HomeMy WebLinkAbout19C - DEST RECORDSREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
SEPTEMBER 5, 2017
TITLE:
APPROVE DESTRUCTION OF
OBSOLETE CITY RECORDS
{STRATEGIC PLAN NO. 5, 1)
RECOMMENDED ACTION
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 16' Reading
❑ Ordinance on 2ntl 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. Request for Destruction of Records — Police Department
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19C-2
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Professional Standards Division
Record
Record Series
Record Description
Record Dates
Category
Administrative
Employee
Accidents involving on -duty
01/01/2011 -
Investigations
Accidents
department personnel.
12/31/2011 .
Administrative
K-9 Reports
Investigations of K-9 bite
01/01/2011 -
Investigations
incidents.
12/31/2011
Administrative
Use of Force
Use of Force and in -custody
01/01/2011 -
Investigations
injuries.
12/31/2011
Citizen and
By Employee
Investigations of alleged
01/01/2011 -
Internal
Name
employee misconduct.
12/31/2011
Complaints
Prepared by:
Name: Bryan Atkinson Title: Corporal
Date: August 2, 2017
Number of boxes to be destroyed: 4
CONSENT BY:
Da -_ in, Acting Chief of Police
, Assistant City Attorney
Page 1 IbC-3
-& !0
Date
CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
Division Name: Professional Standards Division
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.
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