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Home My WebLink About01-04-2021 PD Destruction - DAC-Noise disturbance-Early removal-Landlord citationsPolice Department 1042 Walnut Street, San Luis Obispo, CA 93401-2729 805.78'1.7317 sl:;city,ory January 4, 2021 To: Jeff Smith, Interim Chief of Police Christine Dietrick, City Attorney From: Tera Rapp, Records Supervisor 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: Record Series Record Title Retention Period File Date Code Section 1300 DAC cards 2 2017- 2019 GC34090 1300 Noise disturbance notification letters 2 2017-2019 GC34090 1300 Early Removal Applications 2 2017-2019 GC31090 1300 Landlord citations 2 2017-2019 GC31090 Attachment: Copy of Retention/Disposition Schedule Please sign below'[ ¢icating_your approval for the destr ctio of abov ii r -- effof Police Istine Dietrick IJm y Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on -Z- i L 2 , Tera Rapp �p Records Supervisor 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 Quality Reports P Utilities CC34090 Water Reuse - SWRCB & NMFS reporting P Utilities 40CPR + Historical Water Treatment Plant- Dept 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 P1 Utilities GC34090 WRF Annual Discharge Monitoring Reports P Utilities 40CFR + Historical WRF Monthly Discharge MonitorinQ Reports 21 Utilities 40CFR 1300 POLICE Administative Accident Review CL+5 CL+5 P Police Police Police GC34090 _ GC34090 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). GC34090 Administrative/IntemalInvestigations ALA Reports Arrest and Citation Register 2 Police Arson Registrant - Adult P Police PC 457.1 b 2 Arson Registrant - Juvenile P Police W &I 781 _ GC34090.6 - Electronic records only Audio Recordings- Telephone and Radio 2 Police (Back round Investigations T+5 Police GC34090 Background Investigations - Not Hired CL+2 Police GC34090 Child Abuse, Neglect, Molest P Police PC 799 Citations 2 Police GC34090 - Electronic records only Citizen Complaints _ CL+5 Police GC34090 Collision Reports 5 Police GC24090 and GC34090.7 - with the exception of fatality reports Concealed Wea n Permit Records A/E+2 Police GC34090 Confidential Informants 2 Police GC34090 Court Log 2 Police GC34090 - Electronic records only Dally Calls for Service Log 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 P Police GC3409 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 L SurveylMonthly reports CU*2 Police GC340-90 Kidnapping -Active P Police CLETS P&P Massage, Taxi, Permits CL+2 Police GC34090/SLOMC 5.56.150 Misdemeanor and Infraction violation cases 5 Police GC34090 with exceptions: related unserved warrants, identifiable 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 CLETS P&P Narcotics R istrant P Police H&S 11594 News Releases Press Releases 51 Police I GC34090 - Electronic records only AE=After Expiration AU=Audd CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Electron 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+25 Police GC34090 Operations Directive Manual P Police GC34090 Public Intoxication Arrest Report 10 Police 647E PC Recovered Stolen Vehicle Reports 5 Police CLETS P&P - Electronic records only Reports involving seized weapons retained by City Police 10 Police CLETS P&P - Electronic records only Sex Cases P Police Electronic for case reference Sex Registrant tiles - Adult P Police PC 290(a)(2 - 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 P Police GC34090 - Keep one for historical purpose ,Subpoena Log 2 Police GC34090 Survey Responses 2 Police GC34090 - Electronic records only Use of Force Reports 5 Police GC34090 2 1 Video Recordings - in car video footage Note: See Police procedures for more specific information regarding retention of electronic vs. paper records. 1500 FIRE ApparatuslVehicle (Repair and Maintenance: Department Mechanic) T+2 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 5 Fire GC34090 Captain's Log (Fire Station Journals: Activities, personnel, engine company —historical) P Fire GC34090 Disaster- Mgjor Event LouP Fire GC34090 c Disaster Plans S+2 Fire SLOMC2.24.080 Emer-qency Operations Guidelines S+2 Fire GC34090 Employee Records T Fire GC34090 Then transferred to Human Resources EMS/Liability 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 Logs 3 Fire GC34090 Fire Station Construction and Acquisition P Fire GC34090(a) Fumigations CU+2 Fire GC34090 General Information 2 Fire GC34090 General Operations Guidelines S+2 Fire GC34090 Hazardous Materials -Storage Permits CL+2 Fire GC34090 May keep longer Hazardous Materials-Undergound Storage Tank (Location, installation, removal remediation P Fire GC34090(a) Inspection Request/Complaint CL+3 Fire GC34090 / CCP338 / CCP340.5 Inspections - Fire Prevention (Alarm/sprinkler systems, prevention efforts CL+3 Fire GC34090 Media Events - Department P Fire GC34090 Mutual Aid Activities 1 6 Fire 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 Police Department 1042 Walnut Street, San Luis Obispo, CA 93401-2729 805.781.7317 slocity.org MEMORANDUM DATE: March 22, 2017 TO: City Clerk City Attorney FROM: Christine Wallace, Neighborhood Outreach SLOPD" SUBJECT: ADDITION TO RECORDS RETENTION SCHEDULE In accordance with federal, state, and local regulations the following records titles should be incorporated into the City's Records Retention Schedule. Record Series Record Title Retention Period Dept. Responsible Code Section/Remarks 1300 DAC cards 2 Police GC34090 1300 Noise disturbance notification letter 2 Police GC34090 1300 1 Early Removal Applications 1 2 1 Police GC34090 Please sign below indicating Department H- Original: City Clerk's Office Copy: Department for the addition of the above listed records titles. ty Attorney City Clerk