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Police and sheriff departments must retain their records for a specific amount of time, depending on the type of record, as established in the Secretary of State's Records Retention Schedules for Law Enforcement Agencies. Below are the retention requirements for commonly requested law enforcement records, along with the relevant Disposition Authority Number (DAN). Always review the Secretary of State's complete retention schedule to ensure compliance.
After the retention period has expired, the Secretary of State's schedule allows records to be destroyed or transferred to the appropriate state agency or association. Before destroying a record, check with the prosecutor to make sure the matter has not been appealed. Local agencies may also choose to keep their records longer than the required time period if desired.
Following the time periods in the retention schedule allows agencies to better manage their records and their responses to public records requests. If requested records have already been destroyed or transferred in accordance with the retention schedule, the agency can respond that it no longer has the records as they were properly destroyed pursuant to the adopted records retention schedule.
| Type of Record | Retain For. | Then. | DAN |
|---|---|---|---|
| Homicides (solved) | 20 years after conclusion of investigation and until exhaustion of appeals process. | Transfer to State Archives for appraisal and selective retention. | |
| Homicides/Missing persons (unsolved) | 75 years after case opened and until no longer needed for agency business. | Transfer to State Archives for permanent retention. | |
| Notorious or historically significant cases - Excludes sex offenses. See Records Management Advice. | Until no longer needed for agency business. | Transfer to State Archives for permanent retention. | |
| Sex offender and sexually violent cases | 5 years after conclusion of investigation and until exhaustion of appeals process. | Transfer to Washington Association of Sheriffs and Police Chiefs for permanent retention. | |
| All other cases not covered by a more specific records series | 5 years after conclusion of investigation and until exhaustion of appeals process. | Destroy. |
| Type of Record | Retain For. | Then. | DAN |
|---|---|---|---|
| (general) | Until juvenile attains 23 years of age, if agency has adopted procedures for destruction pursuant to RCW 13.50.270(4). Otherwise, retain for same length of time as adult case files. | Destroy if agency has adopted policy; otherwise treat the same as adult case files. | |
| notification received) | Until receipt of notification from Juvenile Court. | Destroy within 90 days. | |
| (destruction ordered by court) | Until receipt of court order. | Destroy. | |
| (pardon notification received) | Until receipt of pardon notification from Governor's Office. | Destroy within 30 days. |
| Type of Record | Retain For. | Then. | DAN |
|---|---|---|---|
| Citations (except DUI) - Records relating to criminal or non-criminal citations issued to alleged violators in accordance with RCW 46.64.010(4) | 3 years after date of issuance or until completion of State Auditor's report, whichever is sooner. | Destroy. | |
| Citations (DUI) - Records relating to citations issued to alleged violators for driving while under the influence as defined in RCW 46.61.502 | 10 years after date of issuance. | Destroy. | |
| Collision reports - Reports prepared by law enforcement documenting vehicle collisions resulting in injury, death, or property damage | Until submitted to Washington State Patrol. | Destroy. | |
| Impounded or abandoned vehicles - Records relating to vehicles impounded by the agency | 3 years after disposition of vehicle or until completion of State Auditor's report, whichever is sooner. | Destroy. | |
| Impound logs - Logs documenting impounds reported to the agency by registered tow truck operators | 3 years after date of log entry. | Destroy. | |
| Major accident response and reconstruction - Investigations of major traffic accidents resulting in fatalities or serious injury with a high likelihood of civil litigation. | 50 years after conclusion of investigation. | Transfer to State Archives for appraisal and selective retention. |
| Type of Record | Retain For. | Then. | DAN |
|---|---|---|---|
| Automatic license plate recognition images (case-specific) | Until exhaustion of appeals process. | Destroy. | |
| Automatic license plate recognition images (not case-specific) | Until verification that no significant image has been captured. | Destroy. | |
| Automated traffic safety camera footage (citation issued) | Until exhaustion of appeals process. | Destroy. | |
| Automated traffic safety camera footage (no citation issued) | Until verification that no infraction has been captured. | Destroy. | |
| Body camera footage (incident identified) | Until matter is resolved and until exhaustion of appeals process. | Destroy. | |
| Body camera footage (no incident identified) | 60 days after date of recording. | Destroy. | |
| Dashcam footage (incident identified) | Until matter is resolved and until exhaustion of appeals process. | Destroy. | |
| Dashcam footage (no incident identified) | 90 days after date of recording | Destroy. | |
| Custodial Interrogation Recordings* | Until final discharge of offender from custody | Destroy. |
* RCW 10.122.150 requires that law enforcement agencies adopt policies and procedures to implement the Uniform Electronic Recordation of Custodial Interrogations Act, including a process for preserving the chain of custody of an electronic recording of a custodial interrogation. For additional information, see our blog post on New Recording and Disclosure Requirements for Certain Law Enforcement Interrogations.
