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Newport News Police Department
ADMINISTRATIVE MANUAL
ADM-460 – RECORDS RETENTION & PRESERVATION
Amends/Supersedes: ADM-460 (04/12/2018) Date of Issue: 12/04/2023
I. GENERAL
A. The Newport News Police Department complies with the Virginia Public Records Act of the Code of
Virginia (Section 42.1-76 et seq.) and the records and disposition schedules and procedures established
by the Library of Virginia. Schedules include: [CM 6.7.2]
1. Personnel Records - General Schedule No. GS-03
2. Law Enforcement, Fire and Emergency Services - General Schedule No. GS-17
3. Administrative Records - General Schedule No. GS-19
4. Criminal Justice Training Academy - General Schedule No. GS-29
B. All records created by the Newport News Police Department fall under state guidelines for record
retention and preservation. This includes papers, forms, communications, photographs, films, tapes,
microfilm, reports, media, recordings, maps, drawings, computer disks, fiscal records of any type, and
any representation in computer memory. [CM 6.8.6]
C. The Support Services Division Commander (or designee) is the point of contact for Department
personnel regarding questions and concerns on record retention and preservation.
II. PROCEDURE [82.1.3]
A. Paper documents, such as forms, memos, and written communications, can be scanned and stored
electronically. Any employee generating paper documents without access to secure file storage inside a
department facility should maintain those documents electronically.
1. Documents related to incident-based reports will be scanned and stored in the RMS system per OPS-
490 Incident Report Management System.
2. Documents related to evidence will be submitted and stored per OPS-485 Property & Evidence.
3. Employees must ensure that all public records within the retention period are turned over to the
department before separating from the department.
B. Destruction of Public Records
1. Department personnel having records (both hardcopy and electronic) that need to be destroyed (see
§42.1-86.1) will submit an electronic request (State Form RM-3) to the Records Unit sergeant as
designated records manager. This request will specify the type of records, the time period the records
cover (beginning month and year and ending month and year), the location of the records, the total
volume in cubic feet of the records to be destroyed, and the contact person making the request. [CM
6.8.6]
2. The personnel submitting records for destruction will complete an electronic Certificate of Records
Destruction (State Form RM-3) via the Library of Virginia website and submit it to the designated
records manager, who will review the form for accuracy and forward completed forms to the City
Clerk for approval. Once approved, the appropriate Logistics Division personnel will pick up the
records and have them destroyed. The records manager will retain a copy of the completed
Certificate of Records Destruction form(s).
3. When the destruction of the records is completed, the name of the person who destroyed the records
and the date of destruction will be forwarded to the City Clerk.
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