HomeMy WebLinkAbout11-03-2020 PD Records Destruction - Call logs 12-2016 thru 9-2018Police Department
1042 Walnut Street, San Luis Obispo, CA 93401-2729
805.781.7317
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MEMORANDUM
October 26, 2020
To: Jeff Smith, Interim Chief of Police
Christine Dietrick, City Attorney
From: Tera Rapp, Records Supervisor
Subject: REQUEST FOR RECORDS DESTRUCTION
Rl Cf.:;IVED
FEB 112021
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.
Request approval to destroy Daily Calls for Service Logs dated December 19, 2016 through
September 22, 2018.
Attachment:
Copy of Retention/Disposition Schedule
Please sign below indicating your approval for the destructi h ove li ed re orris.
rnt2Wief
istine Dietrick of Police City Attorney
CERTIFICATION OF DESTRUCTION
I certify that the records listed above were properly disposed of on
r
Tera Rapp
Records Supervisor
Records Title / Subtitle
RETENTION PERIODS
OFFICE OF
Statutwy Reference Comments
Electronic File
Paper Coov
RECORD
Active / Inact/ Total
Active / Inact/ Total
Background Investigations - Not Hired
CL 2 CL +2
GC 34090(d
Massa e, Taxi, Permits
CU current
CU 2 CU +2
GC 34090(d/SLOMC 5.56.150
Concealed Weapon Permit Records
CLI
1CU A/E+2 A/E +2
Juvenile Detention Logs/Survey/Monthly
reports
CU 2 CU +2
GC 34090(d)
Audio Recordings- Telephone and Radio
1 mo 23mo 2 r
GC 34090.6
Video Recordings - in -car video footage
2 2
GC 34090.7 / CCP 335.1 - exception: held as evidence
Arrest and Citation Register
2 1
1wk
GC 34090 (d) (idiced info stored inclefinetly on currents stem)
Court Log
2 2
GC 34090 d
Subpoena Log
2 2
2 2
GC 34090 d)
GC 34090(d)- printed every 12 hours to document call closure at
Dail Calls for Service Log
1wk in lobb 2 r
the time. Can be reprinted but may contain updated information.
GC 34090(d) Surveys, respnses correspondence with other
Survey Responses
2 2
a encies requesting statistical data
Narcotics Information where no arrests
1
GC 34090(d) Retained by division until no longer useful for
or filings
2
investigative purposes
H&S Sections-11357(b),(c),(d), or (e) or
2 - from conviction
2 - from conviction or
H&S 11361.5(a) Exception: violation H&S 11357(e) by a juvenile.
H&S 11360 - purged from electornic and
or date of arrest if no
date of arrest if no
The record shall be retained until offender attains the age of 18
or paper for and any computer refernces
conviction
conviction
years.
Video Recordings - in -car video footage
5 5
GC 34090 d Superviosry review report of the incident
Recovered Stolen Vehicle Reports
R +5 (recovered)
Hate of Recovery + 5 Years if no arrest is made.
Citations
2 2
GC 34090 d
Collision Re orts
5 5
GC 34090.7 and GC 34090 d with the exe tion of fatalities
News Releases
5 5
GC 34090 (d
Employee Training Records
T (termination)
T 5 T +5
GC 34090(c
Background Investigations
T termination
T 5 T +5
For hired employees
Citizen Complaints
CL case closed
CL 5 CL +5
GC 34090 d) Purge after case closed + 5 years
Administative Accident Review
CL 5 CL +5
GC 34090 d
Administrative/Internal Investigations
CL case closed
CL 5 CL +5
GC 34090 d Retain longer when requested by PD Chief
Incident and Non -criminal Reports
5 5 1
GC 34090 d Exception Death and Missing Persons cases