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HomeMy WebLinkAboutResolution No. 77880 RESOLUTION NO. 7788 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AZUSA AMENDING A POLICY REGARDING THE DISTRUCTION 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 amendment to the Police Department's destruction of obsolete records policy, as 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. resolution. 1985. Section 3. The City Clerk shall certify to the adoption of the APPROVED AND ADOPTED THIS 16th day of September , flu . gip. e MAYOR I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the City Council of the City of Azusa, at a regular meeting thereof, held on the 16thday of September , 1985, by the following vote of Council: AYES: COUNCILMEMBERS: COOK, CAMARENA, LATTA, MOSES NOES: COUNCILMEMBERS: NONE ABSENT: COUNCILMEMBEI I. PURPOSE 16 EXHIBIT A, to a Resolution of the City Council of the City of Azusa To provide for timely destruction of outdated, obsolete and excess documents which are of no use legally or otherwise to this department, in compliance with 34090 and 34090.5 of the Government Code.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 the Records Supervisor shall routinely destroy, by burning, shredding, burial, or other permanent obliteration, obsolete and excess documents in accordance with department procedure and subject to a specific retention schedule. III. PROCEDURE The Records Supervisor shall submit a written request for permission to destroy the documents, books, receipts and other records enumerated in this order 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 elegible for destruction according to this schedule and any other criteria for destruction have been complied with. 3. The Records Supervisor shall then submit a written destruction request to the Chief of Police, listing the documents, books, receipts or other records to be destroyed, showing the age and type of document. 4. Destruction may not occur until written permission has been received from the Chief of Police subsequent to the request for destruction. 5. Once permission to destrov has been given, the supervisor shall oversee the destruction. The original request for permission to destroy, indicating the approval of the Chief of Police, shall be maintained in a separate file and when destruction has been completed, the date and manner of destruction shall be listed on the request. SCHEDULE I In compliance with Government Code Sections 34090 and 34090.5, the following schedule has been established to implement and maintain this General Order: These records must be kept for two years, after which they may be destroyed without microfilming: 1. Incident Reports 2. Pawn Receipts 3. Citation Transmittals 4. Warrant Transmittals 5. Warrant Recalls ` 5. Tear Gas Purchases 7. Animal Control Logs 8. Animal Impound Slip 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 Print-outs 29. General Correspondence Files 30. DR Logs 31. UCR Statistical Reports 32. Jail Population 33. Jail Fire Inspection 34. Cash Drawer Log 35. Narcotics Destruction List 36. List of warrants returned to court due to age. Crprnln F TT These records must be kept for three years, after which they may be destroyed without microfilming: 1. Bicycle Licenses 2. Crime Photographs, excluding homicide and manslaughter. 3. Dance Permits SCHEDULE III These records must be kept for four years, after which they may be destroyed without microfilming: 1. Dog Licenses Crwf7nln F TV SCHEDULE V These 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) Documents which have been input into computer: 1. Master Name File Cards ANNUAL REVIEW BY CITY ATTORNEY The Police Records Supervisor shall be responsible for requesting an annual review of this order by the City Attorney during November of every year. This request shall be made through the Chief of Police.