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Home My WebLink About01-08-2020 PD Records Destruction - MiscPolice Department 1042 Walnut Street, San Luis Obispo, CA 93401-2729 805,781.7317 locity ur(I January 8, 2020 To: Deanna Cantrell, Chief of Police Christine Dietrick, City Attorney From: Tiffany Lankford, Administrative Assistant to the Chief Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. The method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy: See attached spreadsheet Attachment: Copy of Retention/Disposition Schedule Please sign below indicating your approval for the destruction of th�,�a o listed records. _-I_` ,-, {,r Chief Deanna Cantrell Chief of Police Christine Dietrick City Attorney CERTIFICATION OF DESTRUCTION rtify that the records listed above were properly disposed of on I Z A LA Tiff La k a d Admin. As t. to the Chief DEPTIDIV RETENTION PERIOD I Title Type of File Date Purge after Comment Police Dept. 2014-2019 Kevany, Colleen P-File & Background & Trainin9 03/17/14 2019 Service Retirement Police Dept. 2014-2019 Rodriguez, Sara P-File & Background & Training 02/07/14 2019 Resignation Police Dept. 2014-2019 Mills, Carey P-File & Background & Training 06/06/14 2019 Service Retirement Police Dept. 2014-2019 Benge, Laura ' P-File & Background 08/07/14 2019 Probationary Dismissal Police Dept. 2014-2019 Evans, Parker r P-File & Background 08/04/14 2019 SNAP assignment complete Police Dept. 2014-2019 VanHooser, Marilyn, / P-File & Background & Training 08/27/14 2019 Service Retirement Police Dept. 2014-2019 Wizard, Jonathan P-File & Background 09/09/14 2019 Probationary_ Dismissal Police Dept. 2014-2019 Chiefs Correspondence 2014 Correspondence 12/31/14 2019 Police Dept. 2014-2019 Blackstone, Barbara _ P e & Background 12/22114 2019 Retired Police Dept. 2014-2019 Angel, Adam V P-File & Background 12/23/14 2019 SNAP assignment complete Police Dept. 2014-2019 Chiefs Correspondence 2014 Correspondence 12/24/14 2019 Police Dept. 2014-2019 Accounts Payable 2014 - 2015 Vouchers/Invoices 12/25/14 2019 Police Dept. 2014-2019 Officer Laterals Orals 1/9/2014 2019 Police Dept. 2014-2019 Officer Laterals l Orals 8/28/2014• 2019 Police Dept. 2014-2019 Officer Laterals Orals 3/20/20141 2019 Police Dept. 2014-2019 FST �/ Orals 1/00/2014 2019 Police Dept. 2014-2019 Officer Laterals V Orals 11/18/2014 2019 Police Dept. 2014-2019 Officer Laterals Orals 8/28/2014 2019 Police Dept. 2014-2019 Comm Tech Orals 3/19/2014 2019 Police Dept. 2014-2019 Def. Tactics _ Orals 10/00/2014 2019 Police Dept. 2014-2019 Motors Orals 4/00/2014 2019 Police Dept. 2014-2019 Def. Tactics Orals 6/00/2014 2019 Police Dept. 2014-2019 Field Training Officer Orals 6/00/2014 2019 Police Dept. 2014-2019 Def. Tactics Orals 4/00/2014 2019 Police Dept. 2014-2019 CSI , Orals 4/00/2014 2019 Police Dept. 2013-2018 CC 13-249 Citizen Complaint 1/7/2014 2019 Police Dept. 2013-2018 All3-003P Administrative Inquiry 11/16/2013 2018 Police Dept. 2013-2018 AI13-006P Administrative Inquiry 5/8/2014 2019 Police Dept. 2014-2019 AI14-001P ,/ _ Administrative Inquiry 5/8/2014 2019 Police Dept. 2014-2019 AI14-002P Administrative Inquiry 3/19/2014 2019 Police Dept. 2014-2019 AI14-003P ,/ Administrative Inquiry 5/27/2014 2019 Police Dept. 2014-2019 CC 14-251 Citizen Complaint 1/21/2014 2019 Police Dept. 2014-2019 CC 14-252 Citizen Complaint 2/21/2014 2019 Police Dept. 2014-2019 CC 14-253 _ / Citizen Complaint 2/12/2014 2019 Police Dept. 2014-2019 CC 14-257 Citizen Complaint 6/16/2014 2019 Police Dept. 2014-2019 CC 14-258 / Citizen Complaint 7/7/2014 2019 Police Dept. 2014-2019 CC 14-259 / Citizen Complaint 10/10/2014 2019 Police Dept. 2014-2019 CC 14-260 Citizen Complaint 9/7/2014 2019 Police Dept. 2014-2019 CC 14-263 Citizen Complaint 6/20/2014 2019 Police Dept. 2014-2019 CC 14-264 Citizen Complaint 11/21/2014 2019 Police Dept. Administrative Inquiry Log , 1989-2011 No longer used Police Dept. Citizen Complaint Log 1977-2011 INo longer used CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Utilties Rebate applications 3 Utilities GC34090 Water & Wastewater Management Plans S+2 Utilities 40CFR Water & Wastewater Studies CL+10 Utilities GC34090 Water Quail R-V-O-rts_ Water Reuse - SWRCB & NMFS reportinq P Utilities GC34090 _ 40CFR + Historical P Utilities Water Treatment Plant - Deg of Public Health reports P Utilities 40CFR + Historical [ Water Treatment Plant - EPA reports P Utilities 40CFR + Historical Wells & Groundwater information P Utilities GC34090 Whale Rock Financial Plans and Statements P Utilities GC34090 Whale Rock/Minutes Utilities _ Utilities GC34090 40CFR + Historical WRFAnnual Discha a MoniW Re _P P WRF Monthly Discharge Monitoring Reports 2 Utilities 14OGFR 1300 POLICE �Administative Accident Review CL+6 Police IGC34090 Administrativenntemallnvestigatians CL+5 Police GC34090 All Arrest Reports P P Police GC34090 Electronic records only with the exception of mandated destruction pursuant to sections: PC 290(d)(4) & 851.8, H&S 11361,5(a),(b),(d),&(e), W&I 781(a), 826(a), 826(b)- Arrest and Citation Register 2 Police GC34090 Arson Registrant - Adult P Police PC 457.1(b)2 Arson Registrant - Juvenile P Police W&I 781 Audio Recordings- Telephone and Radio 2 Police JGC34090.6 - Electronic records onlv Background Investigations T+5 Police IGC34090 Background Investigations- Not Hired CL+2 Police GC34090 Child Abuse, Neglect, Molest Pi Police PC 799 Citations 21 Police GC34090 - Electronic records only Citizen Cam aims CL+5 Police GC34090 Collision Reports 5 Police GC24090 and GC34090.7 - with the exception of fatality reports Concealed Weapon Permit Records I A/E+2 Police IGC34090 Confidential Informants 2 Police IGC34090 Court Log 2 Police GC34090 - Electronic records only Daily Calls for Service L 2 Police GC34090 Death cases P Police GC34090 Embezzlement of Public Funds P Police PC 803 Employee Training Records T+5 Police GC34090(c) Fatal Traffic Collision I P Police GC34090(c) Felony capital crimes, crimes punishable by death/life in prisonment P Police PC 799 - Case by case determination as to whether stored electronically or paper Felony Crime reports 10 Police PC 804 Fire Arms - lost or stolen CL+5 Or P Police CLETS P&P - Permanent until weapon is located Health &Safety Codes Sections-11357(b),(c),(d), or (e) or H&S 11360 2 Police H&S 11361.5(a) - Exception: violation H&S 11357(e) by a juvenille- Homicides P Police PC 799 Incident and Non -criminal Reports 5 Police GC34090 - Electronic records with the exception of death and missing persons cases Juvenile Detention Logs/Survey/Monthly reports CU+2 Police GC34090 Kidnapping - Active P Police. CLETS P&P Massage, Taxi, Permits CL+2 Police GC340901SLOMC 5,56.150 Misdemeanor and Infraction violation cases 5 Police GC34090 with exceptions: related unserved warrants, identi5able items which have not been recovered, unadjudicated arrests (except H&S 11357/11360), presently involved in civil or criminal litigation Missing Persons - Active P Police 1CLETS P&P Narcotics Registrant P Police JH&S 11594 News Releases jPress Releases) 51 Police GC34090 -Electronic records only AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Officer involved shooting CL+25f Police GC34090 Operations Directive Manual P1 Police GC34090 Public Intoxication Arrest Report 10 Police 647F PC Recovered Stolen Vehicle Reports _ 5 10 _ Police Police CLETS P&P - Electronic records only CLETS P&P - Electronic records only Reports involving seized weapons retained by Citv Police Sex Cases P Police Electronic for case reference Sex Registrant files - Adult _ P Police PC a 290 2 ()( )(f) -Electronic records only Sex Registrant files - Juvenile P Police W&I 781 Special Orders Manuals P Police GC34090 - Keep one for historical purpose Statistical UCR Report Subpoena Log _ P 2 Police GC34090 -Keep one for historical purpose GC34090 _ _ Police ISurvey Responses 2 Police GC34090 - Electronic records only Use of Force Reports 5 2 Video Recordings - in -car video footage Note: See Police procedures for more specific information regarding retention of electronic vs. paper records. 1500 FIRE ApparatusNehicle (Repair and Maintenance: Department Mechanic) T+2 Police GC34090 Police GC34090.7/CCP 335.1 - with the exception of information held for evidence - Electronic records only. Fire GC34090 / 8CCR3203 Arson Investigations - Evidence (Support prosecution resulting in homicide) P Fire PC799 Arson Investigations - Evidence (Great bodiliy harm, inhabited structure or property_ ) CL+6 Fire PC800 B/C & Staff Logs Captain's Log (Fire Station Journals: Activities, personnel, engine company --historical) 5 Fire GC34090 P Fire GC34090 Disaster - Maior Event Loq Disaster Plans P Fire GC34090 e S+2 Fire SLOMC224.080 Emergency Operations Guidelines S+2 Fire GC34090 Employee Records T Fire GC34090 Then transferred to Human Resources EMSniability Reports 4 Fire GC34090 Equipment & Supplies Inventory 3 Fire GC34090 Exposure - Personnel (Laboratory reports and worksheets) T+2 Fire GC34090 Exposure - Personnel (Sampling results, collection, methodology, background) T+30 Fire 29CFR1910-1020 Fire Code Books S+5 Fire GC34090.7 Fire Dept, Staff Reports (Non -Council agenda related, includes supporting documentation) P Fire GC34090 Fire Equipment/Gear Los 3 Fire GC34090 Fire Station Construction and Acauisition P Fire GC34090(a) Fumigations CU+2 Fire GC34090 Generallnformafion 2 Fire GC34090 General rations Guidelines S+2 Fire GC34090 Hazardous Materials -Storage Permits CL+2 Fire Fire GC34090 May keep longer GC34090(a) Hazardous Materials-Undergound Storage Tank (Location, installation, removal, remediation)- _ P ion Request/Complaint CL+31 Fire_ GC34090 / CCP3381'CCP340.5 Inspections - Fire Prevention (Alarm/sprinkler systems, prevention efforts) CL+3 Fire GC34090 _ Media Events - Department P FI Fire Fire GC34090 Mutual Aid Activities GC34090 AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated