The City shall only retain disciplinary records (including but not limited to records contained in the personnel service file and investigative files) for the time periods set forth in the following schedule:
Period | Records |
5 years | All records relating to cases of suspensions of 30 days or more |
4 years | All other disciplinary records |
The above period shall commence upon issuance of the reprimand, Safety Director's decision, or the Chief's decision when it is accepted. In investigations resulting in a finding of exonerated, non-sustained, or unfounded, the period shall commence upon such finding.
Commencing January 1, 1994 and thereafter all disciplinary records maintained by the City that exceed the above retention schedule shall be destroyed. The City may maintain a statistical record showing numbers, types, and levels of discipline and a statistical profile of officers disciplined, but shall not maintain any records identifying individual officers beyond the specified periods.
The union agrees to make available and provide copies to the city, any and all disciplinary records that they have in their possession to determine relevancy in any appeal hearing. The question as to admissibility of said documents will remain with the administrative hearing officer and/or arbitrator.