HomeMy WebLinkAbout09-04-2018 Records Destruction for audio recordings - PDSeptember 4, 2018
To: Deanna Cantrell, Chief of Police
Garret Olson, Chief of Fire
Christine Dietrick, City Attorney
From: Tera Rapp, Records Supervisor, Police Department
Mika McGee, Administrative Assistant, Fire Department
Subject: REQUEST FOR RECORDS DESTRUCTION —
REQUEST FOR CONTINUING AUTHORIZATION
(AUDIO RECORDINGS)
On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention
Policy and Schedule ("Policy"). Section 1300 of the Policy states that "Audio Recordings —
Telephone and Radio" are to be retained for a period of 2 years per Gov. Code § 34090.6. Section
1300 of the Policy also states that "Video Recordings — in -car video footage" should be retained
for 2 years per Gov. Code § 34090.7 and Code of Civil Proc. § 335. t. The Policy does not have a
line item for video footage from the Police Department's body-wom cameras, however, such
records are being retained for the 2 -year period consistent with other video footage retention
requirements, unless the footage relates to an incident and other retention policies then apply. In
addition, the City's Police Department, in conjunction with the City's Fire Department, operate
various radio channels, some of which are recorded. These channels include: Fire Common, PD
Common, Fire Tac 2, Yellow Radio, PD Tac, PD Tac Digital, Red Radio, Green Radio, City Fire
Radio, Fire Tactical Radio. The City of San Luis Obispo currently uses a third party, "NICE
Systems Ltd." as an on -premise storage solution which provides the Voice Print International
software to maintain the recordings. The City's recorded radio channels identified above are
automatically stored with this 3rd party vendor through the City's radio equipment and network.
In order to avoid daily destruction requests or avoid significant storage costs, the City's Police and
Fire Departments are requesting blanket and continuing authority to auto -delete any audio
recordings stored through NICE Systems Ltd. and in -car and body -worn camera video footage
after the two-year retention period provided none of the following have occurred:
I. The Audio Recording or video footage relates to an incident which falls under a separate
retention requirement; or
2. A Public Record Act request is made within the 2 -year period for the audio recording or
video footage and the request is denied on the basis that the record is exempt from
disclosure. In such an instance, the audio recording or video footage shall be retained and
may only be destroyed upon subsequent approval consistent with the Policy.
Attachment:
Copy of Retention/Disposition Schedule
Please sign below indicating your approval for the continued destruction o above listed records
in compliance with the terms listed above. 1
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Captain Chris Staley for
Chief Deanna Cantrell
Police Department
I
Deputy Chief4IAg�g�son for
Chief Garret Dison
Fire Department
Qhristine Dietrick
City Attorney
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