Laserfiche WebLink
Proposal for Parking Citation Services City of Santa Ana — November 5, 2008 <br />Citations, files, books, records, information stored on magnetic tapes and other <br />documents generated by PHOENIX GROUP shall be deemed the property of CITY and <br />will be returned to CITY at the time of termination. PHOENIX GROUP shall at CITY'S <br />direction, return all books and records. CITY shall notify PHOENIX GROUP of <br />requirements to return books and records in writing. <br />Books and Records will be retained by PHOENIX GROUP as defined in DATA <br />RETENTION AND STORAGE, or until returned to CITY. <br />DATA RETENTION AND STORAGE <br />The Bid specifications listed several items with different time requirements for data <br />retention. We would like to maintain our data retention policy, however we will work <br />with CITY to meet their requirements. PHOENIX GROUP'S data retention /storage <br />policy defines the period of retention and disposition of three categories of data: source <br />documentation, magnetic media and control documentation. All costs to return or <br />destroy data will be borne by PHOENIX GROUP. <br />MAGNETIC MEDIA: Data will be removed /archived from the on -line system once a <br />year. The data will normally be for citation payments and closed citations that have <br />exceeded two years. Data archived from the system may be retained by PHOENIX <br />GROUP on CD ROM. Stored Data will be retained for duration of the contract — or until <br />returned to Agency, whichever is greater. CITY has the option of receiving a copy of <br />the data on magnetic media per request of CITY. The following data will be returned to <br />CITY at CITY'S expense: <br />Open citations: Any citation open that has been returned by the DMV as uncollected or <br />older than 36 months and not yet on DMV hold, or as directed by CITY. PHX will <br />maintain all citations on the system that are on hold with the DMV until the DMV clears <br />the citation. <br />58 <br />