending
10/08
Y
Court Advocacy Subcommittee Report
21.234
Pending
1/09
Y
Community Concern Sheet
21.235
Pending
3/22
Y
Court Advocate's Report
21.240
Pending
4/14
Y
Community Organizer's Daily Activity Report
21.241
Pending
7/14
Y
Kubota Control Sheet
21.242
Pending
7/14
Y
X-CAT Field Test Narcotic Kit Log
21.243
3 years
9/15
Y
X-CAT Field Test Narcotic Kit List
21.244
Pending
12/15
Y
Unit Naloxone Issuance Log
21.245
Pending
12/23
Y
Unit Naloxone Returned or Lost Log
21.246
Pending
6/18
Y
Business Public Safety Plan
21.247
Pending
12/20
Y
Business Public Safety Plan Control Sheet
21.248
Pending
12/20
Y
Child Safety Seat Program Inspection Report
21.250
Pending
6/19
Y
COVID-19 PPE Kit Replacement Report
21.251
Pending
3/20
Y
Field Pretrial Release Conditions
21.255
Pending
12/22
Y
District Pretrial Release Conditions
21.256
Pending
12/22
Y
Gang Related Funeral Luncheon
21.260
Pending
1/23
Y
Daily Mission Record
21.300
1 year
6/96
22.15
Y
Voluntary Special Employment
Supervisor's Field Log
21.305
6 periods; CHA/CDB Grant
Records: 3 years
5/01
16.15
Y
Bicycle Repair/Maintenance Request
21.307
3 years
4/13
22.164
Y
Bicycle Helmet Control Card
21.308
1 year after replaced,
Inventory No. File - Perm.
3/15
22.165
N
Watch Commander's Log - Special Functions Group
21.309
6 months
8/09
Y
Illinois Law Enforcement Alarm System Log
21.311
Pending
1/16
Y
Bicycle/Equipment Inspection Report
21.312
Pending
5/08
Y
Officers Daily Activity Log - Violence Reduction
Initiative
21.318
Pending
4/15
Y
Noise Flash Diversionary Device Control Sheet
21.319
Pending
11/14
Y
Sergeants Mission Activity Log
21.320
Pending
4/15
Y
Bicycle Patrol Certification Course/Skills & Drills
Evaluation
21.322
Pending
3/15
Y
SWAT Incident Log
21.324
Pending
1/19
Y
B.O.P. Daily Assignment Activity Log
21.328
Pending
3/13
Y
Helicopter Flight Data Tracker
21.330
Pending
11/16
Y
Helicopter Radio Assignments and Events
21.331
Pending
11/16
Y
Helicopter Secondary Mission Sheet
21.332
Pending
11/16
Y
Helicopter Homeland Security Mission Sheet
21.333
Pending
11/16
Y
Helicopter Task Force Notable Event Summaries
21.334
Pending
2/21
Y
Helicopter Operations Ride Along Safety Brief
21.335
Pending
4/22
Y
Intervention Connection Request
21.350
Pending
2/22
Y
Offenses with Possible Upgrades from Misdemeanor
to Felony (Palm Card)
21.355
Not Applicable
5/11
N
C.T.A.Voluntary Special Employment Program/Daily
Assignment Activity Report
21.360
6 months
2/24
22.24
Y
Page 10 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Public Transportation Safety & Protective Measures
card
21.365
Does Not Apply
3/12
N
Hot Spot Designation Application
21.372
Pending
9/17
Y
Gang/Narcotic-Related Loitering Hot Spot Dispersal
Request for Event Number Denial Form
21.373
Pending
5/10
Y
Canine Physical Evaluation
21.404
Lifetime of Canine
9/03
Y
Waiver of Liability (Non-Chicago Police)
21.409
6 periods
8/08
22.54
Y
Waiver of Liability/Trained Dog
Retired to Officer/Handler (Gift)
21.410
1 year
11/04
22.55
Y
Waiver of Liability/Trained Dog Retired to
Officer/Handler (Sale)
21.410-A
1 year
11/04
22.55
Y
Explosive Training Record
21.418
1 year
9/95
22.131
Y
Kennel Boarding Record
21.419
1 years
11/13
22.136
Y
Report of Canine Medical Treatment
21.423
2 years
4/13
22.169
Y
Department Canine Assignment Acknowledgement
Form - Narcotics
21.424-A
Canine Service Life of Dog
12/01
22.179
N
Contract for Retired Horse
21.427
Pending
4/04
Y
Contract for Purchase of a Horse
21.428
Life of horse
4/04
22.62
Y
Donor's Agreement/Mounted Unit
21.429
Life of horse
4/04
22.63
Y
Contract for Trade of Horse
21.430
Life of horse
4/04
22.64
Y
Daily Assignment Record/Mounted Unit
21.431
1 period
11/05
22.65
Y
Canine Use Report
21.437
Pending
10/04
N
Safe Harbor Intervention Patrol (SHIP)
21.438
1 year
6/14
22.170
Y
Marine Safety Inspection/Activity Report
21.442
7 years
9/19
22.69
Y
Warning to Water Craft Operator
21.443
Does Not Apply
6/00
N
Dive Report
21.444
3 years
8/19
22.133
Y
Dive Log
21.445
1 year
4/92
22.134
Y
Marine Unit Courtesy Flyer
21.446
Does Not Apply
2/15
N
Marine Unit Service Voucher
21.447
5 years
8/09
22.147
N
Watercraft Report of Sound Level Meas.
21.449
1 year
7/97
22.159
N
Daily Activity Report- Special Functions Division
21.450
6 periods
5/91
22.21A
Y
Boat Accident Investigation Report
21.456
Pending
8/19
N
Marine Unit Equipment Repair Record
21.458
Pending
11/05
N
Marine Unit Information Card
21.459
Does Not Apply
1/06
N
Daily Watch Assignment Record/ Airport Law
Enforcement
21.460
1 year
6/01
22.177
Y
Daily Engineering Boat Check
21.461
2 years
3/06
Y
Boat Maintenance Work Order
21.462
1 year
3/06
Y
LRAD Message Log
21.464
2 years
5/12
Y
LRAD Non-Pre-Recorded Message
21.465
2 years
5/12
Y
Chicago Police Cook County Sheriff Police Helicopter
Task Force Flyer
21.466
Not Applicable
3/14
N
Chicago Police Cook County Sheriff Police Helicopter
Task Force Palm Card
21.467
Not Applicable
3/14
N
Chicago Police Marine Unit emergency Medical Report
21.468
Pending
11/14
N
Canine Field Activity Log
21.470
Lifetime of Canine
10/14
Y
Canine Training Log - Explosive
21.471
Lifetime of Canine
3/16
Y
Page 11 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Canine Training Log
21.474
Lifetime of Canine
3/13
Y
Daily Fuel - Engine Hour Log Report
21.480
Pending
9/21
N
Medical Continuing Education Form
21.558
Not Applicable
1/15
Y
Daily Automated External Defibrillator (AED)
Inspection Checklist
21.559
Pending
12/14
Y
Court Log
21.600
5 years
9/14-C
14.7
Y
Court Section Report to Commanding Officer
21.602
(Copies 2 & 3) 6 periods
(Original) 5 years
3/12
14.2
Y
Court Log- Narcotics Court
21.606
Court Section 5 years
Forensic Ser. 1 period
4/02
14.3
Y
Daily Court Notification Report
21.607C
Pending
Daily
Y
Summary Report of Court Notifications
21.608C
Pending
Varies
Y
Court Attendance Telephone Log
21.610
2 years
9/14-C
22.75
Y
Phone Notif. Received-Off. Unable to Appear
21.611
1 year
6/88
22.76
Y
Exceptional Response Plan (ERP) Checklist
21.616
Pending
8/14
Y
CPD Member Appearance Report - Grand Jury /
Branch 66
21.618
1 year
9/15
Y
Chicago Cruising Zones Ordinance-Written Notice
21.626
TSS Cards
8/04
Y
Seizure Notice
21.627
Does Not Apply
1/06
N
Seatbelt Enforcement Zone Activity Report
21.636
2 years
3/04
22.193
Y
Sobriety Safety Check Point Log
21.640
10 years
3/19
22.184
Y
Sobriety Safety Check Activity Report
21.641
10 years
3/19
22.185
Y
Sobriety Safety Check Results Log
21.642
10 years
3/19
22.186
Y
Site Selection Authorization for Use of Private Property
21.643
10 years
3/19
22.187
Y
Sobriety Safety Check Pre-Event Notification Form
21.644
10 years
3/19
22.188
Y
Sobriety Safety Check Post-Event Notification Form
21.645
10 years
3/19
22.189
Y
Sobriety Safety Check Post-Event Website Posting
21.646
10 years
3/19
22.190
Y
Sobriety Safety Check Post-Event News Release
21.647
10 years
3/19
22.183
Y
Watch Complement & Field Assignments Report
21.651
3 periods
2/85
14.4
Y
Domestic Violence Referral
21.700
1 year
12/93
Release of Liability/Youth Explorer Program
21.705
1 year
1/01
22.171
Y
Application for District Advisory Committee and
Subcommittee Membership/Officer positions, Beat Faci
21.707
Pending
1/10
Y
District Commander's Interview Form
21.708
Pending
1/10
Y
District Bus Request
21.709
Pending
6/17
Y
District DAC Funds Request
21.710
2 years
1/16
Y
Community Relations Division Funds Request
21.714
Pending
6/17
Y
Tresspass Affidavit Program Enrollment Form
21.716
Permanent
12/14
Y
Trespass Affidavit Program Authorization List
21.717
Permanent
12/14
Y
Criminal Trespass Affidavit
21.718
Permanent
12/14
Y
CART Funds Request
21.719
2 years
1/16
Y
Business Emergency Contact Form
21.720
Pending
2/20
Y
School Crossing Evaluation
21.825
(orig.) 6 periods
(copies 2 & 3)
7/12
22.79
Y
Surveillance of Crossing Guards
21.826
1 period
5/12
22.80
Y
Page 12 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Daily Activity Report - "Students First" Safe Passage
Program
21.827
Pending
10/06
Y
School Safety Resource Survey
21.828
Pending
7/20
Y
Older Adult Assistance Card
21.837
Does Not Apply
8/20
Y
Older Adult/Disabled at Risk Checklist
21.838
Does Not Apply
8/20
Y
Weekly Activity Report/District
Tactical Teams (unit copy)
21.904
3 months
3/85
16.13
N
Domestic Violence Bail Bond Attachment Special
Conditions
21.905
1 year
3/94
22.142
Y
Business Organization Location Record
21.906
Until no longer useful
6/13
22.83
N
Property Room Log
21.912
1 month after property
transferred
11/92
22.140
Y
Radio Receipt
21.913
1 period
11/99
22.85
N
Watch Incident Log
21.916
6 periods
6/21
22.86
Y
Personal Equipment Log
21.919
4 periods
11/17
50.1
Y
Cash Bail Transmittal (Binder)
21.920
Current period + 1 period
12/15
22.88
N
District Assignment Schedule-Foot Routes, Furlough &
Miscellaneous
21.931
6 periods
12/81
22.97
Y
District School Visitation Report
21.938
Pending
7/19
Y
Watch Commander's Record-Period Performance
Activity
21.947
5 years
5/89
22.108
Y
Daily Activity Report /Park District Patrol
21.953
60 Days
11/17
22.143
Y
Informational Checkpoint Incident Report
21.963
Pending
8/04
Y
Tour of Duty Report
21.964
Pending
6/05
Y
Taser Data Reconciliation Report
21.969
Pending
2/20
Y
LIDAR Speed Detection Log
21.970
Pending
2/13
Y
Arrestee and Property Transport Manifest
21.971
Pending
6/23
Y
Arrestee Property Log
21.972
Pending
9/07
Y
Murder/Shooting Notification
21.973
Pending
2/13
Y
Lockup Facility Weekly Inspection Report
21.974
Pending
12/23
Y
Daily Prisoner Log Record
21.975
2 years
3/16
N
Annual Lockup Inspection Summary Report
21.976
Pending
4/23
Y
Daily Activity Report, Traffic
22.101
60 days
5/92
26.3
Y
Daily Activity Report, Traffic Enforcement
22.103
60 days
1/99
28.17
Y
Illinois Traffic Crash Report (File)
22.110
8 yrs. (2 yrs. unit, 6 yrs.
Records Storage)
Fatal Hit & Run - Perm.
(copies) 6 mos.
10/03
100.38
N
Driver's Crash Statement (copy)
22.111
File (Traffic Crash) 7 yrs.
8/21
23.7
Y
Witness' Crash Statement
22.112
File (Traffic Crash)
(copy) 7 years
8/21
23.7
Y
Additional Witness Information-Personal Service
Citation
22.114
None
2/03
Y
Alcohol/Drug Influence Report
22.118
10 years
12/14
28.18
N
Field Sobriety Instruction Booklet
22.119
10 years
6/12
28.19
N
DUI Case Management File Folder
22.121
10 years
11/07
28.20
N
Driver Information Exchange Card
22.122
None
1/19
Y
Page 13 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Transfer Listing for Personal Service Citations
22.802
(white) 5 years
(yellow) Upon issuance of
Dept. Notice (no less than 6
mos.)
(pink) until yellow returned
8/14
30.16
N
Transfer Listing for "Violation Notices"
22.803
(white) 1 yr. & after audit
(yellow) Upon issuance of
Dept. Notice (no less than 6
mos.)
(pink) until yellow returned
8/01
30.17
N
Transfer List-Canceled Unused Citation (s)
22.805
1 year
7/15
27.19
Y
Transfer Listing for "False Burglar Alarm" Citations
22.807
(yellow) 1 year
(pink) 1 yr. after yellow copy
received
8/98
22.146
N
Transfer Listing For Civil Violation Complaints
22.808
Pending
1/17
Y
Notification of Rescheduled Traffic Court or Civil Law
Case
22.908
1 Year
9/17
30.28
Y
Transmittal Listing/DUI Evidentiary Report
22.909
(orig.) 1 year, (copy 2) until
copy 3 received, (copy 3) 1
year
6/12
28.21
N
Court Citing Date Card - Traffic
22.911
Does Not Apply
Annual
Y
Court Notification Log/Absentee & Late Arrivals
22.918
1 year
7/95
28.1
Y
Department Vehicle Traffic Crash or Damage Report
22.951
(Original) 7years, (copy 2) 5
years, (Copy 3) 5 years,
(Copy 4) 1 year
10/01
25.6
N
Traffic Pursuit Supplemental Report
22.959
2 years
10/08
Y
Traffic Pursuit Report Continuation Sheet
22.960
2 years
4/03
Y
Eluding Vehicle Incident Report
22.962
Pending
8/20
Y
Vehicle Assignment Log
23.100
6 periods
11/83
50.1
Y
Investigative File Inventory
23.121
File (Investigative)
9/89
38.10
Y
General Progress Report
23.122
File (investigative)
2/19
38.11
Y
General Progress Report - Adult Diagram
23.122-A
Investigative File
12/20
Y
General Progress Report - Adult Profile Diagram
23.122-B
Investigative File
12/20
Y
General Progress Report - Child Diagram
23.122-C
Investigative File
12/20
Y
General Progress Report - Head Diagram
23.122-D
Investigative File
12/20
Y
Investigative File Control
23.124
File (Investigative)
1/83
38.12
N
Policy Change Record - Bureau of Detectives
23.125
Permanent
3/20
Y
2020 Area Sergeant Assignment Selection
23.126
Pending
2/20
N
File Manifest Relocation
23.127
Pending
2/20
N
Policy Change History - Bureau of Detectives
23.128
Permanent
3/20
Y
Homicide File Transfer Cover Sheet
23.169
Permanent- Homicide Case
File
6/21
Y
Homicide Investigation Reassignment Report
23.170
Pending
6/21
Y
Social Media Request
23.171
Pending
6/18
Y
H/BIT Sniper Program Record
23.177
1 year after date of last entry
11/89
38.53
N
Chicago Police Detective's Guide to Domestic Violence
23.179
Does Not Apply
7/01
N
Felony Minute Sheet
23.180
File (Case)
6/94
Y
Request for Latent Fingerprint Comparison
23.181
7 yrs.; non-statutory
6/05
38.24
N
Detective Division CAPS Information Notice
23.185
Invest. Case File
4/00
38.49
Y
Defendant Hold Notification
23.186
Pending
10/14
Y
Page 14 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Contact Analysis Report/Detective Division
23.188
3 years, if pending litigation
3 years case closed
4/02
38.54
Y
Receipt Advancement of Funds Report
23.189
3 yrs., if litigation pending
-3yrs. after case closed
4/02
38.55
Y
Reliability/Advancement of Funds Report
23.190
3 yrs. If litigation pending
3 yrs. after case closed
4/02
38.56
Y
Probable Cause Statement & Judicial Determination
23.191
Pending
10/08
Y
Bureau of Detectives Arrestee Staus Report
23.192
Pending
7/23
Y
Evidence Transmittal
23.195
Pending
6/05
Y
Request for Evidence from ERPS
23.196
Pending
3/06
Y
Cease Examination
23.197
Pending
6/05
Y
Polygraph Unit DVD/Video
23.198
Pending
8/05
N
Digital Recording of DVD/Digital Video Tape/Cassette
Receipt
23.199
Pending
8/05
N
Consent to Collect Biological Samples for Elimination
Purposes
23.204
Pending
8/08
Y
Criminal Registration Receipt
23.205
(White copy) C.R. unit 7
years
(Pink copy) Finance - 7
years
4/06
38.48
N
School/Playground/Daycare Zone Violation Not.
23.206
Permanent
4/15
38.52
Y
Gun Offender Registration Notification - (For External
Agency Use)
23.210
Pending
4/13
Y
Registration Fee Waiver Application
23.213
Pending
11/12
Y
Gun Offender Registration - CPD Notification
23.214
Pending
4/13
N
Chicago Gun Offender Registration
23.216
Pending
4/13
N
Registration as a Person Lacking a Fixed Residence
23.217
Pending
7/15
Y
Criminal Registrants Notification of Requirements
23.218
Pending
8/20
N
Digital Evidence Recovery Report
23.219
Pending
4/23
Y
Application/Bureau of Detectives
23.220
Pending
1/12
Y
Sex Offender Community Notification Letter
23.223
Does Not Apply - No
retention
1/17
Y
Certified Declaration - Sex Offender
23.224
Pending
4/
N
Certified Declaration - MVOAY
23.225
Pending
4/17
N
Certified Declaration - Gun Offender
23.226
Pending
4/17
N
Certified Declaration - Arsonist
23.227
Pending
5/17
N
Homeless Sex Offender Weekly Log
23.228
Pending
6/19
N
Criminal Gun Registration
23.229
Pending
2/20
N
Criminal Registration Appointment Receipt
23.230
Pending
8/20
N
Criminal Registration - Call Confirmation Report
23.231
Pending
8/20
N
Criminal Registration - Phone Log For Appointments
23.232
Pending
8/20
N
Criminal Registration - Notification of Fees Due
23.233
Pending
8/20
N
Phone Registration Power of Attorney Form
23.234
Pending
1/21
N
Bomb Threat Card
23.255
Does Not Apply
2/14
N
Bomb Threats
23.256
None
2/05
N
Polygraph Examiner Tracking Sheet
23.262
5 years
1/16
Y
Peer Review Polygraph Score Sheet
23.263
Investigative Case File
1/16
Y
Specific Issue Polygraph Score Sheet
23.264
Investigative Case File
1/16
Y
Page 15 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Request For Publication Of Photograph - Adult
23.265
Case File
12/20
Y
Digital Consent to Search
23.268
Pending
6/22
Y
Social Media Exploitation (SOMEX) Team Intelligence
Report
23.270
Pending
5/18
N
Consent to Assume Online Identity Authorization
23.271
Pending
6/18
Y
Digital Evidence Processing Request Log
23.272
Pending
1/20
Y
Digital Evidence Processing
23.273
Pending
1/20
Y
Digital Evidence Submission
23.274
Pending
4/23
Y
Supplemental Digital Evidence Submission
23.275
Pending
1/20
Y
Mobile Device Processing Log
23.276
Pending
1/20
Y
Mobile Device Unlock Request
23.277
Pending
1/20
Y
Information Notice - Bureau of Detectives
23.300
Not Applicable
5/23
Y
Death Investigation Field Checklist
23.301
Investigative File
12/20
Y
Investigative Analyst Assessment Report
23.302
Pending
5/21
Y
Subpoena Records Inquiry Request
23.310
Pending
3/22
Y
Cover Sheet For Open Investigations
23.311
Pending
3/22
Y
Investigative Alert Information/Audit
23.312
Pending
6/22
Y
Homicide Data Sheet
23.401
Permanent
9/91
33.11
N
Sexual Assault Incident Notice
23.404
Does Not Apply
8/21
Y
Homicide Case Folder
23.406
Pending
6/17
Y
L. E. Related Incident Folder
23.407
Pending
3/19
Y
Victim Notification of Sexual Assault Evidence
23.410
Pending
2/18
Y
Murder Analysis Report
23.470
25 years
9/91
33.6
N
Report of Detective Assignments
23.482
6 periods
4/22
38.33
Y
Daily Arrest Record
23.871
1 year
12/87
38.37
Y
DOC Analyst Field Data Report
23.971
Pending
3/09
Y
Receipt of Allegation
23.988
1 year
1/01
38.50
Y
Child Care Referral/Placement Report
24.108
1 year after reaching legal
age
8/11
49.10
N
Juvenile Minutes Sheet
24.110
80th birthday or death
2/21
49.6
Y
Curfew Violation Report
24.111
6 periods
1 year (if court filing,
transfer to juv. jacket)
10/16
49.18
N
Transmittal/Curfew Violation-School Absentee
24.112
1 period
9/13
53.3
Y
School Absentee Report
24.116
Until end of school term
(June)
3/17
15.2
N
Child Abuse Hotline Notification
24.118
Current year + 2 yrs.
8/17
53.4
Y
Springfield Hotline Log
24.127
current year + 2 years
8/17
N
IDCFS Hotline Action Request
24.132
2 months (current month
and prior month)
8/17
N
Formal Station Adjustment
24.136
White copy 8 years pink
copy 6 months
8/11
53.38
Y
Informal Station Adjustment
24.137
1 year
8/11
53.39
Y
Risk Assessment
24.138
2 years - Identification
6 years Record Storage
Non-Statutory - Permanent
Juvenile-Legal age + 1 year
6/02
53.40
Y
Page 16 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Notice of Guidelines to Participant Agency Outreach
Workers
24.139
Does not apply
11/00
Y
Monthly Referral Summary Report-Community
Network Officer
24.143
3 years
7/02
49.20
Y
Request To Initiate The AMBER Alert Notification Plan
24.144
Pending
10/14
Y
Proof of Service by Mail
24.146
Pending
6/13
Y
Conditions of Station Adjustment Notification and
Agreement
24.147
Original - Permanent,
Copies -1 year
1/22
N
Notice of Noncompliance with the Conditions of Station
Adjustment
24.148
Original - Permanent,
Copies -1 year
7/16
N
Juvenile Court Compliance Calendar Case Folder
24.149
Pending
9/16
N
Community Risk information Sheet
24.402
3 months
3/18
Y
Processing Detective Outreach Form
24.403
3 months
3/18
Y
Help Us Keep Kids Away form Crime in Your Area
brochure
24.404
3 months from date returned
3/18
Y
Parent/Guardian Request For Juvenile Court Referral
24.410
Permanent with associated
Juvenile Arrest Report or
until expunged
5/23
Y
Chronic Missing Juvenile - Joint Home Visits Log
24.411
Pending
1/19
Y
Station Adjustment Compliance Initiative - Joint Home
Visits Log
24.412
Pending
12/20
Y
Do Parents Know Where Their Children Are? Poster
24.414
Not Applicable
4/21
N
Juvenile Referral Form To Case Management
24.418
Pending
2/24
Y
Juvenile Arrest Disposition Screening Instrument
24.419
Pending
5/23
Y
Condition of Station Adjustment - CTTV Workshop
Requirement
24.420
Pending
3/23
N
Condition of Station Adjustment - CTTV Workshop
Violation
24.421
Pending
3/23
N
CTTV Workshop Parent/Guardian Notifiction Call Log
24.422
Pending
3/23
Y
CTTV Workshop Participants Roster and Session Log
24.423
Pending
3/23
Y
CTTV Workshop Sign-In Sheet
24.424
Pending
3/23
Y
Parent/Guardian Request For Juvenile Resources
24.425
Pending
6/21
Y
Community Volunteer Check List (JISC)
24.443
Pending
11/04
N
Community Volunteer Confidentiality Form (JISC)
24.444
Pending
11/04
N
Conferencing Check List (JISC)
24.445
Pending
11/04
N
Offender Intake Form (JISC)
24.449
Pending
11/04
N
Victim Intake Form (JISC)
24.450
Pending
04/05
N
Victim/Offender Sign-In Sheet (JISC)
24.451
Pending
04/05
N
Volunteer Sign-In Sheet (JISC)
24.452
Pending
11/04
N
Offender Conference Letter (JISC)
24.453
Pending
11/04
N
Victim Conference Letter (JISC)
24.454
Pending
11/04
N
Conferencing Guidelines/Conferencing Agreement
Form (JISC)
24.455
Pending
11/04
N
Conferencing Agreement (JISC)
24.456
Pending
11/04
N
Peer Jury Program Juror Application
24.460
2 years after termination of
service
4/14
53.43
Y
Peer Jury Confidentiality Oath
24.461
2 years after termination of
service
4/14
53.44
Y
Peer Jury Program Parent/Guardian Consent
24.462
2 years after termination of
service
4/14
53.45
Y
Page 17 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Peer Jury Program Audit
Coordinator/Assistant/Moderator Application
24.463
1 year after termination of
service
4/14
53.46
Y
Peer Jury Program Work Assignment and Placement
24.464
Until juvenile reaches legal
age
4/14
53.47
Y
Peer Jury Program Offender Performance Release
24.465
Until juvenile reaches legal
age
4/14
53.48
Y
Peer Jury Program Victim Notification Letter
24.467
2 years after termination of
service
4/14
53.50
Y
Peer Jury Program Juvenile Victim Notification Letter
24.468
2 years after termination of
service
4/14
53.51
Y
Peer Jury Court Activity Sheet
24.469
Pending
4/14
Y
Peer Jury Program Notice of Non-compliance
24.470
Pending
4/14
Y
Peer Jury Manual
24.472
Not Applicable
4/21
Y
Juvenile Record Inquiry
24.483
1 period
8/11
53.25
N
Background Check & Instructions Crime & Victim
Deterrence
24.491
Pending
5/21
Y
Home Visit Follow-Up Report Crime & Victim
Deterrence
24.492
Pending
5/21
Y
Unidentified Found Person Control
24.505
7 years
8/11
53.31
N
Missing Persons Daily Telephone Log
24.506
30 days
10/07
53.32
Y
Missing, Lost or Incapacitated Person Case Control
24.510
1 yr . After cleared 7 yrs. if
not cleared. (buff copy) 30
days
11/14
53.33
N
Immediate Action Investigation/Tender Age Missing
24.511
File (Case Report)
10/23
N
Missing Persons Control
24.512
Open Cases - Permanent
Cleared Cases - 1yr.
4/08
51.2
N
Return Notification/Missing Person
24.514
1 period
1/90
51.4
N
Request for Publication of Photographs-Minor Child
24.517
File (Case Report)
12/20
Y
Daily Log of Juveniles Taken Into Custody
24.518
Current month + 1 yr.
8/14
53.34
Y
Daily Activity Report, Hot Desk
31.102
1 period
12/74
98.8
N
Daily Activity Report - Central Warrant Unit
31.106-A
1 period
2/00
97.1
Y
Immigration Detainer/Administrative Warrant Log
31.110
Pending
1/22
Y
Individual Work Report/Auto Desk
31.112
2 periods
5/78
97.3
N
LEADS User Request Form
31.114
2 periods
8/18
Y
Notice of Non-Eligibility for U Nonimmigrant Status
Certification
31.117
Pending
5/23
Y
Notice of Non-Eligibility for T Nonimmigrant Status
Certification
31.118
Pending
5/23
Y
Negative Identification Notification
31.218
Pending
7/23
Y
Arrest Warrant & Return Verification
31.219
Pending
7/23
Y
Waiver of Court Appearance for Out of County
Warrants
31.225
Pending
9/23
Y
Field Inquiry
31.230
8 days
7/74
88.1
N
Request for Certified Copy of Driver's Record
31.231
Destroy after court date
9/23
97.8
N
Lost or Stolen License Index
31.232
1 year
11/78
98.24
N
Recovered Firearm Information
31.233
Gun Reg. Orig. - 3 yrs.
(copy) Field Inquiry - 30
days
9/95
97.70
N
Repossessed Vehicle Card
31.236
3 days
9/00
98.11
N
Notification of Private Tow
31.245
6 periods
3/76
98.27
Y
Waiver of Extradition-English
31.271
Pending
8/19
Y
Page 18 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Waiver of Extradition-Spanish
31.271-S
Pending
8/19
Y
Formal Waiver of Extradition Certification
31.272
Pending
7/23
Y
Fugitive Arrest Receipt
31.273
Pending
7/23
Y
LEADS Request
31.351
2 years
2/79
98.31
Y
LEADS Message Log
31.352
6 periods
3/71
98.14
Y
Application for Authority to Dispose of Local Records
31.408
Permanent
2/04
97.17
Y
Records Disposal Certificate
31.409
Permanent
2/04
97.18
Y
Application for Police Certificate
31.420
6 periods
10/15
100.34
Y
Access & Review Request
31.505
Pending
9/23
N
Freedom of Information Request
31.509
Permanent
5/21
97.23
Y
Police Records Inquiry (cherry)
31.551
Until report is returned to file
4/10
97.50
N
Police Records/Non-Department Inquiry
31.553
1 year
3/72
97.52
N
Out of File Indicator
31.554
Until filled
3/71
97.52
N
City of Chicago Firearms Registration Letter
31.557
Does Not Apply
4/02
N
Gun Recovery Information
31.560
1 year
10/73
100.24
N
Firearms Registration
31.562
Permanent
10/15
102.1
N
Affidavit of Employment
31.563
W./Gun Registration.
10/13
97.56
Y
Bicycle Registration Card
31.571
5 years after expiration of
registration
1/15
100.19
N
Gun Registration Change of Information
31.579
Pending
10/13
Y
Records Storage Label
31.601
Until material is destroyed
10/99
97.28
N
Cash Receipt for Subpoenaed Records
31.609
2 years
8/07
97.30
N
Firearms Disposition
31.610
1 year
10/13
97.72
N
Status of Firearm
31.614
Permanent
3/93
102.6
N
Request for Criminal Enterprise Information System
Record
31.615
Pending
3/22
N
Firearms Registration Letter
31.621
Does Not Apply
3/11
Y
Records Processing Section Doc. Pouch Receipt
31.631
(Orig.) Records Proc. 1
period
(Yellow) Records Proc. 2
periods.
(Pink) Dist/Unit-Until yellow
received in unit
4/16
97.71
N
Criminal Enterprise System Appeal
31.635
Pending
3/22
N
Criminal Enterprise Information System (CEIS) Appeal
Information Letter
31.635-A
Pending
3/22
N
CEIS Positive Active Status
31.636
Pending
3/22
N
CEIS Positive Active Status - Confidential
31.637
Pending
3/22
N
CEIS Negative Active Status
31.638
Pending
3/22
N
CEIS Appeal Granted
31.639
Pending
3/22
N
CEIS Appeal Denial
31.640
Pending
3/22
N
CEIS Appeal Denial - Confidential
31.641
Pending
3/22
N
Transfer List-Traffic Crash Reports
31.660
(white) 1 period
(yellow) 2 periods
(blue) until yellow rec'd
4/16
15.8
Y
Transfer Listing for Ordinance Complaints
31.661
(white) 3 periods
(yellow) 3 periods
(pink) Until yellow returned
7/04
21.1
N
Page 19 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Cancellation of Ordinance Complaint
31.662
6 months
11/14
97.35
Y
Audit Sheet of Missing Reports
31.678
7 years
11/18
103.15
Y
Daily Activity Report, Identification Section
31.700
1 period
1/88
101.16
Y
Period Work Schedule
31.702
6 periods
7/74
97.39
N
Redline Notification
31.707
Pending
10/17
Y
Expunged Record (file card)
31.714
Permanent
10/09
97.42
N
Fingerprint Card - Adult
31.813
1 year after subject's
death/when subject
becomes 80 years
8/98
101.13
N
Fingerprint Card - Juvenile
31.813
1 year after 17th birthday
8/98
97.60
N
Palm print Card
31.814
1 yr. after 80th birthday or
death
10/71
97.61
N
Fingerprint Examination Report
31.853
(Original)-Case Report File;
(Copy) 7 years non-
statutory, if statutory-
permanent retention
1/00
97.64
Y
Latent Print Evidence Envelope
31.855
7 years; non-statutory
permanent
6/96
97.65
N
Latent Print Examination Report
31.856
Pending
4/09
Y
Case Documentation Worksheet
31.857
Pending
4/23
Y
AFIS Documentation Worksheet
31.858
Pending
4/23
Y
Case Checklist
31.859
Pending
4/23
Y
Reviewer Case Checklist
31.860
Pending
4/23
Y
Request for Identification Records
31.904
6 periods
12/12
101.29
Y
Request for Multiple Identification Records
31.911
6 periods
5/02
97.75
Y
Request for Identification Photos
31.951
6 periods
6/07
90.1
Y
P.D.T. Service Request
32.103
1 year
2/03
79.40
Y
Radio Dispatch Set/Vehicle Information
32.508
72 hours after relocation of
vehicle, Auto Desk (wanted
vehicle) after case report
received
9/04
78.1
N
Unlisted Telephone Information Request
32.521
6 periods
6/14
78.12
N
Alternate Response Call Screening Volume
32.524
6 months
7/97
78.31
Y
Confirmation of Transfer of Sexual Assault Report to
Law Enforcement Agency Having Jurisdiction
32.604
Pending
2/18
Y
Daily Activity Report-Alternate Response Program Call
Back Volume
32.622
6 months
7/97
79.33
Y
Weekly Summary - Alternate Response Section
32.623
1 year
9/96
79.34
Y
Request for Analysis/Receipt for Exhibit
33.100
3 yrs.; non-statutory
permanent
6/22
114.10
N
Evidence Envelope
33.101
Destroy upon disposition of
property
9/85
114.4
N
Latent Prints Envelope
33.111
Does Not Apply
6/05
N
Major Crime Scene Report
33.113
Pending
8/04
Y
Request for Records - Forensic Services Div.
33.117
7 years
10/99
114.37
Y
Firearms Evidence Label
33.119
Does Not Apply
4/22
N
Latent Print Development (LPD) Section Worksheet
33.122
Pending
2/22
Y
Evidence Label - Large Size
33.310
Does Not Apply
5/96
N
Evidence Label - Small Size
33.310-A
Does Not Apply
3/17
N
Crime Scene Worksheet
33.316
7 years; non-statutory
permanent
3/03
114.10
N
Page 20 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Narcotic Evidence Log & Transmittal
33.335
5 years
(copy) 1 year
7/13
108.8
Y
Consent to Collect Biological Samples
33.367
File (Case)
6/99
114.38
Y
Firearms Evidence Envelope
33.404
Destroy all disposition of
firearm
1/22
114.22
N
National Integrated Ballistic Information Network
(NIBIN) Triage Report
33.406
Pending
11/23
Y
Pellet Envelope
33.407
File (Prop. Inventory)
3/89
114.24
N
Authorized Visitors Logbook
33.412
Pending
3/22
Y
Serial Number And identification Marks Restoration
33.413
Pending
3/22
Y
Comparison Microscopes Maintenance Logbook
33.414
Pending
3/22
Y
Balances Maintenance logbook
33.415
Pending
3/22
Y
Ballistic Shooting Range Internal Maintenance Logbook
33.416
Pending
3/22
Y
Ballistic Shooting Range External Maintenance
Logbook
33.417
Pending
3/22
Y
Ductless Fume hood Maintenance Logbook
33.418
Pending
3/22
Y
Bullet Recovery Tank Weekly Maintenance Logbook
33.419
Pending
3/22
Y
Bullet Recovery Tank Special Maintenance Logbook
33.420
Pending
3/22
Y
Bullet Recovery Tank External Maintenance Logbook
33.421
Pending
3/22
Y
Methanol Usage Log
33.422
Pending
4/22
Y
Chemical Preparation Log
33.423
Pending
4/22
Y
Polygraph Case Review
33.500
7 years
2/16
105.1
Y
Polygraph Examiner's Worksheet
33.501
7 years
2/16
105.1
Y
Polygraph Subject's Consent
33.503
7 years
2/16
105.1
Y
Polygraph Subject Consent
33.503-A
7 years
2/16
105.1
Y
Crime Lab Negative Envelope
33.701
7 years; non-statutory
permanent
12/88
114.26
N
Request for Crime Scene/Evidence Photographs
33.713
7 yrs.; non-statutory:
permanent
8/07
110.2
Y
Photo Identification Card
33.715
Destroy after use
1/85
114.29
N
Photography Team Activity Report
33.716
1 year
9/03
114.30
Y
Daily Activity Report-Crime Scene Processing Section
33.802
1 period
1/86
114.32
Y
Palmprint Elimination Card
33.807
1yr. After 80th birthday or
death
5/16
114.34
N
Notification to Victim - Forensic Services
33.817
Does Not Apply
8/14
N
Motor Vehicle Inventory Report
34.303
(White and Yellow copies) 1
year after disposition
(yellow)
12/10
89.2
N
Daily Vehicle Activity Report
34.312
1 period
8/71
88.6
Y
Request for Advice of Lien Holder
34.314
1 year
6/91
88.2
N
Owners Release Authorization
34.317
2 years
10/71
88.2
N
Monthly Activity Report-Auto Pounds Section
34.320
2 years
2/04
89.4
N
Receipt for Impounded Vehicle (copies 2 & 3)
34.325
2 yrs. after disposition &
audit
4/04
85.11
N
Discrepancy Report
34.326
2 years
12/79
88.2
N
Request for Confidential Check
34.329
1 year
4/91
89.6
N
Transfer List/Cash Receipts-Motor Vehicle Inventories
34.331
1 period
1/80
88.4
Y
Post-Tow Hearing Request & Report
34.334
1 yr. after disposition
6/83
89.7
Y
Page 21 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Notification-Stolen Vehicle Recovered Message
34.339
1 yr. after disposition
4/94
89.9
N
Cash Transmittal Envelope (Plastic bag)
34.341
Does Not Apply
1/90
N
Request to Impound Vehicle by Police
34.342
1 year
9/22
87.22
Y
Notice of Intent to Impound Vehicle
34.343
Does Not Apply
8/23
Y
Vehicle Impoundment/Seizure Report
34.347
Pending
9/20
N
Notice to Owner for Vehicle Impounded for Municipal
Code Violation(s) and Seized Subject to Forf…..
34.350
Pending
11/22
Y
Notice of Disposal of Unclaimed Vehicle
34.351
Pending
9/20
Y
Vehicle on Hold for Investigation/Flee and Elude
34.352
Does Not Apply
3/23
Y
Vehicle on Hold for Investigation/Drifting
34.353
Does Not Apply
3/23
Y
Vehicle on Hold for Investigtation/Draft Racing
34.354
Does Not Apply
3/23
Y
Monthly Activity Report-Central Detention
34.429
2 years
4/95
93.4
N
Monthly Summary Report
34.430
2 years
3/88
93.5
N
Daily Activity Report-Prisoner Transfer Van
34.431
1 year
3/95
93.6
Y
Central Detention Log
34.432
1 year unit, 9 years Records
Storage
4/97
93.7
N
Checklist of Required Court Documents for Prisoner
Transfer to Cook County Sheriff Personnel
34.441
None
6/13
Y
Recovered Property Disposition Tracer
34.500
File (Prop. Inv.)
3/02
87.1
N
Request for Confiscated Property
34.502
File (Property Inventory)
3/14
31.3
Y
Evidence Tag (red & manila)
34.510
Same as property to which
attached
10/76
86.13
N
Court Order Releasing Property
34.511-A
File (Prop. Inv.)
4/88
87.3
Y
Court Order/Disposal of Property
34.511-B
File (Prop. Inv.)
11/75
87.4
Y
Court Order
34.511-C
File (Prop. Inv.)
7/78
87.5
Y
Court Order to Impound Evidence
34.512
File (Prop. Inv.)
8/71
87.6
Y
Evidence & Recovered Property Envelope
34.520
Same as enclosed property
10/82
87.9
N
Evidence & Recovered Property
Envelope - Narcotics
34.520-A
Same as enclosed property
10/82
87.10
N
Evidence & Recovered Property Envelope - Firearms
34.520-B
Same as enclosed property
10/82
87.11
N
Property Inventory - File
34.523
(white/buff) 5 yrs. after
disposition (1 yr. unit, 4 yrs.
Record Storage) (canary)
one yr. after last entry
1/98
87.13
N
Notice to Property Owner
34.523 Part 4-A
Does Not Apply
9/14
Y
Auction Sales Record
34.549
7 years if Audit
6/75
86.9
Y
Currency Disposition Record/Partial Turnover
34.553
File (Prop. Inv.)
8/76
86.3
Y
Property Release Order
34.554
(white) File (Prop. Inv.)
(blue) 1 yr. after last entry
11/01
85.12
N
Property Receipt/A.S.A. or Law Enforcement Agency
34.557
File (Prop. Inv.)
10/02
87.20
Y
Evidence Property Envelope (Plastic bag) Size 7 x 12
34.559-A
Pending
NA
N
Evidence Property Envelope (Plastic bag) Size 15 x 20
34.559-B
Pending
NA
N
Evidence Property Envelope (Plastic bag) Size 18 x 36
34.559-C
Pending
NA
N
Biohazard Label
34.560
Does Not Apply
3/94
N
Evidence and Recovered Property Section (ERPS)
Inspection Sheet
34.562
2 years
9/16
Y
If You Are Arrested With Personal Property (Poster)
34.570
Does Not Apply
3/14
N
Ordinance Complaint Delivery Receipt
34.601
2 years
3/82
95.1
N
Page 22 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Inventory Control Card
34.602
1 year after item is
disposed of
4/14
47.16
N
Storeroom Delivery Memo
34.603
6 periods
3/17
80.38
N
Gas Mask Control Card
34.604
1 year after masks returned
3/20
95.9
N
Helmet Control Card
34.605
Name File-1 year after
replaced; Inv. No. file-
permanent
9/10
94.7
N
Vehicle Equipment Issued Log
34.611
Permanent
(copy 2) 6 periods
2/73
34.17
Y
Firearms Inventory Control
34.612
Life of firearm + 1 year
9/15
94.5
N
Lockup Keepers Monthly Food Record
34.613
3 years
4/12
94.4
N
Request for Purchase of Supplies
34.614
2 yrs.
11/91
94.22
Y
Daily Activity Report/E & S Trucks
34.618
6 months
9/97
95.10
Y
Material Requisition
34.622
2 Years
1/11
18.4
Y
Crisis Intervention Team Naloxone Issuance Log
34.623
Pending
12/23
Y
Gas Mask Return Slip
34.625
Pending
1/22
N
Bond Money Transmittal Receipt
34.653
1 year
11/15
92.3
Y
Property Transmittal
34.654
1 year
10/14
92.1
Y
Latent Fingerprint Lift Tranmittal
34.655
1 year
3/04
95.7
Y
C.P.D. Radio/P.D.T. Repair Request
34.660
Pending
9/10
N
Reproduction & Graphic Arts Service Requisition
34.705
5 years
7/20
90.3
Y
Contact Analysis Record / B.I.S.
40.102
7 years
7/11
33.16
N
Observation or Surveillance Report
41.105
File (Case)
1/11
47.7
Y
Report Control
41.111
Permanent
7/80
48.7
Y
Film Record/Intelligence
41.114
Permanent
9/90
47.20
N
Photo Lab Equipment Control
41.115
Until filled
9/90
48.8
N
Film/Photo/Video Processing Request
41.117
1 year
3/90
48.9
N
Crime Prevention Data
41.118
60 days after verified
6/90
47.24
N
Monitor's Intercept Log
41.119
10 years, Non-Statutory-
permanent
8/99
48.25
N
Custody of Intercepted Recordings
41.120
10 yrs., Non-statutory
8/99
48.26
N
Telephone Card O.C.D.
41.121
10 years, Non-Statutory-
permanent
8/99
48.27
N
Evidence Recovery Log
41.124
Pending
6/21
N
Organized Crime Division Arrestee Form
41.303
Pending
7/07
Y
Tactical Plan/Raid Preparation List
41.304
Pending
8/16
Y
Identification Index
41.305
Until no longer useful
4/90
48.10
N
Social Media Covert Identity Authorization (SMCID)
41.307
Pending
10/20
N
Narcotics Saturation Daily Activity Sheet
41.308
Pending
8/16
Y
Tactical Intelligence Report
41.309
Pending
6/21
Y
Social Media Intelligence Report - BCT
41.310
Pending
10/20
N
Consent to Assume Online Identity Authorization - BCT
41.311
Pending
10/20
N
sUAS Request Log
41.314
Pending
3/23
N
Digitally Recorded Data
Viewing/Hold/Duplication/Shared request For sUAS
41.315
Pending
10/20
Y
sUAS Flight Checklist and Procedures
41.316
Pending
11/23
N
Page 23 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
sUAS Operational Proficiency
41.317
Pending
6/22
N
sUAS Flight Practice Log
41.318
Pending
6/22
N
Suas Flight Notification to Cook County State's
Attorney's Offcie
41.319
Pending
6/22
N
Tactical Flight Officer (T.F.O.) Training Program
Sumamry
41.322
Pending
12/20
Y
Tactical Flight Officer (T.F.O.) Training Program -
Observation Report
41.323
Pending
12/20
Y
Special Weapons and Tactics Team (S.W.A.T.)
Supplementary Report
41.352
Pending
5/21
N
Crisis/Hostage Negotiation team Supplementary Report
41.353
Pending
5/21
N
CD/DVD Envelope
41.367
1 year after conclusion of
case
10/14
N
Gang Vehicle Index
41.505
10 years
8/81
18.17
N
Report of Investigation
41.506
Unit Major Case is closed
2/09
48.24
N
Notification to Assistant State's Attorney Assigned to
Central Bond Court
41.507
Pending
4/08
Y
Disclaimer of Ownership & Knowledge of Ownership
41.551
Case Report File pending
court disposition
8/23
Y
Asset Forfeiture Investigation Report
41.552
3 years/until check received
3/92
48.15
N
Daily Prisoner Log
41.700
2 years
3/92
48.16
Y
Visitor's Sign-In Log
41.701
2 years
3/92
48.17
Y
Search Warrant Data
41.703
1 year
4/84
18.7
Y
BCT Application For Covert Illinois Driver's License
41.704
5 years after exp. Of license.
6/20
48.23
Y
Daily Assignment Status Report
41.709
2 years
3/92
48.19
N
Operation Pinpoint Request
41.714
Pending
4/10
Y
Currency Inventory Bag (CIB) (Plastic bag)
41.720
Pending
6/11
N
Currency Inventory Bag (CIB) Receipt (Plastic)
41.720-A
Pending
6/11
N
Task Record - Bureau of Counterterrorism
41.730
Permanent
6/20
N
Task History - Bureau of Counterterrorism
41.731
Permanent
6/20
N
Notification of Absence
41.735
Pending
1/23
Y
Daily Inspection Report
42.501
2 years
2/09
57.9
Y
Beat Community Meeting Evaluation - Inspection
Division
42.502
Pending
6/17
Y
Irregularity Report
42.503
(all copies) 2 years
4/10
58.1
Y
Extended-Hours Use of Department Vehicle Request
42.505
Pending
3/22
Y
Observation Report
42.506
1 year
2/20
Y
CALEA ADA Facility Compliance Report
42.507
2 years
11/21
Y
Inspection Report (all copies)
42.510
2 yrs
7/11
12.7
Y
Vice Complaint
43.100
(white) 5 yrs. til 3 yrs.
Record Storage(yellow)1
year (pink/gold) 1 per. after
case close
(yellow) 1 year
(pink & gold) a period after
case closed
4/89
44.5
N
Cigarette License Record
43.210
1 year after expiration of
license
5/80
44.1
N
License Control/Location (Liquor)
43.214
15 years
12/71
46.3
N
Contact Analysis Report (unit copy)
43.404
7 years
3 years after case closed
4/19
39.72
Y
Page 24 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Registered Confidential Informant Use Log
43.407
Discretion of the Unit Cmdr.
9/20
46.4
N
Registered Confidential Informant Agreement
43.408
Discretion of the Unit Cmdr.
6/20
46.5
N
Reliability/Advancement of Funds Report
43.409
Discretion of the Unit Cmdr.
1/21
46.6
N
Registered Confidential Informant Request
43.410
Discretion of the Unit Cmdr.
12/20
46.7
N
Evidence of Purchase/Official Advance Funds
Advance Funds
43.411
7 years & audit
7/20
45.4
N
Cash Receipt-Withdrawal/Official Advance Funds-
Notice of Debit
43.412
7 years & after audit
7/20
45.4
N
Pre-Recorded Funds
43.413
2 years
3/92
45.10
N
B.O.C. Field Assignment Form
43.415
1 year after completion of
assignment
9/16
39.80
Y
Search Request
43.416
2 years
11/82
39.6
N
Surveillance Report Log
43.420
File (Orig. Crime Case)
4/91
45.2
N
Registered Confidential Informant Additional Officer
Authorization
43.421
Pending
4/19
N
Raid Activity Summary
43.423
3 years
9/81
45.1
N
Radio/Charger Sign Out Record
43.427
1 year
3/00
45.11
N
Registration Report
43.429
3 years
9/20
N
Gang & Narcotics-Related Loitering Dispersal
Procedures card
43.430
None
9/12
N
Registered Confidential Informant Additional Officer
Authorization
43.431
Pending
1/21
N
Registered Confidential Informant Deactivation
43.433
Pending
6/20
N
Cooperating Individual's Advisment of Rights and
Waiver
43.434
Pending
6/20
N
Termination of Registered Confidential Informant
Agreement
43.435
Pending
6/20
N
Registered Confidential Informant Progress Report
43.437
Pending
6/20
N
Small Unmanned Aircraft Systems (sUAS)
Incident/Accident Report
43.442
Pending
10/20
Individual Information History
43.700
1 year + Close of
business/expiration. of
license
10/01
43.7
N
S.A.M. Minor Application
43.707
Pending
10/03
Y
S.A.M. Interview Letter
43.708
Pending
10/03
Y
S.A.M. Program Participant Request
43.709
3 periods
10/03
Y
Initiation Report
44.100
Pending
12/21
Y
Reprimand
44.101
File (Complaint. Reg.)
8/16
10.1
Y
Suspension Notification
44.102
File (Complaint. Reg.)
8/16
8.24
Y
Request for Interview/Statement/Report
44.103
6 periods
9/17
10.2
Y
Criminal Rights/Notification of Charges Allegation
44.104
File (C.R.)
9/17
10.3
Y
Administrative Proceeding Rights/Notification of
Charges/Allegations
44.105
File (C.R.)
File (Drug Test)
8/16
10.4
Y
Waiver of Counsel/Request to Secure Counsel
44.106
File (Complaint. Reg. or
Drug)
8/16
10.5
Y
Investigator's Checklist
44.108
Until investigation complete
(non-record)
8/16
Y
Notification of Charges/Allegations
44.115
File (Complaint. Reg.)
8/16
10.10
Y
Consent by Patient to Disclosure of Information
44.117
File (C.R.)
4/12
10.12
Y
Sworn Affidavit For Log Number Investigation
44.126
Pending
8/16
Y
Page 25 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Sworn Affidavit For Log Number Investigation
(Electronically Recorded Statement)
44.127
Pending
8/16
Y
Override Affidavit - Bureau of Internal Affairs
44.128-A
Pending
9/17
Y
Override Affidavit - Civilian Office of Police
Accountability
44.128-B
Pending
9/17
Y
Administrative Alcohol/Drug Influence Report
44.130
Pending
8/16
Y
B.I.A. General Progress Report
44.135
CR File
3/16
N
Audio Recorded Statement Instructions/Guidelines
(Department Member)
44.140
Pending
4/21
Y
Audio Recorded Statement Instructions/Guidelines (
Non-Department Member)
44.141
Pending
4/21
Y
Administrative Summary Report (ASR) Narrative
Summary Checklist
44.145
Pending
2/22
Y
Request for Mediation Review of Investigation
44.153
Pending
8/16
Y
Evidence Collection Bag
44.163
Pending
1/15
N
B.I.A. Request for Photographs
44.164
1 year
8/16
Y
B.I.A. Reliability/Advancement of Funds Report
44.166
7 years
8/16
10.54
N
B.I.A. Cooperating Individual Use Log
44.168
5 years
8/16
10.56
Y
B.I.A. Cooperating Individual Control Log
44.169
5 years
8/16
10.58
Y
B.I.A. Cooperating Individual Agreement
44.170
5 years
8/16
10.58
Y
B.I.A. Cooperating Individual Request
44.171
5 years
8/16
10.59
Y
Terms of the Supplemental Recommendation
Agreement
44.172
Pending
8/16
N
Supplemental Recommendation Agreement
44.173
Pending
8/16
N
Complaint Register
44.200
5 years after last case
closed
7/73
8.5
N
Log Number Conflict Certification
44.201
Pending
2/22
Y
Classification Notification
44.207
File (C.R.)
9/17
8.28
Y
Confirmation of Telephone Notification-BIA
44.211
File (C.R.)
9/17
8.21
Y
Specifications
44.212
File (C.R.)
8/16
10.61
Y
Log No.Case Summary
44.213
5 years
8/16
10.19
N
Notification Re: Automated Complaint
44.217
File (Comp. Reg.)
8/16
10.20
Y
Waiver of /Request for Police Board Review of
Suspension
44.222
File (Complaint. Reg.)
9/17
8.23
Y
Investigator Unable To Contact Reporting
Party/Victim/Witness
44.223
Does Not Apply
8/16
Y
Request for Disposition Letter to Reporting Party
44.225
1 year
8/16
10.21
N
Request for Review of Discipline (Reprimands and
Suspensions from One (1) to (10) Ten Days)
44.246
Case Report File pending
court disposition
9/17
9.10
Y
Incident Category Table
44.248
Not Applicable
1/18
Y
Traffic Review Board Summary of Findings
44.249
Crash 7 yrs.- Pursuit 2 yrs.
10/20
Y
Reporting Party/Victim/Witness Statement
44.250
Pending
8/16
Y
Request for Review of Discipline (For Discipline of
Eleven (11) to Thirty (30) Days)
44.251-A
Pending
9/17
Y
Request for Review of Discipline (For Discipline of
Thirty-One (31) to (365) Days
44.251-B
Pending
9/17
Y
Notice of Alcohol and Drug Testing Following a
Firearms Discharge Incident
44.252
Pending
8/16
Y
Mediation Agreement
44.255
Disciplinary File
8/16
Y
Pre-Disciplinary Hearing
44.256
Pending
9/16
Y
Page 26 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Pre-Disciplinary Meeting - Notice to Union (AFSCME)
44.257
Pending
2/19
Y
Notification of Log Investigation
44.258
Pending
5/19
Y
Request for Disciplinary Record
44.259
Pending
12/16
Y
Consent to Audio Record Statement - Non-Department
Members
44.260
Pending
5/17
Y
Receipt of Formal Statement - Department Members
44.261
Pending
5/17
Y
Neighbor Interview Canvass Report
44.262
Pending
5/17
N
Notice of Recommendation for Mediation Review
44.263
Pending
6/17
Y
BIA Photo Line-Up Advisory Form - (Administrative)
44.264
Pending
7/17
Y
BIA Evidence Checklist
44.265
Pending
7/17
Y
BIA Investigative File Control
44.266
Pending
7/17
N
Consent to Audio Record Statement - Civilian
Department Member
44.267
Pending
12/17
Y
Bureau of Internal Affairs Confidentiality Policy
44.279
Pending
1/19
Y
Notification of Duty Restrictions (Civilian Members)
44.300
Pending
8/16
Y
Notification of Duty Restrictions (Sworn Members)
44.301
File (C.R.)
(Copy) Conclusion of
Investigation.
8/16
10.42
Y
Request for Issuance of Temporary ID Card-BIA
44.302
(Orig.) Conclusion of
Investigation
(Copy) File (C.R.)
8/16
10.43
Y
Statement of Complainant to Terminate Complaint
44.304
File (C.R.)
8/16
10.49
Y
Release of Duty Restrictions (Sworn Members)
44.306
File (C.R.)
(copy) Conclusion of
investigation
8/16
10.68
Y
Release of Duty Restrictions (Civilian Members)
44.307
Pending
8/16
Y
Notification of Duty Restrictions (Recruit)
44.308
Pending
10/16
N
Request to Bypass Command Channel Review
44.402
File (C. R.)
8/16
10.27
Y
Notification of Complaint Review Panel Hearing (all
copies)
44.500
1 period after hearing
7/00
10.28
N
Notification Relative to Police Board Hearing
44.501
1 year
9/17
10.29
N
Police Board Case-Progress Record
44.504
File (Complaint. Reg.)
8/16
8.4
N
Log Number Review and Return
44.508
File (C.R.)
8/16
10.47
Y
Notification -Advocate Section
44.509
Pending
8/16
Y
Police Board Hearing
44.512
File (Complaint. Reg.)
8/16
10.33
N
Sustained Case Tracking Log
44.522
Until case closed.
8/16
10.53
N
Communication Guide for Police Officers
51.100
Not Applicable
5/06
N
Drug Abuse Resistance Education Teaching Schedule
51.102
1 year
3/22
122.15
Y
Gang Resistance Education & Training Schedule
51.103
1 year
3/22
122.16
Y
Officer Friendly Program Teaching Schedule
51.104
1 year
3/22
Y
G.R.E.A.T. Instructor Application Request Form
51.105
Pending
3/22
Y
D.A.R.E. Instructor Application Request Form
51.106
Pending
3/22
Y
Dare/Great Daily Activity Report
51.311
1 period
9/00
121.22
Y
Program/Seminar Scheduled & Completion Report
52.216
2 years
4/93
120.6
Y
Emergency Identification. Bracelet Program App.
52.300
5 years
8/12
120.8
Y
Emergency Identification. Bracelet
Program Application-Spanish
52.301
5 years
7/97
120.9
Y
Older Adults/Disabled Monthly Report
52.307
18 mos.
6/21
120.12
Y
Page 27 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
O.C.P.R. Service Request
60.110
Pending
12/20
Y
Request for Purchase Requisition
61.220
2 yrs. & after audit
8/72
77.3
N
Notice of Indebtedness
61.227
Pending
5/13
N
Cost Recovery Incident Form
61.230
Pending
4/12
Y
Cost Recovery Incident Form - Detective Division
61.231
Pending
7/10
Y
Chicago Police Department Travel Request Form
61.306
3 years
3/17
68.25
Y
Out of City Vehicle Insurance Request
61.307
30 days
5/19
Y
Contingency Fund Register
61.310
7 years & after audit
7/18
68.12
Y
Contingency Fund Voucher
61.311
7 years & after audit
7/18
16.16
Y
Contingency Fund Expenditure Authorization
61.312
7 years & after audit
7/18
16.16
N
Request for Reimbursement
61.314-A-D
7 years and after audit
2/18
42.1
N
Position & Salary Schedule
61.400
Does Not Apply
Per Need
Y
Salary Record
61.401
Permanent
8/73
66.8
N
Attendance & Assignment Checklist
61.415
60 days
9/04
66.16
N
Election/Rejection of Options to Suspension
61.416
(orig) 5 yrs unless litigation,
(copy 2) 2 yrs. after
satisfied, (copy 3) until
original returned
3/10
66.3
Y
Request for Waiver of CFD/EMS Fees
62.106
2 years after eligibilty or
denial
4/12
74.102
Y
Notification of Duty Restrictions Per Director, Human
Resources Division
62.107
Pending
8/11
N
Rules and Regulations Affidavit
62.109
Pending
8/10
Y
Sworn Electronic Signature Verification Affidavit
62.111
Pending
4/12
Y
Civilian Electronic Signature Verification Affidavit
62.112
Pending
4/12
Y
Consent to Obtain Consumer Reports
62.113
Pending
5/23
Y
Notification of Duty Restrictions Per Director, Human
Resources Division-No Pay Status
62.114
Pending
8/12
N
Notification of Duty Restrictions Per Director, Human
Resources Division-Alcohol Testing
62.115
Pending
8/11
N
Release of Duty Restrictions Per Director, Human
Resources Division
62.116
Pending
8/11
N
Polygraph Consent Form (Pre-Employment)
62.117
Pending
10/12
N
Polygraph Service (Pre-Employment) Final Report
62.118
Pending
10/12
N
Polygraph Examination Test Questions Pre-
Employment
62.119
Pending
3/23
N
Law Enforcement Polygraph Examination (Pre-
Employment)
62.120
Pending
3/21
N
Polygraph Examiner's Worksheet - H.R.D.
62.121
Pending
6/18
N
Polygraph (Pre-Employment) Sign In Sheet
62.123
Pending
10/12
N
Polygraph (Pre-Employment) LEPT Score Sheet
62.124
Pending
10/12
N
Employment Records Routing Slip
62.125
File (Personnel Jacket)
(copies) 1 year
6/12
66.22
N
Law Enforcement Polygraph Examination (Pre-
Employment) Post Test
62.128
Pending
3/21
N
Polygraph (Pre-Employment) LEPT SCORE SHEET
(PPG)
62.129
Pending
4/21
N
Sworn First Amendment Judgement Affidavit
62.130
Permanent (Personnel
Jacket)
5/11
70.14
N
Civilian First Amendment Judgement Affidavit
62.131
Permanent (Personnel
Jacket)
5/11
70.15
N
Page 28 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Background Investigation Inquiry
62.133
Permannent (Pesonnel
Jacket)
10/15
Y
Performance Evaluation - Civilian Members
62.134
Pending
2/20
Y
Job Opportunity Be Announcement
62.135
1 year after vacancy filled
6/08
74.2
N
Request to Fill Vacancy (copy 1)
62.136
(copy 1)10 yrs.
(copies 2 & 3) New budget
yr.
(copy 4-unit) Unit vacancy
filled
6/12
74.3
N
Letter of Recommendation
62.138
Pending
2/18
Y
Polygraph Examinee Control Worksheet
62.139
Pending
1/24
N
Request for Identification Card
62.140
5 years
6/23
74.79
N
Equipment Transaction Receipt
62.141
5 years
9/23
74.80
N
Notification of Duty Restrictions Per Director, Human
Resources Division - FOID Card
62.142
Pending
2/19
N
Polygraph Examination (Pre-Employment) Breakdown
Test Questions
62.143
Pending
12/23
N
Notice to Employees Leaving Employment
62.144
Personnel Jacket
6/20
Y
Receipt of General Order G01-06 Commission on
Accreditation for Law Enforcement Agencies (CALEA)
62.145
Personnel Jacket
4/15
Y
Notice to Employees Leaving Employment Signature
Sheet
62.146
Personnel Jacket
6/20
Y
Lacation Accommodation Request
62.147
Pending
1/22
Y
Application For A Special Accomodation Assignment
62.149
Pending
6/23
Y
Personal History Questionnaire -Sworn (PHQ)
62.152
File (Personnel Jacket); if
rejected 3 years
11/06
74.4
N
Oath of Office
62.153
File (Personnel Jkt)
3/95
74.5
Y
Personal History Questionnaire-Background
Investigation Cadet Program
62.157
File (Personnel Jkt.)
10/98
74.83
N
Personal History Questionnaire - Civilian
62.162
File (Personnel Jkt.); if
rejected 3 yrs.
1/08
74.4
N
Candidate Contact
62.163
Pending
7/12
Y
Authorization to Release Information and Waiver
62.164
Pending
1/17
Y
Applicant Fingerprint Card
62.168
File (Pers. Jacket)
2/17
74.96
N
ILETSB New Hire Requirements
62.169
Pending
10/23
Y
Home Background Interview - Declaration of Applicant
62.173
Pending
2/17
Y
Employee Request For Employment Verification
62.174
Pending
7/22
Y
Character Reference & Neighborhood Review
62.180
File (Personnel Jacket)
11/12
74.12
Y
Employment Check
62.181
File (Personnel Jacket)
3/13
74.13
Y
Voluntary Withdrawal from Eligibility List for P.O. Exam
62.192
5 years
2/17
74.76
N
C.P.F.T.A. Training Academy
62.205
Permanent
5/07
Y
Probationary Police Officer Information Sheet -A and B
62.206
Pending
5/23
Y
Internship Work Development Plan
62.207
Pending
4/23
Y
Probationary Police Officer Affidavit
62.208
Pending
5/23
Y
Probationary Police Officer Notice
62.209
Pending
5/23
Y
Drug Router
62.213
Pending
5/23
Y
Request for Religious Accommodation
62.214
Pending
1/24
Y
Supervisor's Guidelines Nondisciplinary Intervention
Program
62.215
Does Not Apply
4/12
Y
Non-Disciplinary Intervention Report
62.216
5 years
8/15
Y
Page 29 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Individualized Performance Plan
62.217
Personnel Jacket
9/10
74.81
Y
Notice of Secondary Employment
62.224
Pending
2/23
Y
Special Police Personnel Card
62.250
Until no longer useful
7/14
74.18
N
Application for Appointment of Special Police
62.252
2 years after termination of
employment/5 years after
revocation or denial
7/14
74.20
N
Employer Application for Special Police
62.253
2 yrs. After termination of
employment 5 yrs. After
revocation or denial
7/14
74.20
N
Certificate of Appointment - Special Police
62.254
5 years
7/14
74.21
N
Sharps Injury Log
62.293
Pending
7/17
Y
Hepatitis B Vaccine Declination
62.294
Pending
10/17
Y
Employees With Occupational Exposure
62.295
Pending
7/17
Y
Equipment Labeling
62.296
Pending
7/17
Y
Job Hazard Assessment
62.297
Pending
5/22
Y
Personnel Data Entry Worksheet
62.326
1 month after entry into
system
12/20
74.28
N
Star Control Card
62.330
Permanent
11/01
74.30
N
Leave of Absence Index
62.331
Until leave expiration
9/81
74.31
N
Emergency Notification Information
62.344
Personnel Jacket
3/03
N
Designation of Beneficiary
62.345
Personnel Jacket
8/10
74.98
N
Emergency Contact Information Roster
62.346C
File (Personnel Jacket)
9/01
N
Emergency Contact Information
62.347C
File (Personnel Jacket)
9/01
N
Insurance Information Index
62.348
Admin. use is done
3/88
74.36
N
Tuition Reimbursement Application
62.350
18 months
7/21
74.37
Y
Vocational Training Reimbursement Program
Application
62.356
Pending
9/14
N
Performance Evaulation - Sworn Supervisors
62.357
Pending
9/17
Y
Performance Improvement Plan (PIP) - Sworn
Supervisors
62.358
Pending
9/17
Y
Personnel Concerns Progress Report
62.366
1 year
9/10
72.6
Y
Medical or Complaint Log Investigation Conflict
Certification
62.369
Pending
5/06
Y
Hospital Release
62.372
Pending
9/15
Y
Physician Release
62.373
Pending
9/15
Y
Limited Duty Email Notification Acknowledgement
62.374
Pending
9/15
Y
Injury on Duty Report Supplement
62.381
File (Med. Jacket)
5/06
74.42
Y
Injury on Duty Processing
62.384
1 year
915
74.43
Y
Request For Hospital Bill And Report Letter- Medical
Services Section
62.387
Does Not Apply
5/06
Y
Notification of Legal Action to Recover Damages
62.388
File (Medical Jacket)
9/15
74.44
Y
Medical Roll Certification
62.396
File (Medical Jkt.)
9/15
74.92
N
Medical Absence Follow-up Report
62.402
File (Personnel Jkt.)
8/80
74.50
N
Yearly Record of Medical Disability
62.403
3 years
12/91
71.1
N
Sickness Report/Absence from Home Log
62.409
6 periods
8/13
18.22
Y
Report of Exposure to Communicable
Disease/Hazardous Material
62.418
(Orig.) File (Medical Jkt.)
(copy) Until no longer useful
9/15
74.54
Y
Hospital Run Sheet
62.420
1 year
5/01
74.74
N
Page 30 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Appraisal of Health History
62.424
File (Medical Jacket)
7/10
N
Physical Examination Record
62.426
File (Medical Jkt.)
7/10
74.56
N
Medical Excuse
62.435
File (Medical Jkt.)
1/16
74.61
N
Drug Test Specimen Affidavit
62.441
negative: until lab
notification. received;
positive until adjudicated
3/11
74.72
N
Hair/Nail Sample Test Affidavit
62.442
until notification from lab of
neg. test or positive test is
adjudicated
6/99
74.82
N
Mandatory Physical and/or Psychological Examination
Notification
62.461
File (Medical or Drug
Screen)
7/10
N
Random Drug & Alcohol Testing Notification
62.463
Orig.-negative: until lab
notification. Received;
positive: until adjudicated;
unit copy: 30 days
1/12
74.72
N
Medical/Psychological Examination Administrative
Proceedings Rights
62.464
Pending
9/14
N
Respirator Medical Evaluation Questionnaire
62.465
File (Medical Jacket)
9/15
74.77
N
Civilian Analysis Specimen Affidavit
62.467
Negative: until lab
notification received,
positive: until adjudicated
1/12
74.99
N
Law Enforcement Officials Request for Protected
Health Information
62.472
Pending
9/15
N
Application for a Limited Duty Assignment
62.473
Pending
9/15
Y
Certification of Eligibility for a Limited Duty Assignment
62.474
Pending
9/15
Y
Medical Certification for Limited Duty Assignment
62.475
Pending
9/15
Y
Certification of Eligibilty for an Accommodation Due to
Pregnancy
62.476
Pending
11/22
Y
Essential Functions For Limited Duty Approval
62.477
Pending
9/15
Y
Limited Duty Notification Letter - A (30 Days)
62.478
Permanent (Personnel
Jacket)
9/15
N
Limited Duty Notification Letter - B (90 Days)
62.479
Permanent (Personnel
Jacket)
9/15
N
Notification of Medical Services Policies and
Restrictions
62.481
Permanent (Personnel
Jacket)
9/15
Y
Employee Assistance Program Authorization for
Release of Information
62.482
Pending
2/18
N
Vicarious Trauma Relief Program Notification
62.486
Pending
1/19
N
Peer Support Program Confidentiality Agreement
62.487
Pending
1/20
Y
Professional Counseling Division - Weekly Clinician
Tracking
62.488
Pending
5/23
Y
Professional Counseling Division - Weekly -Alcohol &
Substance Counselor Tracking
62.489
Pending
9/23
Y
Professional Counseling Division - Peer Support
Member Tracking
62.490
Pending
6/21
Y
Professional Counseling Division - Chaplain Member
Weekly Activity Sheet
62.492
Pending
9/23
Y
Duty/Non-Duty Medical Time (A) 60 Day Notification
letter
62.493
Pending
9/22
N
Duty/Non-Duty Medical Time (B) 30 Day Notification
letter
62.494
Pending
9/22
N
Duty/Non-Duty Medical Time 90 Day Notification letter
62.495
Pending
9/22
N
Remain Off Work Medical Letter
62.496
Pending
9/22
N
Duty/Non-Duty Final Medical Notification Letter
62.497
Pending
9/22
N
Hire Certification Form:Non-Bid Duty/Non-Bid Unit
Assignment
62.500
Personnel Jacket
5/17
Y
Page 31 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Non-Bid Unit Assignment Screening & Job Specific
Criteria
62.501
Personnel Jacket
6/15
Y
Non-Bid Unit Assignment Cnadidates Selected For
Interview Form
62.502
Personnel Jacket
6/15
Y
Non-Bid Unit Interview Notification Form
62.503
Personnel Jacket
6/15
Y
Non-Bid Unit Assignment Candidate Selection Form
62.504
Personnel Jacket
6/15
Y
Non-Bid Unit Assignment Eligibility Pool Form
62.505
Personnel Jacket
6/15
Y
Candidate Assessment Form
62.506
Personnel Jacket
6/15
Y
Non-Bid Duty Assignment Justifciation Memorandum
(Tact Teams and Foot Patrols)
62.507
Personnel Jacket
6/15
Y
Non-Bid Duty Assignment Use of Eligibility Pool
Justifcation Memorandum (Tact Teams and Foot
Patrols
62.508
Personnel Jacket
6/15
Y
Medications Commonly Used to Treat Mental Illness
63.104
None
6/12
N
Direct Order Against Fraternization
63.112
Pending
9/04
N
Attending School Notification
63.113
Pending
9/04
N
Acknowledgement of Loss of Exemption Upon
Termination
63.114
Pending
9/04
N
Task Record-TSG
63.118
Permanent
5/21
Y
Task History-TSG
63.119
Permanent
5/21
Y
Standardized Lesson Plan
63.120
Not Applicable
1/23
Y
Course Summary Sheet-eLearning Modules-Streaming
Video
63.121
Pending
6/17
Y
Course Summary Sheet-Guest Presenters
63.122
Pending
5/21
Y
New Course Approval Request
63.123
Pending
3/20
Y
Instructor Development Report
63.124
Pending
5/21
Y
Training Needs Monthly Report
63.125
Pending
3/23
Y
Roll Call Training Summary Sheet
63.126
Pending
5/21
Y
Training Class Card
63.200
1 year
1/03
59.2
N
Field Training and Evaluation Program Daily PPO
Refresher Training Program
63.220
1 year
5/03
N
Field Training and Evaluation Program PPO Extended
Refresher Training Cycle Summary Report
63.221
1 year
5/03
N
Field Training and Evaluation Program PPO Refresher
Training Cycle Summary Report
63.222
1 year
5/03
N
Recruit Firearms Shooting Record
63.328
10 yrs
8/10
60.11
N
Ammunition Report
63.340
Until no longer useful
5/21
60.15
Y
Firearm Loan Receipt
63.344
Pending
5/21
Y
Training Deficiency Notification
63.345
1 year
2/21
60.18
N
Firearms Training Unit Attendance Sheet
63.346
Pending
12/19
Y
Sworn Personnel P.O.W.E.R. Test
63.354
1 year
9/22
70.16
N
Request for Service
63.440
1 year
5/21
60.26
Y
Field Reporting Manual
63.450
Does not apply
12/85
Y
Incident Reporting Guide
63.451
Does not apply
1/11
Y
Illinois Traffic Crash Report SR 1050 C Form
Preparation Instructions
63.470
Does Not Apply
6/14
Y
Transfer Record/Inventoried Property
64.119
(white) 5 years
(pink) 1 year
(blue) 2 years
2/23
94.21
N
Request for Public Safety Headquarters Secured
Access Authorization
65.108
2 years
10/19
62.27
Y
Page 32 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Department-Issued Electronic Communication Device
Compliance Statement
65.109
Pending
3/22
Y
E-Mail Account Request Form for Network Connected
Computers
65.117
Pending
3/22
Y
E-Mail Compliance Statement
65.118
Pending
3/22
Y
E-Mail Search Request
65.119
Pending
3/22
Y
CLEARNET Additional Information
65.121
Retention of the form it is
being added to
N
Digitally Recorded Data Viewing/Hold/Duplication
Request
65.224
Pending
10/16
Y
Time Roll (unit copy)
71CP10
6 mos. after superseded
66.2
N
Animal Inventory (pink)
ACC-3230-34
30 days
11.72
N
Bail Bond Receipt Book
CCM602/08/09
1 year
11.73
N
Report of Extraordinary or Unusual Occurrence
DC-464-2
1 year - unit
2 years - OPS
11.79
N
Report of Occupational Injury or Illness (gold copy)
DPGS-1460-1
Unit - 1 year
16.12
N
Overtime/Out of Grade Pay Listing
DPOL 8149
Sworn - 6 months (unit
copies)
Civilian DPOL 8968
66.12
N
Inventory Control Record
DPOL 8794-01
(copy 1) 10 years
(copy 2) until next inventory
94.16
N
Holiday Premium Pay Listing
DPOL 8795
Finance 6 months
(Unit Copies) 6 months
66.12
N
Active Criminal Warrants
DPOL 9258
Until superseded
97.67
N
Unit of Assignment Recall & Check off Roster
DPOL8010-01
Until superseded
11.81
N
Request for Hearing-Intent to Impound Vehicle-DoAH
Non-CPD
Does Not Apply
5/14
Y
Body Worn Camera Video
NONE
90 days unless extended
hold requested
N
C.T.A. Surveillance Card
NONE
1 year
15.3
N
Citation, Personal Service
(Dept. record copies)
NONE
2 years & after audit
(transfer to Records
Storage)
100.35
N
City of Chicago Payroll Register
(Unit copy)
NONE
Finance: 5 yrs. if audited
(Unit Copy) 6 mos.
66.9
N
Commanding Officer's Book
NONE
1 year
18.2
N
Commercial Driver "Out-of-Service" Order (Sworn
Report)
NONE
1 year
26.15
N
Complaint Register (C.R.) File
NONE
5 years after conclusion of
investigation. Exception 1)
Permanently when filed with
Police Board. 2) 5 yrs. after
final court adjudication.
8.2
N
Complaints, Mayor's Office of Inquiry & Information
NONE
C.R. cases-File (C.R.) Not
C. R. - 3 yrs
8.11
N
Computer printouts (unless listed by name in this
schedule)
NONE
60 days
61.10
N
Court Notification Book
NONE
2 years
18.25
N
Daily Bulletin (original)
NONE
Permanent retention by
Graphic Arts
90.7
N
DUI Case Files
NONE
10 years
28.15
N
Formal Inspection Report
NONE
Until next inspection
22.128
N
Grievance Files (Original
NONE
5 years after arbitration or
settlement
63.4
N
In Car Camera Video
NONE
90 days unless extended
hold requested
N
Inspection Log of Persons in Custody
NONE
6 periods after last entry
11.76
N
Page 33 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
Form Title / Record
Form No.
Retention
Rev. Date
Item No.
Online
Juvenile Jacket
NONE
Unit-until age 17; in
Records Ctr. 80th birthday
or death
8/83
49.19
N
Mayor's Office of Inquiry & Information Complaints
NONE
C.R. cases-File (C.R.)
Non-C.R.: 3 years 8.12
8.11
N
Medical Jacket
NONE
7 yrs. after termination, if no
claims or litigation; disabled
member: until death
71.4
N
Miscellaneous Receipt Book
NONE
1 period after filled
1.1
N
Motor Vehicle Inventory File
NONE
1 yr. after disposition
88.2
N
News/Press Releases (orig.)
NONE
Permanent
6.1
N
Ordinance Complaint
NONE
(gold Dept. copy) 3 periods
(pink Dept. copy) 3 periods
after adjudication
(blue officer's copy) 6
months after last entry in bk.
15.5
N
Overtime Authorization Log
NONE
2 yrs. after last entry
18.21
N
Parking Violation Notice Receipt
NONE
As per Dept. Notice (no less
than 6 mos.)
30.26
N
Personal Service Citation (Dept. copy)
NONE
2 yrs. & after audit
100.35
N
Personnel Jacket
NONE
Work & salary history
records 60 yrs./ employee's
78th birthday; all other
records 5 yrs. after
termination. Sworn , Civ.,
Crossing Guard
70.3, 70.4,
70.5
N
Personnel Orders (original)
NONE
2 years
70.1
N
Recording Tapes, C.O.S.
NONE
Erase & reuse after 30 days
(Note: except tapes on
HOLD refer to Dept. Spec.
Order)
78.26
N
Search Warrant File
NONE
1 year
18.7
N
Statement of Crime Victim's Rights Office of the
Attorney General
NONE
Yellow copy - Retain in the
District Review Office
9/19
Y
Statement of Economic Interest (blue)
NONE
3 years
11.80
N
Summary Punishment File
NONE
1 year
9.6
N
Task File
NONE
Permanent
55.13
N
Traffic Citation Book Receipt
NONE
As per Dept. Notice (no less
than 6 mos.)
30.26
N
Unit Civilian Members Collective Bargaining
NONE
1 yr. after last remaining
grievance is resolved
63.14
N
Unit FOP Grievance Log Book
NONE
1 yr. after last remaining
grievance is resolved
63.13
N
Unit Personnel Jacket
NONE
Retain until termination then
to Personnel Div.
11.47
N
Urine Drug Test File
NONE
Negative: until lab report
received; positive: until
adjudicated
74.73
N
Employee Change of Address Form- City of Chicago
PER-72
Personnel Jacket
8/10
Y
Performance Evaluation
PER-95
5 years
9/85
11.77
Y
Performance Evaluation-Supervisory
PER-96
5 years
9/85
11.78
Y
Ethics Act Signature List
S880045A
1 year
11.75
N
Case Report File
Varies
(orig) Retain according to
current "Application for
Authority to Dispose of
Local Records in Cook
County"
(pink) 60 days
11.10
N
Page 34 of 34
FORMS RETENTION SCHEDULE CPD-11.717 Rev.
(02/15/24)
