HomeMy WebLinkAboutPD - VariousPolice Department
1042 Walnut Street, San Luis Obispo, CA 93401-2729
805.781.7317
sIuuity.org
January 18, 2023
To: Rick Scott, Chief of Police
Christine Dietrick, City Attorney
From: Tiffany Hopkins, 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. 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.
Rick Scott
Chief of Police
CERTIFICATION OF DESTRUCTION
I certify that the records listed above were
4Ad
Ho kins
. Asst. to the Chief
properly disposed of on 'Vb4l
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE
TOTAL OFFICE RESPONSIBLE CODE SECTION
RETENTION FOR RETENTIONAND _ REMARKS
PERIOD DISPOSITION OF RECORD _
3 Utilities GC34090
_ S" Utilities 40CFR _
CL+10 Utilities GC34090
P Unities G64090
P Utilities 40CFR+Historical
_ P Utilities 40CFR+Historical
_ _ _ _ P__ _ Utilities 40CFR+Historical
P Utilities GC34090 _
P Utilities 3634090
P Utilities GC34090 _
P Utilities 140CFR+Historical -
2 Utilities 40CFR
CL+51 Police GC34090
Willes Rebate applicators
Water& Wastewater Management Plans
Water& Wastewater Studies
Water Quality Reports
Water Reuse - SWRCB&NMFS re orting
Water Treatment Plant - De t of Public Health reports
_
Water Treatme_ni Plant -EPA re orts
Wells & Groundwater information
Whale Rock Financial Plans and Statements
1300
Whale R jyfinutes
WRF Annual Discharge Monitoring Reports
WRF Monthly Discharge Monitoring Reports
POLICE
Administafive Accident Review
_
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 R ister
2
Police
GC34090
_ _
Arson Registrant - Adult -
P
Police
PC 457.1 h 2
Arson Registrant - Juvenile
P
Police
W&1781
Audio Recordings- Telephone and Radio
2
Police
GC34090.6 - Electronic records onl
ackground Investigations
Police
GC34090
Background Investigations-N
Police
GC34090
Child Abuse, Neglect, Molest
P
Police
PC 799
Citations
2
Police
GC34090- Electronic records only
All
Police
GC34090
'Collision Reports
Police
GC24090 and GC34090.7 - with the exception of fatality reports
Concealed Weapon Permit Records
GC34090
Confidential informants
Police
GC34090
Court Log
ZA/E+2Police
Police
GC34090 - Electronic records onlDaily
Calls for Service Log
Police
GC34090
Death cases
Police
GC34090
Embezzlement of Public Funds
Police
PC 803
l ployee Training Records -
Police
GC34090 c
Fatal Traffic Collision
Felony capital crimes, crimes punishable by death/Iife in prisonment
Police
Police
GC34090 c
PC 799 - Case by case determination as to whether stored electronically or paper
P
Felony Crime reports
101
Police
PC 804
Fire Arns - lost or stolen_
CL+5 Or P
Police
CLETS P&P - Permanent until weapon is located
_
Health &Safe Codes Sepions-11357(b),(c),(d), or (e) or Fill 11360
2
Police
H&S 11361.5(a) - Exception: violation H&S 11357(e) by a juvenille.
Homicides
P
Police
PC 799
Incident and Noncriminal 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
P
Police
Police
Police
CLETS P&P
_
Narcotics Registrant
P
H&S 11594
News Releases Press Releases
51
GC34090 - Electronic records only
AE=After Expiration AU=Audit CL=Closed/Completed CU=Curent D/R=Destroy when no longer relevant E=Auer Election P=Permanent S=Superceded T=Terninaled
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE
TOTAL
OFFICE RESPONSIBLE CODE SECTION
FOR RETENTION AND REMARKS
DISPOSITION OF RECORD
Police GC34090
Police GC34090
Police 647F PC
Police CI-ETS P&P - Electronic records only
Police CLETS P&P- Electronic records only
Police Electronic for was reference
Police PC 290 a 2 - Electronic records only
I Police W&1781
Police GC34090 - Keep one for historical -purpme
Police GC34090 - Keep one for historical purpose
Police GC34090
Police GC34090 - Electronic records only
Police GC34090
Police GC34090.7/CCP 335.1 - vath the exception of information held for evidence.
Electronic records only.
RETENTION
PERIOD
Officer involved shooting
CL+25
Operations Directive Manual
P
Public Intoxication Arrest Report
10
Recovered Stolen Vehicle Reports
5
Reports involving seized mapons retained by City Police
10
Sex Cases
P
Sex Registrant files -Adult
P
Sex Registrant files - Juvenile
P
Special Orders Manuals
PI
Statistical JCR Report
P1
Subpoena Log
2
Survey Responses
2
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
ApperaluslVehicle (Repair and Maintenance: Department Mechanic) T+2
Fire
GC34090 / BCCR3203
Arson Investigations - Evidence (Support prosecution resulting in
homicide
P Fire
PC799
Arson Investigations - Evidence (Great bodiliy harm, inhabited
structure orproperly)
CL+6 Fire
PC800
B/C & Staff Los
_ _ - 5 _ Fire 'GC34090
P Fire GC34090
_ P Fire GC34090 c
_ S+2 Fire SLOMC2.24.080
_ S+2Fire - GC34090
- T Fire GC34090 Then transferred to Human Resources
41 Fire GC34090
3 _ Fire GC34090
T+2 Fire GC34090
T+30 Fire 29CFR1910.1020
S+5' _ _ Fire _ GC34090.7
P Fire GC34090
3 _ Fire GC34090
P Fire_ GC34090(a)
CU+p Fire GC34090
Captain's Log (Fire Station Journals. Activities, personnel, engine
company --historical)
Disaster - Major Event Log
Disaster Plans
Emergency Operations Guidelines
Employee Records
EMS/Liability Reports
Equipment & Supplies Inventory
Exposure - Personnel(Laboratoryreportsandworksheets)
Exposure - Personnel (Sampling results, collection, methodology,
background)
Fire Code Books
Fire Dept, Staff Reports (Non -Council agenda related, includes
supporting documentation
Fire Equipment/Gear Logs
Fire Station Construction and Acquisition
Fumigations
_General Information
General Operations Guidelines
Materials-StoraePermits
2 Fire
GC34090
S+2 Fire
GC34090
CL+2 Fire
GC34090 May keep longer
�Inspect
_Hazardous
Hazardous Materials-Undergound Storage Tank (Location, Installation,
removal, remediation)_
_ _
P Fire
GC34090(a)
_
ion Request/Complaint
CL+3 Fire
GC34090 I CCP338 I CCP340.5
Inspections - Fire Prevention (Alarm/sprinkler systems, prevention
efforts
CL+3 Fire
_
GC34090
_
Media Events - De rtment
P
Fire
GC34090
Mutual Aid Activities
1 61
Fire
IGC34090
AE=After Expiration AU=Audd CL=CksedlCompleled CU=Cunent DIR=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminaled
DEPT/DIV
IUIAL
RETENTI
ON
PERIOD
Title
Record Title
Dale
Total
Retention
Period
Purge
after
Police Dept
2017-2022
Neace. Derek -T 3/2/2017
P-File Background Investigation hired & Employee Training Records
03/02/17
Tay
2022
Police Dept
2017-2022
Hom. Crystal - T 4/13/2017
P-File Background Investigation hired)& Employee Training Records
04/13/17
T+5
2022
Police Dept
2017-2022
Kuchcarski, Aaron T 5/8/2017
P-File Background Investigationinked)
O5/081'17
T+5
2022
Police Dept
2017-2022
Cookman, Erica-T 6/1/2017
P-Ftie Back round Investigation (hired)
06/01/17
T+5
2022
Police Dept
2017-2022
Rosenblum, Kern -T 9/812017
P-File Background Investigation (hired)& Employee Training Records
09/08/17
T+5
2022
Police Dept
2017-2022
Schermesser. Lucy -T 712512017
P-File Background Investigation hired)& Employee Training Records
07/25/17
T+5
2022
Police Dept
2017-2022
Manning, John (Niko) - T 713112017
P-File Background Investigation hired & Employees Training Records
07/31/17
T+5
2022
Police Dept
2017-2022
Doherty, Stephen -T 8/23/2017
P-File Background Investigation (hired)
08/23/17
T+5
2022
Police Dept
2017-2022
Palmer, Win -T 10/10/2017
P-File Bkground/Employee Training Records
10/10/17
T+5
2022
Police Dept
2017-2022
lane, Bill -T 10/1212017
P-Fde Background Investigation hired
10/12/17
T+5
2022
Police Dept
2017-2022
Peterson, Taylor -T 9MI2017
P-File Background Investigation (hired)
09/29/17
T+5
2022
Police Dept
2017-2022
Hamel, Sean -T 9/212017
P-File Back rountl Investigation (hired)
09102/17
T+5
2022
Police Dept
2017-2022
CHeureuz. Mike -T 11/29/2017
P-File Background Investigation (hired)
11/29/17
T+5
2022
Police Dept
2017-2022
Ccmespondence - Chef Cantrell
Correspondence Copies
2017
2yrs
2022
Police Dept
2017-2022
Officer
Orals - Internal comesporadence
08101/17
2yrs
2022
Police Dept
2017-2022
Officer Laterals
Orals -Internal correspondence
11/30/17
2yrs
2022
Police Dept
2017-2018
Accounts Payable
vouchers/invoices
7/16/2019
NA
2022
Police Dept
2020.2022Holl,
Kenzi
Background -Investigation - not hired
3/1/2020
CL+2
2022
Police Dept
2017-2022
Sogsanis
Orals -Internal correspondence
10/31/2017
2yrs
2022
Police Dept
2020-2022
Martinez, Anthony
Background -Investigation - not hired
Nov.2020
CL+2
2022
Police Dept
2016-2021
CC16-308
Citizen Complaint
3/13/2017
CL+S
2022
Police Dept
2016-2021
CC16-307
Citizen Complaint
2/23/2017
2022
Police Dept
2016-2021
CC16-306
CNzen Complaint
2/23/2017
2022
Police Dept
2016-2021
CC16-303
Citizen Complaint
2/23/2017
2022
Police Dept
2016-2021
CC16-302
Citizen Complaint
2/23/2017
2022
Police Dept
2017-2022
Misc. conplaintV
Citizen Complaints
7/9/2017
2022
Pdice Dept
2017-2022
CC17-0001
Citizen Complaint
2/13/2017
2022
Police Dept
2017-2022
17-0001
Citizen Complaint
6/28/2017
2012
Police Dept
2017-2022
CC17-0002
Citizen Complaint
3/27/2017
2022
Police Dept
2017-2022
17.0002
Citizen Complaint
8/29/2017
2022
Police Dept
2017-2022
CC17-0003
Citizen Complaint
3/23/2017
2022
Police Dept
2017-2022
17-0003
Citizen Complaint
9/27/2017
2022
Police Dept
2017-2022
CC17-0004
Citizen Complaint
S/9/2017
2022
Police Dept
2017-2022
CC17-0005
Citizen Complaint
5/19/2017
2022
Pdice Dept
2017-2022
CC77-0006
Citizen Conptam1
3/23/2017
2022
Police Dept
2017-2022
IF17-0007
Citizen Complaint
12/15/2017
2022
Police Dept
2017-2022
CC17-0007
Citizen Complaint
5/19/2017
2022
Police Dept
2017-2022
CC17-0008
Citizen Complains
1 5/23/2017
2022
Pdice Dept
2017-2022
CC17-0009
Citizen Complaint
1 5/10/2017
2022
nmsc..an uxnpana warn
various ramblings via letters or
smalls that did not warrant being
assigned case numbers but were
held at fat time. Citizen complaints
were official complaints that were
assigned a number as indicated, and
investigated with a finding having
been made. During this time frame in
Nstay, fine department was
switching ovo the complaint
nametra m ienng system and moving
to IA Pro.
Officer -Probationary Dismissal
Dispatch -Probationary Dismissal
SNAP Assignment Complete
SNAP Assignment Complete
Dispatch -Service Retirement
SNAP Assignment Complete
SNAP Assignment Complete
Officer -Resignation
Dispatch -Resignation
Officer - Resignation
Officer - Disability Retirement
SNAP Assignment Complete
Officer - Resignation
Various internal and external memos not associated with litigation
These are otginal internal was/rankings for orals
These are original internal notes/rankings for orals
Permission to shred not required
These are original Internal notes/rankings for orals
EXONERATED
UNFOUNDED
UNFOUNDED
EXONERATED
UNFOUNDED
NA
UNFOUNDED
NOTSUSTAINED
UNFOUNDED
UNFOUNDED
UNFOUNDED
NOTSUSTAINED
UNFOUNDED
UNFOUNDED
UNFOUNDED
NOTSUSTAINED
EXONERATED
UNFOUNDED
UNFOUNDED