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Proposal for Parking Citation Services City of Santa Ana — November 5, 2008 <br />SOURCE DOCUMENTATION (hard copy data): Our standard process is to return the <br />source documentation to CITY every July and January for the previous six months, (i.e., <br />citation hard copies from January-June will be returned to CITY six months later, <br />January). These files will consist of handwritten citations and payment receipts. <br />PHOENIX GROUP will provide computer generated citation data for citations on the <br />system provided they have not been archived to magnetic media. All data is contained <br />within a batch and numbered prior to filing. Each batch of citations, payments or <br />administrative data will be given a batch number and stored in sequential order. All <br />batch numbers are maintained within the citation history for easy reference. In the <br />event CITY does not approve of this program, Phoenix Group would like the opportunity <br />to negotiate this plan with CITY so that it is feasible for both parties. <br />CONTROL DOCUMENTATION: Processing control documentation will be maintained <br />by PHOENIX GROUP for no longer than twenty -four months. <br />PHOENIX GROUP suggests the following criteria for Data Retention. <br />Computer data files: Data will be removed /archived from the system every July. Data <br />archived from the system will be retained by PHOENIX GROUP on magnetic media. <br />Data on magnetic media will be retained for 24 months from the date of archival. CITY <br />has the option to receive a copy of the data on magnetic media per request of CITY. <br />Criteria for removal /archival of data will be: <br />Closed citations: Any citation date older than 18 months and, has been closed for <br />a period of one year. <br />Open citations: Any citation open that is not on DMV hold, and older than 36 <br />months. <br />Regardless of age open citations that are on DMV files with a hold on the <br />registration will remain on the system until DMV clears the citation. <br />Hard copy files will be returned to CITY every July and January for the previous six <br />months, for example citation hard copies from January - June will be returned to CITY <br />the next January. These files will consist of original citations and payment receipts. <br />PHOENIX GROUP will provide computer generated citation data for citations on the <br />system provided they have not been archived to magnetic media. <br />59 <br />