HomeMy WebLinkAbout19D - RECORD DESTRUCTIONREQUEST FOR
COUNCIL ACTION
CITY COUNCIL MEETING DATE:
APRIL 17, 2018
TITLE:
APPROVE DESTRUCTION OF
OBSOLETE CITY RECORDS
(STRATEGIC PLAN NO. 5, 1)
red 1
Cltk MANAGER
CLERK OF COUNCIL USE ONLY:
APPROVED
❑ As Recommended
❑ As Amended
❑ Ordinance on 161 Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
RECOMMENDED ACTION
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
19D-1
19D-2
7010 APR -6 AM) 7: 20
CITY OF SANTA ,H,
CLERK OF COUNTiI_
Memorandum
To: City Attorney, Sonia Carvalho
From: Correctional Manager Jaime Manriquez
Date: 2/16/2018
Re: Records Destruction Request
Ms. Carvalho,
For your review and approval, attached are requests from the Jail, Police Records, Fiscal and
Evidence to destroy records in accordance with the City's Records Destruction Policy.
If you have any questions or concerns, please let me know. Unless you have questions or
concerns, will you please sign and forward them to the City Clerk's office for City Council
approval. You may contact me at 245-8123, if you need additional information. Thank you.
Respectfully submitted,
e Mar riquez
Exhibit
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT 2418 APR _6 (,'; 7`20
Division Name: JAIL
CITY CL S,N T n ARP,
r•i GQk: RF C010?1C1L
Record Category
Record Series
Record Description
Record Dates
Jail Inmate
Records
By I/M Name
Booking, Release, and Custody
Files
2006,2007
Jail Inmate
Records
By I/M Name
Booking, Release, and Custody
Files
2005, 06, 07
Jail Admin.
Reports
Intake Stats
Daily Summery Intakes
2014,15
Jail Operation
Reports
Shift Activity Logs
Significant Event Welfare
Checks
2015
Jail Admin.
Reports
I/M Mail Logs
I/M Mail Summery
2015,16
Inmate Records
By I/M Name
Summary Intakes
2008, 09, 10,
11,12,13,14,"
15
Jail Admin.
Reports
Population
Rosters
Daily Population Logs
2015,16
Employee Records
Personnel File
Employment Records i.e. Pay
Changes, Accomldations
2014,15
Jail Operation
Reports
Activity Summary
Synopsis of Population
Demography
2015
Jail Admin.
Reports
Intake Statistics
Daily Summery of Intakes
2014,15
Prepared by:
Name: Thompson #3112
Date: 02/27/2018
Title: SCA, Per Records Supervisor Guillen
Page 1 of 2
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CITY OF SANTA ANA
OBSOLETE RECORDS DESTRUCTION SCHEDULE
POLICE DEPARTMENT
7019 APR -6 •"•. 7:21
Division Name: JAIL
CITY Or SANTA ANA
Number of boxes to be destroyed: 392 CLERK OF COUNCII.
CONSENT BY:
------------
David V ti ,Chief of Police Date
Assistant City Attorney
Records destroyed by:
Date of destruction:
Print Name & Badge # 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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