The URL can be used to link to this page

Home My WebLink About19C - CITY RECORDS DESTRUCTION CITY COUNCIL MEETING DATE: REQUEST FOR COUNCIL ACTION CLERK OF COUNCIL USE ONLY: APRIL 16, 2007 TITLE: DESTRUCTION OF OBSOLETE CITY RECORDS Clj/)fL CITY MANAGER APPROVED o As Recommended o As Amended o Ordinance on 1" Reading o Ordinance on 2"' Reading o implementing Resolution o Set Pubiic Hearing For CONTINUED TO FILE NUMBER RECOMMENDED ACTION Approve the requests for the destruction of obsolete records from various City departments in accordance with the retention schedule outlined in City Council Resolution 2006-045. DISCUSSION On July 3, 2006, the City Council approved a resolution outlining the records retention schedule for the agencies, departments, and offices of the City. City records are governed by the Public Records Act which provides the time in which records need to be kept. The Citywide Records Team compiled the Citywide Records Retention Schedule which sets forth the retention period for a particular record. The Municipal Code requires that the destruction of a City record be approved by the City Attorney. In accordance with Section 58 of the Citywide Records Retention Resolution, the City Attorney has approved the list of records for destruction from the departments as outlined in the documents. Schedule proposed attached FISCAL IMPACT There is no fiscal impact associated with this item. 19C-1 Santa Ana Police Department Records Division Memo To: Laura Sheedy, Assistant City Attorney Ciy PJbrejs ()IIjre From: Anita Barrett, Records Manager Date: March 23, 2007 Re: REQUEST FOR DESTRUCTION OF RECORDS The Police Department requests your consent to destroy city records on the attaching listings, in accordance with the retention schedule outlined in City Council Resolution 2()()6..{)45. Thank you. (~~~ Anita Barrett, Records Manager Police Department 19C-2 , .. CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Communications Section Record Record Series Record Description Record Dates Category Supervisor logs PCS Jones Daily logs written by supervisors 2/28/05 and PCS Musgrove documenting shift activities prior PCS Culver- Barringer PCS Horner SPSD Leyde SPSD Duran SPSD Rawson SPSD Stills Prepared by: Name:Suzette Caddell Title: Police Communications Manager Date: 2/28/07 Number of boxes to be destroyed: 3 ------------------------------------------------------------------ ------------------------------------------------------------------ CONSENT BY: "\ \," t '- '^- \-.....--. Paul M. Walters, Chief of Police Police Department :;u v~ Date APPROVED BY: J eph Fletcher City Attorney I(h/n 7 Date =================================================================== Records destroyed by: Page 1 of 2 19C-3 ~ ,. CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Communications Section Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 2 of 2 19C-4 j l....,... . CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: District Investigations Record Record Series Record Description Record Dates Category Supervisor Logs Sgt. Grace Daily logs written by supervisors Through Sgt. Guidry documenting shift activities. December 31, Cpl. Miller 2004 Cpl. Rodriguez Cpl. Rose Cpl. Shin Cpl. Weber Prepared by: Name: Baltazar De La Riva Title: Commander Date: February 20, 2007 Number of boxes to be destroyed: one (1) ================================================================== CONSENT BY: , '\ \..... rc,-",,- t\.;~ Paul M. Walters, Chief of Police Police Department T2c '--7 Date APPROVED BY: Joseph Fletcher City Attorney i(- 3-07 Date Page 1 of 2 19C-5 '..,. " CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: District Investigations ------------------------------------------------------------------- ------------------------------------------------------------------- Records destroyed by: Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 2 of 2 19C-6 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Property & Facilities Division Record Record Series Record Description Record Dates Category Supervisor Logs By Supervisor Daily logs written by Supervisors March 1, 2005 Name and employees documenting shift and prior activities Unsuccessful Unsuccessful Unsuccessful bid documents for September 30, Bids Bids projects, specs and request for 2006 & prior proposals Prepared by: Name: Mary Calderwood Date: February 28, 2007 Title: Property & Facilities Manager Number of boxes to be destroyed: 3 ================================================================== CONSENT BY: \' . / "'-. kv--[ (~ Paul M. Walters, Chief of Police Police Department 5L(,) Date APPROVED BY: J seph Fletcher City Attorney !i-3-tJ7 Date =================================================================== Records destroyed by: Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 of 1 19C-7 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Field Operations/Southcoast Division Record Record Series Record Description Record Dates Category Minutes Uniform Comm Meeting Minutes 2004 Trespass Forms Permission form signed by owner 2004 Prepared by: Name: Alan Caddell Title: Commander Date: 2/28/07 Number of boxes to be destroyed: 1 ------------------------------------------------------------------ ------------------------------------------------------------------ CONSENT BY: ./ ~L (J" \... f.-.v...A 3 Zc., , ) Paul M. Walters, Chief of Police Date Police Department APPROVED BY: ?<L~ if --3-0 7 Date J~seph Fletcher City Attorney =================================================================== Records destroyed by: Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 of 1 19C-8 CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: K-9/Animal Services Record Record Series Record Description Record Dates Category Supervisor logs Smith, Doyle Supervisor logs and memos 2001 and previous Prepared by: Name: Marty Shirey Date: 2/28/07 Title: Sergeant Number of boxes to be destroyed: % ================================================================== CONSENT BY: (j/v.-{ i" i ~L_ Paul M. Walters, Chief of Police Police Department ? C<, c' Date APPROVED BY: i(3 07 Date ------------------------------------------------------------------- ------------------------------------------------------------------- Records destroyed by: Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 1 of 1 19C-9 r ~ CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Records Division Record Record Series Record Description Record Dates Category Field Interview By Name Documentation of field contact by 12/31/04 and Cards an officer prior Personnel By Name City employment requests for 12/31/04 and record checks of new employees prior and supporting documents Petitions Petition and Court Orders requiring the sealing 12/31/04 and Orders under of records prior PC 1034 <no case numbers) Police Reports Marijuana Incidents involving less than 1 oz. 12/31/04 and Report under 1 Of marijuana prior oz. Vehicle Logs PPI Logs Record of private party impounds 12/31/04 and prior Vehicle Logs Impound Logs Record of vehicle impounds 12/31/04 and prior Warrant Served warrant working papers 12/31/04 and Investigative with no case number prior Worksheets Correspondence Incoming and "Loose" correspondence that 12/31/04 and Outgoing cannot be legitimately attached to prior General some major record series. Correspondence Prepared by: Name: Anita Barrett Date: March 15, 2007 Title: Records Manager Number of boxes to be destroyed: 6 ================================================================== Page 1 of 2 19C-10 . CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Records Division CONSENT BY: I . (j/ II '\, \..~'~'--- Paul M. Walters, Chief of Police Police Department 12C ') Date APPROVED BY: v~^,,~ Joseph Fletcher City Attorney L(-3-07 Date ------------------------------------------------------------------- ------------------------------------------------------------------- Records destroyed by: Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 2 of 2 19C-11 '. CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: PROFESSIONAL STANDARDS SECTION Record Category Record Series Record Description Record Dates ADMINISTRATIVE EMPLOYEE ACCIDENTS INVOLVING ON- 1/1/01 to INVESTIGATIONS ACCIDENTS DUTY DEPARTMENTAL 12/31/01 PERSONNEL ADMINISTRATIVE K-9 REPORTS INVESTIGATIONS OF K-9 BITE 1/1/01 to INVESTIGATIONS INCIDENTS 12/31/01 ADMINISTRATIVE USE OF IN-CUSTODY INJURIES AND 1/1/01 to INVESTIGATIONS FORCE USE OF FORCE 12/31/01 ADMINISTRATIVE OFFICER INVESTIGATIONS OF OFFICER 1/1/01 to INVESTIGATIONS INVOLVED INVOLVED SHOOTINGS 12/31/01 SHOOTINGS CITIZEN BY INVESTIGATIONS OF ALLEGED 1/1/01 to COMPLAINTS EMPLOYEE EMPLOYEE MISCONDUCT 12/31/01 NAME Prepared by: Name: BEN RODRIGUEZ Title: Corporal Date: March 5, 2007 Number of boxes to be destroyed: 12 ================================================================== CONSENT BY: '~~lL~ Paul M. Walters, Chief of Police Police Department :; '-G V) Date APPROVED BY: J seph Fletcher City Attorney tj~3-0? Date Page 1 of 2 19C-12 .- "'- CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: PROFESSIONAL STANDARDS SECTION ------------------------------------------------------------------- ------------------------------------------------------------------- Records destroyed by: Print Name & Badge # Signature Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your records. Page 2 of 2 19C-13 '. . CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Crimes Against Person's Record Record Series Record Description Record Dates Category Supervisor Logs Sgt. Centanni Daily logs written by supervisors Through Sgt. Schnabl documenting shift activities. December 31, Sgt. Wooding 2004 Cpl. Fulcher Cpl. Ruiz Cpl. Castillo Cpl. Rondou Cpl. Valdez Cpl. Zepeda Prepared by: Name: Dave Jones Title: Commander Date: February 19, 2007 Number of boxes to be destroyed: ================================================================~ CONSENT BY: " k~ l \)._~ Paul M. Walters, Chief of Police Police Department S'Le '-", Date APPROVED BY: Joseph Fletcher City Attorney '1- 3 -07 Date =================================================================== Records destroyed by: Print Name & Badge # Page 1 of 2 19C-14 Signature , . CITY OF SANTA ANA OBSOLETE RECORDS DESTRUCTION SCHEDULE POLICE DEPARTMENT Division Name: Crimes Against Person's Date of destruction: Once your records have been destroyed return this form to the Records Manager and keep a copy of this form for your files. Page 2 of 2 19C-15 19C-16