HomeMy WebLinkAbout19F - DESTRUCTION OF RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE,
SEPTEMBER 6, 2016
TITLE:
DESTRUCTION OF
OBSOLETE CITY RECORDS
{STRATEGIC PLAN NO. 5, 11
CITY MANA
RECOMMENDED ACTION
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❑ As Recommended
❑ As Amended
❑ Ordinance on 1 ®t Reading
❑ Ordinance on 2 " Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Approve the request for the destruction of obsolete records from the Police Department in
accordance with the retention schedule outlined in City Council Resolution 2013 -014.
DISCUSSION
On April 1, 2013, the City Council approved Resolution 2013 -014 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 period in which records need to be retained. 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 5B of the Citywide Records Retention Schedule Resolution, the City
Attorney has approved the list of records proposed for destruction from the departments as
outlined in the attached documents.
The Citywide Records Retention Schedule has specific retention periods for many City documents.
The Schedule is modeled after the California Secretary of State's sample for local government and
incorporates other statutory periods applicable to Santa Ana. These are minimum retention
periods. Each department makes discretionary decisions on whether to retain records past the
minimum requirements.
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 - Community Health, Livability,
Engagement & Sustainability, Objective #1 (Establish a comprehensive community engagement
initiative to expand access to information and create opportunities for stakeholders to play an
active role in discussing public policy and setting priorities).
FISCAL IMPACT
There is no fiscal impact associated with this item.
Exhibit: 1. Memo Request for Destruction of Records — Police Department
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2016 AIjG { 9 f °M. 6: 5
CITY CF alai -- ` Aka
CLERK
Lei t
To: Maria D. Huizar, Cleric of the Council
From: Jaime Mendoza
Date: 8/18/2016
Re: Records Destruction Request
Attached is request from the Jail Records Division to destroy records in accordance with the
City's Records Destruction Policy.
If you have any questions or concerns, please feel free to contact me at x8620.
Thank you.
J rMendoza
Santa Ana Police Department, Acting Police Administrative Manager
M — I L2j
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: JAIL
Record Category
Record Series
Record Description
Record Dates
JAIL INMATE
DOCUMENTS
INMATE FILES (459)
2003, 2004,
RECORDS
FASTBOOKS (37)
2005
JAIL
LOGS
DAILY SHIFT ASSIGNMENTS,
2005, 2006,
OPERATIONS
MAINTENANCE, MEMOS
2007, 2008
JAIL ADMIN
POPULATION
DAILY POPULATION
06,07, 08, 09,
ROSTER
ROSTERS,ADSEG.
10,11
ROSTERS
JAIL
INCIDENT
INCIDENT ADMIN. REPORTS,
2006, 2007,
OPERATIONS
REPORTS
DAILY LOGS, ADSEG. MAIN.
2008
JAIL ADMIN
I/M MAIL LOGS
I/M MAIL SUMMERY
2009, 2010,
2011, 2012,
2013
JAIL
SHIFT ACTIVITY
ARMORY, VISITOR LOGS
2009, 2010,
OPERATIONS
LOGS
2011, 2012,
2013
JAIL RECORDS
CONTRACTS
2009,2010,
2011, 2012,
2013
JAIL RECORDS
COURT LISTS
2006, 2011,
2012,2013
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: JAIL
Prepared by:
Name: THOMPSON Title: SCA PER RECORDS SUPERVISOR GUILLEN
Number of boxes to be destroyed: 566
CONS BY:
i / /%W
Carlos Rojas, Chief of Police Date
Police Department
APPROVED BY:
LLW' N. v !v I l I Ito
Carvalho, Sonia R. Date
_City Attorney
Records destroyed by:
Print Name & Badge #
Date of destruction:
Signature
Once your records have been destroyed return this form to the Records Manager and keep
a copy of this form for your files.
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