HomeMy WebLinkAbout19C - RECORDS DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
MAY 18, 2009
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
CITY MANAGER
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
^ As Recommended
^ As Amended
^ Ordinance on 1 S` Reading
^ Ordinance on 2"d Reading
^ Implementing Resolution
^ Set Public Hearing For_
CONTINUED TO
FILE NUMBER
Approve the requests for the destruction of obsolete records from various
City departments in accordance with the retention schedule outlined in
City Council Resolution 2006-045.
DISCUSSION
On July 3, 2006, the City Council approved a resolution outlining the
records retention schedule for the agencies, departments, and offices of
the City. City records are governed by the Public Records Act which
provides the time in which records need to be kept. The Citywide Records
Team compiled the Citywide Records Retention Schedule which sets forth
the retention period for a particular record. The Municipal Code
requires that the destruction of a City record be approved by the City
Attorney.
In accordance with Section 5B of the Citywide Records Retention Schedule
Resolution, the City Attorney has approved the list of records proposed
for destruction from the departments as outlined in the attached
documents.
FISCAL IMPACT
There is no fiscal impact associated with this item.
19C-1
Memo
To: Laura Sheedy, Assistant City Attorney
CilyA~orneys Olfioe
From: Anita Ayala, Records Manager
Date: April 30, 2009
Re: REQUEST FOR DESTRUCTION OF RECORDS
The Police Department requests your consent to destroy city records on the
attaching listings, in accordance with the retention schedule outlined in City
Council Resolution 2006-045.
Thank you.
..~ ,
~=~~'rr
Anita Ayala, Records Manager
Police Department
19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Patrol Division -Watch Commander
Record Category Record Series Record Description Record Dates
SUPERVISOR LOGS By Supervisor Daily logs written by supervisor April 2007 and
Name documenting shift activities prior
ROLL CALL Information disseminated at April 2007 and
BRIEFING FILES Roll Call Briefings prior
Prepared by:
Name: Stephen Colon Title: Commander
Date: April 2, 2009
Number of boxes to be destroyed: 2
CONSENT BY:
~~ ~z~ =~
~.~~--- ~
Paul M. Walters, Chief of Police Date
Police Department
APPROVED BY:
,, F ~,
~~.,. _. ~ 1 ' ~cf
Joseph Fletcher Date
City Attorney
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
19C-3
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTAAENT
Division Name: Records Division
Record Category Record Series Record Description Record Dates
CORRESPONDENCE Incoming and "Loose correspondence that April 2007 and
Outgoing cannot be legitimately attached prior
General to some major record series
Correspondence
FIELD INTERVIEW By Name Documentation of a field April 2007 and
CARDS contact by an officer prior
POLICE REPORTS Marijuana Incidents involving less than 1 April 2007 and
Report under 1 oz. of marijuana prior
oz.
STATISTICAL UCR (Uniform State reports of statistics on April 1999 and
REPORTS Crime Report} crimes and supporting prior
documents
STATISTICAL Crime Tally Forms used to collect crime April 2007 and
REPORTS Sheets data prior
SUPERVISOR LOGS By Supervisor Daily logs written by supervisor April 2007 and
Name documenting shift activities prior
VEHICLE LOGS PPI Logs Record of private party April 2007 and
(Records) impounds prior
WARRANT Served warrant working papers April 2007 and
INVESTIGATIVE with no case number prior
WORKSHEETS
Prepared by:
Name: Anita Ayala Title: Records Manager
Date: April 2, 2009
Number of boxes to be destroyed:
CONSENT BY:
~~~~~c..c~-- 1. ~ -V S
Paul M. Walters, Chief of Police Date
Page 1 of 2
19C-4
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Records Division
P;~olice /1Department`~
Ua ~C ~~rr l 2, 2c`o
APPROVED BY:
~-,
oseph Fletcher .-- - Date
City Attorney ;/
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 of 2
19C-5
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
Record Category Record Series Record Description Record Dates
ADMINISTRATIVE EMPLOYEE ACCIDENTS INVOLVING ON- 1/1/03 to
INVESTIGATIONS ACCIDENTS DUTY DEPARTMENTAL 12/31/03
PERSONNEL
ADMINISTRATIVE K-9 REPORTS INVESTIGATIONS OF K-9 BITE 1/1/03 to
INVESTIGATIONS INCIDENTS 12/31/03
ADMINISTRATIVE USE OF IN-CUSTODY INJURIES AND 1/1/03 to
INVESTIGATIONS FORCE USE OF FORCE 12/31/03
ADMINISTRATIVE OFFICER INVESTIGATIONS OF OFFICER 1/1/03 to
INVESTIGATIONS INVOLVED INVOLVED SHOOTINGS 12/31/03
SHOOTINGS
CITIZEN BY INVESTIGATIONS OF ALLEGED 1/1/03 to
COMPLAINTS EMPLOYEE EMPLOYEE MISCONDUCT 12/31/03
NAME
Prepared by:
Name: J. Smith Title: Inspector
Date: March 17, 2009
Number of boxes to be destroyed: 19
CONSENT BY:
~~. ~5
Paul M. Walters, Chief of Police Date
Police Department
APPROVED BY:
,.
< < _
Joseph Fletcher '" ' Date
City Attorney ~'
Page 1 of 2
19C-6
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: PROFESSIONAL STANDARDS DIVISION
------------------------------------------------------
------------------------------------------------------
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 1f~C_7
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Communications
Record
Category Record Series Record Description Record
Dates
Recordings of Audio Routine daily taping and 8/16/08 and
telephone and Recordings recording of telephone prior
radio communications and all radio
communications communications relating to the
operations of the departments.
Supervisor logs Police Daily logs written by supervisors 2/16/07 and
Communications documenting shift activities prior
Supervisors and
lead dispatchers
Prepared by: Suzette Caddell
Name:Suzette Caddell Title:Police Communications Manager
Date: 2/16/09
Number of boxes to be destroyed: 2
CONSENT BY:
~~ u.~i~ -
Paul M. Walters, Chief of Police
Police Department
APPROVED BY:
(.~ ~- ~-' c~S
Date
~~ ~ ~
oseph Fletcher r Date
City Attorney
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Page 1 of 2
19C-8
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Communications
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 of 2
19C-9
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Property and Facilities Division
Record Record Series Record :pescription Record Dates
Category
Supervisor Logs By Supervisor Daily logs written by Supervisors 04/31!07 and
Name documenting shift activity prior
Prepared by:
Name: Mary Calderwood Title: Property & Facilities Manager
Date: February 23, 2009
Number of boxes to be destroyed: 1
CONSENT BY:
f
Paul M. Walters, Chief of Police Date
Police Department
APPROVED BY:
Joseph Fletcher Date
City Attorney
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
19C-10
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Training
Record Record Series Record Description Record Dates
Category
Training Records Employee Schools and Classes Attended by February 2004
Training Police Employees (FTO Training and prior
Records - by Records)
Employee
Name
Prepared by:
Name: Malcolm Lowery
Date: 2/17/09
Title: Training Sergeant
Number of boxes to be destroyed: 8
CONSENT BY:
Cv~
I
Paul M. Walters, Chief of Police
Police Department
APPROVED BY:
CG~-t3 ~s
Date
Joseph Fletcher Date
City Attorney .:
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 1 of 1
19C-11
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Animal Services
~~Y r .
Record Record Series Record Descripti~' jr R c~r~ates
Category ~.
:,
Agreements City Council Police/Section level copies of Jun®'~~ 3 and
Approval contracts entered into by the City prior
relating to goods, services, legal
settlements and program
responsibilities
Correspondence Council Forms used by the Mayor and Feb 2003 and
Requests Council members to request prior
information and/or certain staff
actions.
Correspondence Incoming and "Loose correspondence that Feb 2003 and
Outgoing cannot be legitimately attached to prior
General some major record series
Correspondence
Training Records K-9 Training Training records of K-9 Officers Feb 2003 and
Records prior
Budget Budget back-up Budget preparation sheets, and Feb 2007 and
documentation other support documents prior
Supervisor Logs By Supervisor Daily logs and memos pertaining Feb 2003 and
Name to K-9, Animal Services and Air prior
Support by Section Supervisor
Statistical Crime Tally Forms used to collect crime or Feb 2003 and
Reports Sheets section activities in K-9/Animal prior
Services/Air Support
Prepared by:
Name: Marty Shirey Title: Sergeant
Date: 3/3/09
Number of boxes to be destroyed: I
CONSENT BY:
Page 1 of 2
19C-12
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Divi a e: Animal Services
~-- ~ ~ ~
Paul M. Walters, Chief of Police Date
Police Department
APPROVED BY:
~'" t
J seph Fletcher ~ Date
City Attorney
Records destroyed by:
Print Name & Badge # Signature
Date of destruction:
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
Page 2 of 2
19C-13
19C-14