HomeMy WebLinkAboutResolution No. 8215RESOLUTION NO. 8215
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF AZUSA AMENDING 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/her 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 approved
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.
Section 3. Resolution No. 7788, adopted September
16, 1985, and all prior resolutions regarding policies for
destruction of obsolete records for the Police Department are
hereby repealed.
Section 4. The City Clerk shall certify to the
adoption of the resolution.
APPROVED AND ADOPTED THIS 20th day of April
1987.
/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 20th day of April ,
1987, by the following vote of Council:
AYES: COUNCILMEMBERS:
NOES: COUNCILMEMBERS:
AVILA, COOK, CRUZ, LATTA, MOSES
NONE
ABSEN COUN ILMEMB S: NONE
TY CLEM,
APP ED AS TO FORM AND CONTENT.
CI Y ATTORNEY
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EXHIBIT A, to a Resolution
of the City Council of the
City of Azusa
I. PURPOSE
To provide the timely destruction of outdated, obsolete,
and excess documents which are of no use legally or other-
wise 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
eligible 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 destroy 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.
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In compliance with Government Code Sections 34090 and 34090.5,
the following schedule has been established to implement and
maintain this general order.
SCHEDULE I
These records must be kept for two years, after which they
may be destroyed without microfilming.
1. Incident Reports
2. Citation Transmittals
3. Warrant Transmittals
4. Warrant Recalls
5. Animal Control Logs
6. Animal Impound Slips
7. Desk Logs
8. Monthly Reports to Council
9. Statistical Tally Forms
10. Traffic Statistical Tally Forms
11. Briefing Sheets
12. Court Transmittal Forms
13. Patrol Activity Logs
14. Bail Receipts
15. Completed X -Ticket Books
16. Miscellaneous Money Receipts
17. Warrant Index Cards
18. Payroll Records
19. Purchase Orders
20. Requisitions
21. Demands
22. Miscellaneous Paid Bills
23. Visa Clearance Letters
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24. Paid/Closed Parking Citations
25. Data Processing Printouts
26. General Correspondence Files
27. UCR Statistical Reports
28. Jail Population
29. Jail Fire Inspection
30. Cash Drawer Logs
31. Narcotics Destruction List
32. Subpoenas Duces Tecum
33. Civil Restraining Orders
SCHEDULE II
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
SCHEDULE IV
These records must be kept for five years, after which they
may be destroyed without microfilming provided that no
litigation is pending with respect to the matters described
in the documents.
1. Azusa Fingerprint Cards, Applicant and Criminal,
Excluding Police Employees
2. Personnel Folders, Past Employees
3. Personnel Complaints
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4. Rejected Applicant Folders
5. Traffic Citations (Notices to Appear)
6. Crime Reports Not Resulting in Arrests
SCHEDULE V
These records must be kept until such time as the informa-
tion contained therein is input into the department 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.
Pursuant to the requirements of Government Code 34090, I
hereby give my consent to the destruction of records by the
Chief of Police pursuant to this policy.
P TER M. THORSON
City Attorney
Of Burke, Williams & Sorensen
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