Animal Control
ANIMAL CONTROL RECORDS RETENTION SCHEDULE |
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Description of Record |
Retention Period |
Legal Authority/Rationale |
A-1. Activity Reports. Monthly reports showing the activity of the animal control operations. |
Retain 2 years, unless there is no annual report. If no annual report, retain as permanent record. |
Keep to aid in planning. |
A-2. Adoption Contracts. May include agreement to have animal spayed/neutered when it is 6 months old. |
Retain 4 years. |
Keep to show proof of ownership/patterns of behavior of animals or owners. |
A-3. Annual Reports. Annual reports showing the activity of the animal control operations. |
Permanent record. |
Keep to aid in planning. |
A-4. Bite Reports. Document investigations of dog bites. |
Retain 4 years. |
Retention period based on likely time of complaint or legal action. |
A-5. Complaints, Record of. May contain date; time of complaint; complaint’s name, address, and telephone number; owner’s name and address; animal’s license number; and details of problems. |
Retain 4 years or until resolution of any litigation, whichever is later. |
Record may be used in litigation. Retention period based on statute of limitations for actions for injuries to personal property plus 1 year. T.C.A. § 28-3-105. |
A-6. Controlled Substances, Log of |
Retain 3 years. |
Tenn. Admin. Rule 1730-4-.09. |
A-7. Dispatching Logs. |
Retain 4 years, unless legal action is pending. |
Retention period based on likely time of complaint or legal action. |
A-8. Euthanasia Report. Must be kept for each animal euthanized; includes date, estimated age, breed, weight, sex, amount of euthanasia solution administered, and description of verification of death |
*Retain for 3 years. May want to retain for 4 years if 4-year retention period adopted for other animal control records. |
Tenn. Admin. Rule 1730-4-.09. |
A-9. Field Reports (Daily). Report of officer’s daily activities. |
Retain 1 year. |
Used to compile activity reports. |
A-10 Impound Log. Log of all animals brought into the animal shelter and whether animal was adopted or euthanized. |
Retain 4 years. |
Keep as part of history of animals and owners and to track activity at shelter. Can be useful in returning lost animals to owners. |
A-11. Rabies Certificate. Rabies vaccination is required by T.C.A. 68-8-104. Certificates are forwarded to animal control by veterinarians. |
Retain 4 years. |
Keep to provide proof of vaccination and to facilitate return of lost animals to owners. Rabies vaccine lasts 3 years. |
A-11. Rabies Certificate. Rabies vaccination is required by T.C.A. 68-8-104. Certificates are forwarded to animal control by veterinarians. |
Retain 4 years. |
Keep to provide proof of vaccination and to facilitate return of lost animals to owners. Rabies vaccine lasts 3 years. |
A-12. Return to Owner, Record of. |
Retain 4 years. |
Keep to prove ownership and assign liability to owner if the animal is ever in violation of ordinances or statutes. |
A-13. Spay/Neuter Deposit, Record of. Deposit is required by T.C.A. § 44-17-503 for every animal not already neutered that is adopted from an animal shelter. |
Retain 4 years. |
Keep as part of history of animals and owners. |
A-14. Surrender of Animal, Record of. |
Retain 4 years. |
Keep to defend against liability for taking animal. Based on statute of limitations for offenses against property plus 1 year. |
*Indicates a mandatory retention period based on state or federal law.