Retention Periods for 911 Emergency Call Recordings: Guidelines and Variations

The average length of time that recorded 911 emergency call recordings are kept can vary significantly depending on local laws, regulations, and the policies of individual emergency service agencies. While a common retention period is typically between 1 to 7 years, some agencies may retain recordings for much shorter or longer durations. Always check with local regulations for the specific retention policies in a particular area.

Retention Duration Varies by Location and Scenario

For instance, certain agencies might keep 911 call recordings for as short as 1 to 2 years for operational purposes. Others might retain them for longer durations, especially if the calls are related to ongoing investigations or legal matters. The reasons for such variations include the need for evidence in legal proceedings, public safety concerns, and record management policies.

Example from Local Agency

In our local agency, the retention policy for 911 call recordings is straightforward. They are kept for a minimum of 90 days. This duration ensures that recordings are available for a reasonable period for investigative purposes. However, some agencies operate with more stringent policies, disposing of recordings within as little as a week or 24-48 hours after their respective databases are recycled. This shorter retention period can create challenges for investigations that require the use of these recordings.

Storage Methods and Procedures

The storage methods and procedures for 911 call recordings have evolved over time. In the past, recordings were often stored on mini cassette-like tapes. When these tapes would fill up, an alarm would warn staff to replace them. The old tapes were marked manually with their date and time range before storage. This system, while functional, was inefficient due to the manual marking process and the physical space required to store the tapes.

With the advent of digital technology, the storage and management of 911 call recordings have become more efficient. In the current system, recordings are initially stored on a hard drive. Authorized personnel can recall these recordings from their computers by accessing the hard drive. Once the recordings on the hard drive have been copied onto DVD disks, the hard drive is overwritten, ensuring that storage space is continuously freed up. Although the DVDs store many thousands of calls, they take up minimal physical space, making storage a non-issue.

It is worth noting that this system records all incoming phone calls to the desk, not just the 911 phone lines. This ensures that all calls are documented and can be reviewed for various purposes, from training to quality assurance.

Understanding Legal Requirements and Variations

The retention periods for 911 call recordings can vary significantly from one state or local area to another. Some agencies strictly adhere to local statutes, while others may be more lenient or substitute their own policies. For example, in some areas, recordings are kept for only a week, while in others, they are retained for several years.

It is crucial to research the local and state requirements to understand the specific laws and rules governing the retention of 911 call recordings. In many cases, the real requirements may not be aligned with the information provided by neighboring agencies, as there may be no standardized rules or the rules might be different than what is quoted.

For accurate and legally compliant information, it is best to consult official sources and local emergency service agencies. Additionally, many attorneys are unaware of the specific retention requirements, highlighting the importance of conducting thorough research and verifying the information.

Conclusion

Retaining 911 emergency call recordings is a complex issue that is influenced by local laws, regulations, and agency policies. Understanding these factors and adhering to the appropriate retention period helps ensure public safety and legal compliance. By following best practices and researching local requirements, agencies can effectively manage the retention of 911 call recordings, ensuring they are available when needed and stored securely.