FORM RD-5 · POLICIES
Policies
This portal is provided for access to public records. Automated access is permitted. See the crawler notice. Rules for handling an individual item are filed with that item’s case file.
Records Retention Schedule
Records are retained according to the schedule below. Where a record belongs to more than one series, the longer period applies. Where the period has not been determined, the record is retained until it has.
| No. | Record series | Retention period | Disposition |
|---|---|---|---|
| 01 | Incident Reports | Permanent | Transfer to Sub-Level B after ten years. Filed on Form 4-C. |
| 02 | Recorded Statements | Permanent | Retain with tape. Tape is retained with transcript. |
| 03 | Interview Logs | Permanent | Retain. Interviews with an item are filed under the item. |
| 04 | Containment Attempt Logs | Permanent | Retain in full, including results. |
| 05 | Evidence Tags | Life of the item, plus seven years | Retain. Recovered items are not returned to the purchaser. |
| 06 | Staffing Requisitions | Seven years after the position is filled | Retain. A requisition dispensed by an item is retained as the original. |
| 07 | Memoranda of the Director | Permanent | Retain. Originating office: not on file. |
| 08 | Hazard Tier Reference Cards | Until superseded | Destroy superseded cards. Pencil tallies are retained. |
| 09 | Facilities Work Orders | Three years | Destroy. Chair repairs are retained at the request of Facilities. |
| 10 | Requests for Reassignment | Until processed | Retain. |
| 11 | Forms Not Yet Issued | Until issued | Retain. Do not issue. |
| 12 | Public Submissions | Not retained | Not received. See Form 4-C (Electronic). |
| 13 | Correspondence Addressed to Signage | Permanent | Retain unopened. |
Records transferred to Sub-Level B are retained there until retrieved, or until Sub-Level B is full, whichever comes first. Sub-Level B is full.
Redaction practice
Material is redacted before release in one of three ways:
- Hand redaction (marker). No label.
- Block redaction. Labeled “WITHHELD.”
- Word redaction on typed documents. Labeled with an exemption citation beginning “EX.” Citations are accurate.
Requests to lift a redaction may be filed on Form 4-C. The redaction will remain in place while the request is pending.
Privacy
Submissions (Form 4-C). Form 4-C (Electronic) holds only what you type into it, and only on this page, until you submit it. On submission, your browser generates a reference number locally and clears the form. The form is not connected to anything on this site. Nothing is transmitted, stored, or retained. Records has not located your submission because it was not sent.
Clearance levels. Clearance levels are earned. Some are earned through this office; some through a partner reading room at an outside archive. There are no accounts. Where a level is noted, it is noted in your own browser, on your own device, and nowhere else. Records does not keep a copy. This portal does not currently note any level.
What this portal does not do. It sets no cookies, stores nothing in your browser, uses no analytics or tracking, and loads nothing from outside this site.
Clearance-restricted sections
Some sections of this portal open by clearance level: Level 1, Level 2, Level 3, and so on. Each is withheld until the level is earned. Withheld sections are listed in the Records Search under Restricted by clearance. Their contents are not.
Accessibility
This portal is intended to be usable with a keyboard, a screen reader, and a small screen. Redactions are announced as redactions. If a page is not accessible to you, please file Form 4-C. It will not be received, but the office intends to fix it anyway.