As anyone working in law enforcement knows, maintaining accurate and up-to-date records is crucial not only for successful investigations, but also for ensuring that sensitive information is handled and stored correctly. In Colorado, law enforcement agencies are required to adhere to specific records retention schedules to maintain a high level of accountability and improve overall process efficiency. In this blog post, we'll delve into the ins and outs of the Colorado law enforcement records retention schedule, offering guidance and insight for agencies to navigate and maintain compliance with these requirements.

Understanding Colorado's Law Enforcement Records Retention Schedule

In Colorado, the State Archives Department is responsible for establishing records retention schedules, which outline the minimum retention periods for various types of records, with a focus on law enforcement records in this case. These schedules are designed to help law enforcement agencies manage their records more effectively in addition to adhering to legal and regulatory requirements.

The Colorado Law Enforcement Records Retention Schedule (CLERRS), which is continuously updated by the State Archives Department, is divided into categories such as administrative records, investigative records, detention records, and more. Within each category, individual record types have their own designated retention periods.

Key Categories and Retention Periods

Here are some of the main categories in CLERRS, as well as an overview of some of the most common retention periods for each type of record:

1. Administrative Records

Administrative records are related to the general operations and policymaking within a law enforcement agency. This category includes records related to agency policies and procedures, training, and staffing.

Policies and procedures: Retain for 3 years after the supersession or repeal of the policy.

Training records: Retain for the duration of employment, plus an additional 3 years.

Complaints: Retain for 5 years or until resolved, whichever comes later.

2. Investigative Records

Investigative records are created and maintained during investigations, and include reports, evidence, and other documentation.

Case Files: Retain for 10 years after the last action on the case, or in the case of homicide or a crime of violence, 20 years.

Investigations for hiring: Retain for 3 years after the hiring decision has been made.

Surveillance and intelligence records: Retain for 5 years after the case＊s last action.

3. Detention Records

Detention records are related to the management and detention of individuals in the custody of a law enforcement agency, particularly in jails and correctional facilities.

Inmate files: Retain until the inmate is released, plus an additional 10 years.

Booking records: Retain for 3 years after booking.

Incident and discipline records: Retain for 5 years.

4. Evidence and Property Records

These records deal with the handling, storage, and disposition of evidence and property that law enforcement agencies collect.

Evidence logs: Retain for 3 years after the case＊s last action.

Property records: Retain for 3 years after the property's final disposition.

Implementing Effective Records Management Practices

Now that you have an understanding of some of the key elements of the CLERRS, it's important to consider how your law enforcement agency can implement effective records management practices. Effective records management helps ensure compliance and also enhances your agency's overall operational efficiency. Some best practices include:

Standardizing processes: Develop consistent procedures for creating, maintaining, and disposing of records throughout your agency. Consistent processes make it easier to train staff, ensure compliance, and efficiently manage records.

Using records management software: Implement the use of records management software to help track and manage retention schedules, audit trails, and disposal processes. This type of software automates many of the tasks associated with records management, helping to minimize human error and ensure that records are destroyed only when their retention periods are complete.

Conducting regular audits: One way to ensure compliance with CLERRS is to periodically conduct internal audits. This not only helps to catch any missed steps or potential errors in the records management process but also reinforces your agency's commitment to compliance and effective records management.

By following the Colorado Law Enforcement Records Retention Schedule, developing standardized processes, and using records management software, law enforcement agencies in Colorado can confidently maintain compliance and improve their overall records management processes. Effective records management is essential to the long-term success of any agency and can greatly assist in ensuring timely access to accurate and relevant information for both your agency and the public.