Sex Offender Document Imaging

Sex Offender Document Imaging & Records Retention

The Washington Association of Sheriffs and Police Chiefs was designated in 1999 by the Washington State Legislature to receive records of investigative reports pertaining to sex offenders or sexually violent offenses for permanent electronic retention and retrieval CW 40.14.070(2)(b). Prior to this time, many records were destroyed at the end of the retention period, which is currently six years. Critical data was lost, leaving criminal justice agencies with little or no information about sexual offenders that were being released into the public. Now, following the expiration of the retention period, those records are shipped to WASPC where they are electronically imaged and permanently retained. No longer public records, these documents can only be released to criminal justice agencies for the purpose of determining if a sex offender meets the criteria of a sexually violent predator. Following electronic retention, WASPC destroys the paper documents without breaching confidentiality. To request a sex offender document, a criminal justice representative must complete and submit a request form confirming that the agency is indeed criminal justice and that the information will be used only to determine if a sex offender meets the criteria of a sexually violent predator as defined in chapter 71.09 RCW. All requests are retained by WASPC.

The RCW Sex Offenses to be scanned into the system:

• 9A.44.040 Rape in the first degree
• 9A.44.050 Rape in the second degree
• 9A.44.060 Rape in the third degree
• 9A.44.073 Rape of a child in the first degree
• 9A.44.076 Rape of a child in the second degree
• 9A.44.079 Rape of a child in the third degree
• 9A.44.083 Child molestation in the first degree
• 9A.44.086 Child molestation in the second degree
• 9A.44.089 Child molestation in the third degree
• 9A.44.093 Sexual misconduct with a minor in the first degree
• 9A.44.096 Sexual misconduct with a minor in the second degree
• 9A.44.100 Indecent liberties
• 9A.44.105 Sexually violating human remains
• 9A.44.115 Voyeurism
• 9A.44.160 Custodial sexual misconduct in the first degree
• 9A.44.170 Custodial sexual misconduct in the second degree

The following RCW Offenses are to be submitted in which the act has been determined, beyond a reasonable doubt, to have been sexually motivated.

• 9A.32.030 Murder in the first degree
• 9A.32.050 Murder in the second degree
• 9A.36.011 Assault in the first degree
• 9A.36.021 Assault in the second degree
• 9A.36.120 Assault of a child in the first degree
• 9A.36.130 Assault of a child in the second degree
• 9A.40.020 Kidnapping in the first degree
• 9A.40.030 Kidnapping in the second degree
• 9A.52.020 Burglary in the first degree
• 9A.52.025 Residential burglary
• 9A.40.040 Unlawful imprisonment

Support Documentation:

• Sex Offender Incidents to be Submitted to WASPC per SSHB 1337(PDF)
• SSHB 1337 (PDF)
• Guidelines for Sending in Case Incident Files for Archiving (PDF)
• Retention Schedule-Sex Offender Documents (PDF)
• Handbook (PDF)
• Law Enforcement Records Management Guidelines and General Records Retention Schedules (recently updated) (PDF)

Support Contact: Tonya Todd Document Imager