Agency Schedule Detail

Authorization Number : 760-0431

Agency Series No. : 1029

Status : Active

Agency Web Link :

Agency : DHS

Confidential Description : Record Series may contain information that is considered confidential or exempted from public release under ORC 149.43

Division : DHSOSHP

Vital Description :

Section : DHSOSHPINVS

Record Title : Reports of Criminal Investigations

Revision : 4

Record Description : When State Highway Patrol investigates a crime or incident, the Division will complete various forms for obtaining information during the response. At that time a case is established in the OTIS reporting system database. OSHP reports may contain the following documents: HP-24, HP-24F, HP-24K, HP-24L, HP-24R, HP-24S, HP-24T, HP-25, HP-25C, HP-25D, HP-28, HP-60, HP-70A, photographs/digital images, audio and/or video recordings, HP-12, HP-58A, BMV-3608, BMV 2431,HP-40B, etc.)

Retention Period	Retention Justification	Media Code	Method of Disposal
Retain permanently.Referred to in future and ongoing investigations. There is no specific ORC section requiring this retention, however these are OSHP case files which continue to be useful for public records requests, background investigations, historical purposes, and general documentation of criminal activity/statistics. The OSHP often receive requests for old reports from the public, attorneys, universities, other governmental and non-profit agencies, and from our own investigators and Statistical Analysis Unit.	Referred to in future and ongoing investigations.	Microform	Permanent
Retain on hard copy until scanned and indexed into the document storage system. Once the hard copy has been scanned and indexed the hardcopy can be destroyed. Investigation reports that involve capital crimes or are unique in nature shall also be retained in hard copy form permanently	Referred to in future and ongoing investigations and used for permanent indexing and statistical purposes.	Paper	Shred
Retain permanently. Cases on microfilm must be scanned and indexed into the document storage system before microfilm is destroyed.Referred to in future and ongoing investigations. There is no specific ORC section requiring this retention, however these are OSHP case files which continue to be useful for public records requests, background investigations, historical purposes, and general documentation of criminal activity/statistics. The OSHP often receive requests for old reports from the public, attorneys, universities, other governmental and non-profit agencies, and from our own investigators and Statistical Analysis Unit.	Referred to in the future and ongoing investigations and used for permanent indexing and statistical purposes.	Electronic	Permanent

Approvals

Status	Name	Title	Date
Approved	Bunnie Jones	Record Administrator	9/16/2016 1:59:00 PM
Approved	Fred Previts	State Archivist	9/20/2016 9:42:00 AM
Approved	Martin Meeks	State Auditor	9/22/2016 3:17:00 PM

Notes

Date	Reason	User