Series Descriptions

Series Title (Agency Series #): Description, Retention (Legal Citation)

Annual/Special Reports (MCSO2-001): Reports documenting the program or primary functional activities and accomplishments of the Sheriff's Office. Includes both annual reports and special reports (ad hoc reports on various subjects). These are often compiled from monthly, quarterly, or other subsidiary activity reports. Usually includes statistics, narratives, graphs, diagrams, and similar information.
Retention: Retain permanently. (MOAR 166-150-0005(3))

Classification Committee Records (MCSO2-002): Records documenting the proceedings of the Sheriff's Office Classification Committee. Records may include minutes, agendas, exhibits, resolutions, staff reports, indexes, audio or visual recordings, correspondence, and related documentation.
Retention: Retain permanently. (MOAR 166-150-0005(15))

Correspondence, Ephemeral (MCSO2-003): Series documents communications received or sent which do not contain significant information about the planning and research program, fiscal status, or routine operations. Records include, but are not limited to, advertising circulars, drafts and worksheets, desk notes, memoranda, and other records of a preliminary or informational nature.
Retention: Retain until read. (MOAR 166-150-0005(8))

Correspondence, General (MCSO2-004): Series documents communications received or sent which do not contain significant information about an agency's programs. Records include letters sent and received, memoranda, notes, transmittals, acknowledgements, community affair notices, charity fund drive records, routine requests for information or publications, enclosures, and attachments.
Retention: Retain 1 year. (MOAR 166-150-0005(8))

Correspondence, Program (MCSO2-005): Correspondence, memoranda, and similar records which document and add significant information to the program or primary functional responsibility of the office. Includes letters sent and received, memoranda, notes, and other records related to specific programs or primary functions.
Retention: Retain 5 years. (MOAR 166-150-0005(8))

Monthly Statistical Reports (MCSO2-006): Used for analysis and reporting concerning the activities of the Corrections Division. Information includes data about jails and inmates provided by the corrections system (SWIS) and integrated into monthly reports. Information is available online for about one year.
Retention: Retain 20 years. (MOAR 166-150-0005(31))

Program Division Records (MCSO2-007): Correspondence, memoranda, and similar records which state or form the basis of policy, set important precedents, or record historic events related to the organization or operation of the agency. These records documents the organization and operations of the defunct Program Division. Includes letters sent and received, memoranda, notes, reports, studies, and other records.
Retention: Retain permanently. (MOAR 166-150-0005(8))

Project Records (MCSO2-008): Documents departmental projects assigned to this program because they affect the entire department or require special resources. Records vary widely depending on project but could include project proposals, interim and final reports, research material, maps and plans, blueprints and drawings, project plans and budgets, and related correspondence.
Retention: Significant projects: retain permanently; other projects: retain 5 years after project completed or abandoned. (MOAR 166-150-0005(31))

Strategic Planning Records (MCSO2-009): Series documents the strategic planning process for the Sheriff's Office. Records include strategic plans, mission statements, preliminary drafts, work notes, steering committee records, yearly operational plans and reviews, quarterly plans, and related correspondence.
Retention: Retain 20 years. (MOAR 166-150-0005(23))

Uniform Crime Reports (MCSO2-010): Statistical reports showing types and numbers of criminal investigations and arrests. Includes daily, monthly, and annual compilations. Reports show date, type of offense or incident, persons charged, investigations, department personnel actions, jail counts, and related information.
Retention: Retain permanently. (MOAR 166-150-0135(1))