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Home My WebLink AboutItem 07 - Approve Destruction of Obsolete City Records PD and LibraryPolice Department & Library www.santa-ana.org/police, www.santa-ana.org/library Item # 7 City of Santa Ana 20 Civic Center Plaza, Santa Ana, CA 92701 Staff Report July 16, 2024 TOPIC: Destruction of Obsolete City Records AGENDA TITLE Approve Destruction of Obsolete City Records RECOMMENDED ACTION Approve the request for the destruction of obsolete records from the Police Department, Jail Bureau and the Library in accordance with the retention schedule outlined in City Council Resolution 2013-014. GOVERNMENT CODE §84308 APPLIES: No DISCUSSION On April 1, 2013, the City Council approved Resolution 2013-014. The resolution provides agencies, departments, and offices guidance on the retention of City records including how long the records need to be retained. Pursuant to the resolution, City staff prepared a Citywide Records Retention Schedule which sets forth the retention period for a particular record. The schedule reflects the requirements of the California Government Code and is modeled after the California Secretary of State's sample for local governments, while incorporating other statutory periods applicable to the City. The schedule attached to the resolution is broken down into multiple sections covering the varied responsibilities and minimum retention periods applicable to each. Section 5.B of the resolution and the City's Municipal Code requires that the City Attorney approve the destruction of a City record. Accordingly, the Police Department and the Library have prepared a list of obsolete records proposed for destruction in the form of a memorandum (Exhibits 1 and 2). The memoranda were reviewed and approved by the City Attorney's Office. Destruction of these records will benefit staff offices, providing more efficient access to files and alleviate the City's storage needs to maintain obsolete records. Destruction of Obsolete City Records for the Police Department and Library July 16, 2024 Page 2 ENVIRONMENTAL IMPACT There is no environmental impact associated with this action. FISCAL IMPACT There is no fiscal impact associated with this action. EXHIBIT(S) 1. Request for Destruction of Records — Police Department 2. Request for Destruction of Records — Library Services Agency Submitted By: Robert Rodriguez, Acting Chief of Police Brian Sternberg, Executive Director of Library Services Approved By: Alvaro Nunez, Acting City Manager IWAVI MI Memorandum To: Sonia R. Carvalho, City Attorney From: Kenneth Willard, Correctional Manager Date: 3/28/2024 Re: Request for Destruction of Records The Police Department requests your consent to destroy city records on the attached listing, in accordance with the retention schedule outlined in City Council Resolution 2013-014. Please review and return a signed and dated copy of the attached pages approving the destruction of the records. Thank you. Kenneth Willard Correctional Manager Santa Ana Police Department CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT March 2024 Record Record Series Record Description Record Start Record Retention Record Period Government Digital Category Date Period Code Version? Jail Operations Incident Report discipline (1), Restraint Date of Report 2 Years 2013-2017, 2022 34090 No Reports Chair Reports (5), Commissary (1), Minor/Major Discipline Reports (I Jail Operations Shift Activity Log Razor Logs (3), Law Date of Log 2 Years 2008, 2012, 2014- 34090 No Library (1), USM Court 2018 Lines (1), ICE (2), Visitor Logs (4), pargol Sign -in Los 1) Jail Inmate By Inmate Name Pay to Stay (3), Inmate Date of Arrest 10 Years 2006-2009, 2011, Agency Policy No Records Files(63) 2012 Jail Population Roster Mail Logs (1), AdSeg Date of Log 2 Years 2013, 2015, 2010 34090 No Administrative Logs (2) Reports Jail Intake Statistics AdSeg Rosters (1), Date of 2 Years 2012, 2013 34090 No Administrative Headcount Log/Roster Summary Reports (4) Jail Inmate Grievances Incident Reports (7) Date of 10 Years 2008, 2010, 201 1 Agency Policy No Administrative Completion Reports PREPARED BY: f'�.�aL� 3/28/2024 Kenneth Willard Date Correctional Manager qJLY2Jq 1 CCONSEN BY: UL Robert Rodriguez D t Acting Chief of Police ZION OF THESE RECORDS APPROVED BY: Tamara Bogosian, Sr. ASst, City Attorney for Sonia R. Carvalho Date April 16. 2D24 City Attorney See attached page from Retention Schedule Exhibit J RECORD TART DATE RETENTION PERIOD REMARKS CUSTODIAN ale Obtained 5 Years GC 34090 ID tab )ate Written 2 Years GC 34090 Records Division Date of limbarsement 2 Years GC 34G90 spacial lrivasilgations iration date l designated assI nment 2 Years GC 34090 Ile of Inddent 3 Years GC 34090 District Investigations I o1 Completion 10 Years Agency Policy Jail Facillty a of Inspection 2 Years GC 34090 Jail Facility late of Log 2 Years GC 34%0 Jell Facility a of Summary 2 Years GC 34090 Jail Facility )ale of Log 2 Years GC 3409C Jal Facility ale of Arrest i0 Years Agency Policy Jail Facility Sato of Log 2 Years GC 340 00 Jail Facility ite of Report 2 Years GC 34090 Jail Faclil y We of Log 2 Years GC 34090 JaC Facility to of Meeting 2 Years GC 34090 Feld Operations to of Request 2 Years GC 34090 Records Division of Termination 2 Years GC 340300 Training Division ate of Order 2 Years GC 34090 Remrris Division its of Report Permanent Records Division 2 of MEMORANDUM To: Sonia R. Carvalho, City Attorney Brian Sternberg From: Library Services Director Subject: Request for Destruction of Records Date: June 10, 2024 The Library Service Agency requests your consent to destroy City records on the attached listing, in accordance with the retention schedule outlined in the City Council Resolution 2013-014, Please review this report and return a signed and dated copy of the attached page approving the destruction of records. Thank you. Brian Stern her 1, 202412:57 PDT) Brian Sternberg Executive Director Library Services Agency Destruction of Obsolete Records July 16, 2024 Page 2 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE LIBRARY SERVICES AGENCY July 16, 2024 W01 AIPA RECORD RECORD RECORD RECORDS RETENTION GOV'T CODE/ BOX CATEGORY SERIES DESCRIPTION START DATE PERIOD REMARKS NO. Admin SVCS CDBGI ESG! Grant documents FY 2016-2017 4 Years from GC 34090 1 (Under HPRP and all supporting FY date 24CFR Community documents 670.502 Development ((surveys)) 24 CFR Agency) 85.42 Admin SVCS CDBGI ESG! Subrecipient FY 2007- June 5 Years from Code of Civil 2 (Under HPRP binders ((CDBG 2011 FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Admin SVCS CDBGI ESG! Subrecipient FY 2010-2011 5 Years from Code of Civil 3 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Admin SVCS CDBGI ESG! Subrecipient FY 2010-2012 5 Years from Code of Civil 4 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Deve[opment 34090 Agency) Admin SVCS CDBGI ESG/ Subrecipient FY 2011-2013 5 Years from Code of Civil 5 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Admin SVCS CDBGI ESG/ Subrecipient FY 2012-2014 5 Years from Code of Civil 6 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Admin SVCS CDBGI ESG/ Subrecipient FY 2013-2014 5 Years from Code of Civil 7 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Admin SVCS CDBGI ESG! Subrecipient FY 2014-2015 5 Years from Code of Civil 8 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Admin SVCS CDBGI ESG/ Subrecipient FY 2014-2016 5 Years from Code of Civil 9 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Admin SVCS CDBGI ESG! Subrecipient FY 2014-2015 5 Years from Code of Civil 10 Under HPRP binders CDBG FY date Procedures WO AIPA Community application)) Sec. 337 GC Development 34090 A enc Admin SVCS CDBG/ ESGI Subrecipient FY 2015-2016 5 Years from Code of Civil 11 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency)___ Admin SVCS CDBG/ ESGI Subrecipient FY 2016- 2017 5 Years from Code of Civil 12 (Under HPRP binders ((CDBG FY date Procedures Community application)) Sec. 337 GC Development 34090 Agency) Economic Workforce WIA Forms FY 2015-2016 6 years 29CFR, Part 13 Development Investment (enrollment and 97.42 (b)(2) (Under Act (WIA) & various participation Community Special forms) Development Projects Agency) Economic Workforce Participant payroll FY 2015-2016 6 years 29CFR, Part 13 Development Investment records (timecards, 97.42 (b)(2) (Under Act (WIA) & participant profiles, Community Special payroll printouts) Development Projects -Agency) Economic Workforce WIA Forms FY 2016-2017 6 years 29CFR, Part 14 Development Investment (enrollment and 97.42 (b)(2) (Under Act (WIA) & various participation Community Special forms) Development Projects Agency) Economic Workforce Participant payroll FY 2016-2017 6 years 29CFR, Part 14 Development Investment records (timecards, 97.42 (b)(2) (Under Act (WIA) & participant profiles, Community Special payroll printouts) Development Projects Agency) Economic Workforce WIA Forms FY 2017-2018 6 years 29CFR, Part 15 Development Investment (enrollment and 97.42 (b)(2) (Under Act (WIA) & various participation Community Special forms) Development Projects Agency) Economic Workforce Participant payroll FY 2017-2018 6 years 29CFR, Part 15 Development Investment records (timecards, 97.42 (b)(2) (Under Act (WIA) & participant profiles, Community Special payroll printouts) Development Projects Agency) Official personnel Miscellaneous Documents not FY 2010-2013 5 years 29 CFR 16 files Documents specifically 1602.30-32 & mentioned but kept WCLC, in official personnel Section 3212 files ((Volunteer applications- non- medical related Official personnel Miscellaneous Documents not FY 2010-2013, 5 years 29 CFR 17 files Documents specifically FY 2015-2016 1602.30-32 & mentioned but kept WCLC, in official personnel Section 3212 Destruction of Obsolete Records July 16, 2024 Page 2 1W:4:111IW" files ((Volunteer applications- non- medical related Official personnel Miscellaneous Documents not FY 2016-2017 5 years 29 CFR 18 files Documents specifically 1602.30-32 & mentioned but kept WCLC, in official personnel Section 3212 files ((Volunteer applications- non- medical related Official personnel Miscellaneous Documents not FY 2017-2018 5 years 29 CFR 19 files Documents specifically 1602.30-32 & mentioned but kept WCLC, in official personnel Section 3212 files ((Volunteer applications- non- medical related Official personnel Miscellaneous Documents not FY 2018-2019 5 years 29 CFR 20 files Documents specifically 1602.30-32 & mentioned but kept WCLC, in official personnel Section 3212 files ((Volunteer applications- non- medical related PREPARED BY: Maria Castro Senior Management Analyst Library Services Agency RECORDS DESTROYED: 20 Number of Boxes 711124 Date CONSENT BY: Brian Sternber 1, 2024 1257 PDT) Brian Sternberg Date Executive Director Library Services Agency APPROVED BY: T� For 7/1/2024 `- Sonia R. Canralho Date City Attorney MEMORANDUM Final Audit Report Created: 2024-07-01 By: Ella Sepulveda (msepulveda@santa-ana.org) Status: Signed Transaction Id: CBJCHBCAABAAtleEOjOHIrXGfZg3X-y-KfQZw2-zuN4Aw "MEMORANDUM" History Document created by Ella Sepulveda (msepulveda@santa-ana.org) 2024-07-01 - 7:52:46 PM GMT 2024-07-01 ' Document emailed to Brian Sternberg (bsternberg@santa-ana.org) for signature 2024-07-01 - 7:52:51 PM GMT Email viewed by Brian Sternberg (bsternberg@santa-ana.org) 2024-07-01 - 7:55:15 PM GMT Q Document e-signed by Brian Sternberg (bsternberg@santa-ana.org) Signature Date: 2024-07-01 - 7:57:37 PM GMT - Time Source: server 10 Agreement completed. 2024-07-01 - T57:37 PM GMT Q Adobe Acrobat Sign