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Home My WebLink About01-11-2019 Records Destruction PD - VariousPolice Department 1042 Wain[ Slreel, Sari I Lis Obispo, CA 93401-2729 805,78 1,73 17 December 12, 2018 SLO CITY CLERK To: Deanna Cantrell, Chief of Police Christine Dietrick, City Attorney i From:--Tiffany Lankford, 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. 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 (after December 31st): See attached spreadsheet Attachment: Copy of Retention/Disposition Schedule Please sign below indicating your approval for the destruction of the above listed records. . Chief Deanna Cantrell C . ��tine Dietrick Chief of Police Ci Attorney CERTIFICATION OF DESTRUCTION I certify that the rec ds listed above were properly disposed of on / Iffa ankf �C AdmYn. Asst. M the Chief RETENTION Purge Drawer DEPT/DIV PERIOD Title / Type of File Date after # Comment Police Dept 2012-2017 Harte, Garrett il Background 09/16/12 2017 4 Wldrsw File was leftoff of March 2018 destruction requesij Police Dent 2013-2n1A Cramer, Scott C. . _ P e & BackAund & T.r nine 06/13/13 2018 4 Serve Retirement Police Dept 2013-2018 Gallo, Gregory D. P-File & Background & Trainina 04/30/13 201A 4 Medteal Retirement Police Dent 2013-2018 Kina. Thomas P-File & Background & Trainina 05/31/13 2018 4 Police Officer Resignation - moved to So. CA Police Dept 2013-2018 Renfro, Charles i P-File & Background & Trainina 09/30/13 9001 A 4 Service Retirement Police Dept 2013-2n1g Richev Denise w P-File & Backaround & Trainina 04/30/13 2018 4 Medical Retirement Police Dept 2013-2018 Riedel, Charles D . P-File & Background & Trainina 04/18/13. 201A 4 Service Retitiremen[ Police Dent 2013-2018 Sims Barbara P-File & Backaround & Traini.nn 08/14/13 2018 4 Service Retirement Police Dept 2013-2018 Smith. Annabelle i P-File & Backaround & Trainina 04/25/13 2018 4 Medial Retirement Police Dent 2013-2018 Willis, Bryce V 1 P-File & Background 08/22/13 2019 4 SNAP assi nmenl cam ete Police Dent 2013-2019 Enrique. Spencer P-File & Backaround 03/30/13 2018 4 SNAP assi nment Complete Police. Dent 2013-2018 Billinqs, Mackenzie P-File & Background 03/05/13 2018 4 SNAP east rtment complete Police Dept 2013-2018 Chiefs Correspondence, Correspondence 12/31/13 2018 4 Police Dent 2013-2018 Accounts PavablP 2013 -14 Vouchers/Invoices 07/29/15 2018 4 Police Dept 2013-2018 Cochran Colleen ./ P-file 01/26/13 2018 2 Medi-at Release Police Dent 2004-2009 A103-004S w Administrative Inauiry 02/26/04 2009 4 Police Dept 2004-2009 A104-001CD _ Administrative Inauiry 07/30/04 2009 4 Police Dept 2004-2009 A102-002M Administrative Inquiry 09/07/04 2009 4 Police Dent 2004-2008 A101-003M / Administrative Inauiry io/01/n4 2009 4 Recordings onlv-various Oct 2004 dates Pnlica Dent 2005-2010 A105-0011 Administrative Inauiry 05/26l05 2010 4 Police Dent 2006-2011 A105-002 _ Administrative Inauiry 04/12/06 2011 4 Pnlice _Dent 2006-2011 A106-001G Administrative Inquiry 11/13/06 2011 4 Police Dept 2008-2013 A108-001 Administrative Inauiry 09/1.1/OA 2013 4 Police Dept 2009-2014 A109-001G , Administrative Inquiry 09/28/09 2014 4 Police Dent 2009-2014 A109-002B Administrative Inquiry 10/20/09 2014 4 Police Dept 2011-2016 CC11-230 s/ Citizen Complaint 11/28_./11. 2016 4 Policy Dent 2012-2017 AI11-001 K Administrative Inauiry 04/16/12 2017 4 Police Dept 2012-2017 AI12-001 P Administrative Inauiry 10/16112 2017 4 Police Dept 2012-2017 CC12-231 _ Citizen Complaint 06/20/12 2017 4 Police Dent 2012-2017 CC12-232 a/ Citizen Complaint 03 2-n119 2017 4 Police Dept 2012-2017 CC12-233 Citizen Complaint 04/14/12 2017 4 Police Deot 2012-2017 CC12-234 i Citizen Complaint 05,04/12 2017 4 Police Dept 2012-2017 CC12-236 / Citizen Complaint 07/26/12 2017 4 Police Dept 2012-2017 CC12-237 Citizen Complaint 08/09/12 2017 1 4 Police Dept 2012-2017 CC12-238 V n Citizen Complaint 09/17/12 2017 1 4 Police Dent 2012-2017 CCHOLDFILE 1 Citizen Complaints 6/13 20 27/12 2017 4 Police Dept 2013-2018 C12-239 I Citizen Complaint 07/31/13 2018 4 Police Dept 2012-2017 CC12-240 Citizen Complaint 11/28/12 2017 4 Police Dept 2013-2018 CC12-241 Citizen Complaint 02/11/13 2018 4 Police Dept 2013-2018 CC12-242 e/ i1 Citizen Complaint 03/28/13 2018 4 Police Dept 2013-2018 A12013-002P Administrative Inquiry_ 03/28/13 2018 4 Police Dept 2013-2018 CC13-243 p Citizen Complaint 01/16/13 2018 4 Police Dept 2013-2018 CC13-244 Citizen Complaint 06/27/13 2018 4 Police Dept 2013-2018 CC13-245 , Citizen Complaint 08/06/13 2018 4 Police Dept 2013-2018 CC13-246 �/ Citizen Complaint 08/22/13 2018 4 Police Dept 2013-2018 CC13-247 Citizen Complaint 10/07/13 2018 4 Police Dept 2013-2018 CC13-250 Citizen Complaint 12/04/13 2018 4 Police Dept 2012-2017 CCPENDING Citizen Complaints 1 2006-2012 2017 4 1 Vario is dates/compl aints with no contact info for follow u t� eF CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHmi n ^ •_ �nNneiwn rU=MUon 1,L=Closea/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 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 Annual Advisory Body Recognition 5, Clerk GC34 990 Miscellaneous/Ad Hoc Advisory Bodies CU+51 Clerk GC34090 Quarterly Advisory Body Chair Meetings with Mayor 51 Clerk GC34090 400 FINANCIAL AND FISCAL ` 401 ACCOUNTS PAYABLE Accounts Pa able Re its AU+5l Finance& IT GC34090 Accounts Payable Supporting Docs (voucher, invoice, PO) AU+5 Finance & IT GC34090 Bank Statements AU+5 Finance & IT GC34090 Tax Reports 1D99 Tax InfolRstums AU+11 Finance & IT 41CFR50.201.501 402 ACCOUNTS RECEIVABLE Assessment Ely -offs AU+4. Finance & IT GC34090 C Business Tax Customer Files AU+4 Finance & IT GC34090 C / SLOMC3.01.501 B Cash Receipts AU+4 Finance & IT GC34090 G Credit Bureau Ajustments AU+4 Finance & IT GC34090(c) Invoices AU+4 Finance & IT GC34D.90 e Journal Entries AU+4 Finance & IT GC34090 c Refunds AU+4 Finance & IT I GC34090(c) Revenue Backup AU+41 Finance & IT GC34090 C / SLOMC3.1&190 / SLOMC3,04.110 Transient Occupancy Tax AU+41 Finance & IT GC34090e 403 MISCELLANEOUS Budget Amendment Request (BAR) AU+41 Finance & IT IGC34090 Checks, Canceled AU+61 Finance & IT G034090 c / CCP337 General Correspondence -AU+41 Finance & IT IGC34090 406 PAYROLL I I Pa roll Charges AU+41 Finance & IT GC34090 c / CFR5162 Payroll Reports AU+10j Finance & IT GC34090(a) Tax Repols AU+1.1. I Finance & IT GC34090c / CFR516.2 Ttme Sheets AU+41 Finance & IT GC34090 c / CFR516.2 408 GRANTS CGMmunlity Development Block Grants CDBG T+4 Planning 24CFR570.502 Federal Grants, including FEMA / Other Emergencies (Applicants, CL+5 Various GC34090 reports, contracts, supportinq documents) Grants-in-aid (Applicants, reports, contracts, supporting documents) CL+5 Various GC34090 State Grants (Applicants, reports, contracts, supporting documents) CL+5 Various GC34090 411 UTILITY BILLING Credit Bureau Assignments I AU+41 Finance & IT GC34090C Meter Reads AU+41 Finance & IT GC34090 c Payment Stubs & Tapes AU+2 Finance & IT GC34090 d Pur a Tapes AU+41 Finance & IT G.C34090 c Refunds AU+4 Finance & IT GC34090 c Serwoe Reqmsls AU+4 Finance & IT G034090 c Utility Billing Register AU+4 Finance & IT GC34090 C 412 FINANCIAL REPORTS I Audited Financial Statements P.1 Finance & IT GC34090 c i Bonds payable and Other Long -Term Indebtedness T+3 Finance & IT 6634090{c} / CCP337.51 GC53921 Bqdget Document (financial Ptan) P Finance & IT GC34090(c) AE=After Expiration AU=Audft CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated