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HomeMy WebLinkAboutResolution No. 7272RESOLUTION NO. 7272 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA ESTABLISHING A POLICY REGARDING THE DESTRUCTION OF OBSOLETE RECORDS FOR THE AZUSA POLICE DEPARTMENT WHEREAS the Police Department of the City of Azusa has identified categories of obsolete and unnecessary records and; WHEREAS Section 34090 of the Government Code of the State of California provides that with the approval of the legislative body and the written consent of the City Attorney, the head of a city department may destroy any record, document, instrument, book or paper under his charge without making a copy thereof, if the same is no longer required, provided that certain records are exempt from the provisions of said section, as specifically enumerated in Section 34090 and 34090.5 of the Government Code, and; WHEREAS, the City Attorney has reviewed and approves the Police Department's destruction of obsolete records policy hereinafter set forth in accordance with the provisions of Section 34090 of the Government Code. NOW THEREFORE, be it resolved by the City Council of the City of Azusa, as follows: Section 1. The City Council hereby approves the Police Department's destruction of obsolete records policy, attached hereto as Exhibit "A". Section 2. The Chief of Police shall have ongoing authority to authorize destruction of records, in accordance with the destruction of obsolete records policy approved by the City attorney and by the Azusa City Council. Section 3. The City Clerk shall certify to the adoption of the resolution 1983. APPROVED AND ADOPTED THIS 6th day of i June I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Azusa, at a r regular meeting thereof, held on the 6th day of June , 1993, by the following vote of Council: AYES: COUNCILMEMBERS: DECKE_t, HART, CRUZ, LATTA, MOSES NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBERS: NONE r � CIT CL RI I. PURPOSE: EXHIBIT A,. to a Resolution of the City Council of the City of Azusa To provide for timely destruction of outdated, obsolete and excess documents which are of no use legally or otherwise to this department, in compliance with 34090 and 34090.5 of the Government Code. II. POLICY: It shall be the policy of this department that obsolete and excess documents shall be routinely destroyed by burning, shredding, burial, or other permanent oblitera- tion, in accordance with department procedure and subject to a specific retention schedule. III. PROCEDURE The Chief of Police shall cause a written request to be prepared for permission to destroy the documents, books, receipts, and other records enumerated in this policy when: 1. It is determined that the document is obsolete and of no further use to the Police Department. 2. It is determined that the document or record is eligible for destruction according to this schedule and when all other compliance criteria for document destruction have been met. In compliance with Government Code Sections 34090 and 34090.5, the following schedule has been established to implement and maintain this policy. SCHEDULE I The following records must be kept for two years, after which they may be destroyed without microfilming. A 1. Incident Reports 2. Pawn Receipts 3. Citation Transmittals 4. Warrant Transmittals 5. Warrant Recalls 6. Tear Gas Purchases 7. Animal Control Logs 8. Animal Impound Slips 9. Desk Logs 10. Monthly Reports to Council 11. Statistical Tally Forms 12. Traffic Statistical Tally Forms 13. Briefing Sheets 14. Court Transmittal Forms 15. Patrol Activity Logs 16. EAP Slips 17. Bail Receipts 18. Completed X -Ticket Books 19. Miscellaneous Money Receipts 20. Warrant Index Cards 21. Payroll Records 22. Purchase Orders 23. Requisitions 24. Demands 25. Miscellaneous Paid Bills 26. Visa Clearance Letters 27. Paid/Closed Parking Citations 28. Data Processing Printouts 29. General Correspondence Files 30. DR Logs 31. UCR Statistical Reports Page 3 SCHEDULE II The following must be kept for three years, after which they may be destroyed without microfilming. 1. Bicycle Licenses 2. Crime Photographs, excluding homicide and manslaughter SCHEDULE III The following records must be kept for four years, after which they may be destroyed without microfilming. 1. Dog Licenses SCHEDULE IV The following records must be kept for five years, after which they may be destroyed without microfilming. 1. Azusa Fingerprint Cards, Applicant and Criminal, excluding police employees 2. Personnel Folders, Past Employees 3. Rejected Applicant Folders 4. Traffic Citations (Notice to Appear) ANNUAL REVIEW BY CITY ATTORNEY The Chief of Police shall request an annual review of this policy by the City Attorney during November of every year.