DEPARTMENT OF JUSTICE STATE BUREAU OF INVESTIGATION ADMINISTRATIVE SERVICES DIVISION CASE RECORDS MANAGEMENT SECTION
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2 ITEM INVESTIGATIVE CASES FILE. Records concerning criminal investigations conducted by State Bureau of Investigation special agents. File includes case initial/identifications reports, investigative reports, polygraph reports, intrabureau correspondence, laboratory reports, final reports, and other related records. Case numbers, location of offense, dates of offense, type of crime, documentation on investigative activities, and other related data are entered into Investigative Cases Database (Electronic) File (Item 38124). (State Bureau of Investigation personnel will prepare and arrange records for microfilming prior to boxing records for transfer to the State Records Center. File is restricted by G.S ) (This is an essential agency record.) DISPOSITION INSTRUCTIONS: Transfer closed cases to the State Records Center after 2 years. Records will be held for agency in the State Records Center 10 additional years and then microfilmed. Microfilmed paper records will be returned to the agency after microfilming for destruction. The original copy (silver-halide) of microfilm will be stored permanently in the State Archives vault with restricted access and a duplicate copy of the microfilm will be sent to agency for permanent retention. ITEM STATEWIDE EXAMINERS'/AGENTS' POLYGRAPH REPORTS (MICROFILM) FILE. Microfilmed reports concerning polygraph examinations conducted by agents/examiners stationed throughout the state. Reports list date of examination; name of examiner; type, location, and date of crime; and name, race, sex, date of birth, and address of victim and examinee, and other related data. (Records are no longer being created.) DISPOSITION INSTRUCTIONS: Destroy microfilm in agency and security vault after 20 years. ITEM CORRESPONDENCE (NOT ASSIGNED FILE NUMBER) FILE. Correspondence received from citizens, prison inmates, agents, and district attorneys concerning matters which do not result in the assignment of file numbers. DISPOSITION INSTRUCTIONS: Destroy in office after 10 years. ITEM MOBILE LABORATORY CRIME SCENE SEARCH REPORTS AND WORKING PAPERS FILE. Mobile Laboratory Crime Scene Search Reports. File includes name of requesting agency; location, date, and type of crime; name, race, sex, and date of birth of each victim and suspect; types of evidence seized; and name of mobile laboratory operator. File also includes memorandums or reports which provide details of each crime scene search. (File is restricted by G.S ) (Records are no longer being created.) DISPOSITION INSTRUCTIONS: Destroy all records currently stored in the State Records Center 19 years from date received. ITEM DISPOSITION OF CONTROLLED SUBSTANCES FILE. Records concerning the disposition of controlled substances (drugs) seized by state and local law enforcement officers. File includes date controlled substances seized, from whom seized, description of substances, names of agencies disposing of substances, names of persons destroying substances, dates substances destroyed, names of witnesses of destruction, and other related records. Amended DISPOSITION INSTRUCTIONS: Item discontinued. All records transferred. Microfilm records currently stored in State Record Center for security storage. Paper records will be destroyed in the State Records Center after microfilming. The original copy (silver-halide) of microfilm will be stored for the agency in the vault after completion of microfilming and all quality control procedures. A duplicate copy of the microfilm will be purchased and retained by the agency. Retain microfilm in agency and vault 1
3 ITEM INVESTIGATIVE CASES INDEX (MICROFILM) FILE. Microfilmed card file concerning each investigative case opened during Cards list names of victims, suspects, and/or subjects; case files or laboratory numbers; types of offenses; and locations and dates of offenses. (File provides index to Investigative Cases File (Item 2425) and Old Homicides Investigative Cases File (Item 3974). File is restricted by G.S ) (This is an essential agency record.) DISPOSITION INSTRUCTIONS: Retain copy of microfilm in agency and State Archives vault ITEM NICKNAMES CARD INDEX (MICROFILM) FILE. Microfilmed card file of nicknames used by criminal suspects between Cards list types of offenses and file numbers. (File provides index to Investigative Cases File (Item 2425) and Old Homicides Investigative Cases File (Item 3974). File is restricted by G.S ) (This is an essential agency record.) DISPOSITION INSTRUCTIONS: Retain copy of microfilm in agency and State Archives vault ITEM ANNUAL CASE STATISTICAL PRINTOUTS FILE. Computer generated printouts of crime statistics compiled from computer runs. Statistical categories include breakdowns by county, types of crimes, names of agents and requesting agencies, disposition of cases, number of drug cases, and technical cases. (Records for this item are dated prior July 1, 1995 and are no longer being created.) DISPOSITION INSTRUCTIONS: Transfer to the State Records Center to be microfilmed for permanent storage in the State Archives vault. Microfilmed paper records will be destroyed in the State Records Center after microfilming. The original copy (silver-halide) of microfilm will be stored permanently in the State Archives vault and a duplicate copy of microfilm will be sent to agency for permanent retention. ITEM OLD HOMICIDES INVESTIGATIVE CASES FILE. Microfilm copies of criminal case investigative files for the period Each case contains initial reports, investigative reports, physical evidence reports, technical reports, confidential reports, and final reports. DISPOSITION INSTRUCTIONS: Retain in office ITEM MONTHLY CASE STATISTICAL (PRINTOUTS) FILE. Computer printouts of monthly crime statistics. (Records for this item are dated prior July 1, 1995 and are no longer being created.) ITEM AGENTS' SPECIAL FILE. Memorandums and various correspondence for agents with personal identification numbers concerning matters for which no investigative case file number was assigned. (Records are no longer being created.) DISPOSITION INSTRUCTIONS: Destroy records currently stored in the State Records Center 10 years from date received. ITEM DRUGS AND NARCOTICS REFERENCE FILE. Public records concerning drugs and narcotics. File includes reference materials regarding drug laws and legislation, drug arrest reports, newspaper clippings, and printed and published governmental reports concerning narcotics matters. File also includes old drug statistics and working papers used in compiling the reports. (Records are no longer being created.) DISPOSITION INSTRUCTIONS: Transfer records currently stored in the State Records Center to the custody of the Archives 20 years from date received. 2
4 ITEM SEMIANNUAL DRUG (PRINTOUTS) FILE. Computer generated printouts listing drug information abstracted from a secondary computer database. Printouts list types of drugs or narcotics, disposition of drugs or narcotics, names of agents, number of drug cases, and other related data. ITEM CRIME-RELATED SUBJECTS PRINTOUTS FILE. Computer generated printouts concerning special requests for the Records Section. File concerns various crime-related subjects. ITEM SPECIAL OPERATIONS DIVISION (SOD) FILE. Investigative records received from SOD. (File is restricted by G.S ) (Records are no longer being created.) DISPOSITION INSTRUCTIONS: Destroy records currently stored in the State Records Center 5 years from date received. ITEM INVESTIGATIVE REPORTS WITH NO ASSIGNED NUMBERS FILE. Records concerning investigations conducted by agencies which did not result in assignment of a case number. File includes case initial/identification reports, investigative reports, and other related records. (File is restricted by G.S ) ITEM INVESTIGATIVE CASES DATABASE (ELECTRONIC) FILE. Machine readable records concerning criminal investigations conducted by State Bureau of Investigation Special Agents. Electronic file includes case numbers, dates of offenses, locations, names of requesting agencies, and other related data. (File is restricted by G.S This is an essential agency record.) (File maintenance and backup procedures are conducted by the State Bureau of Investigation, Division of Criminal Information (DCI).) DISPOSITION INSTRUCTIONS: Retain in office ITEM INVESTIGATIVE CASES INDEXED (PRINTOUTS) FILE. Computer generated printouts produced from Investigative Cases Database (Electronic) File (Item 38124). Printouts list case numbers, dates of offenses, locations, names of requesting agencies, and other related data. (File is restricted by G.S ) DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends. ITEM INVESTIGATIVE (KEYPUNCH) DATA CARD FILE. Card file concerning investigative cases opened during Cards list case numbers, names of counties, names of victims/suspects, month and year cases opened, and other related data. (Records are no longer being created.) DISPOSITION INSTRUCTIONS: Destroy in office when reference value ends. ITEM (SBI) INVESTIGATIVE REPORT WRITING MANUAL DATABASE (ELECTRONIC) FILE. Machine readable records concerning established guidelines for reporting investigative activities conducted by Bureau Agents. File also includes backup records. DISPOSITION INSTRUCTIONS: Transfer printed copy to State Bureau of Investigation (SBI) Investigative Report Writing Manual (Notebook) File (Item 39485), Bureau Agents, and other designated individuals upon receipt. Transfer backup records to an off-site location for backup storage and update routinely. Retain in office remaining records 3
5 ITEM (SBI) INVESTIGATIVE REPORT WRITING MANUAL (NOTEBOOK) FILE. Printouts generated from State Bureau of Investigation (SBI) Investigative Report Writing Manual Database (Electronic) File (Item 39484). Printouts include guidelines for reporting investigative activities. DISPOSITION INSTRUCTIONS: Transfer to the State Records Center when administrative value ends. Records will be held for agency in the State Records Center 5 additional years and then transferred to the custody of the Archives. 4
DISPOSITION INSTRUCTIONS: Item discontinued. All records transferred to the custody of the Archives.
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