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Computer-Aided Dispatch (CAD)

Public Safety

Computer-Aided Dispatch (CAD)
Title Major Revision Previous Schedules Schedule Item
Computer-aided dispatch (CAD) or incident data file,

containing data on each call received and equipment dispatch or other resulting action taken:
RETENTION: 3 years
NOTES: In some automated systems no MSAG data file exists, and the CAD or incident data file assumes this function. In these cases local governments should consider maintaining this record as a perpetual data file, and 1 year after replaced by superseding data file.
Incidents involving minors, casualties, serious injuries, homicides, fires which are incendiary in nature or under investigation, or unsolved law enforcement cases, may necessitate retention of data relating to these incidents longer for potential or ongoing legal needs. Contact the State Archives for additional advice.

 CO2 923; MU1 789; MI1 797 1179
Emergency call receipt and/or equipment dispatch record,

including but not limited to police or fire incident report or alarm report, generated each time an alarm or call is received and equipment is dispatched or other resulting action taken

 CO2 531; MU1 494; MI1 431 1180

a: When record contains no information on emergency medical treatment of an individual:
RETENTION: 3 years
NOTES: Incidents involving minors, casualties, serious injuries, homicides, fires which are incendiary in nature or under investigation, or unsolved law enforcement cases, may necessitate retention of data relating to these incidents longer for potential or ongoing legal needs. Records custodians may wish consult their attorney, counsel or law enforcement agency before these records are disposed of regarding any potential longer legal value. Contact the State Archives for additional advice.

b: When record contains information on emergency medical treatment of an individual:
RETENTION: 6 years, or 3 years after individual attains age 18, whichever is longer
Geographic Information System (G.I.S.) records used in emergency dispatch process


CO2 924; MU1 790; MI1 798 1181

a: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layer (official copies maintained and/or updated by dispatching unit):
RETENTION: Maintain as perpetual data files, and 1 year after superseded

b: Street, road right-of-way, road centerline, hydrant, tax parcel or other data layers (other than official copies, where official copy is maintained by other unit of local government which maintains the G.I.S.):
RETENTION: 0 after no longer needed

c: G.I.S. file and process documentation records, covering G.I.S. operations where dispatch unit creates, revises or performs analyses on data layers and related files:
RETENTION: Maintain until G.I.S. system used in dispatch is superseded or no longer used.
Communications log

(radio, telephone, alarm or other) recording each communication between caller and receiving unit or between dispatch unit and mobile unit or field personnel, for law enforcement agency, fire department or district, emergency medical or central emergency dispatch unit:
RETENTION: 3 years after last entry
NOTES: Local governments should consult their attorney or counsel before these records are disposed of regarding any potential legal value.

 CO2 532; MU1 495; MI1 432 1182
Recording of communications

kept by dispatch unit of law-enforcement agency, fire department or district, emergency medical service or central emergency dispatch unit:
RETENTION: 0 after information posted to emergency call receipt and/or equipment dispatch record
NOTES: Records custodians may wish to consult their attorney, counsel or law enforcement agency before these records are disposed of regarding any potential legal value. The State Police suggests that these tapes be retained for at least 30 days if economically feasible. Recordings of serious incidents may warrant longer retention for legal reasons. These tapes should be retained until legal action is resolved, or the relevant specific communications should be transferred onto a separate tape. Contact the State Archives for additional advice.

 CO2 533; MU1 496; MI1 433 1183
Call receipt and dispatch related reports,

other than individual incident reports

 CO2 925; MU1 791; MI1 799 1184

a: Incident data files submitted to New York Department of State:
RETENTION: 2 years

b: Summary data reports and detailed reports containing information of potential legal or fiscal value:
RETENTION: 6 years

c: Internal information reports of no legal or fiscal value, such as daily activity reports:
RETENTION: 0 after no longer needed