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Home My WebLink AboutPD - VariousPolice Department 9 042 Walnut Street, San ILuis Obispo, CA e93401 2729 805,781.7317 ^" _>ko ity ,n January 7, 2022 To: Rick Scott, Chief of Police Christine Dietrick, City Attorney From: Tiffany Lankford, Administrative Assistant to the Chief Subject: REQUEST FOR RECORDS DESTRUCTION . -MTVI . F E' 2 . S 0 CLTK C1 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. Z6 e— Rick Scott Christine Dietrick Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that thdt;9�10'w ords listed above were properly disposed of on -Zg4i.- e re 1 " iffa y an r Admin. Asst. to the Chief O"wti`. co,� ,� Fo le _ "'Te" FI (4`5' LI r ,Police Dept 2016-2021 16 299 Citizen Complaint 9/19/2016 2021 Police Dept (2016-2021 16-300 _ 2 ' v to 9/2'(2,ERIG 2021 Police Dept 2016-2021 16-301 '. Citizen Complaint i 12/27/201EL 2021 Police Dept 1201615 16 304 Citizen Complaint , 12/28/2016 2021 Police Dept 12016-2021 16-306 zar=.CO -Mm 12/28/201E6 2021 :Police Dept -2011-1016 10-222 'Citizen Complaint 12/21/2011, 2016 12013-2018 Police Dept 2010-2013 Book 1 (10-219) Chronle Cometa;nor 9/14120131 2018 In Police Dept 2014-2019 __._ 2014 Book 2 e-*fig cs_�na;� 's`�n��=_en v*1et 9/29/20141 2019 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL RETENTION OFFICE RESPONSIBLE FOR RETENTION AND CODE SECTION REMARKS PERIOD DISPOSITION OF RECORD Utilties Rebate applications 3' Utilities GC34090 Water & Wastewater Management Plans Water & Wastewater Studies S+2. CL+10 Utilities Utilities 40CFR GC34090 Water Quality Reports P Utilities GC34090 plater Reuse - SWRCB & NMFS reporhiric Water Treatment Plant - Dept of Public Health reports P P' Utilities Utilities 40CFR +Historical 40CFR + Historical Water Treatment Plant - EPA reports _ PI Utilities 40CFR +Historical Wells & Groundwater information P Utilities - GC34090 Whale Rock Rnan ai Plans and Statements P Utilities IGC34090 Male RecWkl nutes WRF Annual Discharge Monitoring Reports P P Utilities Utilities CC34090 i40CFR + Historical WRF Monthly Discharge Monitoring Reports 1300 POLICE lAdministative Accident Review 2 i CL+S Utilities Police 140CFR GC34090 Administrative/Internal Investigations CL+S= Police GC34090 All Arrest Reports P: Police 1GC34090 Electronic records only with the exception of mandated destruction p781(a) ursuantto 826(a)c ions: C 290(d)(4) & 851 �8, H&S 11361.5(a),(b),(d),&(e), W&I Arrest and Citation Register 2 Police GC34090 Arson Registrant -Adult P' Police = PC 457.1(b)2 _ Arson Registrant- Juvenile PI Police W&1 781 ,Audio Recordings- Telephone and Radio 2 Police GC34090.6 - Electronic records only Background Investigations __ Background Investigations - Not Hired Child Abuse, Neglect, Molest T+5 CL+2 P Police Police Police 7GC34090 GC34090 PC 799 Citations 2 Police GC34090 -Electronic records only ;Citizen Complaints CL+51 Police ?GC34090 Collision Reports 5 _ Police GC24090 and GC34090.7 - with the exception of fatality reports Concealed Weapon Permit Records Confidential Informants A/E+2 2' Police Police GC34090 GC34090 Court Log Daily Calls for Service Log 2 21 Police Police GC34090 -Electronic records only 1GC34090 IDeath cases Pl Police GC34090 Embezzlement of Public Funds P Police I PC 803 Employee Training Records Fatal T a c Collision Felony capital crimes, crimes punishable by death/life in ortsonment T+5.' P P Police Police Police GC34090(c) GC34090(c) PC 799 - Case by case determination as to whether stored electronically or paper Felony Crime reports 10 Police PC 804 IFire Arms - lost or stolen CL+5 Or P= Police `CLETS P&P - Permanent until wea on is located Health &Safety Codes Sections-11357(b),(c),(d), or (a) 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 1Kidnapping -Active P` Police CLETSP&P Massage, Taxi, Permits Misdemeanor and Infraction violation cases CL+2 5i Police Police GC34090/SL01NC 5.56-150 IGC34090 with exceptions: related unserved warrants identifiableitems which have not been recovered, unadjudicated arrests (except H&S 11357/11360), presently !involved in civil or criminal litigation Missing Persons -Active j P Police CLETS P&P Narcotics Registrant P, Police iH&S 11594 News Releases (Press 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 I 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 1647F 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 PI Police = Electronic for case reference Sex Registrant files -Adult P Police PC 290(a)(2)(f) -Electronic records only Sex Registrant files - Juvenile P Police •:. W&I 781 Special Orders Manuals P Police1 GC34090 - Keep one for historical purpose Statistical UCR Report Pi 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 2t Police GC34090-7/CCP 33E 1 - with the exception of information held for evidence Video Recordings - in -car video footage I Electronic records only. Note: See Police procedures for more specific information regarding retention of electronic vs. paper records. 1500 FIRE Apparatus/Vehicle (Repair and Maintenance: Department Mechanic) T+2' Fire GC34090 / 8CCR3203 Arson Investigations - Evidence (Support prosecution resulting in P_ Fire PC799 ;homicide) Arson Investigations - Evidence (Great bodiliy harm, inhabited CL+6: Fire PC800 :structure or property) B/C & Staff Los 5 Fire GC34090 Captain's Log (Fire Station Journals: Activities, personnel, engine iP. Fire GC34090 ;company --historical) Disaster - Malor Event LogP Fire GC00=c) i 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 41 Fire 1 GC34090 Equipment & Supplies Inventory 3 Fire I GC34090 Exposure - Personnel (Laboratory reports and worksheets) T*2 Fire GC34090 Exposure - Personnel (Sampling results, collection, methodology, T+30, Fire 29CFR1910-1020 background) Fire Code Books S+5 Fire GC34090.7 Fire Dept, Staff Reports (Non -Council agenda relwed, includes - P. Fire GC34090 sup ortinq documentation) Fire Equipment/Gear Logs 3 Fire GC34090 Fire Station Construction and Acquisition P Fire'GC34090(a) Fumigations CU+2 Fire =6C34090 General Information 2? Fire =GC34090 General Operations Guidelines S+21 Fire GC34090 Hazardous Materials -Storage Permits CL+2 Fire GC34090 May keep longer Hazardous Materials- Undergound Storage Tank (Location, installation P Fire GC34090(a) sremoval, remediation) _ Inspection Reouest/Comolaint CL+3 Fire ! GC34090 / CCP338 / CCP340-5 Inspections - Fire Prevention (Alarm/sprinkler systems, prevention CL+3 Fire GC34090 efforts) _ Media Events - Department P Fire GC34090 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 RESPONSIBLECODE SECTION RETENTION FOR RETENTION AND I REMARKS PERIOD DISPOSITION OF RECORD COPIES or DUPLICATES of documents for which a department is not D/R Duplicates and copies distributed to various departments for informational purposes the office of record may be destroyed by the departments when they are no longer useful for reference, No "Request for Records Destruction" form is required. ELECTRONIC DOCUMENTS Electronic copies of paper records should be kept no longer than the retention -- I period specified in this schedule. If electronic documents are also in a paper format, both must be destroyed at the time 1 same , 100�GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT Ci:vanage> C)oorts Various IGC34090 City -Generated Informational Brochures, Publications, Newsletters PI Various GC34090 Keep one for historical purposes Cit -wide Policies and Procedures P' Various GC34090 tie p of for historical gurposes _ Correspondence - External, 2 Various GC3409 Correspondence - Internal (excluding CM Reports - see above) 2l Various GC34090 Departmental Policies/Procedures S+5' Various GC34090 Generallnformation 2= Various GC34090 In House Committees CU+5 Various 1 GC34090 Mav be kept for research/his oric purposes Staff Meeting Notes 2- Various GC34040 102 OFFICE REFERENCE Annual De artmeapj Re r s 5 Various GC34090 Certificates of Life 5= Clerk i GC34090 Chronological Files 2 Various GC34090 Community Organizations 5. Various I GC34090 Com laints p 2 Various 'GC34090 General Information 21 Various GC34090 Positive Feedback (How are we doing? forms) 21 Various IGC34090 Professional Associations 2_ Various GC34090 Publications 'ournals, eriodicals) D/R Various Not a p°ubttc record_ No 'Reauest for Records Destruction" form is required_ 103 FORMS MANAGEMENT Blank Forms SI Various No "Request for Records Destruction" form is required. 104 RECORDS MANAGEMENT Certificates of Destruction P Clerk GC34090 Lena] record of final disposition of document. " Public Records Requests 2€ Various GC34090 Records Retention Schedule S+S Clerk CCP 343 3 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files P Planning GC34090{a) Business Tax Certificates P Planning GC09 (aa Code Enforcement Files ! P= Buildin GC3�090 a) Microfilm after 5 years Construction Files _ P Building GC34090(a) Microfilm immediately after final inspection Construction Permits (numeric) Pi Building CC090ranm,=e yr after final €rsp�or Home Occupation Permits Pi Plannino vC34090(a) Inspection Cards P= 130t6nq GC34090(a) Microfilm and retain oncinal cards Notices of Address Change_ P Planning GC1090(a) —� Notices of Determination P PlanningGC34090 a) Notices of Exem tion Pi Planning GC34090aF Microfilm 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 ME -CORD j Fixed Asset Subsidiary Led - er includes inventory) AU+5� Finance & IT GC3409W --266CFFR301-65-1�f J11 on Monthly Financial Statements Other Financial Reports - --------- State Controller Reoons AU+5i AU+4-1 AU+101 Finance & IT Finance & IT Finance & IT GC34090(c) GC34090(c) 1GC34090(e) Surplus Properly List AU+4i Finance & IT GC34090(c) 500 HUMAN RESOURCES Applications (unsuccessful applicants) i CL+5! HR 29 CFR 30.8 GC 12946 Department of Motor Vehicles Records T+1, HR Discrimination Complaint T+5 HR -29 USC 255 �a(a) Employee Discipline Employee Files T+31 T+51 _HR HR GC34090(c) -45CFR1068.6APPA 29CFR1627.3 /SLOMC1 1.04.-010(H) 1 Employment Eligibility Verification - Immigration/Naturalization Service (19 Form) T+31 HR GC34090(c) Equal Employment Opportunity Reports General Correspondences 31 21 HR HR GC4090(cl GC34090 I nsurancerBenefiits AU+4 HR Labor Negotiations T+3 HR GCS 090(q): Risk Manaqement Claims Against The City CL+5 HR GC34090 Risk Managerne rit Repons CL+5 HR GC34090 Safety T+31 FIR �GC34090(0 Temporary Employees Tuition Reimbursement T+51 AU+3) HR HR '45CFR1 068.6APPA 29CFR1 62731 SLOMC1 1.04.010 GC34 Workers Compensation T+30' HR 29CFR1910.20 600 PURCHASING & CONTRACTING 601 PURCHASING I Bids, RFPs (unsuccessful) CU+21 Various GC340901 CCP337 SLOMC3.24.170 Bids RFPs RFQs (successful) Cirty-Owned Propee�nkyi'Pr per�t-lMana2emant AU+51 P Vanour Clerk GC34090 CCP337 SLOMC3-24-170 General Information 21 Various GC34090 -Surplus Property Auction/Disposal Surplus Property 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE Affidavits of Publication I AU+4 2, CLI+41 Finance Finance Various CCP337 GC34090 GC34090 Certificates of Posting CU+4 Various GC34090 Charters -Listed Numerically with Amendments P Clerk GC34090(e)fGC40806 Citizens' Charter Committee P Clerk GC34090 Council Ordinances P! Clerk GC34090fe) Council Resolutions P Clerk GC34090(e) GC40806 Grand Jury 21 Clerk I GC34090 League of CA Cities 2 Clerk GC34090 Legal Notices, Legal ads, and Display Ads CU+4 Various GC911.2; GC34090 Leg Coumv, Federal State 2i Clerk GC34090 municioal Code P, Clerk GC34090(e) Database on city nerwo-kiKe-ev one for historic value Notices of Adliournmen't Various GC34090 702 ELECTION A Application Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets. lcnvaccuracy tests other ballot -related do-cs mos.Clerk E+6 mos- Clerk EC17505,b) Confidential EC1 7302- EC1 7306 (if no legal action) Confidential Cam pa`.gn Disclosure Statements: r_xpiration Au=Auaii: LL=Uose(1/Uornp1etecj UU=C;urrent D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated