District Attorney
Content
CITY OF PHILADELPHIA / DEPT. OF RECORDS
Record Series Report - OFFICE OF THE DISTRICT ATTORNEY
Department ID
Department Name
/DA/
District Attorney, Office of the
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-OL-0002-
HABITUAL OFFENDER (HO) FILES - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+10
EVENT IS DATE CASE IS COMPLETE.
Habitual offender case folders.
From existing practice of DA as related by Beverly Grosce in 7/97.
08/06/1997 9:29:34 AM
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 1
Department ID
Department Name
/DA/AP/
Appeals
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
APPEALS
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 2
Department ID
Department Name
/DA/AP/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-AC-
APPEALS - CHIEF
DA-AC-0001-
DOCKET BOOK OF APPEALED CASES PA COURTS
Vital
Total
Retention
Requirement
CR+50
Books containing listings of all PA cases on appeal, along with notations of all official actions
pertaining to each case.
DA-AC-0002-
GENERAL CORRESPONDENCE - HOLD ON SITE
CR+3
Correspondence on a variety of subjects pertaining to the administration of the Appeals Division and
to the duties of the Chief of Appeals
DA-AC-0003-
LIST DOCKET - HOLD ON SITE
CR+1
Records of appealed cases on a single court session list with notations of internal unofficial actions
pertaining to each case
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 3
Department ID
Department Name
/DA/AP/CH/
Chief
Series ID
DA-AC-0004-
Description
Confidential
PUBLISHED BRIEFS
Vital
Total
Retention
Requirement
PRM
Printed briefs of Supreme and Superior Court of PA cases, US Court of Appeals, 3rd Circuit cases
and US Supreme Court cases handled by the District Attorney's office. RETAIN BOUND COPY
ONLY.
DA-AC-0005-
REFERENCE DATA - LAW LIBRARY - HOLD ON SITE
SUP
Collection includes PA State Court Reports, law encyclopedias, treatises, and loose leaf information
services which are used in legal reference and research by the District Attorney's office.
DA-AC-0006-
RESEARCH AND SOURCE
REF
Research notes, memoranda of law, articles, etc. - RETAIN UNTIL NO LONGER NEEDED FOR
REFERENCE
DA-AC-0007-
SESSION LISTS - HOLD ON SITE
CR+1
Case listings published by the Superior Court and Supreme Court of PA
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 4
Department ID
Department Name
/DA/AP/FC/
Federal Courts
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-FC-
APPEALS - FEDERAL COURTS
DA-FC-0001-
DOCKET OF FEDERAL COURT CASES
Vital
Total
Retention
Requirement
CR+10
List of Federal Court cases in the Eastern District Court and the Circuit Court of Appeals, 3rd Circuit.
Contains an alphabetical list of defendants, court cases numbers, judges and dispositions.
Miscellaneous courts are also included in this docket.
DA-FC-0002-
GENERAL CORRESPONDENCE - HOLD ON SITE
CY+2
Correspondence from various courts and attorneys pertaining to Federal Appeals
DA-FC-0003-
PUBLISHED SLIP OPINIONS - HOLD ON SITE
Leaflets pertaining to decisions in the 3rd Circuit Court of Appeals.
RETAIN UNTIL PUBLISHED AND BOUND AS A VOLUME, THEN DISPOSE
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 5
Department ID
Department Name
/DA/AP/MC/
Miscellaneous Courts and Post Trial
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-AM-
APPEALS - MISCELLANEOUS COURTS AND POST TRIAL
DA-AM-0001-
ADVANCE LISTING NOTICES - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/3
Court listings that precede IBM printouts of trial lists for sentence deferred, motion for new trial and
violation of probation hearings.
DA-AM-0002-
CASE CROSS REFERENCE FILE DEFERRED SENTENCES - HOLD ON
SITE
CY+1
Alphabetical cross reference to cases in which sentence has been deferred. Includes information on
court action at each listing and on sentencing.
DA-AM-0003-
CROSS REFERENCE FILE MOTIONS FOR NEW TRIALS - HOLD ON SITE
CY+1
Alphabetical by name of defendant, showing listing of motions for new trials
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 6
Department ID
Department Name
/DA/AP/MC/
Miscellaneous Courts and Post Trial
Series ID
DA-AM-0004-
Description
Confidential
CROSS REFERENCE FILE POST CONVICTION PETITIONS - HOLD ON
SITE
Vital
Total
Retention
Requirement
CLO+4
Alphabetical by name of defendant, showing such information as court term and number, date of
post conviction hearing, name of judge, attorneys, dispositions, etc.
DA-AM-0005-
CROSS REFERENCE FILE PRE TRIAL MOTIONS - HOLD ON SITE
CLO+1
Record of all pre-trial motions, including name of defendant, type of motion, indictment number,
hearing date and disposition information.
DA-AM-0006-
DOCKET OF POST TRIAL MATTERS - HOLD ON SITE
CLO+3
Listing of hearing dates set by the Clerk of Court. Includes court room number.
DA-AM-0007-
DOCKET OF PRE TRIAL MOTIONS - HOLD ON SITE
CLO+3
Listing of trial dates set by Clerk of Court for Miscellaneous Court cases, including court room
number
DA-AM-0008-
PRE TRIAL MOTIONS
CR+6
Motions to expunge and appeal summary convictions for which no trial file exists.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 7
Department ID
Department Name
/DA/AP/MC/
Miscellaneous Courts and Post Trial
Series ID
DA-AM-0009-
Description
Confidential
SUBPOENA SHEETS PRE TRIAL MOTIONS - CIVILIANS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/1
Informational records of subpoenas sent to civilians.
DA-AM-0010-
SUBPOENA SHEETS PRE TRIAL MOTIONS - POLICE - HOLD ON SITE
CR+0/1
Informational records of subpoenas sent to Police.
DA-AM-0011-
TRIAL LISTS - POST CONVICTION HEARINGS
CR+4
Printouts showing daily schedules for post conviction hearings
DA-AM-0012-
TRIAL LISTS - POST TRIAL MOTIONS AND DEFERRED SENTENCES HOLD ON SITE
CR+0/1
Printouts showing daily schedules for post trial motions and deferred sentences
DA-AM-0013-
TRIAL LISTS - PRE TRIAL MOTIONS
CR+4
Printouts showing daily trial schedules for pre trial motions
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 8
Department ID
Department Name
/DA/AP/MH/
Mental Health
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-MH-
APPEALS - MENTAL HEALTH
DA-MH-0001-
MENTAL HEALTH CASE FILES
Vital
Total
Retention
Requirement
CLO+30
Case files containing correspondence, petitions, letters, memos, reports of psychiatric examinations,
etc.
DA-MH-0002-
MENTAL HEALTH DOCKET BOOK
CR+ 75
Records of actions taken by Mental Health Unit or individual cases.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 9
Department ID
Department Name
/DA/AP/PC/
Pardons and Commutations
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-PC-
APPEALS - PARDONS AND COMMUTATIONS
DA-PC-0001-
APPLICATIONS FOR PARDONS AND COMMUTATIONS - EVENT DATE
REQUIRED
Vital
Total
Retention
Requirement
ACT+10
EVENT IS COMMUTATION OF SENTENCE, EXPIRATION OF SENTENCE OR DEATH OF
DEFENDANT
Information on defendants applications for pardons, presented by defense counsel to the Pardons
Board. Contain Applications for Clemency from the PA Board of Pardons, Commutation Summaries,
Detective investigatory material, evaluations from the Probation Department, FBI reports, prison
records, police evaluations, judges correspondence and arguments
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 10
Department ID
Department Name
/DA/DET/
Detectives
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
DETECTIVES
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 11
Department ID
Department Name
/DA/DET/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DC-
DETECTIVES - CHIEF
DA-DC-0001-
BENCH WARRANT HEARING LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/1
Lists of defendants scheduled for hearings who have been brought in on bench warrants
DA-DC-0002-
COURT ROOM CHECKS - HOLD ON SITE
CR+0/1
Daily lists of court schedules, designating court room, judge, Assistant District Attorney, status and
time
DA-DC-0003-
INVESTIGATION REPORTS
CLO+15
Reports of investigations made by the District Attorney's Detectives
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 12
Department ID
Department Name
/DA/DET/CR/
Community Rights
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DC-
DETECTIVES - COMMUNITY RIGHTS
DA-DC-0001-
CONSTABLE CARD FILE - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+12
EVENT IS DATE CONSTABLE LEAVES OFFICE
Alphabetical listing of every constable and deputy constable in Philadelphia
DA-DC-0002-
INCIDENT REPORTS
ACT+5
Reports on private warrants, fraud matters and arrests by detectives in this division
DA-DC-0003-
INVESTIGATIONS FILES - REQUIRES MANUAL INSERTION OF DESTRUCT
DATE
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 13
Department ID
Department Name
/DA/DET/CR/
Community Rights
Series ID
Description
Confidential
Vital
Total
Retention
Requirement
Investigations of license applications and renewals for private detective agencies, deputy constable
petitions, fraud matters, nuisance taprooms, obscenities and other special investigations assigned to
this division by the Chief of District Attorney's Detectives.
RETAIN PRIVATE DETECTIVE INVESTIGATOINS INDEFINITELY, DEPUTY CONSTABLE
INVESTIGATIONS 12 YEARS AFTER CONSTABLE IS OUT OF OFFICE, ALL OTHERS RETAIN
10 YEARS AFTER INVESTIGATION IS COMPLETE
DA-DC-0004-
PRIVATE DETECTIVE EMPLOYEE FILE
SEP+10
Records of private detective agency employees, reflecting arrest of these employees prior to their
being accepted for permanent employment.
DA-DC-0005-
PRIVATE WARRANTS
CR+5
Private criminal complaints sworn out by citizens. Could concern any matter that is a violation of the
penal code
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 14
Department ID
Department Name
/DA/DET/HO/
Homicide
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DH-
DETECTIVES - HOMICIDE
DA-DH-0001-
ACTIVITY LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+2
Assignment schedules of detectives in this Unit
DA-DH-0002-
DEATH VERIFICATIONS
CR+5
Investigation folders to verify that suspects arrested for any charge have died prior to trial.
DA-DH-0003-
PRELIMINARY HOMICIDE SUMMARIES
CR+10
Preliminary reports of homicides prepared within 24 hours after the homicide.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 15
Department ID
Department Name
/DA/DET/HO/
Homicide
Series ID
DA-DH-0004-
Description
Confidential
TRIAL LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Printout showing daily major trial schedules for courtrooms.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 16
Department ID
Department Name
/DA/DET/IN/
Intelligence
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DI-
DETECTIVES - INTELLIGENCE
DA-DI-0001-
ASSIGNMENT JOURNAL
Vital
Total
Retention
Requirement
PRM
Book of every request for an investigation from an out-of-town police jurisdiction
DA-DI-0002-
CONFIDENTIAL INVESTIGATIONS
Y
IND
Files of major investigations initiated by the District Attorney's Office. Include investigations such as
PAAC Summer Camp Scandal, Taprooms - Unsavory Characters, Special Grand Jury Probes
DA-DI-0003-
INTELLIGENCE RECORD CARDS
CR+75
Summaries of information on persons involved in investigations by this unit. Category also includes
LEIU Intelligence Record Cards
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 17
Department ID
Department Name
/DA/DET/IN/
Intelligence
Series ID
DA-DI-0004-
Description
Confidential
LEIU - LAW ENFORCEMENT INTELLIGENCE UNIT CORRESPONDENCE HOLD ON SITE
Vital
Total
Retention
Requirement
SUP
Includes requests for investigations from out-of-town police jurisdictions and correspondence
pertaining to the general business of the LEIU organization.
DA-DI-0005-
PENNSYLVANIA MOTOR VEHICLE REGISTRATION BULLETINS - HOLD
ON SITE
SUP
Lists of all licenses in PA, showing the name and address of the registered owner.
DA-DI-0006-
STREET LISTS - HOLD ON SITE
SUP
Lists of registered voters separated by wards, divisions and streets
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 18
Department ID
Department Name
/DA/DET/MT/
Major Trials
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DM-
DETECTIVES - MAJOR TRIALS
DA-DM-0001-
MAJOR TRIAL INVESTIGATIONS - EVENT DATE REQUIRED - HOLD ON
SITE
Vital
Total
Retention
Requirement
ACT+2
EVENT IS AFTER ALL APPEALS TAKEN AND FINAL SENTENCE PRONOUNCED.
Includes investigations pertaining to major cases, and investigations initiated by the District Attorney
Office and assigned to this unit. Includes Witness Subpoena, Subpoenas Issued to Police Officers,
Incident Report, Investigation Report, Arrest Report, Continuation Report, Complaint, Magistrate
Hearing List, Complaint and Affidavit for Search Warrant, Wanted Card, Physical Evidence and
correspondence.
DA-DM-0002-
RETURN OF EVIDENCE RELEASES - HOLD ON SITE
CR+2
Record copies of sheets forwarded to Evidence Custodian instructing to release evidence to its
owner.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 19
Department ID
Department Name
/DA/DET/SU/
Subpoena
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DS-
DETECTIVES - SUBPOENA UNIT
DA-DS-0001-
INDEXES OF SUBPOENAS - WITNESSES AND DEFENDANTS
Vital
Total
Retention
Requirement
CR+4
Card files designating new addresses for witnesses and defendants as well as defendants who are
unlocatable or unable to appear.
DA-DS-0002-
RETURNS OF SERVICE - DEFENDANT SUBPOENAS - HOLD ON SITE
CR+1
Subpoenas issued to bail bondsmen notifying them to have their defendant in Court on a certain
date.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 20
Department ID
Department Name
/DA/DET/WO/
Warrant Operations
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DW-
DETECTIVES - WARRANT OPERATIONS
DA-DW-0001-
WAIVERS OF EXTRADITION
Vital
Total
Retention
Requirement
CY+4
Legal agreements by fugitives wanted in another state in which the fugitive agrees to return to the
state from which he fled.
DA-DW-0002-
WANTED CARDS - HOLD ON SITE
Cards function to alert apprehending officers that the persons named on them have outstanding
bench warrants and are wanted by the District Attorney. RETAIN UNTIL PERSON IS
APPREHENDED.
DA-DW-0003-
WARRANT CASE FILES
CLO+5
Folders on individuals for whom an arrest warrant has been issued. WHEN CASE IS CLOSED AS A
RESULT OF TRIAL OR NOL PROS WARRANT FOLDER SHOULD BE TRANSFERRED TO
CENTRAL RECORDS AND INCORPORATED WITH TRIAL FILE FOLDER.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 21
Department ID
Department Name
/DA/FAM/
Family Court
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-FC-
FAMILY COURT
DA-FC-0001-
BENCH WARRANTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CLO
Open bench warrants pulled from case folders that contained only bench warrants. RETAIN UNTIL
DEFENDANT IS APPREHENDED OR WARRANT WITHDRAWN.
DA-FC-0002-
CASE CORRESPONDENCE
CR+50
Letters from prosecutors in other jurisdictions to place or enforce an order in this country, or to make
an arrest where there is an outstanding bench warrant. Locations requests are also included, along
with affidavits of non-support, depositions, incoming fugitive warrants and other legal papers.
DA-FC-0003-
COMPLAINT LOG
CR+50
Alphabetical file of complaints pertaining to a variety of charges (not always Family Court matters)
kept by name of complainant.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 22
Department ID
Department Name
/DA/FAM/
Family Court
Series ID
DA-FC-0004-
Description
Confidential
COURT LOCATIONS
Vital
Total
Retention
Requirement
CR+50
Investigation records of defendants that have to be located. Mainly out of state and once located
petitions for support are filed and forwarded to the State where defendant resides.
DA-FC-0005-
EXTRADITION NON-SUPPORT CASES - EVENT DATE REQUIRED - HOLD
ON SITE
ACT
EVENT IS WITHDRAWAL OF WARRANT BY COURT
Case folders for fugitives charged with abandonment and non-support
DA-FC-0006-
FORNICATION AND BASTARDY CARD FILE
CR+50
Case record files of men involved in paternity cases and for whom warrants have been issued.
DA-FC-0007-
JUVENILE CASE CROSS-REFERENCE FILE - EVENT DATE REQUIRED
DB+21
EVENT IS DATE OF BIRTH
Alphabetic card file showing name of the defendant, date of first arrest and names of parents.
DA-FC-0008-
JUVENILE CONTACT REPORTS - EVENT DATE REQUIRED
DB+21
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 23
Department ID
Department Name
/DA/FAM/
Family Court
Series ID
Description
Confidential
Vital
Total
Retention
Requirement
EVENT IS DATE OF BIRTH
Files of incidents involving juvenile contacts with the police, such as questionings, arrests, etc.
DA-FC-0009-
JUVENILE INTERVIEWS - HOLD ON SITE
CR+3
Records of juvenile interviews conducted by the Youth Study Center. Occasionally they are used in
trying cases. IF SUBJECT NOT ARRESTED IN ONE YEAR AFTER FIRST ARREST, DISPOSE.
DA-FC-0010-
JUVENILE TRIAL FILES
CLO+10
Folders on juvenile defendants compiled for the purpose of trying their cases.
DA-FC-0011-
NON-SUPPORT WARRANT FILES - EVENT DATE REQUIRED - HOLD ON
SITE
ACT
EVENT IS WITHDRAWAL OF WARRANT
Folders containing warrants and related correspondence for persons charged with non-support
and/or contempt of court.
DA-FC-0012-
PRISONERS BRING UP - EVENT DATE REQUIRED - HOLD ON SITE
ACT+0/3
EVENT IS HEARING DATE
Lists of prisoners to be brought into court.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 24
Department ID
Department Name
/DA/GS/
General Series
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-GS-
GENERAL SERIES
DA-GS-0001-
CASE FILES - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+1
EVENT IS DATE OF VERDICT OR SENTENCING
Filed papers related to criminal cases, including but not limited to affidavits, agreements, briefs,
appeals, indictments, motions, orders, petitions, pleas, reports, stipulations, subpoenas, testimony,
verdicts and writs.
NOTE: In all cases, transfer to Record Storage Center 1 year after date of verdict/sentencing. If
appealed, "DA5" represents indefinite on-site retention. When appellate decision is reached, "DA5"
is replaced by "DA7", meaning record is transferred to Record Storage Center 1 year from date of
appellate decision.
DA1 (non-homicide cases, guilty) = Retain off-site 5 years from maximum sentence expiration date.
DA2 (non-capital homicide/rape, guilty) = Retain off-site 30 years from maximum sentence expiration
date.
DA3 (homicide/rape, not guilty) = Retain off-site 5 years from date
of verdict.
DA4 (capital homicide, guilty) = Retain off-site 72 years from date of verdict.
DA6 (homicide life sentences, imported 2/28/95) = Retain off-site 72 years from date of data
compilation (date in the "to" field of the record)
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 25
Department ID
Department Name
/DA/INV/
Investigations
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
INVESTIGATIONS
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 26
Department ID
Department Name
/DA/INV/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IC-
INVESTIGATIONS - CHIEF
DA-IC-0001-
CONFIDENTIAL INVESTIGATIONS - RETAIN INDEFINITELY
Y
Vital
Total
Retention
Requirement
IND
Records pertaining to investigations conducted by this office.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 27
Department ID
Department Name
/DA/INV/FR/
Frauds
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IF-
INVESTIGATIONS - FRAUDS
DA-IF-0001-
COMPLAINTS OF FRAUDS
Vital
Total
Retention
Requirement
CR+6
Folders started by complaints of frauds. May include other background information on the business
or individual against whom the compliant has been lodged. Newspaper articles, FBI reports, FTC
reports and other information reports may also be included.
DA-IF-0002-
CONSTABLE COMPLAINTS
CR+6
Complaints filed by individuals concerning abuses by constables
DA-IF-0003-
FRAUD STATISTICAL INDEX
CR+10
Listing of frauds by various type, e.g., auto, photographers, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 28
Department ID
Department Name
/DA/INV/FR/
Frauds
Series ID
DA-IF-0004-
Description
Confidential
INDEX TO CONSTABLE COMPLAINTS
Vital
Total
Retention
Requirement
CR+6
Card file designating the constable accused the complainant
DA-IF-0005-
INDEX TO FRAUD COMPLAINTS
CR+5
Card file listing the name, address and phone number of the accused filed by name of accused,
accompanied by cross-reference card filed by name of the complainant.
DA-IF-0006-
INFORMATIONAL COMPLAINTS
CR+5
General complaints not pertaining specifically to frauds, filed by name of complainant.
DA-IF-0007-
WORK LOAD REPORTS - COMMUNITY RIGHTS DIVISION
CY+5
Monthly reports listing the various functions performed by detectives in the Community Rights
Division, such as frauds, constable complaints, private and free warrants, arrests, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 29
Department ID
Department Name
/DA/INV/NA/
Narcotics
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IN-
INVESTIGATIONS - NARCOTICS
DA-IN-0001-
MOTOR VEHICLE CONFISCATIONS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Records of the forfeitures and releases of automobiles involved in narcotics seizures.
DA-IN-0002-
NARCOTICS INVESTIGATION FILES
CLO+4
Folders containing investigations of persons and locations concerned with narcotics offenses.
DA-IN-0003-
STATISTICAL REPORTS
CR+10
Semi-annual breakdown of deaths due directly and indirectly to narcotics usage. Vital statistics and
circumstances of death are reflected in these records.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 30
Department ID
Department Name
/DA/INV/NA/
Narcotics
Series ID
DA-IN-0004-
Description
Confidential
STATISTICAL REPORTS FROM THE POLICE DEPT- NARCOTICS AND
DRUG ARRESTS
Vital
Total
Retention
Requirement
CR+10
Annual breakdowns of drug arrests into various drug and narcotics categories
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 31
Department ID
Department Name
/DA/INV/NU/
Nuisance Taprooms
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-NU-
INVESTIGATIONS - NUISANCE TAPROOMS
DA-NU-0001-
SPECIAL INVESTIGATIONS - NUISANCE TAPROOMS
Vital
Total
Retention
Requirement
PRM
Folders containing special investigatory reports, police reports, photos, legal forms, petitions and
decrees geared to build up a case against a taproom so that it might be shut down.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 32
Department ID
Department Name
/DA/INV/OB/
Obscenity
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IO-
INVESTIGATIONS - OBSCENITY
DA-IO-0001-
COMPLAINTS - MAIL ADVERTISING - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Samples of mail advertisements of an obscene nature filed by name of company. Correspondence
answering complaints is attached to samples.
DA-IO-0002-
INVESTIGATIONS - OBSCENITY UNIT
CLO+3
Correspondence, memos, etc. pertaining to obscene literature, films, bookstores, books, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 33
Department ID
Department Name
/DA/LIT/
Litigation
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
LITIGATION
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 34
Department ID
Department Name
/DA/LIT/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LC-
LITIGATION - CHIEF
DA-LC-0001-
CASE CORRESPONDENCE - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/1
Copies of interoffice memos and memos to the trial commissioners, lawyers, etc. pertaining to trials
and the disposition of cases.
DA-LC-0002-
CASE STATISTICS - HOLD ON SITE
CY+1
Weekly statistical compilations pertaining to the disposition of cases - except for Municipal Court
cases. These compilations are indexed by the most significant charge.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 35
Department ID
Department Name
/DA/LIT/CR/
Central Records
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LR-
LITIGATION - CENTRAL RECORDS
DA-LR-0001-
ARRAIGNMENT LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Report for both bail and prison cases, containing information on the defendant to be arraigned, the
trial date and room number, plea and defense counsel
DA-LR-0002-
INDEX TO CASES LISTED - EVENT DATE REQUIREDD - HOLD ON SITE
ACT+0/1
EVENT IS LISTING DATE
Card index to listing dates, filed chronologically by date listed
DA-LR-0003-
INDEX TO DEFERRED INDICTMENT - EVENT DATE REQUIRED - HOLD
ON SITE
ACT
EVENT IS DATE DEFENDANT AVAILABLE FOR TRIAL
Index to defendants who are not available for arraignment or trial because of illness or military
service.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 36
Department ID
Department Name
/DA/LIT/CR/
Central Records
Series ID
DA-LR-0004-
Description
Confidential
RE-ASSIGNMENT LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
List for both bail and prison cases, containing a record of new trial dates due to postponements, as
well as arraingment information
DA-LR-0005-
SUBPOENA REQUESTS - HOLD ON SITE
CR+0/1
Request for defendant to appear in a specific courtroom on a specific date. Subpoena itself is
returned to the trial file after it has been served.
DA-LR-0006-
TRIAL DOCKETS
CLO+25
Report of each arraingment, re-assignment or trial list date
DA-LR-0007-
TRIAL FILE FOLDERS
CLO+10
Folders on defendants compiled for the purpose of trying their cases. Bills of indictment,
investigatory material, notes of testimony, pre-trial motions, correspondence and other pertinent
documents might be found in these folders.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 37
Department ID
Department Name
/DA/LIT/HO/
Homicide
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LH-
LITIGATION - HOMICIDE
DA-LH-0001-
CROSS REFERENCE TO HOMICIDE CASES - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+10
EVENT IS DATE OF ARREST
Alphabetic card files containing information on homicide cases
DA-LH-0002-
HOMICIDE STATISTICAL REPORTS - HOLD ON SITE
CY+1
Weekly statistical compilation sheets reflecting homicide information.
DA-LH-0003-
INDEX OF DISPOSED CASES
CR+4
Reference book showing only disposed cases
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 38
Department ID
Department Name
/DA/LIT/HO/
Homicide
Series ID
DA-LH-0004-
Description
Confidential
TRIAL LISTS
Vital
Total
Retention
Requirement
CR+5
Monthly lists of cases scheduled to appear in court. Includes Homicide Case Disposition Book
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 39
Department ID
Department Name
/DA/LIT/IN/
Indictments
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LI-
LITIGATION - INDICTMENTS
DA-LI-0001-
DOCKET BOOKS - GRAND JURY
Vital
Total
Retention
Requirement
CR+5
Lists of cases that have appeared before the Grand Jury. These have essentially the same
information as the transcript dockets, and also include the witness names. Also included are lists of
dismissed bills.
DA-LI-0002-
DOCKET BOOKS - MUNICIPAL COURT APPEALS - HOLD ON SITE
CR+2
Docket listing appeals from Municipal Court
DA-LI-0003-
DOCKET BOOKS - TRANSCRIPTS
CR+10
Recordings of transcripts received, designating date received, magistrate number, file control
number, indictment number and date
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 40
Department ID
Department Name
/DA/LIT/IN/
Indictments
Series ID
DA-LI-0004-
Description
Confidential
GENERAL CORRESPONDENCE - HOLD ON SITE
Vital
Total
Retention
Requirement
CY+1
Includes letters to defendants advising them that their cases were dismissed, memos pertaining to
homicide cases, copies of interoffice memos and miscellaneous correspondence
DA-LI-0005-
HEARING SHEETS
CR+5
Records of preliminary hearings, including such information as the disposition, bail information and
further hearing dates.
DA-LI-0006-
HELD FOR COURT INDEX
CR+10
Index cards of defendants held for court including date held, district, magistrate name, bail and
amount, charges, codefendants, aliases and date transcript was received
DA-LI-0007-
INVENTORY OF TRANSCRIPTS - HOLD ON SITE
CR+1
Alphabetical listing of transcripts received each day. Used to designate file control numbers
DA-LI-0008-
NOL PROS CASES
CR+10
Case folders that have nol pros, i.e. District Attorney has decided not to prosecute.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 41
Department ID
Department Name
/DA/LIT/MC/
Municipal Court
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-MC-
LITIGATION - MUNICIPAL COURT
DA-MC-0001-
APPEALS LIST
Vital
Total
Retention
Requirement
CY+3
Daily lists of Municipal Court cases that have been appealed.
DA-MC-0002-
INDEX TO CASES
CLO+5
Alphabetic card file of Municipal Court cases.
DA-MC-0003-
MUNICIPAL COURT DOCKET BOOK - HOLD ON SITE
CR+3
Docket filled out at Police Administration Building listing all offenders, offenses and trial dates
pertaining only to Municipal Court cases.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 42
Department ID
Department Name
/DA/LIT/MC/
Municipal Court
Series ID
DA-MC-0004-
Description
Confidential
STATISTICAL REPORTS - MUNICIPAL COURT - HOLD ON SITE
Vital
Total
Retention
Requirement
CY+1
Weekly reports pertaining to charges and case dispositions
DA-MC-0005-
TRIAL FILE FOLDERS - MUNICIPAL COURT CASES
CLO+10
Folders on defendants whose crimes carry a maximum sentence of not more than two years. Bills of
indictment, investigatory material, pre-trial motions, correspondence and other pertinent documents.
DA-MC-0006-
TRIAL LISTS - MUNICIPAL COURT CASES - HOLD ON SITE
CR+1
Report showing daily schedules of trials and trial assignments in the Municipal Court
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 43
Department ID
Department Name
/DA/LIT/MT/
Major Trials
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LM-
LITIGATION - MAJOR TRIALS
DA-LM-0001-
CASE CORRESPONDENCE - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/01
Copies of interoffice memos and memos to trial commissioners, lawyers, etc. pertaining to trials and
the disposition of cases
DA-LM-0002-
CASE STATISTICS - HOLD ON SITE
CY+1
Weekly statistical compilations pertaining to disposition of cases - except for Municipal Court cases.
Kept by most significant charge
DA-LM-0003-
DOCKET OF MAJOR CASES
CR+50
Listing of all major trials in numerical sequence
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 44
Department ID
Department Name
/DA/LIT/MT/
Major Trials
Series ID
DA-LM-0004-
Description
Confidential
MAJOR ARRAIGNMENT LIST - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+2
Report of major cases awaiting trial dates, including homicide cases
DA-LM-0005-
TRIAL LISTS - MAJOR CASES - HOLD ON SITE
CR+3
Report showing daily major trial schedules for court rooms
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 45
Department ID
Department Name
/DA/LIT/TL/
Trial Listing
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LT-
LITIGATION - TRIAL LISTING
DA-LT-0001-
BENCH WARRANT CONTROL FILE - HOLD ON SITE
Vital
Total
Retention
Requirement
CLO+1
Card file of outstanding bench warrants, designating the location of the case folder.
DA-LT-0002-
PRELIMINARY TRIAL LISTS - HOLD ON SITE
CLO+0/3
List prepared by the trial listing clerks designating case and courtroom assignments.
DA-LT-0003-
STATISTICAL REPORTS - LIST CASES - HOLD ON SITE
CY+1
Weekly reports pertaining to bills listed by most significant charge and case dispositions
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 46
Department ID
Department Name
/DA/LIT/TL/
Trial Listing
Series ID
DA-LT-0004-
Description
Confidential
TRIAL LISTS - LIST CASES - HOLD ON SITE
Vital
Total
Retention
Requirement
CY+3
Report listing non-major trials and trial assignments, including attorney, courtroom, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 47
Record Series Report - OFFICE OF THE DISTRICT ATTORNEY
Department ID
Department Name
/DA/
District Attorney, Office of the
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-OL-0002-
HABITUAL OFFENDER (HO) FILES - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+10
EVENT IS DATE CASE IS COMPLETE.
Habitual offender case folders.
From existing practice of DA as related by Beverly Grosce in 7/97.
08/06/1997 9:29:34 AM
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 1
Department ID
Department Name
/DA/AP/
Appeals
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
APPEALS
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 2
Department ID
Department Name
/DA/AP/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-AC-
APPEALS - CHIEF
DA-AC-0001-
DOCKET BOOK OF APPEALED CASES PA COURTS
Vital
Total
Retention
Requirement
CR+50
Books containing listings of all PA cases on appeal, along with notations of all official actions
pertaining to each case.
DA-AC-0002-
GENERAL CORRESPONDENCE - HOLD ON SITE
CR+3
Correspondence on a variety of subjects pertaining to the administration of the Appeals Division and
to the duties of the Chief of Appeals
DA-AC-0003-
LIST DOCKET - HOLD ON SITE
CR+1
Records of appealed cases on a single court session list with notations of internal unofficial actions
pertaining to each case
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 3
Department ID
Department Name
/DA/AP/CH/
Chief
Series ID
DA-AC-0004-
Description
Confidential
PUBLISHED BRIEFS
Vital
Total
Retention
Requirement
PRM
Printed briefs of Supreme and Superior Court of PA cases, US Court of Appeals, 3rd Circuit cases
and US Supreme Court cases handled by the District Attorney's office. RETAIN BOUND COPY
ONLY.
DA-AC-0005-
REFERENCE DATA - LAW LIBRARY - HOLD ON SITE
SUP
Collection includes PA State Court Reports, law encyclopedias, treatises, and loose leaf information
services which are used in legal reference and research by the District Attorney's office.
DA-AC-0006-
RESEARCH AND SOURCE
REF
Research notes, memoranda of law, articles, etc. - RETAIN UNTIL NO LONGER NEEDED FOR
REFERENCE
DA-AC-0007-
SESSION LISTS - HOLD ON SITE
CR+1
Case listings published by the Superior Court and Supreme Court of PA
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 4
Department ID
Department Name
/DA/AP/FC/
Federal Courts
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-FC-
APPEALS - FEDERAL COURTS
DA-FC-0001-
DOCKET OF FEDERAL COURT CASES
Vital
Total
Retention
Requirement
CR+10
List of Federal Court cases in the Eastern District Court and the Circuit Court of Appeals, 3rd Circuit.
Contains an alphabetical list of defendants, court cases numbers, judges and dispositions.
Miscellaneous courts are also included in this docket.
DA-FC-0002-
GENERAL CORRESPONDENCE - HOLD ON SITE
CY+2
Correspondence from various courts and attorneys pertaining to Federal Appeals
DA-FC-0003-
PUBLISHED SLIP OPINIONS - HOLD ON SITE
Leaflets pertaining to decisions in the 3rd Circuit Court of Appeals.
RETAIN UNTIL PUBLISHED AND BOUND AS A VOLUME, THEN DISPOSE
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 5
Department ID
Department Name
/DA/AP/MC/
Miscellaneous Courts and Post Trial
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-AM-
APPEALS - MISCELLANEOUS COURTS AND POST TRIAL
DA-AM-0001-
ADVANCE LISTING NOTICES - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/3
Court listings that precede IBM printouts of trial lists for sentence deferred, motion for new trial and
violation of probation hearings.
DA-AM-0002-
CASE CROSS REFERENCE FILE DEFERRED SENTENCES - HOLD ON
SITE
CY+1
Alphabetical cross reference to cases in which sentence has been deferred. Includes information on
court action at each listing and on sentencing.
DA-AM-0003-
CROSS REFERENCE FILE MOTIONS FOR NEW TRIALS - HOLD ON SITE
CY+1
Alphabetical by name of defendant, showing listing of motions for new trials
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 6
Department ID
Department Name
/DA/AP/MC/
Miscellaneous Courts and Post Trial
Series ID
DA-AM-0004-
Description
Confidential
CROSS REFERENCE FILE POST CONVICTION PETITIONS - HOLD ON
SITE
Vital
Total
Retention
Requirement
CLO+4
Alphabetical by name of defendant, showing such information as court term and number, date of
post conviction hearing, name of judge, attorneys, dispositions, etc.
DA-AM-0005-
CROSS REFERENCE FILE PRE TRIAL MOTIONS - HOLD ON SITE
CLO+1
Record of all pre-trial motions, including name of defendant, type of motion, indictment number,
hearing date and disposition information.
DA-AM-0006-
DOCKET OF POST TRIAL MATTERS - HOLD ON SITE
CLO+3
Listing of hearing dates set by the Clerk of Court. Includes court room number.
DA-AM-0007-
DOCKET OF PRE TRIAL MOTIONS - HOLD ON SITE
CLO+3
Listing of trial dates set by Clerk of Court for Miscellaneous Court cases, including court room
number
DA-AM-0008-
PRE TRIAL MOTIONS
CR+6
Motions to expunge and appeal summary convictions for which no trial file exists.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 7
Department ID
Department Name
/DA/AP/MC/
Miscellaneous Courts and Post Trial
Series ID
DA-AM-0009-
Description
Confidential
SUBPOENA SHEETS PRE TRIAL MOTIONS - CIVILIANS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/1
Informational records of subpoenas sent to civilians.
DA-AM-0010-
SUBPOENA SHEETS PRE TRIAL MOTIONS - POLICE - HOLD ON SITE
CR+0/1
Informational records of subpoenas sent to Police.
DA-AM-0011-
TRIAL LISTS - POST CONVICTION HEARINGS
CR+4
Printouts showing daily schedules for post conviction hearings
DA-AM-0012-
TRIAL LISTS - POST TRIAL MOTIONS AND DEFERRED SENTENCES HOLD ON SITE
CR+0/1
Printouts showing daily schedules for post trial motions and deferred sentences
DA-AM-0013-
TRIAL LISTS - PRE TRIAL MOTIONS
CR+4
Printouts showing daily trial schedules for pre trial motions
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 8
Department ID
Department Name
/DA/AP/MH/
Mental Health
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-MH-
APPEALS - MENTAL HEALTH
DA-MH-0001-
MENTAL HEALTH CASE FILES
Vital
Total
Retention
Requirement
CLO+30
Case files containing correspondence, petitions, letters, memos, reports of psychiatric examinations,
etc.
DA-MH-0002-
MENTAL HEALTH DOCKET BOOK
CR+ 75
Records of actions taken by Mental Health Unit or individual cases.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 9
Department ID
Department Name
/DA/AP/PC/
Pardons and Commutations
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-PC-
APPEALS - PARDONS AND COMMUTATIONS
DA-PC-0001-
APPLICATIONS FOR PARDONS AND COMMUTATIONS - EVENT DATE
REQUIRED
Vital
Total
Retention
Requirement
ACT+10
EVENT IS COMMUTATION OF SENTENCE, EXPIRATION OF SENTENCE OR DEATH OF
DEFENDANT
Information on defendants applications for pardons, presented by defense counsel to the Pardons
Board. Contain Applications for Clemency from the PA Board of Pardons, Commutation Summaries,
Detective investigatory material, evaluations from the Probation Department, FBI reports, prison
records, police evaluations, judges correspondence and arguments
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 10
Department ID
Department Name
/DA/DET/
Detectives
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
DETECTIVES
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 11
Department ID
Department Name
/DA/DET/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DC-
DETECTIVES - CHIEF
DA-DC-0001-
BENCH WARRANT HEARING LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/1
Lists of defendants scheduled for hearings who have been brought in on bench warrants
DA-DC-0002-
COURT ROOM CHECKS - HOLD ON SITE
CR+0/1
Daily lists of court schedules, designating court room, judge, Assistant District Attorney, status and
time
DA-DC-0003-
INVESTIGATION REPORTS
CLO+15
Reports of investigations made by the District Attorney's Detectives
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 12
Department ID
Department Name
/DA/DET/CR/
Community Rights
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DC-
DETECTIVES - COMMUNITY RIGHTS
DA-DC-0001-
CONSTABLE CARD FILE - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+12
EVENT IS DATE CONSTABLE LEAVES OFFICE
Alphabetical listing of every constable and deputy constable in Philadelphia
DA-DC-0002-
INCIDENT REPORTS
ACT+5
Reports on private warrants, fraud matters and arrests by detectives in this division
DA-DC-0003-
INVESTIGATIONS FILES - REQUIRES MANUAL INSERTION OF DESTRUCT
DATE
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 13
Department ID
Department Name
/DA/DET/CR/
Community Rights
Series ID
Description
Confidential
Vital
Total
Retention
Requirement
Investigations of license applications and renewals for private detective agencies, deputy constable
petitions, fraud matters, nuisance taprooms, obscenities and other special investigations assigned to
this division by the Chief of District Attorney's Detectives.
RETAIN PRIVATE DETECTIVE INVESTIGATOINS INDEFINITELY, DEPUTY CONSTABLE
INVESTIGATIONS 12 YEARS AFTER CONSTABLE IS OUT OF OFFICE, ALL OTHERS RETAIN
10 YEARS AFTER INVESTIGATION IS COMPLETE
DA-DC-0004-
PRIVATE DETECTIVE EMPLOYEE FILE
SEP+10
Records of private detective agency employees, reflecting arrest of these employees prior to their
being accepted for permanent employment.
DA-DC-0005-
PRIVATE WARRANTS
CR+5
Private criminal complaints sworn out by citizens. Could concern any matter that is a violation of the
penal code
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 14
Department ID
Department Name
/DA/DET/HO/
Homicide
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DH-
DETECTIVES - HOMICIDE
DA-DH-0001-
ACTIVITY LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+2
Assignment schedules of detectives in this Unit
DA-DH-0002-
DEATH VERIFICATIONS
CR+5
Investigation folders to verify that suspects arrested for any charge have died prior to trial.
DA-DH-0003-
PRELIMINARY HOMICIDE SUMMARIES
CR+10
Preliminary reports of homicides prepared within 24 hours after the homicide.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 15
Department ID
Department Name
/DA/DET/HO/
Homicide
Series ID
DA-DH-0004-
Description
Confidential
TRIAL LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Printout showing daily major trial schedules for courtrooms.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 16
Department ID
Department Name
/DA/DET/IN/
Intelligence
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DI-
DETECTIVES - INTELLIGENCE
DA-DI-0001-
ASSIGNMENT JOURNAL
Vital
Total
Retention
Requirement
PRM
Book of every request for an investigation from an out-of-town police jurisdiction
DA-DI-0002-
CONFIDENTIAL INVESTIGATIONS
Y
IND
Files of major investigations initiated by the District Attorney's Office. Include investigations such as
PAAC Summer Camp Scandal, Taprooms - Unsavory Characters, Special Grand Jury Probes
DA-DI-0003-
INTELLIGENCE RECORD CARDS
CR+75
Summaries of information on persons involved in investigations by this unit. Category also includes
LEIU Intelligence Record Cards
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 17
Department ID
Department Name
/DA/DET/IN/
Intelligence
Series ID
DA-DI-0004-
Description
Confidential
LEIU - LAW ENFORCEMENT INTELLIGENCE UNIT CORRESPONDENCE HOLD ON SITE
Vital
Total
Retention
Requirement
SUP
Includes requests for investigations from out-of-town police jurisdictions and correspondence
pertaining to the general business of the LEIU organization.
DA-DI-0005-
PENNSYLVANIA MOTOR VEHICLE REGISTRATION BULLETINS - HOLD
ON SITE
SUP
Lists of all licenses in PA, showing the name and address of the registered owner.
DA-DI-0006-
STREET LISTS - HOLD ON SITE
SUP
Lists of registered voters separated by wards, divisions and streets
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 18
Department ID
Department Name
/DA/DET/MT/
Major Trials
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DM-
DETECTIVES - MAJOR TRIALS
DA-DM-0001-
MAJOR TRIAL INVESTIGATIONS - EVENT DATE REQUIRED - HOLD ON
SITE
Vital
Total
Retention
Requirement
ACT+2
EVENT IS AFTER ALL APPEALS TAKEN AND FINAL SENTENCE PRONOUNCED.
Includes investigations pertaining to major cases, and investigations initiated by the District Attorney
Office and assigned to this unit. Includes Witness Subpoena, Subpoenas Issued to Police Officers,
Incident Report, Investigation Report, Arrest Report, Continuation Report, Complaint, Magistrate
Hearing List, Complaint and Affidavit for Search Warrant, Wanted Card, Physical Evidence and
correspondence.
DA-DM-0002-
RETURN OF EVIDENCE RELEASES - HOLD ON SITE
CR+2
Record copies of sheets forwarded to Evidence Custodian instructing to release evidence to its
owner.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 19
Department ID
Department Name
/DA/DET/SU/
Subpoena
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DS-
DETECTIVES - SUBPOENA UNIT
DA-DS-0001-
INDEXES OF SUBPOENAS - WITNESSES AND DEFENDANTS
Vital
Total
Retention
Requirement
CR+4
Card files designating new addresses for witnesses and defendants as well as defendants who are
unlocatable or unable to appear.
DA-DS-0002-
RETURNS OF SERVICE - DEFENDANT SUBPOENAS - HOLD ON SITE
CR+1
Subpoenas issued to bail bondsmen notifying them to have their defendant in Court on a certain
date.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 20
Department ID
Department Name
/DA/DET/WO/
Warrant Operations
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-DW-
DETECTIVES - WARRANT OPERATIONS
DA-DW-0001-
WAIVERS OF EXTRADITION
Vital
Total
Retention
Requirement
CY+4
Legal agreements by fugitives wanted in another state in which the fugitive agrees to return to the
state from which he fled.
DA-DW-0002-
WANTED CARDS - HOLD ON SITE
Cards function to alert apprehending officers that the persons named on them have outstanding
bench warrants and are wanted by the District Attorney. RETAIN UNTIL PERSON IS
APPREHENDED.
DA-DW-0003-
WARRANT CASE FILES
CLO+5
Folders on individuals for whom an arrest warrant has been issued. WHEN CASE IS CLOSED AS A
RESULT OF TRIAL OR NOL PROS WARRANT FOLDER SHOULD BE TRANSFERRED TO
CENTRAL RECORDS AND INCORPORATED WITH TRIAL FILE FOLDER.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 21
Department ID
Department Name
/DA/FAM/
Family Court
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-FC-
FAMILY COURT
DA-FC-0001-
BENCH WARRANTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CLO
Open bench warrants pulled from case folders that contained only bench warrants. RETAIN UNTIL
DEFENDANT IS APPREHENDED OR WARRANT WITHDRAWN.
DA-FC-0002-
CASE CORRESPONDENCE
CR+50
Letters from prosecutors in other jurisdictions to place or enforce an order in this country, or to make
an arrest where there is an outstanding bench warrant. Locations requests are also included, along
with affidavits of non-support, depositions, incoming fugitive warrants and other legal papers.
DA-FC-0003-
COMPLAINT LOG
CR+50
Alphabetical file of complaints pertaining to a variety of charges (not always Family Court matters)
kept by name of complainant.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 22
Department ID
Department Name
/DA/FAM/
Family Court
Series ID
DA-FC-0004-
Description
Confidential
COURT LOCATIONS
Vital
Total
Retention
Requirement
CR+50
Investigation records of defendants that have to be located. Mainly out of state and once located
petitions for support are filed and forwarded to the State where defendant resides.
DA-FC-0005-
EXTRADITION NON-SUPPORT CASES - EVENT DATE REQUIRED - HOLD
ON SITE
ACT
EVENT IS WITHDRAWAL OF WARRANT BY COURT
Case folders for fugitives charged with abandonment and non-support
DA-FC-0006-
FORNICATION AND BASTARDY CARD FILE
CR+50
Case record files of men involved in paternity cases and for whom warrants have been issued.
DA-FC-0007-
JUVENILE CASE CROSS-REFERENCE FILE - EVENT DATE REQUIRED
DB+21
EVENT IS DATE OF BIRTH
Alphabetic card file showing name of the defendant, date of first arrest and names of parents.
DA-FC-0008-
JUVENILE CONTACT REPORTS - EVENT DATE REQUIRED
DB+21
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 23
Department ID
Department Name
/DA/FAM/
Family Court
Series ID
Description
Confidential
Vital
Total
Retention
Requirement
EVENT IS DATE OF BIRTH
Files of incidents involving juvenile contacts with the police, such as questionings, arrests, etc.
DA-FC-0009-
JUVENILE INTERVIEWS - HOLD ON SITE
CR+3
Records of juvenile interviews conducted by the Youth Study Center. Occasionally they are used in
trying cases. IF SUBJECT NOT ARRESTED IN ONE YEAR AFTER FIRST ARREST, DISPOSE.
DA-FC-0010-
JUVENILE TRIAL FILES
CLO+10
Folders on juvenile defendants compiled for the purpose of trying their cases.
DA-FC-0011-
NON-SUPPORT WARRANT FILES - EVENT DATE REQUIRED - HOLD ON
SITE
ACT
EVENT IS WITHDRAWAL OF WARRANT
Folders containing warrants and related correspondence for persons charged with non-support
and/or contempt of court.
DA-FC-0012-
PRISONERS BRING UP - EVENT DATE REQUIRED - HOLD ON SITE
ACT+0/3
EVENT IS HEARING DATE
Lists of prisoners to be brought into court.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 24
Department ID
Department Name
/DA/GS/
General Series
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-GS-
GENERAL SERIES
DA-GS-0001-
CASE FILES - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+1
EVENT IS DATE OF VERDICT OR SENTENCING
Filed papers related to criminal cases, including but not limited to affidavits, agreements, briefs,
appeals, indictments, motions, orders, petitions, pleas, reports, stipulations, subpoenas, testimony,
verdicts and writs.
NOTE: In all cases, transfer to Record Storage Center 1 year after date of verdict/sentencing. If
appealed, "DA5" represents indefinite on-site retention. When appellate decision is reached, "DA5"
is replaced by "DA7", meaning record is transferred to Record Storage Center 1 year from date of
appellate decision.
DA1 (non-homicide cases, guilty) = Retain off-site 5 years from maximum sentence expiration date.
DA2 (non-capital homicide/rape, guilty) = Retain off-site 30 years from maximum sentence expiration
date.
DA3 (homicide/rape, not guilty) = Retain off-site 5 years from date
of verdict.
DA4 (capital homicide, guilty) = Retain off-site 72 years from date of verdict.
DA6 (homicide life sentences, imported 2/28/95) = Retain off-site 72 years from date of data
compilation (date in the "to" field of the record)
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 25
Department ID
Department Name
/DA/INV/
Investigations
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
INVESTIGATIONS
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 26
Department ID
Department Name
/DA/INV/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IC-
INVESTIGATIONS - CHIEF
DA-IC-0001-
CONFIDENTIAL INVESTIGATIONS - RETAIN INDEFINITELY
Y
Vital
Total
Retention
Requirement
IND
Records pertaining to investigations conducted by this office.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 27
Department ID
Department Name
/DA/INV/FR/
Frauds
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IF-
INVESTIGATIONS - FRAUDS
DA-IF-0001-
COMPLAINTS OF FRAUDS
Vital
Total
Retention
Requirement
CR+6
Folders started by complaints of frauds. May include other background information on the business
or individual against whom the compliant has been lodged. Newspaper articles, FBI reports, FTC
reports and other information reports may also be included.
DA-IF-0002-
CONSTABLE COMPLAINTS
CR+6
Complaints filed by individuals concerning abuses by constables
DA-IF-0003-
FRAUD STATISTICAL INDEX
CR+10
Listing of frauds by various type, e.g., auto, photographers, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 28
Department ID
Department Name
/DA/INV/FR/
Frauds
Series ID
DA-IF-0004-
Description
Confidential
INDEX TO CONSTABLE COMPLAINTS
Vital
Total
Retention
Requirement
CR+6
Card file designating the constable accused the complainant
DA-IF-0005-
INDEX TO FRAUD COMPLAINTS
CR+5
Card file listing the name, address and phone number of the accused filed by name of accused,
accompanied by cross-reference card filed by name of the complainant.
DA-IF-0006-
INFORMATIONAL COMPLAINTS
CR+5
General complaints not pertaining specifically to frauds, filed by name of complainant.
DA-IF-0007-
WORK LOAD REPORTS - COMMUNITY RIGHTS DIVISION
CY+5
Monthly reports listing the various functions performed by detectives in the Community Rights
Division, such as frauds, constable complaints, private and free warrants, arrests, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 29
Department ID
Department Name
/DA/INV/NA/
Narcotics
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IN-
INVESTIGATIONS - NARCOTICS
DA-IN-0001-
MOTOR VEHICLE CONFISCATIONS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Records of the forfeitures and releases of automobiles involved in narcotics seizures.
DA-IN-0002-
NARCOTICS INVESTIGATION FILES
CLO+4
Folders containing investigations of persons and locations concerned with narcotics offenses.
DA-IN-0003-
STATISTICAL REPORTS
CR+10
Semi-annual breakdown of deaths due directly and indirectly to narcotics usage. Vital statistics and
circumstances of death are reflected in these records.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 30
Department ID
Department Name
/DA/INV/NA/
Narcotics
Series ID
DA-IN-0004-
Description
Confidential
STATISTICAL REPORTS FROM THE POLICE DEPT- NARCOTICS AND
DRUG ARRESTS
Vital
Total
Retention
Requirement
CR+10
Annual breakdowns of drug arrests into various drug and narcotics categories
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 31
Department ID
Department Name
/DA/INV/NU/
Nuisance Taprooms
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-NU-
INVESTIGATIONS - NUISANCE TAPROOMS
DA-NU-0001-
SPECIAL INVESTIGATIONS - NUISANCE TAPROOMS
Vital
Total
Retention
Requirement
PRM
Folders containing special investigatory reports, police reports, photos, legal forms, petitions and
decrees geared to build up a case against a taproom so that it might be shut down.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 32
Department ID
Department Name
/DA/INV/OB/
Obscenity
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-IO-
INVESTIGATIONS - OBSCENITY
DA-IO-0001-
COMPLAINTS - MAIL ADVERTISING - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Samples of mail advertisements of an obscene nature filed by name of company. Correspondence
answering complaints is attached to samples.
DA-IO-0002-
INVESTIGATIONS - OBSCENITY UNIT
CLO+3
Correspondence, memos, etc. pertaining to obscene literature, films, bookstores, books, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 33
Department ID
Department Name
/DA/LIT/
Litigation
Series ID
DA-
Description
Confidential
Vital
Total
Retention
Requirement
LITIGATION
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 34
Department ID
Department Name
/DA/LIT/CH/
Chief
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LC-
LITIGATION - CHIEF
DA-LC-0001-
CASE CORRESPONDENCE - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/1
Copies of interoffice memos and memos to the trial commissioners, lawyers, etc. pertaining to trials
and the disposition of cases.
DA-LC-0002-
CASE STATISTICS - HOLD ON SITE
CY+1
Weekly statistical compilations pertaining to the disposition of cases - except for Municipal Court
cases. These compilations are indexed by the most significant charge.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 35
Department ID
Department Name
/DA/LIT/CR/
Central Records
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LR-
LITIGATION - CENTRAL RECORDS
DA-LR-0001-
ARRAIGNMENT LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
Report for both bail and prison cases, containing information on the defendant to be arraigned, the
trial date and room number, plea and defense counsel
DA-LR-0002-
INDEX TO CASES LISTED - EVENT DATE REQUIREDD - HOLD ON SITE
ACT+0/1
EVENT IS LISTING DATE
Card index to listing dates, filed chronologically by date listed
DA-LR-0003-
INDEX TO DEFERRED INDICTMENT - EVENT DATE REQUIRED - HOLD
ON SITE
ACT
EVENT IS DATE DEFENDANT AVAILABLE FOR TRIAL
Index to defendants who are not available for arraignment or trial because of illness or military
service.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 36
Department ID
Department Name
/DA/LIT/CR/
Central Records
Series ID
DA-LR-0004-
Description
Confidential
RE-ASSIGNMENT LISTS - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+1
List for both bail and prison cases, containing a record of new trial dates due to postponements, as
well as arraingment information
DA-LR-0005-
SUBPOENA REQUESTS - HOLD ON SITE
CR+0/1
Request for defendant to appear in a specific courtroom on a specific date. Subpoena itself is
returned to the trial file after it has been served.
DA-LR-0006-
TRIAL DOCKETS
CLO+25
Report of each arraingment, re-assignment or trial list date
DA-LR-0007-
TRIAL FILE FOLDERS
CLO+10
Folders on defendants compiled for the purpose of trying their cases. Bills of indictment,
investigatory material, notes of testimony, pre-trial motions, correspondence and other pertinent
documents might be found in these folders.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 37
Department ID
Department Name
/DA/LIT/HO/
Homicide
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LH-
LITIGATION - HOMICIDE
DA-LH-0001-
CROSS REFERENCE TO HOMICIDE CASES - EVENT DATE REQUIRED
Vital
Total
Retention
Requirement
ACT+10
EVENT IS DATE OF ARREST
Alphabetic card files containing information on homicide cases
DA-LH-0002-
HOMICIDE STATISTICAL REPORTS - HOLD ON SITE
CY+1
Weekly statistical compilation sheets reflecting homicide information.
DA-LH-0003-
INDEX OF DISPOSED CASES
CR+4
Reference book showing only disposed cases
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 38
Department ID
Department Name
/DA/LIT/HO/
Homicide
Series ID
DA-LH-0004-
Description
Confidential
TRIAL LISTS
Vital
Total
Retention
Requirement
CR+5
Monthly lists of cases scheduled to appear in court. Includes Homicide Case Disposition Book
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 39
Department ID
Department Name
/DA/LIT/IN/
Indictments
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LI-
LITIGATION - INDICTMENTS
DA-LI-0001-
DOCKET BOOKS - GRAND JURY
Vital
Total
Retention
Requirement
CR+5
Lists of cases that have appeared before the Grand Jury. These have essentially the same
information as the transcript dockets, and also include the witness names. Also included are lists of
dismissed bills.
DA-LI-0002-
DOCKET BOOKS - MUNICIPAL COURT APPEALS - HOLD ON SITE
CR+2
Docket listing appeals from Municipal Court
DA-LI-0003-
DOCKET BOOKS - TRANSCRIPTS
CR+10
Recordings of transcripts received, designating date received, magistrate number, file control
number, indictment number and date
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 40
Department ID
Department Name
/DA/LIT/IN/
Indictments
Series ID
DA-LI-0004-
Description
Confidential
GENERAL CORRESPONDENCE - HOLD ON SITE
Vital
Total
Retention
Requirement
CY+1
Includes letters to defendants advising them that their cases were dismissed, memos pertaining to
homicide cases, copies of interoffice memos and miscellaneous correspondence
DA-LI-0005-
HEARING SHEETS
CR+5
Records of preliminary hearings, including such information as the disposition, bail information and
further hearing dates.
DA-LI-0006-
HELD FOR COURT INDEX
CR+10
Index cards of defendants held for court including date held, district, magistrate name, bail and
amount, charges, codefendants, aliases and date transcript was received
DA-LI-0007-
INVENTORY OF TRANSCRIPTS - HOLD ON SITE
CR+1
Alphabetical listing of transcripts received each day. Used to designate file control numbers
DA-LI-0008-
NOL PROS CASES
CR+10
Case folders that have nol pros, i.e. District Attorney has decided not to prosecute.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 41
Department ID
Department Name
/DA/LIT/MC/
Municipal Court
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-MC-
LITIGATION - MUNICIPAL COURT
DA-MC-0001-
APPEALS LIST
Vital
Total
Retention
Requirement
CY+3
Daily lists of Municipal Court cases that have been appealed.
DA-MC-0002-
INDEX TO CASES
CLO+5
Alphabetic card file of Municipal Court cases.
DA-MC-0003-
MUNICIPAL COURT DOCKET BOOK - HOLD ON SITE
CR+3
Docket filled out at Police Administration Building listing all offenders, offenses and trial dates
pertaining only to Municipal Court cases.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 42
Department ID
Department Name
/DA/LIT/MC/
Municipal Court
Series ID
DA-MC-0004-
Description
Confidential
STATISTICAL REPORTS - MUNICIPAL COURT - HOLD ON SITE
Vital
Total
Retention
Requirement
CY+1
Weekly reports pertaining to charges and case dispositions
DA-MC-0005-
TRIAL FILE FOLDERS - MUNICIPAL COURT CASES
CLO+10
Folders on defendants whose crimes carry a maximum sentence of not more than two years. Bills of
indictment, investigatory material, pre-trial motions, correspondence and other pertinent documents.
DA-MC-0006-
TRIAL LISTS - MUNICIPAL COURT CASES - HOLD ON SITE
CR+1
Report showing daily schedules of trials and trial assignments in the Municipal Court
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 43
Department ID
Department Name
/DA/LIT/MT/
Major Trials
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LM-
LITIGATION - MAJOR TRIALS
DA-LM-0001-
CASE CORRESPONDENCE - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+0/01
Copies of interoffice memos and memos to trial commissioners, lawyers, etc. pertaining to trials and
the disposition of cases
DA-LM-0002-
CASE STATISTICS - HOLD ON SITE
CY+1
Weekly statistical compilations pertaining to disposition of cases - except for Municipal Court cases.
Kept by most significant charge
DA-LM-0003-
DOCKET OF MAJOR CASES
CR+50
Listing of all major trials in numerical sequence
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 44
Department ID
Department Name
/DA/LIT/MT/
Major Trials
Series ID
DA-LM-0004-
Description
Confidential
MAJOR ARRAIGNMENT LIST - HOLD ON SITE
Vital
Total
Retention
Requirement
CR+2
Report of major cases awaiting trial dates, including homicide cases
DA-LM-0005-
TRIAL LISTS - MAJOR CASES - HOLD ON SITE
CR+3
Report showing daily major trial schedules for court rooms
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 45
Department ID
Department Name
/DA/LIT/TL/
Trial Listing
Series ID
Description
Confidential
DA-
DISTRICT ATTORNEY
DA-LT-
LITIGATION - TRIAL LISTING
DA-LT-0001-
BENCH WARRANT CONTROL FILE - HOLD ON SITE
Vital
Total
Retention
Requirement
CLO+1
Card file of outstanding bench warrants, designating the location of the case folder.
DA-LT-0002-
PRELIMINARY TRIAL LISTS - HOLD ON SITE
CLO+0/3
List prepared by the trial listing clerks designating case and courtroom assignments.
DA-LT-0003-
STATISTICAL REPORTS - LIST CASES - HOLD ON SITE
CY+1
Weekly reports pertaining to bills listed by most significant charge and case dispositions
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 46
Department ID
Department Name
/DA/LIT/TL/
Trial Listing
Series ID
DA-LT-0004-
Description
Confidential
TRIAL LISTS - LIST CASES - HOLD ON SITE
Vital
Total
Retention
Requirement
CY+3
Report listing non-major trials and trial assignments, including attorney, courtroom, etc.
RETENTION CODES:
ACT=Action (Event)
SUP=Superseded
March 24, 2009
AUD=Audit
CLO=Closed
TERM=Termination
CR=Created (Opened)
CY=Calendar Year
FY=Fiscal Year
PRM=Permanent
REF=Reference
SEP=Separation (Employee)
Page 47
