HomeMy WebLinkAbout01-28-2021 PD Destruction - variousPolice Department - -
atlr 10,12 Walnut Street, San Luis l M'[)O, CA 93401-2729
�'• 805,781.7317
January 28, 2021
To: Jeff Smith, Interim Chief of Police
Christine Dietrick, City Attorney
From: Tiffany Lankford, Administrative Assistant to the Chief
Subject: REQUEST FOR RECORDS DESTRUCTION
j^ I
FEB 6}n021
`)I-C? CITY CP-MJ
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. 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 the above listed
records.
ristln rick
City Attorney
CERTIFICATION OF DESTRUCTION
41c;ify that the reco s listed above were properly disposed of on Lank r
Admin. Asst. to the Chief
O' AL
RETENTION
DEPT/DIV PERIOD Title
Type of File
Date
Purge
after
Drawer #
Comment
Police Dept i2015-2020 !Adams, Cedric
P-File & Background & Training
03/22/15
2020
6
Re6fBd
Police Dept 12015-2020 'Coffman, Susan
P-File & Background & Training
04/08/15
2020
6
Transferred to HR Admin; no longer with PD as of 4/8/15
Police De t 2015-2020 Dunn, Shell
P-File & Background & Training05/15/15
2020
6
DisabilityRetirement
Police De t 2015-2020 Tamoria, Leander
Back round
05/01/15
2020
6
Volunteer - no longer volunteering
Police Dept 12015-2020 Brady, Brennan
P-File & Background
05/21/15
2020
6
SNAP assignment complete
Police De t 12015-2020 Wood, Ann Marie
Background
05/01/15
2020
6
Volunteer - no longer volunteerin
Police Dept 2015-2020 'Wilson. Jared
Background
06/23/15
2020
6
SNAP assignment complete
Police Dept 12015-2020 Tran, JimmX
Background
06/23/15
2020
6
SNAP ass! nment complete
Police Dept
2015-2020 Ramar. Julian (Ra
Back round
06/22/15
2020
6
Volunteer - no longer valunleed
Police
De L
12015-2020 Barger, Kyle
BacNqround
06/3C/15
2020
6
Excel Janitor - no longer with Excel
Police
Dept
2015-2020 Welsh. Devynne
P-File & Background
07/31/15
2020
6
SNAP assignment complete
Police Dept
2015-2020 Enber , Nick
P-File & Background & Trainin
07/22/15
2020
6
Resignation
Police Dept
2015-2020 Noetzel. Calvin
P-File & Background
09/3C/15
2020
6
SNAP assignment com Iete
Police Dept
2015-2020 Harrell, Joseph
I P-File & Background
09/19/15
2020
6
SNAP assignment complete
Police Dept
2015-2020 Moms, Travis
P-File & Background & Training
10/12/15
2020
6
Probation Dismissal
Police Dept
2015-2020 Brazil, Peter
P-File & Background
11/06/15
2020
6
SNAP - resigned
Police Dept
2015-2020 iWare. Brandon
Background
10/18/14
2020
6
Janitor- Ended 8/2015
Police Dept
2015-2020 1 Martinez, Alison
P-File, Training. Med, Bk rnd
12/23/15
2020
6
Service Retirement
Police Dept 2015-2020 (Sanchez, David
P-File, Trainin , Med, Bk rnd
12/30/15
2020
6
Resignation
Policet 2015-2020 !Perez, Blanca
P-File, Training, Med, Bk rnd
12/205
2020
6
Resignation
Police Dept 2015-2020 1Accounts Payable 2015 - 2016
Vouchers/Invoices
08/08/17
2020
6
Police Dept 2015-2020 'Correspondence - Chief Gessel.
Correspondence Copies
2015
2020
6
Police Dept 2015-2020 Officer Testing
Orals
07/07/05
2020
6
Police Dept 2014-2019 CC 14-004P
Citizen Complaint
219/2015
2020
6
Police Dept 2814 2019 CC 14-254
Citizen Complaint
115/2015
2020
6
Police Dept 2014-2019 CC 14-255
Citizen Complaint
1/6/2015
2020
6
Police Dept .2014-2019 CC 14-262
Citizen Complaint
3/16/2015
2020
6
Police Dept 2014-2019 CC 14-265
Citizen Complaint
1/27/2015
2020
6
Police Dept 2014-2019 CC 14-266
Citizen Complaint
1/27/2015
2020
6
Police Dept 2014-2019 CC 14-267
Citizen Complaint
2/1672015
2020
6
Police Dept 2014-2019 CC 14-268
Citizen Complaint
1/28/2015
2020
6
Police Dept i2015-2020 CC 15-269
Citizen Complaint
26/2015
2020
6
Police Dept 12015-2020 CC 15-270
Citizen Complaint
3/9/2015
2020
6
Police Dept 12015-2020 CC 15-271
Citizen Complaint
6/30/2015
2020
6
Police Dept 2015-2020 CC 15-272
Citizen Complaint
5/7/2015
2020
6
Police De t 2015-2020 CC 15-273
Citizen Complaint
9/8/2015
2020
6
Police De t 2015-2020 CC 15-274
Citizen Complaint
7/29/2015
2020
6
Pefte O t 2015-2020 CC 15-275
Citizen Complaint
6/11/2015
2020
6
Police Dept 2015-2020 CC 15-277
Citizen Complaint
6/24/2015
2020
6
Police Dept 12015-2020 CC 15-278
i 9itizen Complaint
7/28/2015
2020
6
Police Dept j2015-2020 CC 15-279
Citzen Complaint
7/28/2015
2020
6
Police Dept 2015-2020 CC 15-280
Citizen Complaint
9/3/2015
2020
6
Police Dept 2015-2020 CC 15-281
Citizen Complaint
9/16/2015
2020
6
Police Dept 2015 2020 CC 15-282
Citizen Complaint
10/19/2015
2020
6
Police De t 2015-2020 CC 15-283
Citizen Co taint
l 10/20/2015
2020
6
Police Dept 2015-2020 CC 15-284
Citizen Complaint
11/18/2015
2020
6
Police Dept 2015-2020 Al 15-001P
Citizen Com taint
4/14/2015
2020
6
Police De t 2015-2020 Al 15-003P
Citizen Complaint
11/23/2015
2020
6
Police De t :2015-2020 Al 15-004P
Citizen Complaint
10/12/2015
2020
6
Police Dept M18-2020 Lc ez, Da ron Jacob
[Background
12/4/20181
2020 1
6
Not hired; Janitor
Page 1 of 1
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE
TOTAL I. OFFICE RESPONSIBLE
CODE SECTION
RETENTION FOR RETENTION AND
REMARKS
PERIOD DISPOSITION OF RECORD
Officer involved shooting
CL+251.
Police
GC34090
Operations Directive Manual
P
Police
GC34090
Public Intoxlcsoon Arrest Report
10
Police
647F PC
Recovered Stolen Vehicle Reports
5
Police
CLEFS P&P - Electronic records only
Reports involving seized weapons retained by City Police
Sex Cases
10
P
Police
Police
CLETS P&P - Electronic records only
Electronic for case reference
Sex Registrant files - Adult P
Sex Registrant files - Juvenile P
Special Orders Manuals P
Statistical UCR Report P
Subpoena Log 2
Survey Responses 2
Use of Force Reocft 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
Police
Police
Police
Police
Police
Police
Police
PC 290a 2 - Electronic records.on
W&I 781
GC34090 - Keep one for historical purpose
GC34090 - Keep one for historiraf purpose
GC34090
GC34090 - Electronic records only
GC34090
GC34090.7/CCP 335.1 - with the exception of information held for evidence.
Electronic records only,
Fire GC34090 / 8CCR3203
Fire PC799
Arson Investigations - Evidence (Support prosecution resulting in
homicide)
P
Arson Investigations - Evidence (Great bodiliy harm, inhabited
structure or property)
CL+6
Fire
PC800
B/C & Staff Logs
51
Fire
GC34090
Captain's Log (Fire Station Journals: Activities, personnel, engine
company —historical)
P
Fire
GC34090
Disaster - Major Event Log
P
Fire
GC34090(c)
Disaster Plans
S+2
Fire
SLOMC2.24.080
Emergency 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 Acauisition
P1
Fire
GC34090(a)
Fumigations
CU+21
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
Fire
GC34090
GC34090
Media Events - Department Pi
Mutual Aid Activities 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
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 Manaqement Plans
S+2
Utilities
40CFR
Water & Wastewater Studies
CL+10
Utilities
GC34090
Water Qualitv Reports
P
Utilities
GC34090
Water Reuse - SWRCB & NMFS reporting
P
Utilities
40CFR + Historical
Water Treatment Plant - Dept of Public Health reports
P I
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
P
Utilities
GC34090
WRF Annual Discharge Monitoring Reports j
P
Utilities
40CFR + Historical
WRF Monthly Discharge Monitoring Reports
2
Utilities 140CFR
1300
IAdministative
POLICE
Accident Review
CL+5
Police
GC34090
Administrative/Internal Investigations
CL+5
Police
GC34090
All Arrest Reports
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
IPC457.1(b)2
Arson Registrant - Juvenile
P
Police
W&I 781
Audio Recordings- Telephone and Radio
2
Police
GC34090.6 - Electronic records only
Background 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 Weapon Permit Records
A/E+2
Police
GC34090
Confidential Informants
2
Police
GC34090
Court Loq
2
Police
GC34090 - Electronic records only
Daily 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
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
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
Pi
Police
CLETS P&P
Narcotics Registrant
Pi
Police
JH&S 11594
News Releases (Press Releases)
51
Police
I 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